Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration

Issue 9 - Minutes of Proceedings - June 11, 2013

OTTAWA, Tuesday, June 11, 2013
(49)

The Standing Committee on Internal Economy, Budgets and Administration met this day, in camera, at 6 p.m., in room 160-S, Centre Block, the chair, the Honourable David Tkachuk, presiding.

Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Downe, Doyle, Fraser, Furey, Johnson, Kinsella, Marshall, Munson, Smith (Saurel), Stewart Olsen, Tardif and Tkachuk (16).

Other senator present: The Honourable Senator Massicotte (1).

In attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.

WITNESSES:

Office of the Auditor General of Canada:

Michael Ferguson, Auditor General of Canada;

Clyde MacLellan, Assistant Auditor General of Canada;

Gordon Stock, Principal.

IE/2013-06-11/335 (C) — Appearance of the Auditor General of Canada

Senator Carignan asked the committee why this portion of the meeting was in camera. He commented that he did not feel the appearance of the Auditor General should be in camera.

The chair asked Mr. Michael Ferguson, Auditor General, if he had a preference for being in camera or in public.

Mr. Ferguson replied that he did not have any preference.

It was moved that Item #1, the appearance of the Auditor General of Canada and his officials, be in public.

The question being put on the motion, it was resolved in the affirmative.

At 6:09 p.m., the committee continued in public.

IE/2013-06-11/336(P) — Appearance of the Auditor General of Canada

The Chair welcomed Michael Ferguson, Auditor General of Canada, Clyde MacLellan, Assistant Auditor General of Canada, and Gordon Stock, Principal, OAG.

Mr. Ferguson thanked the committee for Senate's invitation to conduct a comprehensive audit of the Senate, including senators' expenses and introduced Clyde MacLellan, Assistant Auditor General, and Gordon Stock, Principal.

Mr. Ferguson answered questions.

IE/2013-06-11/337(P) — Implementation of the Twenty-Fifth Report of Internal Economy (Changes to the Senators' Travel Policy)

Nicole Proulx, Director of Finance and Procurement, presented a draft memorandum to be sent to senators regarding changes to be made to the Senators' Travel Policy following the adoption of the Twenty-Fifth Report of the Internal Economy Committee.

It was moved that the implementation of the following changes be approved for July 1, 2013:

To more effectively assess compliance of travel claims with policy, travellers are required to provide the specific purpose for each trip. Although names of participants at a meeting or event need not to be disclosed, they should be kept for audit purposes.

Travellers are required to maintain a road travel log for all mileage claims and such claims and supporting road travel logs are now subject to regular audits.

Travellers are required to provide receipts when seeking reimbursement of taxi expenses, regardless of the cost.

The selection of a senator's designated traveler is restricted to the senator's spouse or partner, with the exception of senators who occupy the Leader of the Government or of the Opposition positions.

The designated traveller must be travelling with the senator or for the purpose of joining the senator.

The use of the 64-point travel system by senators for international travel is limited to travel to New York (for United Nations business only) and Washington, D.C., up to a maximum of four points per fiscal year.

The question being put on the motion, it was resolved in the affirmative.

Other changes to the Senators' Travel Policy identified in the Twenty-Fifth Report of the Internal Economy Committee require changes to system and business processes. This will be done during the period of summer adjournment and be reported back to the Committee in the fall for consideration and determination of implementation date.

At 6:53 p.m., the committee adjourned to 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