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CIBA - Standing Committee

Internal Economy, Budgets and Administration

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41-1 41st Parliament, 1st Session (June 2, 2011 - September 13, 2013)
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Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration

Issue 2 - Minutes of Proceedings - June 23, 2011

OTTAWA, Thursday, June 23, 2011
(3)

The Standing Committee on Internal Economy, Budgets and Administration met this day, in camera, at 8:30 a.m., the Honourable David Tkachuk, Chair, presiding.

Members of the committee present: The Honourable Senators Carignan, Comeau, Cordy, Dawson, Di Nino, Downe, Furey, Jaffer, Kinsella, Meighen, Poulin, Stewart Olsen, Stratton, Tardif and Tkachuk (15).

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

WITNESSES:

Office of the Auditor General of Canada:

Mr. John Wiersema, Interim Auditor General;

Clyde MacLellan, Assistant Auditor General;

Gordon Stock, Principal.

At 8:55 a.m., the committee continued, in public.

IE/2011-06-23/026(P) — Adoption of Minutes of Proceedings

It was moved by Senator Di Nino that the Minutes of Proceedings of June 9 and 14, 2011, public portion, be adopted.

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

IE/2011-06-23/027(P) — Acceptable Use Policy for the Senate Networks

Hélène Bouchard, Director, Information Services Directorate, informed the committee that the current Policy on the Use of the Senate Network, adopted by this committee on November 7, 2002 had been revised and was now called Acceptable Use Policy for the Senate Network. Ms. Bouchard indicated that following an internal review and an audit of Senate financial systems which also touched on relevant areas of IT Security, a number of policy components were identified which required updates to reflect the changes that had occurred in technology as well as changes to several organizational roles and responsibilities within the Senate.

Ms. Bouchard answered questions.

After discussion, it was agreed that this item be further discussed at a future meeting in the fall.

IE/2011-06-23/028(P) — Telecommunications Policy for Senators

Hélène Bouchard, Director, Information Services Directorate, informed the committee that since the implementation of the Telecommunications Policy for Senators, the telecommunications sector has gone through a rapid evolution. For example, new services have been introduced and others have seen major transformation. Ms. Bouchard indicated that since the revised policy differs considerably from that of 2003, a point by point comparison was not deemed practical. However, the main points of the modifications include:

  • New format and updated procedures on the use of telecommunication equipment and services;
  • Increase of the maximum of wireless voice/data plans;
  • Access to other mobile data solutions based on the maximum number of monthly voice or data plans approved;
  • Reimbursement of personal calls for senators' staff;
  • Abolishment of the directory listings from the approved telecommunication resources;
  • New Telecommunication resources chart that provides the maximum entitlements as well as the budget from which the service will be paid out of.

After discussion, it was agreed that the Telecommunications Policy for Senators be approved and that a memorandum be sent to all senators and their staff.

IE/2011-06-23/029(P) — Wireless Services and Hardware for Senators

Hélène Bouchard, Director, Information Services Directorate, presented a briefing note with a proposal for wireless services and hardware for senators and their staff. Ms. Bouchard informed the committee that the procurement of telecommunications services for the government was administered by the Information Technology Services Branch (ITSB) of Public Works and Government Services Canada (PWGSC). On February 26, 2011, a new contract was awarded (Rogers Communications) and the competitive process had resulted in extremely attractive rates. If permitted to benefit from the preferential rates that are available under the PWGSC contracts in the same manner as client departments of the federal government, the Senate Administration would be able to achieve a 60 per cent reduction for an estimated savings of $270,000. The highlights of the new PWGSC contract are:

Pay-per-use model: Under the new pricing framework no airtime `packages' exist allowing for a single pricing methodology. A single per minute charge billed on a per-second basis will apply for each and every minute of airtime used. The pay-per-use model ensures that the Senate only pays for airtime that was used.

Calling Party Pays: calls placed between two users using the same wireless carrier will result in only the party initiating the call being billed airtime charges.

All inclusive services: In the monthly flat rate the following attributes are included: 911 services call waiting, number display, call forwarding, three-way conferencing, test messaging service (SMS) and voice messaging.

Fixed dollar discount on wireless devices: A fixed dollar discount will be applied to all wireless devices. As a result, some devices will be acquired at a zero dollar cost. However, the newer devices may exceed the allotted discount; the remaining cost will be associated to the device and will be charged to senators' research and office budget.

Fixed percent discount on accessories: 50 per cent discount will be applied to all wireless products such as rechargeable batteries, AC travel chargers, earphones, holsters, et cetera.

Two year agreements: Senators and their staff will need to retain their devices for a period of two years. Early upgrade will incur extra cost and will be charged to senators' research and office budget.

After discussion, it was agreed that this item be approved and that a memorandum be sent to all senators and their staff.

IE/2011-06-23/030(P) — Wi-Fi in the Senate Chamber and the Purchase of Tablet Devices

Hélène Bouchard, Director, Information Services Directorate, informed the committee that the Steering Committee had authorized that a pilot project be undertaken to implement a Wireless Network (WI-FI) in the Senate Chamber starting in September 2011.

Further, a briefing note on the feasibility of purchasing tablet devices such as iPads will be prepared.

IE/2011-06-23/031(P) — Telecommunications Costs Reduction

Hélène Bouchard, Director, Information Services Directorate, presented a briefing note regarding the Senate's 1-800 listing and the number of telephone lines in senators' offices.

Ms. Bouchard informed the committee that the Senate 1-800 line had been approved by the Internal Economy Committee in 1987 and at the time, it was decided that the number was to be published in all telephone directories across Canada. Presently, the Senate 1-800 number is listed in 135 telephone directories across the country. Further, senators have, on average, five telephone lines in their offices, located in communal areas such as the reception area of their assistant's office or near a sofa in the senator's office.

After discussion, it was agreed that ISD proceed with an audit of the number of telephone lines being used in senators' offices with the goal of reducing the total number of lines and that further information be obtained regarding the 1-800 listing before a decision is made to remove the listings from telephone directories.

IE/2011-06-23/032(P) — Contract for the Purchase of Stationery Supplies in a Just in Time (JIT) Method

It was agreed that the Senate Administration be authorized to initiate a competitive process and enter into a contract with a value exceeding $100,000 for the provision of stationery supplies for a period of three years, with an option to renew for two more years.

It was also agreed that the committee's approval will be required to proceed with option years.

IE/2011-06-23/033(P) — Contract for the Purchase of Uniforms for Building Services Employees

It was agreed that the Senate Administration be authorized to initiate a competitive process and award a three (3) year contract period including an option to renew for two (2) more years with a dollar value greater than $100,000 for the purchase of employee uniforms on a when required basis.

It was also agreed that the committee's approval will be required to proceed with option years.

At 10:03 a.m., the committee resumes, in camera.

At 10:08 a.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

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