THE STANDING SENATE COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION
MINUTES OF PROCEEDINGS
OTTAWA, Thursday, December 3, 2020
(7)
[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 11:01 a.m., the Chair, the Honourable Sabi Marwah presiding.
Members of the committee present: The Honourable Senators Carignan, P.C., Dean, Forest, Martin, Marwah, Munson, Plett, Saint-Germain and Seidman (9).
Members of the committee present by videoconference: The Honourable Senators Campbell, Dawson, Forest-Niesing, Jaffer, Gagné, Marshall, Moncion, and Tannas (8).
Other senator present: The Honourable Senator Beyak (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:
As an individual:
The Honourable Senator Lynn Beyak.
Senate of Canada (by videoconference):
Pierre Lanctôt, Chief Financial Officer, Finance and Procurement Directorate;
Charles Feldman, Parliamentary Counsel, Office of the Law Clerk and Parliamentary Counsel;
David Vatcher, Director, Information Services Directorate;
Caroline Morency, Director General, Property and 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/2020-12-03/071(P) – Adoption of Minutes of Proceedings from November 19, 2020 (public)
The Honourable Senator Carignan, P.C., moved that the Minutes of Proceedings of Thursday, November 19, 2020, be adopted.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dawson, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Munson, Plett, Saint-Germain, Seidman and Tannas – [17]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-12-03/072(P) – Request for Exception to the Senators’ Office Management Policy from Senator Beyak
The Honourable Senator Beyak made a statement and, together with Pascale Legault and Philippe Hallée, answered questions regarding her appeal to the Subcommittee on Agenda and Procedure’s decision on her request for exception to the Senators’ Office Management Policy.
After debate, it was agreed that clarification be sought from Miller Thomson LLP in relation to the nature of services they provided to Senator Beyak pursuant to the contract in question.
CIBA/2020-12-03/073(P) – Amendment to Service Level Agreement with the House of Commons
David Vatcher made a presentation on the Service Level Agreement with the House of Commons.
The Honourable Senator Dean moved:
That the revised Appendix II (Summary of Services and Costs) of the master Service Level Agreement between the Senate and the House of Commons, for a total of $1,601,305 for 2020-2021, representing an increase of 2.4%, be approved.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dawson, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Saint-Germain, Seidman and Tannas – [15]
NAYS
NIL
ABSTENTIONS
Plett – [1]
CIBA/2020-12-03/074(P) – Extension of MOU with Shared Services for Landlines
David Vatcher made a statement on a request to approve the 1-year extension to an existing sole source agreement with Shared Services Canada related to local access services.
After debate, the Honourable Senator Forest moved:
That the 1-year extension to the existing sole source agreement with Shared Services Canada - Bell Canada “Local Access Service” contract, for a maximum amount of $50,000, be approved.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dawson, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Plett, Saint-Germain, Seidman and Tannas – [16]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-12-03/075(P) – Request for Proposal for Vehicle Maintenance
Caroline Morency made a statement on a request to proceed with a competitive process for the provision of vehicle maintenance and related services.
CIBA/2020-12-03/076(P) – Motion for the Subcommittee on Senate Estimates to Examine and Report on Funding Formula for Senate Leadership, Caucus and Groups
The Chair made a statement on the work of the Subcommittee on the Senate Estimates.
After debate, the Honourable Senator Saint-Germain moved:
That the Subcommittee on the Senate Estimates be authorized to examine and report on the formulae for determining the allocations of caucus/groups and House Officers budgets, with a view to establishing a fair and consistent approach to budget determination; and
That the subcommittee submit its report to the committee no later than February 28, 2021.
The question being put on the motion, it was adopted on the following vote:
YEAS
The Honourable Senators
Campbell, Carignan, Dawson, Dean, Forest, Forest-Niesing, Gagné, Jaffer, Marshall, Martin, Marwah, Moncion, Munson, Plett, Saint-Germain, Seidman and Tannas – [17]
NAYS
NIL
ABSTENTIONS
NIL
CIBA/2020-12-03/077(P) – Information Management/Information Technology Roadmap 2020-2024
David Vatcher made a statement on the IM/IT Roadmap for 2020-2024.
CIBA/2020-12-03/078(P) – Other Matters
The chair informed members that they would receive a draft report from the Subcommittee on the Senate Estimates to be considered at the next committee meeting.
After debate, it was agreed that the committee would meet on December 10th at 10 am, and, if required, until 1:30 p.m.
Pascale Legault informed the committee of technical issues involving the in camera portion of the meeting.
At 12:23 p.m., the committee suspended.
At 12:35 p.m., the committee resumed in camera, pursuant to rule 12-16. (1).
At 1:14 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