Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue 3 - Minutes of Proceedings - September 18, 2014
OTTAWA, Thursday, September 18, 2014
(22)
The Standing Committee on Internal Economy, Budgets and Administration met this day, at 9 a.m. in room 160-S, Centre Block, the chair, the Honourable Noël A. Kinsella, presiding.
Members of the committee present: The Honourable Senators Campbell, Dawson, Downe, Doyle, Fraser, Furey, Greene, Kinsella, LeBreton, P.C., Marshall, Munson, Runciman, Smith (Saurel), Tkachuk, Wells and White (16).
Also in attendance: Mr. Gary W. O'Brien, Clerk of the Senate, and other senior Senate officials.
WITNESS:
Library of Parliament:
Sonia L'Heureux, Parliamentary Librarian.
CIBA/2014-09-18/117(P) — Library of Parliament — Teachers Institute on Canadian Parliamentary Democracy
Sonia L'Heureux, Parliamentary Librarian, made a presentation on the Teachers Institute on Canadian Parliamentary Democracy Professional Development Program and answered questions.
CIBA/2014-09-18/118(P) — Adoption of Minutes of Proceedings
It was moved by Senator Doyle that the minutes of proceedings of June 19, 2014 be adopted, with amendment.
The question being put on the motion, it was adopted.
CIBA/2014-09-18/119(P) — Second Report of the Steering Committee on Decisions taken during the Summer adjournment
The Chair of the Subcommittee on Agenda and Procedure (Steering Committee) of the Standing Committee on Internal Economy, Budgets and Administration, the Honourable Senator Noël A. Kinsella, presented the second report of the subcommittee as follows:
Thursday, September 18, 2014
The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration has the honour to table its
SECOND REPORT
The Steering Committee met on July 31 and August 27, 2014 (see Annex A — Intersessional Authority) and wishes to report on the following decisions taken.
Functional Review of Senate Communications
It was agreed that the Senate Administration be authorized to enter into a contract with Blueprint Public Relations at a cost of $150,000 to undertake a functional review of communications.
Contract for Furniture
It was agreed that the Administration be authorized to exercise the two option year periods of the contract for the purchase of furniture on a when required basis at a cost that will exceed $100,000.
Contract for Stationery, Ink and Toner
It was agreed that the contract with Grand and Toy for stationery, ink and toner be extended to December 2014 and that the Administration be authorized to launch separate competitive processes for office supplies and for ink and toner.
Modernization of Room 160-S (Videoconferencing)
It was agreed that the Administration be authorized to install an updated and permanent video conferencing system for Room 160-S and that a project be initiated to ensure that the implementation of the system is completed by January, 2015.
Accountability through Corporate Reporting
It was agreed that the Senate Administration Business Plan 2014-2015 be approved and the Annual Senate Administration Business Plans and Annual Senate Administration Performance Reports also be made public on a regular, timely basis.
X-Ray Detection Systems (Scanners) for Federal Medium/High Security Risk Sites
It was agreed that the Senate Administration be authorized to launch an RFP for a dollar value greater than $100,000 to replace the current obsolete x-ray scanners over a three year period and that this item be put on the agenda again before the contract is signed.
Senators' Prorated Budget Calculation
The methodology for calculating budget amounts used in past years for newly appointed and departing Senators was confirmed.
Membership of Advisory Working Groups
It was agreed that Senator Massicotte replace Senator Downe as a member of the Advisory Working Group on LTVP and the Joint Advisory Working Group on the Renovations of the Centre Block.
Third Senate Administration Open House
It was agreed that the Senate Administration be authorized to hold an Open House on Thursday, September 25, 2014 in room 160-S and that, with the consent of the whips, arrangements be made for Committee meetings that are scheduled for that Thursday be accommodated in other suitable rooms.
Respectfully submitted,
It was moved by Senator Kinsella that the Second Report of the Subcommittee on Agenda and Procedure (Steering Committee) be adopted.
The question being put on the motion, it was adopted.
CIBA/2014-09-18/120(P) — Report on the 2014 Senate Page Programme Recruitment Campaign
Mr. Greg Peters, Usher of the Black Rod and Mr. Darshan Singh, Director of Human Resources, presented a briefing note on the 2014 Senate Page Programme Recruitment Campaign and answered questions.
After discussion, it was agreed that other post-secondary institutions be examined to see if they could be included in the Senate Page Programme.
CIBA/2014-09-18/121(P) — Joint Advisory Working Group on Canada 150
It was agreed that this item be deferred to the next meeting.
CIBA/2014-09-18/122(P) — Report of the Artwork Advisory Working Group (AAWG)
Mr. Charles Robert, Principal Clerk, Chamber Operations and Procedure Office and Clerk to the AAWG presented the recommendations of the Artwork Advisory Working Group as follows:
Senator Nancy Ruth: Offer to Gift a Painting to the Senate
Offer by Senator Nancy Ruth to donate a painting by the Canadian artist, Shirley Cheechoo, to the Senate Aboriginal Art Collection.
Proposal to Host First World War Photo Exhibition in the Hall of Honour during Week of Remembrance Week
Proposal to temporarily host a display of selected works from Mr. Michael St. Maur Sheil's photo exhibition entitled ''Fields of Battle-Lands of Peace14-18'' in conjunction with the week of Remembrance in the Hall of Honour
After discussion, it was agreed that the recommendations of the Artwork Advisory Working Group were approved.
CIBA/2014-09-18/123(P) — Other Matters
Government Conference Centre — Kitchen Accord
The chair noted, for the record, his disappointment, that the kitchen in the Government Conference Centre, which was the site of a historical compromise in the Constitutional amendments, had been demolished by Public Works and Government Services Canada (PWGSC).
The chair indicated that the clerk would be discussing the matter at an upcoming meeting scheduled with the Assistance Deputy Minister of Public Works.
At 10:06 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