Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Minutes of Proceedings - June 15, 2017
OTTAWA, Thursday, June 15, 2017
(39)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:03 a.m., in room 160- S, Centre Block, the chair, the Honourable Leo Housakos, presiding.
Members of the committee present: The Honourable Senators Ataullahjan, Batters, Campbell, Cordy, Dawson, Downe, Dupuis, Housakos, Jaffer, Lankin, P.C., Marwah, McCoy, Mitchell, Saint-Germain, Smith, Tannas, Tkachuk, Wells and White (19).
Other senator present: The Honourable Senator Joyal, P.C. (1).
Also in attendance: Nicole Proulx, Clerk of the Standing Committee on Internal Economy, Budgets and Administration and Chief Corporate Services Officer; Michel Patrice, Law Clerk and Parliamentary Counsel and Chief, Parliamentary Precinct Services; and other senior Senate officials.
Also present: The official reporters of the Senate.
Pursuant to rule 12-7(1) of the Rules of the Senate, the committee continued its consideration of financial and administrative matters concerning the Senate's internal administration.
WITNESSES:
Senate of Canada:
Brigitte Desjardins, Director, Property and Services Directorate;
Tamara Dolan, Project Coordinator, Heritage and Curatorial Services.
CIBA/2017-06-15/311(P)|211| — Adoption of Minutes of Proceedings
The committee considered the Minutes of Proceedings of June 8, 2017, in public portion.
The Honourable Senator Jaffer moved:
That the Minutes of Proceedings of June 8, 2017, in public portion, be adopted.
The question being put on the motion, it was adopted.
CIBA/2017-06-15/312(P)|230| — Update from the Audit Subcommittee
The Honourable Senator Smith made a statement about a payroll audit conducted by the Senate's external auditor relating to payments made under the Phoenix payroll system. He also explained the subcommittee's recommendation to delay an audit of heritage assets.
CIBA/2017-06-15/313(P)|380| — Heritage Assets
Brigitte Desjardins and Tamara Dolan made statements and, together with Michel Patrice, answered questions about the Senate's Heritage Program.
Pursuant to the order of reference adopted by the Senate on Thursday, May 11, 2017, the committee began its consideration of amendments to the Senate Administrative Rules to provide all groups (caucuses) of senators with funding for a secretariat and research projects, regardless of whether the caucuses are organized with or without political affiliations.
WITNESSES:
Senate of Canada:
Michel Patrice, Law Clerk and Parliamentary Counsel and Chief Parliamentary Precinct Services Officer;
S. Suzie Seo, Parliamentary Counsel, Office of the Law Clerk and Parliamentary Counsel.
CIBA/2017-06-15/314(P)|380| — Amendments to the Senate Administrative Rules
Michel Patrice made a statement on amendments to the Senate Administrative Rules for funding of parliamentary groups and answered questions.
The Honourable Senator Cordy moved:
That the Senate Administrative Rules be amended as follows:
(a) in chapter 1:03,
(i) by replacing the definition of "caucus'' with the following:
""Caucus'' means either a recognized party or a recognized parliamentary group as defined in the Rules of the Senate.'', and
(ii) by replacing the definition of "House officers'' with the following:
""House officers of the Senate'' means the Speaker, the Speaker pro tempore, the Leader of the Government, the Leader of the Opposition, the leader or facilitator of a recognized party or of a recognized parliamentary group, and their respective deputy leaders and whips.'';
(b) in chapter 5:02,
(i) by adding the following after section 14:
"14.1 A leader or facilitator of a recognized party or of a recognized parliamentary group is entitled to an additional office allowance, in an amount set by finance rule, for such purposes as are approved by the Internal Economy Committee.
14.2 A leader or facilitator of a recognized party or of a recognized parliamentary group is entitled to additional staff to be paid out of the additional office allowance provided under section 14.1.'', and
(ii) by adding the following after section 24:
"24.1 For greater certainty, a House Officer shall be provided with one additional office allowance under this Chapter.'';
(c) in chapter 5:03, by replacing section 3 with the following:
"3.The Senate Administration, acting in consultation with all leaders and facilitators, shall assign a meeting schedule and reserve a room to be made available for the use of each Senate committee and subcommittee that meets regularly.''; and
(d) in chapter 5:04, by deleting section 1;
That the revised Senate Administrative Rules appended to the twelfth report of the committee, presented in the Senate on Tuesday, May 9, 2017, be amended as follows:
(a) in chapter 1:03,
(i) by replacing the definition of "caucus'' with the following:
""Caucus'' means either a recognized party or a recognized parliamentary group as defined in the Rules of the Senate.'', and
(ii) by replacing the definition of "House officers'' or "political officers'' with the following:
""House officers'' or "political officers'' means the Speaker, the Speaker pro tempore, the Leader of the Government, the Leader of the Opposition, the leader or facilitator of a recognized party or of a recognized parliamentary group, and their respective deputy leaders and whips.'';
(b) in chapter 5:02,
(i) by adding the following after section 9:
"9.1 A leader or facilitator of a recognized party or of a recognized parliamentary group shall be provided with an additional office allowance, in an amount set by finance rule, for such purposes as are approved by the Internal Economy Committee.'', and
(ii) by adding the following after section 24:
"24.1 For greater certainty, a House Officer shall be provided with one additional office allowance under this Chapter.'';
(c) in chapter 5:03, by replacing section 3 with the following:
"3. The Principal Clerk of Committees, acting in consultation with all leaders and facilitators, shall assign a meeting schedule and reserve a room to be made available for the use of each Senate committee and subcommittee that meets regularly.''; and
(d) in chapter 5:04,
(i) by deleting section 1, and
(ii) by replacing subsection 4(2) with the following:
"(2) A caucus shall be provided with interpretation services at its meetings.''; and
That the committee seek the authorization from the Senate for the Law Clerk and Parliamentary Counsel to make editorial and consequential changes and clerical corrections as may be required.
After debate, the question being put on the motion, it was adopted.
Pursuant to rule 12-7(1) of the Rules of the Senate, the committee continued its consideration of financial and administrative matters concerning the Senate's internal administration.
CIBA/2017-06-15/315(P)|380| — Thirteenth Report of the Subcommittee on Committee Budgets
The Chair of the Subcommittee on Committee Budgets, the Honourable Senator Tannas, presented the thirteenth report of the subcommittee as follows:
Thursday, June 15, 2017
The Subcommittee on Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
THIRTEENTH REPORT
Your subcommittee recommends the release of the following amount for fiscal year 2017-2018:
Aboriginal Peoples (new relationship between Canada and First Nations, Inuit and Métis peoples)
General Expenses $2,600 Total $2,600 Agriculture and Forestry (potential impact of the effects of climate change on the agriculture, agri-food and forestry sectors)
Activity 1: Halifax, NS and Montreal, QC $115,770 Total $115,770 (includes funds for public hearings and a fact finding mission; includes funds for 15 senators to travel)
Official Languages (Canadian views about modernizing the Official Languages Act)
Activity 1: Prince Edward Island $67,400 Total $67,400 (includes funds for public hearings and a fact finding mission; includes funds for 12 senators to travel)
Respectfully submitted,
SCOTT TANNAS
Chair
The Honourable Senator Tannas made a statement and answered questions.
The Honourable Senator Tannas moved:
That the report be adopted.
After debate, the question being put on the motion, it was adopted.
CIBA/2017-06-15/316(P)|376| — Senate 150th anniversary Medals: Update
The Honourable Senator Wells and the Honourable Senator Joyal, P.C., made statements and answered questions about the Senate's 150th Anniversary Medals.
CIBA/2017-06-15/317(P)|376| — Advisory Working Group on the Review of Human Resources
The Honourable Senator Tannas made a statement about the membership of the Advisory Working Group on the Review of Human Resources and answers questions.
It was agreed that further discussion be differed to the next meeting.
CIBA/2017-06-15/318(P)|351| — Criteria for Language Training
The chair made a statement about the official languages training program for senators and their staff in consideration of language training requests (including immersion) for senators and their staff.
The Honourable Senator Tannas moved:
That the committee approve the following official languages training framework:
| Category | Training | Budget | Criteria |
| Senators and spouses | All categories (e.g. in-house and other providers, private, and immersion) | Central funding | Not applicable |
| Senators' staff |
• House of
Commons
(during
business
hours only) • Other providers such as: - Algonquin College - University of Ottawa - Logibec |
Central funding | At the discretion of the senator |
|
Private • One-on- one |
Central funding | At the discretion of the senator | |
|
Immersion
(full-time) • Within NCR • Outside NCR (within Canada) |
Senators' Research and Office Expense Budget | At the discretion of the senator | |
|
Central
funding (two weeks maximum every three years) |
Yes (see admissibility criteria below) |
That the following criteria must be met for immersion training to be paid by central funding:
a) Travel for immersion must be within Canada;
b) Immersion program and associated costs (including travel) is subject to the availability of funds;
c) There is a gap in knowledge that would be closed by providing the training;
d) The employee being considered has been employed with the Senate for at least one year;
e) The training period requested can be fulfilled within the current employment contract;
f) Completion of a minimum of two years of language training with the House of Commons Language Training and Assessment Centre (or acceptable equivalent), accompanied by a written recommendation by a qualified language teacher indicating that immersion would be beneficial; and
g) Central funding will pay up to two weeks for an immersion program, including travel and accommodations, every three years.
The question being put on the motion, it was adopted.
CIBA/2017-06-15/319(P)|211| — Adoption of Minutes of Proceedings
The committee considered the Minutes of Proceedings of June 8, 2017, in camera portion.
The Honourable Senator Tkachuk moved:
That the Minutes of Proceedings of June 8, 2017, in camera portion, be adopted.
The question being put on the motion, it was adopted.
At 9:18 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
Daniel Charbonneau
Recording Secretary