Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue No. 5 - Minutes of Proceedings - September 29, 2016
OTTAWA, Thursday, September 29, 2016
(17)
[English]
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 Leo Housakos, presiding.
Members of the committee present: The Honourable Senators Campbell, Cordy, Cowan, Downe, Eaton, Housakos, Manning, Marshall, Mockler, Munson, Smith, Tannas, Tkachuk, Wallace and Wells (15).
Other senators present: The Honourable Senators McCoy and Mitchell (2).
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; Luc Presseau, Director, Human Resources; Pascale Legault, Chief Financial Officer; and other senior Senate officials.
Also present: The official reporters of the Senate.
CIBA/2016-09-29/142(P)|211| — Adoption of Minutes of Proceedings
The committee considered the minutes of proceedings of June 16, 2016.
It was moved by the Honourable Senator Munson that the minutes of proceedings of June 16, 2016, be adopted.
The question being put on the motion, it was adopted.
CIBA/2016-09-29/143(P)|245| — Introduction of the New Director of Human Resources Fifth Report of the Subcommittee on Committee Budgets
The chair introduced and welcomed the Senate's new Director of Human Resources, Luc Presseau. Mr.Presseau made a brief statement and responded to questions from senators.
CIBA/2016-09-29/144(P)|295| — Fifth Report of the Subcommittee on Committee Budgets
The Honourable Senator Tannas, chair of the Subcommittee on Committee Budgets, tabled the Fifth Report of the subcommittee.
The chair, the Honourable Senator Tannas, responded to questions and undertook to report back to the committee with respect to the timing of requests from committees for travel budgets and the subsequent turnaround time for approval by the subcommittee.
After debate, it was moved by the Honourable Senator Tkachuk that the post-activity report and appendices be tabled in the Senate as the fifth report of the Senate Committee on Internal Economy, Budgets and Administration.
The question being put on the motion, it was adopted.
CIBA/2016-09-29/145(P)|295| — Report from the Legal and Constitutional Affairs Committee: Inclusion of a Communications Officer in Travel
It was agreed this item be deferred.
CIBA/2016-09-29/146(P)|248| — Update on the Dispute Resolution Process
Michel Patrice provided an update on the dispute resolution process. He confirmed that the RCMP has finished its review of the senators named in the OAG report and the files are now closed. He further informed the committee that outside counsel is preparing the Statements of Claim with respect to the seven former senators who did not avail themselves of the dispute resolution process and who have not paid back the monies owing. He emphasized that these former senators still have access to the arbitration process should they choose to use it. Mr. Patrice and the chair responded to questions. It was agreed that Mr. Patrice will report back to the committee with respect to the advice received from legal counsel and will also provide the committee with a legal cost breakdown, before any decisions are made.
CIBA/2016-09-29/147(P)|238| — Information on Decisions Taken by the Steering Committee
The chair tabled a document regarding decisions taken by the Steering Committee during adjournment.
THURSDAY, September 29, 2016
The Subcommittee on Agenda and Procedure (Steering Committee) of the Standing Committee on Internal Economy, Budgets and Administration would like to inform the committee of the following decisions taken since June 22, 2016:
Performance Review for Management
The performance review exercise for management was approved by the Steering Committee.
Subcommittees and Advisory Working Groups: Changes in Membership
The following changes were approved:
Joint lnterparliamentary Council
The Honourable Senator Downe replaced the Honourable Senator Munson.
Advisory Working Group on the Review of Policies and Rules
The Honourable Senator Runciman replaced the Honourable Senator Seidman.
Increase in the Maximum Number of Wireless plans in the Telecommunications Policy for Senators
It was agreed that the maximum number of voice or data plans be increased from 7 to 10 in order to accommodate the increase in wireless devices and to allow for greater flexibility in mobile data solutions.
Purchase of IT Equipment Over $100,000
It was agreed that the Senate Administration be authorized to launch a call for tenders valued at over $100,000 for the purchase of IT equipment. As part of ISD's technology replacement and renewal plan, the directorate will purchase computers, laptops, monitors and printers for senators' offices and the Senate Administration.
Extension of Standing Offer for Furniture Over $100,000
The subcommittee approved the recommendation to extend the existing contract for the purchase of office furniture at a cost exceeding $100,000.
Competitive Process for Cleaning Supplies Over $100,000
It was agreed that the Senate Administration be authorized to initiate a competitive process to purchase janitorial products and related services with a dollar value exceeding $100,000 for a three-year period, with an option to extend the contract by a period of one year for a maximum of two additional years. This decision is subject to a review of bids by the chair prior to contract award.
Competitive Process for Multipurpose Paper Over $100,000
It was agreed that the Senate Administration be authorized to initiate a competitive process to purchase multipurpose paper with a dollar value exceeding $100,000 for over a three-year period, with an option to extend the contract by a period of one year for a maximum of two additional years.
Michel Patrice and Nicole Proulx responded to questions.
After debate, it was moved by the Honourable Senator Downe that the dollar value of the competitive processes be capped at $200,000 per year.
The question being put on the motion, it was adopted.
It was moved by the Honourable Senator Tannas that the committee proceed in camera.
The question being put on the motion, it was adopted.
At 9:30 a.m., pursuant to rule 12-16(1)(c), the committee proceeded in camera to consider personnel matters.
At 10:10 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