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THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

MINUTES OF PROCEEDINGS


OTTAWA, Thursday, September 24, 2020
(01)

[English]

The Standing Committee on Internal Economy, Budgets and Administration met by videoconference this day at 11:00 a.m., the Chair, the Honourable Sabi Marwah presiding.

Members of the committee present by videoconference: The Honourable Senators Carignan, P.C., Dasko, Downe, Dupuis, Forest-Niesing, Gold, P.C., Jaffer, Marshall, Martin, Marwah, McPhedran, Moncion, Munson, Plett, Saint-Germain, Seidman and Tannas (17).

Other senators present by videoconference: The Honourable Senators Dalphond, Pate and Verner, P.C. (3).

In attendance by videoconference: Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Richard Denis, Interim Clerk of the Senate and Clerk of the Parliaments and Chief Legislative Services Officer; Philippe Hallée, Law Clerk and Parliamentary Counsel; senior Senate officials and other support staff.

Also present: The official reporters of the Senate.

WITNESSES:

Senate of Canada:

Vanessa Bastos, People, Culture and Inclusion Lead, Human Resources Directorate;

Anne Burgess, Senior Parliamentary Counsel, Office of the Law Clerk and Parliamentary Counsel;

David Groves, Legal Counsel, Office of the Law Clerk and Parliamentary Counsel;

Pierre Lanctôt, Chief Financial Officer, Finance and Procurement Directorate;

Diane McCullagh, Chief Human Resources Officer, Human Resources Directorate;

David Vatcher, Director, Information Services Directorate.

Pursuant to rule 12-7. (1) of the Rules of the Senate, the committee continued its consideration of financial and administrative matters concerning the Senate’s internal administration.

The Chair made a statement.

The Chair introduced all senators that were present.

CIBA/2020-09-24/001(P) — Adoption of Minutes of Proceedings from September 10, 2020

The Honourable Senator Marshall moved:

That the Minutes of Proceedings of Thursday, September 10, 2020, be adopted.

The question being put on the motion, it was adopted on the following vote:

YEAS

The Honourable Senators

Carignan, Dasko, Downe, Dupuis, Forest-Niesing, Gold, Jaffer, Marshall, Martin, Marwah, McPhedran, Moncion, Munson, Plett, Saint-Germain, Seidman, Tannas — [17]

NAYS

NIL

ABSTENTIONS

NIL

CIBA/2020-09-24/002(P) — Consideration of Request for Proposals in Public

Pierre Lanctôt and Gérald Lafrenière each made a statement on the consideration of requests for proposals (RFP) by the committee.

After debate, the Honourable Senator Tannas moved:

That the committee begin its meeting in public and discuss all public items on the agenda, including discussions of proposed RFP processes; and

That the decision on whether to approve the RFP processes be taken when the committee has resumed in camera.

 

 

 

 

The question being put on the motion, it was adopted on the following vote:

YEAS

The Honourable Senators

Carignan, Dasko, Downe, Dupuis, Forest-Niesing, Gold, Jaffer, Marshall, Martin, Marwah, McPhedran, Moncion, Munson, Plett, Saint-Germain, Seidman, Tannas — [17]

NAYS

NIL

ABSTENTIONS

NIL

CIBA/2020-09-24/003(P) — Request for Proposal — Standing Offer Agreement(s) for Workstations and Peripherals

David Vatcher and Pierre Lanctôt each made a statement and answered questions on a request to proceed with a competitive procurement process to establish one or more standing offer agreement(s) for the purchase of workstations, both stationary (desktops) and mobile computers (laptops and tablets) and select computer peripherals.

CIBA/2020-09-24/004(P) — MOU with the House of Commons — Language Training Services

Vanessa Bastos made a statement and answered questions on a request to renew the memorandum of understanding with the House of Commons (HoC) for language training services.

After debate, the Honourable Senator Munson moved:

That the Memorandum of Understanding for a 5-year period for a total amount of $420,000 with the HoC for language training services be approved as an exception to the sole source contracting rules set out in the Senate’s Procurement Policy.

The question being put on the motion, it was adopted on the following vote:

YEAS

The Honourable Senators

Carignan, Dasko, Downe, Dupuis, Forest-Niesing, Gold, Jaffer, Marshall, Martin, Marwah, McPhedran, Moncion, Munson, Plett, Saint-Germain, Seidman, Tannas — [17]

NAYS

NIL

ABSTENTIONS

NIL

CIBA/2020-09-24/005(P) — Source of Funding for Progressive Senate Group

Pierre Lanctôt answered questions on the source of funding for the Progressive Senate Group for the remainder of the current fiscal year.

After debate, the Honourable Senator Saint-Germain moved:

That the Progressive Senate Group be authorized to receive, on an ad hoc basis, the funding to which it is entitled in accordance to the Senate Administrative Rules; and

That this funding be taken from the surplus of the different parliamentary groups and caucuses during the current fiscal year.

The question being put on the motion, it was adopted on the following vote:

YEAS

The Honourable Senators

Carignan, Dasko, Downe, Dupuis, Forest-Niesing, Gold, Jaffer, Marshall, Martin, Marwah, McPhedran, Moncion, Munson, Plett, Saint-Germain, Seidman, Tannas — [17]

NAYS

NIL

ABSTENTIONS

NIL

CIBA/2020-09-24/006(P) — Publication of CIBA Agenda

The Honourable Senator McPhedran made a statement in relation to her request to make CIBA’s agendas publicly available.

It was agreed to refer this matter to the Subcommittee on Agenda and Procedure and that the subcommittee provide recommendations to CIBA.

At 12:06 p.m., the committee suspended.

At 12:07 p.m., the committee resumed in camera, pursuant to rule 12-16. (1).

CIBA/2020-09-24/011(P) — Updated Report from the Subcommittee on Long Term Vision and Plan

After debate, it was agreed that the report be adopted and that the 8 recommendations be published in the public Minutes of Proceedings of this meeting.

RECOMMENDATION 1

Your subcommittee therefore recommends that the Senate be represented on the jury of the architectural design competition for the redevelopment of Block 2, and that the chair of this subcommittee consult with the chair of the House of Commons working group regarding the parliamentary juror representation.

RECOMMENDATION 2

Your subcommittee therefore recommends that providing an underground Centre Block-East Block tunnel connection through Parliamentary Welcome Centre (Option A) is the Senate’s preferred option for the future underground link.

RECOMMENDATION 3

Your subcommittee recommends that the Centre Block Rehabilitation Project (which includes the development of the Parliamentary Welcome Centre) include six (6) committee rooms (4 small, 1 medium, 1 large) for the Senate Precinct in the long term.

RECOMMENDATION 4

Your subcommittee recommends that the East Block Rehabilitation Project include committee room 257-E, East Block for the Senate precinct in the long term.

RECOMMENDATION 5

Your subcommittee recommends that for the three (3) remaining Senate committee rooms in the long term:

one (1) new committee room be located in the East Block courtyard basement infill; and

two (2) new committee rooms be located in a third building (possibly Block 2).

RECOMMENDATION 6

Your subcommittee recommends that all existing Heritage retrofit committee rooms (160-S, 256-S, 356-S and 257-E) in the Centre Block and East Block be designed with a fixed committee/caucus layout and that all new construction committee rooms be designed with a flexible layout.

RECOMMENDATION 7

Your subcommittee recommends that there be one (1) committee room per Senate Building that is equipped with the capability to provide third language (audio) interpretation.

RECOMMENDATION 8

Your subcommittee recommends that each Senate committee room be equipped to provide the capacity for participants to view real time sign language.

At 1:04 p.m., the committee adjourned to the call of the chair.

ATTEST :

Pascale Legault

Chief Corporate Services Officer and Clerk of the Standing Committee
 on Internal Economy, Budgets and Administration

Gérald Lafrenière

Recording Secretary