Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 2 - Minutes of Proceedings - October 20, 2011
OTTAWA, Thursday, October 20, 2011
(5)
The Standing Committee on Internal Economy, Budgets and Administration met this day, at 8:33 a.m., the Honourable David Tkachuk, Chair, presiding.
Members of the committee present: The Honourable Senators Campbell, Carignan, Comeau, Cordy, Di Nino, Downe, Furey, Marshall, Meighen, Munson, Stewart Olsen, Stratton, Tardif, Tkachuk (14).
In attendance: Mr. Gary W. O'Brien, Clerk of the Senate and other senior Senate officials.
IE/2011-10-20/044(P) — Adoption of Minutes of Proceedings
It was moved by Senator Marshall that the Minutes of Proceedings of October 6, 2011, public portion, be adopted.
The question being put on the motion, it was — Resolved in the affirmative.
IE/2011-10-20/045(P) — First Report of the Subcommittee on the Review of Committee Budgets and International Travel
The Chair of the Subcommittee on the Review of Committee Budgets and International Travel, Senator Comeau, presented the First Report of the Subcommittee as follows:
Thursday, October 20, 2011
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FIRST REPORT
Your Subcommittee recommends that there be a budget cap of $1.25 million dollars for committee travel in fiscal year 2011-2012.
Respectfully submitted,
Senator Comeau and the Principal Clerk, Committees answered questions.
It was moved by Senator Comeau that the First Report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The questions being put on the motion, it was resolved in the affirmative.
IE/2011-10-20/046(P) — Second Report of the Subcommittee on the Review of Committee Budgets and International Travel
Thursday, October 20, 2011
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
SECOND REPORT
In the latter part of 2010, Health Canada ended the immunization services it has provided the Senate in the past. In order to receive required immunizations, senators and staff now have to pay for the service out of pocket and have their health insurance plan and the Senate reimburse them. The issue in question is from which budget the cost of immunizations for committee travel should be paid.
Though logic might suggest that the charges not paid by insurance be budgeted for and paid by specific committees, there are some concerns with this process. Firstly, with requirements for immunizations constantly changing, it is difficult to determine exact costs to include in a budget. Secondly, and more importantly, waiting for claims from various health insurance providers to be processed would likely result in significant delays in post-activity reporting for specific trips and the subsequent claw-back process.
Given the very small residual amount expected from the immunizations charges, it is recommended that the costs be charged to the centralised committee budget, as is the case with witness expenses, working meals and videoconferences. The immunization reimbursement costs could be reported in the annual report produced by the Committees Directorate.
Respectfully submitted,
Senator Comeau answered questions.
It was agreed that a follow-up with Health Canada be done to find out why this service is no longer being provided and if the decision to end immunization services can be reversed.
It was moved by Senator Comeau that the Second Report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The questions being put on the motion, it was resolved in the affirmative.
IE/2011-10-20/047(P) — Third Report of the Subcommittee on the Review of Committee Budgets and International Travel
Thursday, October 20, 2011
The Subcommittee on the Review of Committee Budgets and International Travel of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
THIRD REPORT
Your subcommittee considered a request from the Honourable Senator Hervieux-Payette for approval to use the 64-points system to attend the Atlantik-Brücke Conference being held in Berlin, Germany, from November 6 to 8, 2011. Your subcommittee recommends that approval be granted for the Senator to use the 64-point travel system to cover the cost of airfare, ground transportation, registration fees and incidentals in an amount not expected to exceed $4,800. Your subcommittee recommends that no costs be reimbursed until a report is submitted by the senator to the Committee on Internal Economy, Budgets and Administration.
Your subcommittee would like to remind senators that, pursuant to the decision of the Committee on Internal Economy, Budgets and Administration dated May 7, 2009, "a senator must, within 30 days of completion of the international travel, submit a detailed report to the Committee on Internal Economy, Budgets and Administration including the objectives of the travel, meetings held, achievements, costs and next steps; this report shall be tabled in the Senate as an appendix to a report of the Committee."
Respectfully submitted,
It was agreed that copies of the International Travel Application Form and Guidelines be provided to members of the committee with a future report of the Subcommittee on the Review of Committee Budgets and International Travel.
It was agreed that the Subcommittee on the Review of Committee Budgets and International Travel review the guidelines regarding applications for international travel using the 64-point system to see whether any changes are warranted.
It was also agreed that the matter of sponsored travel be discussed at a future meeting.
It was moved by Senator Comeau that the Third Report of the Subcommittee on the Review of Committee Budgets and International Travel be adopted.
The questions being put on the motion, it was resolved in the affirmative.
At 9:15 a.m., the committee proceeded in camera.
At 9:58 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