Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue No. 3 - Minutes of Proceedings - May 5, 2016
OTTAWA, Thursday, May 5, 2016
(11)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:05 a.m., in room 160-S, Centre Block, the chair, the Honourable Leo Housakos, presiding.
Members of the committee present: The Honourable Senators Batters, Campbell, Cordy, Downe, Doyle, Housakos, Jaffer, Lang, Manning, Marshall, Munson, Smith (Saurel), Tannas, Tkachuk and Wells (15).
Other senators present: The Honourable Senators Lankin, P.C., McCoy and Mitchell (3).
Also in attendance: Nicole Proulx, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Charles Robert, Clerk of the Senate and Chief Legislative Officer; Michel Patrice, Law Clerk and Parliamentary Counsel and Chief, Parliamentary Precinct Services; Hélène Bouchard, Director, Information Services Directorate; Peter Feltham, Chief, Network Services; Pascale Legault, Chief Financial Officer; Mike McDonald, Director, Corporate Security; Kim Grandmaison, Acting Manager, Audit and Planning Directorate; and other senior Senate officials.
Also present: The official reporters of the Senate.
WITNESSES:
International and Interparliamentary Affairs, Senate of Canada:
Colette Labrecque-Riel, Acting Clerk Assistant and Director General;
Gérald Lafrenière, Principal Clerk, Parliamentary Exchanges and Protocol.
CIBA/2016-05-05/097(P) — Addition to the Public Agenda
The chair reminded the committee that the meeting on April 21, 2016 was suspended, hence today's meeting is a continuation of that meeting, following the same agenda. He indicated that he would be adding three additional items under item 12, other matters, as follows: Joint Interparliamentary Council (JIC) Funding; Subcommittee on the Senate Estimates: Request to Extend Reporting Deadline; and the Establishment of an Advisory Working Group on the Review of Policies and Rules.
CIBA/2016-05-05/098(P)|217| — First Report of the Subcommittee on Communications
Pascale Legault and Mike McDonald presented the revised mock-up of the proactive disclosure model and indicated where changes have been made to address security concerns. With respect to the "Senators' Expenses'' page, the affiliation column will remain with the condition that "independent'' must be changed to "non-affiliated.'' In terms of the information presented on "Hospitality Expenses,'' a change was made to reference the month the event took place rather than referring to the week of an event, and another change was made to list the name of the supplier of the hospitality. With respect to the "Contracts'' page, the name of the service provider will now be specified. Respecting "Travel Expenses,'' no dates will be provided for regular trips to the Parliamentary Precinct for Senate business. The week of travel will be provided for other travel, such as conferences and training. The air, bus and train transportation have been consolidated into a single column, as have taxi and mileage. Accordingly, there will be no identification of the specific mode of transportation used by the senator. With respect to the "Designated Traveler,'' if that individual is joining or accompanying the senator to the Hill for a Senate sitting, no dates will be provided. The names of designated travelers will not be disclosed, and any children will be listed as dependents. Ms. Legault and Mr. McDonald answered questions from committee members.
It was moved by Senator Cordy that First Report of the Subcommittee on Communications be adopted.
The question being put on the motion, it was adopted.
The committee thanked Ms. Legault and Mr. McDonald and their respective teams for their hard work and due diligence.
CIBA/2016-05-05/099(P)|248| — Update on the Dispute Resolution Process
Michel Patrice and the chair responded to a question with respect to next steps regarding collection of monies owed by formers senators who chose not to participate in the arbitration process.
CIBA/2016-05-05/100(P)|300| — Presentation by Information Services: IM / IT Roadmap 2016-2019
Hélène Bouchard and Peter Feltham made a presentation to the committee regarding the Information Management and Information Technology Roadmap for 2016-19, and answered questions.
The committee thanked Ms. Bouchard and Mr. Feltham for their excellent presentation.
CIBA/2016-05-05/101(P)|311| — Senate Strategic Priorities (2016-2019) and Objectives (2016-2017)
Pascale Legault, accompanied by Kim Grandmaison, provided a high level overview to the committee regarding the framework and elements of a strategic plan, and then reviewed in detail, the draft Senate Strategic Priorities (2016-2019) and Objectives (2016-2017) document. The committee members asked questions and Ms. Legault responded. After debate, it was agreed that the Senate Strategic Priorities (2016-2019) and Objectives (2016-2017) document be presented to the caucuses and independents.
The committee thanked Ms. Legault for an outstanding presentation.
At 9:46 a.m., the deputy chair, Senator Cordy, took the chair.
At 9:51 a.m., the chair, Senator Housakos, returned.
CIBA/2016-05-05/102(P)|295| — Senators' Staff Travel with Committees
Senator Lang presented a request seeking permission for committees to include funds in committee budget applications to permit chairs and deputy chairs to be accompanied by a political staff member when the committee travels. After debate, it was agreed that this item be deferred, pending submission of an estimate by Senator Lang, regarding the cost of including political staff.
CIBA/2016-05-05/103(P)|233| — Joint Interparliamentary Council (JIC)
It was agreed that Senator Manning replace Senator Housakos as co-chair of the Joint Interparliamentary Council (JIC), effective immediately.
CIBA/2016-05-05/104(P)|233| — Joint Interparliamentary Council (JIC) Funding
Colette Labrecque-Riel, Acting Clerk Assistant and Director General and Gérald Lafrenière, Principal Clerk, Parliamentary Exchanges and Protocol, International and Interparliamentary Affairs, provided context regarding a budgetary issue with the Joint Interparliamentary Council (JIC), whereby requests for funding of parliamentary associations' activities this fiscal year are forecast to be in excess of funds available. Accordingly, JIC is seeking to temporarily over-allocate its budget to fund parliamentary association activities by an amount of $121,310; and if, during this fiscal year, it is determined the JIC will end up in a deficit situation, the costs of the shortfall be offset from surpluses elsewhere to the maximum amount of $36,393, which is reflective of the usual 30/70 JIC cost-sharing formula. After debate, it was agreed this item be deferred pending circulation of a briefing note to all committee members outlining the specifics of the budget request.
CIBA/2016-05-05/105(P)|190| — Subcommittee on the Senate Estimates: Request to Extend Reporting Deadline
It was moved by Senator Wells, chair of the Subcommittee on the Senate Estimates, that the reporting deadline for the subcommittee's examination of the funding allocations for House Officers and Caucuses as defined in Chapter 6 of the SARs, notably with respect to the additional office allowance for the Leader of the Government in the Senate, be extended to Tuesday, May 17, 2016, to allow more time for drafting and consideration.
The question being put on the motion, it was adopted.
CIBA/2016-05-05/106(P)|338| — Establishment of an Advisory Working Group on the Review of Policies and Rules
This item was deferred to the next meeting.
At 10:15 a.m., the committee adjourned to the call of the chair.
ATTEST:
Nicole Proulx
Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Jodi Turner
Recording Secretary