THE COMMITTEE OF SELECTION

MINUTES OF PROCEEDINGS

OTTAWA, Monday, March 22, 2021
(5)

[English]

Pursuant to the order of the Senate of December 10, 2020, the Committee of Selection met in camera this day at 4:01 p.m. [ET], by videoconference, the chair, the Honourable Terry M. Mercer, presiding. This meeting is considered to have taken place in the parliamentary precinct.

Members of the committee present by videoconference: The Honourable Senators Downe, Duncan, Gold, P.C., Martin, Mercer, Omidvar, Plett, Saint-Germain, Seidman, Stewart Olsen and Woo (11).

In attendance: Marie-Ève Belzile, Principal Clerk, Daniel Charbonneau, Evelyne Côté and Joëlle Nadeau, Procedural Clerks, Brigitte Martineau, Administrative Assistant, Committees Directorate; David Sheppard, office of Senator Mercer; Arianna Knoefel, office of Senator Woo; Vince MacNeil, office of Senator Omidvar; Lars Andersen and Darlene Van Dusen, office of Senator Duncan; Michael Penney, office of Senator Gold; Marylene Villeneuve, office of Senator Downe; Tyler Barker, office of Senator Stewart Olsen.

Also present: The official reporters of the Senate.

Pursuant to the order of reference adopted by the Senate on Thursday, October 29, 2020, the committee continued its consideration on issues relating to meetings of either the Senate, or meetings of committees by videoconference or teleconference, to the coordination of such meetings, and facilitate or enhance their operations and pursuant to Chapter 4:03 2(2) of the Senate Administrative Rules, the committee continued its consideration of the allocation of office accommodations for senators.

The chair made a statement.

It was agreed that senator’s staff be permitted to participate in the in-camera portion of today’s meeting; that the committee allow the transcription of the in-camera portion of today's meeting, that a copy be kept with the clerk of the committee for consultation by committee members; and that the transcript be destroyed by the clerk when authorized to do so at the end of this parliamentary session.

The chair reported a decision from the Subcommittee on Agenda and Procedure for the relocation of the office of the Honourable Senator Black (Ontario).

The committee resumed its consideration of a briefing note on issues relating to meetings of Senate committees, with respect to resource capacity and a fixed committee schedule.

After debate, it was agreed that the committee adopt a report which includes the following recommendations:

That a fixed committee schedule be approved for weeks when the Senate sits, with up to 14 all virtual committee time slots per week, Monday to Thursday, with no more than two simultaneous virtual meetings per time slot;

That 14 committees be assigned one two-hour time slot per week; four committees be assigned alternating time slots on Mondays before noon (RPRD/SELE/REGS/BILI); two committees (CONF/AOVS) be assigned an alternating time slot on Tuesday when the Senate sits;

That meetings of standing Senate committees be prioritized, subject to available capacity, for those that are meeting on government business;

That if a committee opts to not use their assigned time slot, it could be used by another committee (except for Tuesday during the sitting) or by a subcommittee, subject to approval by the whips/facilitators;

That a copy of the all virtual schedule be appended to the report with a recommendation that it be implemented on a trial basis and that any subsequent changes be approved by the whips/facilitators;

That the Subcommittee on Agenda and Procedure be authorized to approve the final version of the report, taking into account today’s discussion, and that the chair present the report to the Senate at the earliest opportunity.

At 4:32 p.m., the committee adjourned to the call of the chair.

ATTEST:

Shaila Anwar

Clerk of the Committee