Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 2 - Minutes of Proceedings
OTTAWA, Thursday, September 30, 2010
(11)
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:41 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Comeau, Cordy, Day, De Bané, P.C., Di Nino, Downe, Finley, Furey, Hervieux-Payette, P.C., Kinsella, Marshall, Munson, Stewart Olsen and Tkachuk (14).
IE/2010-09-30/085(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of June 17, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-09-30/086(P) — Second Report of the Subcommittee on Agenda and Procedure (Steering Committee)
For information, the chair tabled the second report of the steering committee on decisions taken during the summer adjournment.
Thursday, September 30, 2010
The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration has the honour to table its
SECOND REPORT
The Steering Committee met on September 13, 2010 (see Annex A — Intersessional Authority) and wishes to report on the following decisions taken.
Interpretation System Upgrade
Authorization was given to initiate a competitive process and award a contract anticipated to exceed $100,000 for the Aboriginal Peoples' Committee Room (Room 160-S) Interpretation System Upgrade.
International Travel: Senator Kochhar
Approval was given to Senator Kochhar to travel to travel to New Delhi, India to attend the Commonwealth Games from October 1 to 7, 2010.
Respectfully submitted,
IE/2010-09-30/087(P) — Fifth Report of the Standing Committee on Internal Economy, Budgets and Administration — Reports on International Travel
The chair presented, for information, the fifth report of the committee that would be tabled in the Senate regarding reports submitted by Senators Peterson and Nolin, pursuant to the International Travel Guidelines.
IE/2010-09-30/088(P) — Information Technology Security Policy
It was agreed that discussion on the Information Technology Security Policy be deferred to the next meeting.
At 9:40 a.m., the committee proceeded in camera.
At 9:55 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, October 7, 2010
(12)
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:30 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Carignan, Comeau, Cordy, De Bané, P.C., Di Nino, Downe, Furey, Kinsella, Marshall, Munson, Peterson, Stewart Olsen, Stratton, Tardif and Tkachuk (15).
Other senator present: The Honourable Senator Chaput (1).
WITNESSES:
Office of the Auditor General of Canada:
Sheila Fraser, Auditor General of Canada;
Clyde MacLellan, Assistant Auditor General;
Gordon Stock, Principal.
IE/2010-10-07/089(P) — Auditor General of Canada
The chair welcomed and introduced Ms. Sheila Fraser, Auditor General of Canada, Mr. Clyde MacLellan, Assistant Auditor General of Canada, and Gordon Stock, Principal, Office of the Auditor General of Canada. Senator Tkachuk indicated that Ms. Fraser was seeking the Committee's invitation to carry out a performance audit of the Senate Administration. He then, for the record, briefed the committee on the process that lead up to this morning's meeting.
The chair remarked that the Senate had already acted on its own initiative to have auditors look at its operations, such as: 1) the first ever "Opening Balance Audit" for 2009-2010 (Price Waterhouse Coopers); 2) the Audit of Financial Statements for 2009-2010 (KPMG); and 3) the Audit of Senators' Office Expenditures (Ernst & Young). He also noted that the travel, spending and hospitality spending of individual senators would soon be made public.
The deputy chair thanked Senator Tkachuk for his overview of the recent audit history of the Senate, as well as some of the committee's expectations and challenges regarding the proposed audit by the Auditor General. Senator Furey indicated that he felt confident that the Senate had a sound policy framework and many good practices in place and noted that the Senate must be recognized as an independent chamber of Canadian Parliament.
The Auditor General thanked the committee for inviting her and her colleagues and indicated that in their performance audits, the Office of the Auditor General examines and provides independent assessments of management practices, controls, and reporting systems and when necessary, they make recommendations to further strengthen management's practices and procedures.
Ms. Fraser indicated that the objective of their audit of the administration of the Senate would be to assure the committee and all Senators that appropriate policies and procedures exist for administrative services and that these services are provided in an efficient manner and in accordance with those policies. These include functions that the clerk and the clerk's management team are responsible for, such as providing support to the Senate, its committees, and the senators' offices and would not include the Senate's constitutional, legislative, or public policy roles, nor would it include any procedural aspects of the Senate and its committees. The audit would be conducted in three phases — planning, examination, and reporting and would include the following areas: 1) Human Resources; 2) Information Technology; 3) Security; and 4) Financial Management and Control.
Ms. Fraser informed the committee that the proposed audit plan would be discussed with the clerk at the end of the planning phase of the audit. During the examination phase of the performance audit, the audit team would gather the evidence to form their conclusions and during the reporting phase, they would confirm and validate the facts in a draft report with the clerk. She expected that a draft report would be ready for presentation to the Senate in late fall 2011.
Ms. Fraser, Mr. MacLellan and Mr. Stock answered questions.
Senator Kinsella asked that it be noted, for the record, that as Speaker of the Senate, it was his duty to protect the parliamentary privilege of the Senate and its members and asked the Auditor General and the committee to observe this rule should the audit be granted.
The chair thanked Ms. Fraser, Mr. MacLellan and Mr. Stock for appearing before the committee.
At 9:15 a.m., the committee proceeded in camera.
At 9:40 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, October 21, 2010
(13)
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:32 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Comeau, Cordy, Dawson, Di Nino, Furey, Greene, Jaffer, Kochhar, MacDonald, Meighen, Munson, Poulin, Stewart Olsen, Tardif and Tkachuk (16).
IE/2010-10-21/091(P) — Adoption of Minutes of Proceedings
It was moved by Senator Di Nino that the minutes of proceedings of September 30 and October 7, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-10-21/092(P) — Tenth Report of the Subcommittee on the Review of Committee Budget and International Travel
Senator Cordy, on behalf of the Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the tenth report of the subcommittee as follows:
Thursday, October 21, 2010
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
TENTH REPORT
On April 22, 2010, the Committee on Internal Economy, Budgets and Administration established a cap of $605,000 on the funding available for domestic committee travel in fiscal year 2010-2011. On June 3, 2010, the committee established a cap of $254,000 for international committee travel for the fiscal year.
While all but $3,560 of the funds available for international travel have been allocated, it is expected that some $75,000 will be clawed back from the $202,000 that were allocated to the Committee on Foreign Affairs and International Trade for their trip to India. Since there are domestic travel requests for which there is currently no funding available, your subcommittee recommends that any funds available within the international travel envelope be made available for domestic travel.
Respectfully submitted,
It was moved by Senator Cordy that the tenth report of the Subcommittee on the Review of Committee Budget and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-10-21/093(P) — Eleventh Report of the Subcommittee on the Review of Committee Budget and International Travel
Senator Cordy, on behalf of the Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the eleventh report of the subcommittee as follows:
Thursday, October 21, 2010
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
ELEVENTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2010-2011:
Social Affairs, Science and Technology (Pandemic Preparedness)
Professional and Other Services $ 900 Transportation and Communications $ 650 All Other Expenditures $ 0 Total $ 1,550 (includes funds for a fact-finding mission in the National Capital Region)
Energy, the Environment and Natural Resources (Energy Sector)
Professional and Other Services $ 2,750 Transportation and Communications $ 16,240 All Other Expenditures $ 11,050 Total $ 30,040 (includes funds for public hearings and fact-finding missions)
Your subcommittee notes that the Committee on Energy, the Environment and Natural Resources also requested funds for a trip to the Atlantic provinces in early 2011. Your subcommittee is unable to recommend the release of funds for this activity at this time. However, if funds become available, your subcommittee will reconsider this request and will report to the Committee on Internal Economy, Budgets and Administration as soon as possible.
Energy, the Environment and Natural Resources (Energy Sector)
Professional and Other Services $ 0 Transportation and Communications $ 10,012 All Other Expenditures $ 700 Total $ 10,712 (includes funds for a fact-finding mission)
Fisheries and Oceans (Policy Framework)
Professional and Other Services $ 2,000 Transportation and Communications $ 119,308 All Other Expenditures $ 13,600 Total $ 134,908 (includes funds for fact-finding missions)
Respectfully submitted,
It was moved by Senator Cordy that the eleventh report of the Subcommittee on the Review of Committee Budget and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-10-21/094(P) — Twelfth Report of the Subcommittee on the Review of Committee Budget and International Travel
Senator Cordy, on behalf of the Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the twelfth report of the subcommittee as follows:
Thursday, October 21, 2010
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
TWELFTH REPORT
Your subcommittee considered a request from the Honourable Senator Ataullahjan for approval to use the 64-points system to meet with government officials in Pakistan as well as tour some of the regions of the country that have been devastated by the floods, from November 5 to 16, 2010. Your subcommittee recommends that approval be granted for the senator to use the 64-point travel system to cover the cost of airfare in an amount not expected to exceed $3,400.
Your subcommittee would like to remind senators that, pursuant to the decision of the Committee on Internal Economy, Budgets and Administration dated May 7, 2009, "a senator must, within 30 days of completion of the international travel, submit a detailed report to the Committee on Internal Economy, Budgets and Administration including the objectives of the travel, meetings held, achievements, costs and next steps; this report shall be tabled in the Senate as an appendix to a report of the committee."
Respectfully submitted,
It was moved by Senator Cordy that the twelfth report of the Subcommittee on the Review of Committee Budget and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-10-21/095(P) — Thirteenth Report of the Subcommittee on the Review of Committee Budget and International Travel
Senator Cordy, on behalf of the Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the thirteenth report of the Subcommittee as follows:
Thursday, October 21, 2010
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
THIRTEENTH REPORT
Your subcommittee considered a request from the Honourable Senator De Bané, P.C., for approval to use the 64-points system to attend the "First Conference of Arab Expatriats — A Bridge for Communication" being held in Cairo, Egypt from December 4-6, 2010. Your subcommittee recommends that approval be granted for the senator to use the 64-point travel system to cover the cost of airfare, ground transportation, accommodation, and per diems in an amount not expected to exceed $10,215.
Your subcommittee would like to remind senators that, pursuant to the decision of the Committee on Internal Economy, Budgets and Administration dated May 7, 2009, "a senator must, within 30 days of completion of the international travel, submit a detailed report to the Committee on Internal Economy, Budgets and Administration including the objectives of the travel, meetings held, achievements, costs and next steps; this report shall be tabled in the Senate as an appendix to a report of the committee."
Respectfully submitted,
It was moved by Senator Cordy that the thirteenth report of the Subcommittee on the Review of Committee Budget and International Travel be adopted.
The question being put on the motion, it was resolved in the affirmative.
Senator Comeau suggested that the Subcommittee on the Review of Committee Budgets and International Travel review the guidelines governing international travel to better evaluate the diverse requests received and their benefits to the Senate.
IE/2010-10 21/096(P) — Witness Air Travel Expenses
The Principal Clerk, Committees Directorate, presented a proposal on a more economical approach to witness air travel expenses.
After discussion, it was agreed that the Internal Economy Committee adopt the following directive on a trial basis until March 31, 2011:
Witnesses will be reimbursed reduced fare tickets when possible and practical and up to a maximum of one economy air fare incurred between their place of residence and the place where they will be heard by a committee; and
The Senate Administration be authorized to reimburse proposed witnesses for expenses incurred by those persons due to the postponement or cancellation of a committee meeting up to the reduced air fare tickets, if unused.
It was also agreed that the Senate Administration would report to the steering committee the cost of cancellation and change fees and any unused tickets, as well as the estimated savings, during the trial period.
IE/2010-10 21/097(P) — Information Technology Security Policy
The Director, Information Services Directorate, presented a revised Information Technology Security Policy.
Ms. Bouchard indicated that the current policy was adopted by this committee on August 11, 1997 and that following a 2007 internal review and an audit of Senate financial systems which also touched on relevant areas of IT Security, a number of policy components were identified which required updates to reflect the changes that had occurred in technology as well as changes to several organizational roles and responsibilities within the Senate. Further, the Information Services Directorate was proposing to extend the IT security awareness course to senators and their staff.
After debate, it was agreed that the revised Information Technology Security Policy be adopted.
At 9:15 a.m., the committee proceeded in camera.
At 9:40 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, October 28, 2010
(14)
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:35 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Dawson, Di Nino, Furey, Greene, Jaffer, Marshall, Meighen, Munson, Poulin, Stewart Olsen, Tardif and Tkachuk (16)
IE/2010-10-28/104(P) — Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of October 21, 2010, public portion, be adopted.
The question being put on the motion, it was resolved in the affirmative.
IE/2010-10-28/105(P) — Broadcast Camera Replacement and Upgrade for Committee Room 160-S
The Director, Information Services Directorate, presented a briefing note regarding the replacement of the broadcast cameras in committee room 160-S.
After discussion, it was agreed that the Senate Administration be authorized to initiate a competitive process and award a contract anticipated to exceed $100,000 for the replacement of the broadcast cameras in committee room 160-S.
It was also agreed that the equipment be purchased through the reallocation of existing funding in the 2010-2011 budget but that the installation of the cameras, will be forecasted within the existing 2011-2012 Information Services budget.
IE/2010-10 28/106(P) — Disclosure Requirements for Hospitality and Gifts/Promotional Items
The Director of Finance presented a briefing note which addressed two control deficiencies that were identified by Ernst & Young in their report "Audit of Senators' Office Expenditures" dated March 24, 2010 which dealing with hospitality and gifts and promotional items.
After discussion, it was agreed that the Miscellaneous Expenditures Account Guidelines be updated to include the requirement that adequate documentation be kept in the senators' offices for any gift and promotional item given with a value exceeding $50 for a period of seven years.
It was also agreed that the proposed templates prepared by the Finance Directorate "Gifts and Promotional Items Tracking Sheet" and "Hospitality Expense Tracking Sheet" may be used in senators' offices to facilitate and promote a consistent approach in data collection.
IE/2010-10 28/107(P) — Taxi Policy
It was agreed that discussion on this item be deferred to the next meeting.
At 8:58 a.m., the committee proceeded in camera.
At 10:05 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, November 18, 2010
(15)
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:34 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Di Nino, Downe, Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Poulin, Stewart Olsen and Tkachuk (15).
WITNESSES:
KPMG:
Andrew Newman, Partner.
Public Works and Government Services Canada:
Pierre-Marc Mongeau, Assistant Deputy Minister, Parliamentary Precinct Branch;
Robert Wright, Director General, Major Crown Projects;
Joanne Stasiuk, Director General, Planning and Operations;
Veronica de Pencier, Director, East Block Program.
IE/2010-11-18/113(C) — Long Term Vision and Plan for the Parliamentary Precinct (LTVP) Update — In Camera Meeting
The chair informed the committee that the Long Term Vision and Plan for the Parliamentary Precinct (LTVP) update by Public Works and Government Services Canada representatives would be held in camera due to the confidentiality of the document.
At 8:36 a.m., the committee proceeded in camera.
At 10:04 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, November 25, 2010
(16)
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:35 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Di Nino, Downe, Furey, Greene, Jaffer, Marshall, Munson, Poulin, Stewart Olsen and Tkachuk (14).
WITNESSES:
William Young, Parliamentary Librarian;
Dianne Brydon, Director General, Learning and Access Services.
Public Safety Canada:
Daniel Lavoie, Associate Assistant Deputy Minister;
Donovan Arnaud, CCG Project Manager;
Stephen Braham, A/Special Advisor to the Associate Assistant Deputy Minister.
IE/2010-11-25/117(C) —Adoption of Minutes of Proceedings
It was moved by Senator Comeau that the minutes of proceedings of November 18, 2010, public portion, be adopted.
IE/2010-11-25/118(C) — Public Outreach Activities
The chair welcomed Mr. William Young, Parliamentary Librarian and Ms. Dianne Brydon, Director General, Learning and Access Services.
Mr. Young and Ms. Brydon made a presentation on the Public Outreach Activities at the Library of Parliament and answered questions.
The committee asked Ms. Brydon do provide the members with a copy of the "Youth and Democracy: A Dialogue Session" report made following the Conference held by the Library of Parliament on September 25, 2010.
IE/2010-11-25/119(C) — Eighth Report of Internal Economy
The chair presented the draft eighth report of the committee as follows:
Thursday, November 25, 2010
The Standing Committee on Internal Economy, Budgets and Administration has the honour to table its
EIGHTH REPORT
Pursuant to the International Travel Guidelines, the following reports have been submitted:
1) The Honourable Vim Kochhar
Trip to New Delhi, India
September 30-October 7, 20102) The Honourable Céline Hervieux-Payette
Trip to Frieberg, Germany
October 22-25, 2009
Respectfully submitted,
DAVID TKACHUK
Chair
It was agreed that the eighth report of the Standing Committee on Internal Economy, Budgets and Administration be tabled in the Senate.
At 9:09 a.m., the committee proceeded in camera.
At 10:01 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary
OTTAWA, Thursday, December 2, 2010
(17)
The Standing Senate Committee on Internal Economy, Budgets and Administration met this day at 8:35 a.m., the chair, the Honourable David Tkachuk, presiding.
Members of the committee present: The Honourable Senators Carignan, Comeau, Cordy, Di Nino, Downe, Furey, Greene, Jaffer, Kinsella, Marshall, Munson, Poulin, Tardif, Tkachuk and Wallace (15).
IE/2010-12-02/127(P) — Adoption of Minutes of Proceedings
It was moved by Senator Di Nino that the minutes of proceedings of November 25, 2010, public portion, be adopted.
IE/2010-12-02/128(P) — Tours of Parliamentary Precinct Construction Sites
The chair informed the committee that, in February, in lieu of regular weekly meeting, the committee would do a tour of the different Parliamentary Precinct Construction Sites.
The proposed sites are the Wellington Building, Bank of Montreal Building and the masonry restoration of the north towers of the West Block.
It is felt that a personal tour of these sites conducted by PWGSC will provide senators with first hand insight into the scope, complexity and difficulties involved with these projects
IE/2010-12-02/129(P) — Senators' Newsletters
The chair addressed the matter of senators' newsletters. He explained that some senators had asked for clarification regarding what constitutes "purely partisan" content.
After discussion, it was agreed that senators' newsletters, with partisan content, is acceptable including the use of party colours and photographs with members of the House of Commons. However negative comments against other senators are unacceptable.
IE/2010-12-02/130(P) — Report of the Subcommittee on Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Marshall, presented the fourteenth report of the subcommittee as follows:
Thursday, December 2, 2010
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FOURTEENTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2010-2011:
Energy, the Environment and Natural Resources (Energy Sector — Supplementary Release)
Professional and Other Services $ 11,000 Transportation and Communications $ 92,760 All Other Expenditures $ 29,500 Total $ 133,260 (includes funds for fact-finding and public hearings, as well as approval for sole source for charter flights)
Respectfully submitted,
ELIZABETH MARSHALL
Chair
After debate, it was agreed that the fourteenth report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
At 8:45 a.m., the committee proceeded in camera.
At 10:07 a.m., the committee adjourned at the call of the chair.
ATTEST:
Gary W. O'Brien
Clerk of the Senate and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Lucie Lavoie
Recording Secretary