THE STANDING SENATE COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION
MINUTES OF PROCEEDINGS
OTTAWA, Thursday, November 19, 2020
(6)
[English]
Pursuant to the order of the Senate of November 17, 2020, the Standing Senate Committee on Internal Economy, Budgets and Administration met this day in room C128, Senate of Canada Building, and with videoconference at 11:00 a.m., the Chair, the Honourable Sabi Marwah presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, P.C., Dean, Martin, Marwah, Munson, Seidman, and Tannas (8).
Members of the committee present by videoconference: The Honourable Senators Dawson, Forest, Forest-Niesing, Jaffer, Gagné, Marshall, Moncion, Plett and Woo (9).
Other senator present by videoconference: The Honourable Senator Dalphond (1).
Participating in the meeting: 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 (by videoconference):
Senate of Canada:
Élise Hurtubise-Loranger, Senior Parliamentary Counsel, Office of the Law Clerk and Parliamentary Counsel;
Isabelle Leduc, HR Partnership Lead, Human Resources Directorate.
International and Interparliamentary Affairs
Jeremy LeBlanc, Acting Clerk Assistant and Director General.
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/2020-11-19/063(P) — Adoption of Minutes of Proceedings from November 17, 2020 (public)
The Honourable Senator Dean moved:
That the Minutes of Proceedings of Tuesday, November 17, 2020, be adopted.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Munson, Plett, Seidman, Tannas and Woo — [16]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-11-19/064(P) — Additional CIBA Organizational Motions
The Chair made a statement on additional CIBA organizational motions.
The Honourable Senator Campbell moved:
1. Attendance of Senate Administration Support Staff during In Camera Proceedings
That, unless otherwise decided, the following support staff be authorized to be present during virtual in camera proceedings of the committee:
• Members of the Executive Committee;
• Recording Secretary;
• Representative from the CIBA Secretariat;
• Representative from the Speaker’s office;
• Representative from the Office of the Clerk of the Senate and Clerks of the Parliaments;
• Representative from the Office of the Law Clerk and Parliamentary Counsel;
• Issues Management and Media Relations Advisor;
• Interpreters;
• Reporters; and
• Technical support staff.
2. Distribution of Committee Documents
That, in addition to the members of the committee, the members of the Executive committee and the Recording Secretary, the following individuals be authorized to receive committee documents:
• Speaker of the Senate;
• Leader of the Government;
• Leader of the Opposition; and
• Leaders of all recognized parties and recognized parliamentary groups; and
That, with the exception of documents classified as senator only, the following also be authorized to receive committee documents:
• Two staff members of each of the following offices: Speaker of the Senate; Leader of the Government; Leader of the Opposition; and Leaders of all recognized parties and recognized parliamentary groups;
• One staff member per member of the committee;
• Representatives from the CIBA Secretariat;
• Issues Management and Media Relations Advisor;
• Interpreters; and
• Reporters.
3. Distribution of Committee Documents to Non-Members
That committee documents be distributed to non-members when they enter the committee room or are virtually admitted into the meeting; and
That the non-members be informed of the confidentiality of committee documents.
4. Confidentiality of Committee Documents
That, the following committee documents related to the public portion of a meeting be classified as follows:
• Confidential until 1 hour before the start of the meeting:
• Public Agenda
• Confidential until the beginning of the presentation:
• Presentations from external witnesses
• Confidential until adopted by the committee:
• Minutes for the public portion of a meeting
• Confidential until moved, tabled or presented in committee:
• Motions;
• Subcommittee reports when the report will not subsequently be tabled or presented in the Senate by the committee
• Confidential until tabled or presented in the Senate:
• Committee reports (includes subcommittee reports adopted by the committee and subsequently tabled or presented in the Senate);
That, any other documents related to the public portions of meetings be classified as confidential unless otherwise determined by the committee;
That, all documents related to in camera portions of meetings be classified as confidential unless otherwise determined by the committee; and
That the confidential nature of the document be visible on each document before they are distributed to members.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Munson, Plett, Seidman, Tannas and Woo — [16]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-11-19/065(P) — Mandates and Memberships of Subcommittees and Working Group
The Chair made a statement on the mandate and memberships of subcommittees and working group.
After debate, the Honourable Senator Plett moved:
1. Creation of the Subcommittee on Human Resources
That the Subcommittee on Human Resources be established and authorized to examine and report on issues related to human resources in the Senate, including on issues related to:
• the harmonization of working conditions and benefits of Senate employees, whether they work for the Administration, for a senator, or for an officer of the Senate;
• the prevention and resolution of harassment in the workplace;
• the bargaining mandates related to the negotiation of collective agreements with unions representing Senate employees;
• the options to address work-life balance; and
• the review of senate policies referred to it by the committee;
That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG), one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);
That the following senators be named as members of the subcommittee:
• The Honourable Senator Campbell;
• The Honourable Senator Dawson;
• The Honourable Senator Dean;
• The Honourable Senator Saint-German; and
• The Honourable Senator Seidman; and
That the subcommittee be required to report to the committee from time to time.
2. Creation of the Subcommittee on the Long-Term Vision and Plan (LTVP)
That the Subcommittee on the Long-Term Vision and Plan be established and authorized to:
• supervise all steps, processes and decisions (excluding those areas that are under the authority of the Speaker) relating to the program of work for the Long-Term Vision and Plan for the parliamentary precinct, in coordination with the Senate Administration; and
• examine the best ways to ensure the rehabilitation of Centre Block, East Block and all other buildings that will be occupied by the Senate in the end state respect the heritage and the best interests of the Senate, without compromising the integrity of security;
That for greater certainty, all matters under the authority of the Speaker will be referred to the Speaker;
That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG), one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);
That the following senators be named as members of the subcommittee:
• The Honourable Senator Forest-Niesing;
• The Honourable Senator Munson;
• The Honourable Senator Plett;
• The Honourable Senator Tannas; and
• One senator to be named by the Leader of the ISG (or designate) by notice filed with the Clerk of the Senate following the process pursuant to rule 12-5 of the Rules of the Senate; and
That the subcommittee be required to report to the committee from time to time.
3. Creation of the Subcommittee on Senate Estimates
That the Subcommittee on Senate Estimates be established and authorized to examine and report on financial matters, including:
• any proposed estimates, keeping in mind the necessity for the Senate and its Administration to demonstrate responsible management of the public funds that are allocated to the institution; and
• senate policies referred to it by the committee;
That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG); one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);
That the following senators be named as members of the subcommittee:
• The Honourable Senator Marshall;
• The Honourable Senator Moncion;
• The Honourable Senator Munson;
• The Honourable Senator Saint-Germain; and
• The Honourable Senator Tannas; and
That the subcommittee be required to report to the committee from time to time.
4. Creation of the Subcommittee on Committee Budgets
That the Subcommittee on Committee Budgets be established and authorized to review committee budgets and to make recommendations on the allocation and release of funds;
That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG); one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);
That the following senators be named as members of the subcommittee:
• The Honourable Senator Campbell;
• The Honourable Senator Carignan, P.C.;
• The Honourable Senator Forest;
• The Honourable Senator Moncion; and
• The Honourable Senator Munson; and
That the subcommittee be required to report to the committee from time to time.
5. Creation of the Subcommittee on Communications
That the Subcommittee on Communications be established and authorized to:
• examine and report on issues related to Senate communications; and
• provide advice on the Senate’s communications strategy and its implementation, including communication approaches used to promote the role and work of the Senate and Senators;
That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG); one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);
That the following senators be named as members of the subcommittee:
• The Honourable Senator Campbell;
• The Honourable Senator Dawson;
• The Honourable Senator Jaffer;
• The Honourable Senator Marwah; and
• The Honourable Senator Marshall; and
That the subcommittee be required to report to the committee from time to time.
6. Creation of the Subcommittee on Diversity
That the Subcommittee on Diversity be established and authorized to examine and report on issues of diversity in the Senate workforce;
That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG); one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);
That the following senators be named as members of the subcommittee:
• The Honourable Senator Dean;
• The Honourable Senator Jaffer;
• The Honourable Senator Munson;
• The Honourable Senator Seidman; and
• The Honourable Senator Tannas; and
That the subcommittee be required to report to the committee from time to time.
7. Creation of the Artwork and Heritage Advisory Working Group
That the Artwork and Heritage Advisory Working Group be established and authorized to:
• exercise delegated authority to act on behalf of the committee on matters related to the Senate Policy on Heritage Assets and Works of Art;
That the advisory working group be composed of 4 senators working collectively;
That the following senators be named as members of the advisory working group:
• The Honourable Senator Bovey;
• The Honourable Senator Forest-Niesing;
• The Honourable Senator Stewat Olsen; and
• The Honourable Senator White and
That the advisory working group be empowered to elect a chair;
That the advisory working group be required to submit an annual plan for purchase, disposal, repair and restorations of heritage assets and works of art and a related annual financial forecast to the committee for approval; and
That the advisory working group be required to report its decisions and recommendations to the committee on a quarterly basis.
8. General Motions — Applicable to CIBA Subcommittees
That, pursuant to rule 12-9(2), the committee's authority to send for persons, papers and records, whenever required, and to publish from day to day such papers and evidence as may be ordered by it, be conferred on its subcommittees;
That, pursuant to rule 14-7(2), the committee's authority to permit coverage by electronic media of its public meetings be conferred on its subcommittees;
That, pursuant to rule 12-25 and the Senate guidelines for witness expenses, the committee’s authority to reimburse the reasonable travelling and living expenses of witnesses, be conferred on its subcommittees; and
That, pursuant to rule 12-5, the authority of the leaders and facilitators to make membership changes on committees, be conferred on its subcommittees.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Munson, Plett, Seidman, Tannas and Woo — [16]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-11-19/066(P) — Presentation of the Parliamentary Associations’ Annual Report on Activities and Expenditures
The Honourable Senator Plett made a statement and answered questions in relation to the activities and expenditures of parliamentary associations for the fiscal year 2019-20.
After debate, the Honourable Senator Plett moved:
That the report from the Joint Interparliamentary Council: Parliamentary Associations' Activities and Expenditures for the fiscal year 2019-20 be tabled in the Senate.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Munson, Plett, Seidman, Tannas and Woo — [16]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-11-19/067(P) — Update on Bill C-86 — Pay Equity Act
Élise Hurtubise-Loranger and Isabelle Leduc each made a statement and answered questions regarding the Pay Equity Act and its impact on the Senate.
CIBA/2020-11-19/068(P) — Financial Statements for the fiscal year 2019-2020
The Chair made a statement on the financial statements for the fiscal year 2019-2020.
The Honourable Senator Dean moved:
That the Financial Statements for the fiscal year 2019-2020 be tabled in the Senate.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Carignan, Dawson, Dean, Forest, Forest-Niesing, Jaffer, Gagné, Marshall, Martin, Marwah, Moncion, Munson, Plett, Saint-Germain, Seidman, Tannas and Woo — [16]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-11-19/069(P) — Other Matters
The chair informed members that the IT Roadmap 2020-2024 would be considered at the next meeting of the committee.
At 11:37 a.m., the committee suspended.
At 11:38 a.m., the committee resumed in camera, pursuant to rule 12-16. (1).
At 12:15 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