Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Minutes of Proceedings - November 7, 2019
OTTAWA, Thursday, November 7, 2019
(84)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 10 a.m., in room C128, Senate of Canada Building, the chair, the Honourable Sabi Marwah, presiding.
Members of the committee present: The Honourable Senators Batters, Carignan, P.C., Dalphond, Dawson, Gold, Housakos, Marshall, Marwah, Mitchell, Moncion, Munson, Plett, Saint-Germain, Seidman and Tkachuk (15).
Other senator present: The Honourable Senator Tannas (1).
Also in attendance: Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Richard Denis, Interim Clerk of the Senate and Clerk of the Parliaments and Chief Legislative Services Officer; Philippe Hallée, Law Clerk and Parliamentary Counsel; senior Senate officials and other support staff.
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.
CIBA/2019-11-07/654(P)|211| — Adoption of Minutes of Proceedings
The committee considered the Minutes of Proceedings of Thursday, September 5, 2019, public portion.
The Honourable Senator Dawson moved:
That the Minutes of Proceedings of Thursday, September 5, 2019 be adopted.
The question being put on the motion, it was adopted.
CIBA/2019-11-07/655(P)|189| — Sixteenth Report from the Subcommittee on Agenda and Procedure
The Honourable Senator Marwah tabled the sixteenth report of the Subcommittee on Agenda and Procedure as follows:
Thursday, November 7, 2019
The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration has the honour to table its
SIXTEENTH REPORT
Your subcommittee wishes to report the following recommendation made on September 11, 2019.
Notwithstanding the decision made by the Standing Committee on Internal Economy, Budgets and Administration on June 13, 2019, your subcommittee recommended that the Standing Committee on Internal Economy, Budgets and Administration further review the current policy and practice pertaining to Senate expenditures associated with externally funded travel.
Respectfully submitted,
SABI MARWAH
Chair
The Honourable Senator Marwah made a statement.
The Honourable Senator Marwah moved:
That, when a senator participates in an externally funded trip in support of his or her parliamentary function, transportation to any departure point in Canada and from the arrival point is not eligible under the travel points.
The question being put on the motion, it was adopted.
CIBA/2019-11-07/656(P)|189| — Seventeenth Report from the Subcommittee on Agenda and Procedure
The Honourable Senator Marwah tabled the seventeenth report of the Subcommittee on Agenda and Procedure as follows:
Thursday, November 7, 2019
The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration (CIBA) has the honour to table its
SEVENTEENTH REPORT
Your subcommittee met on September 11, 19 and 23, and on October 9, 2019, and wishes to report on the following decisions taken.
1. Artwork Advisory Working Group
The Artwork Advisory Working Group tabled its fourth report which contained a recommendation to change the name of the Artwork Advisory Working Group to Artwork and Heritage Advisory Working Group (AHAWG).
Your subcommittee approved the recommendation.
2. Interim Resolution Process for the Handling of Harassment Complaints
It was confirmed that a complaint relating to conduct that occurred during parliamentary proceedings or that is otherwise protected by parliamentary privilege is not to be treated under the Senate Policy on the Prevention and Resolution of Harassment in the Workplace nor the Interim Process, as it should be raised through normal parliamentary processes. It was agreed to prepare a communiqué, following consultations with Senator Saint- Germain, as Chair of the Subcommittee on Human Resources, to be approved by the Subcommittee on Agenda and Procedure.
It was also agreed that when a complaint is sent to a third party for review, that the whips be concurrently informed of the complaint. It was also agreed that the role for the whips be extended to include the whip or another representative designated by each party or parliamentary group, in addition to those currently authorized to participate under the policy.
It was clarified that parties will continue to have access to mediation or other dispute resolution methods throughout the course of the investigation of a complaint.
3. Request for Proposal — Threat Risk Assessment (TRA)
It was agreed that the Senate take the lead on a competitive process for the East Block TRA and retain the contract authority.
4. Approval of the Interim Occupational Health and Safety Policy
It was agreed that the Interim Occupational Health and Safety Policy be approved, as amended, and that this decision be reported to CIBA for information at the earliest opportunity.
5. Update on ADP
It was agreed that the payroll for the Senate remain with the Phoenix pay system for employees of the Senate and with the Paymate system for Senators.
It was also agreed that the ADP contract be terminated and that the payment to ADP of $12,500 be authorized.
6. Senate Policy Renewal Project Mapping
It was agreed that the Senate Policy Suite Renewal mapping process be approved, as amended, with respect to the appropriate subcommittee or appropriate authority (see Appendix).
7. Approval to engage in a sole-source contract with Abloy Canada Inc.
It was agreed that the request to enter into a sole-source contract with Abloy Canada Inc. in the amount of $120,400 be approved for the purchase of high-security locks upgrades.
8. Implementation of new video in-room recorders for Senate Committee Rooms and Senate Chamber
It was agreed that the request to enter into a sole-source contract with SLIQ in the amount of $36,000 be approved for the acquisition of new high definition in-room video recorders.
Respectfully submitted,
SABI MARWAH
Chair
The Honourable Senator Marwah made a statement and, together with Richard Denis and Pascale Legault, answered questions.
CIBA/2019-11-07/657(P)|301| — Membership of Subcommittees
The Honourable Senator Marwah made a statement about the vacancies on subcommittees and Advisory Working Groups.
CIBA/2019-11-07/658(P) — Allocation of Caucus/Group and House Officer Budgets
The Honourable Senator Marwah made a statement on caucus, parliamentary groups and house officer budgets.
After debate, it was agreed that no funding would be allocated to the Canadian Senators Group at this time. In keeping with the decisions of this committee taken on Thursday, February 28, 2019 and on Thursday May 9, 2019, it was further agreed that the committee complete its review of the allowances for caucus, parliamentary groups and house officer budgets for 2019-20 within 60 days of the federal election and that the committee consider a proposal from leadership as part of this review.
CIBA/2019-11-07/659(P)|303| — Consolidated Service Level Agreement with the House of Commons on Broadcasting
The Honourable Senator Batters made a statement on the consolidated Service Level Agreement with the House of Commons in relation to broadcasting.
After debate, it was agreed that the issue of the approval of the consolidate Service Level Agreement be dealt with at a future CIBA meeting and that the briefing note provided to the Subcommittee on Agenda and Procedure be distributed to members.
At 10:34 a.m., the committee suspended.
At 10:36 a.m., the committee resumed in camera, pursuant to rule 12-16(1).
At 11:06 a.m., the Honourable Senator Seidman was added as a member of the committee.
At 11:37 a.m., the committee adjourned to the call of the chair.
ATTEST:
Pascale Legault
Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration
Gérald Lafrenière
Recording Secretary