CIBA - Standing Committee

Internal Economy, Budgets and Administration

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44-1 44th Parliament, 1st Session (November 22, 2021 - January 6, 2025)
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THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

MINUTES OF PROCEEDINGS

OTTAWA, Thursday, February 10, 2022
(4)

[English]

Pursuant to the order of the Senate of November 25, 2021, the Standing Committee on Internal Economy, Budgets and Administration met this day in room C128, Senate of Canada Building, and with videoconference at 11:30 a.m., the Chair, the Honourable Sabi Marwah, presiding.

Members of the committee present: The Honourable Senators Dean, Plett and Saint-Germain (3).

Members of the committee present by videoconference: The Honourable Senators Bovey, Boyer, Campbell, Dawson, Forest, Gagné, Marshall, Marwah, Moncion, Moodie, Seidman, Smith and Tannas (13).

Other senators present by videoconference: The Honourable Senators Deacon (Nova Scotia), Griffin, McCallum and Pate (4).

Participating in the meeting: Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Gérald Lafrenière, 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.

WITNESSES (by videoconference):

The Honourable Senator Colin Deacon.

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.

The Chair made a statement.

The Chair introduced all senators that were present.

CIBA/2022-02-10/043(P) – Adoption of Minutes of Proceedings from December 9, 2021 (public)

The committee considered the Minutes of Proceedings from December 9, 2021 (public).

The Honourable Senator Tannas moved that the Minutes of Proceedings of Thursday, December 9, 2021 (public), be adopted.

The question being put on the motion, it was adopted.

CIBA/2022-02-10/044(P) – Report from the former Advisory Working Group on Environment and Sustainability

The Honourable Senator Deacon presented the First Report of the former Advisory Working Group on Environment and Sustainability relating to Environmental Policy of the Senate.

The Honourable Senator Deacon made a statement and answered questions.

After debate, the Honourable Senator Forest moved:

That CIBA examine the feasibility of implementing recommendations 2, 5, 7 and 10, with respect to initiatives that involve the Senate Administration, no later than the end of December 2022.

That CIBA authorize the public release of the November 2021 Advisory Working Group on Environment and Sustainability: Report to CIBA and permit the report to be posted on the Senate of Canada website.

That CIBA direct Senate Communications to provide guidance to the Chair of the former Advisory Working Group on Environment and Sustainability to develop a communications plan for the release of the report.

That CIBA designate the Chair of the former Advisory Working Group on Environment and Sustainability to be the spokesperson for the report, along with other members of the former AWG, as required.

That the Chair of the former Advisory Working Group on Environment and Sustainability take the necessary steps to consult with senators and seek the approval of the Senate to adopt the new Senate of Canada Environmental and Sustainability Policy Statement (recommendation 1), and seek the approval of the Senate to authorize CIBA to further examine the feasibility of implementing recommendations 3, 4, 6, 8, 9, 10 and 11 with respect to those initiatives that directly impact senators.

The question being put on the motion, it was adopted.

CIBA/2022-02-10/045(P) – Creation of Subcommittees and a Working Groups

The Chair made a statement on the mandate and memberships of subcommittees and a working group.

After debate, the Honourable Senator Moodie moved:

Creation of the Subcommittee on Senate Estimates and Committee Budgets

That the Subcommittee on Senate Estimates and Committee Budgets be established and authorized to examine and report on financial matters, including:

  • any proposed estimates, keeping in mind the necessity for the Senate and its Administration to demonstrate responsible management of the public funds that are allocated to the institution;

  • committee budgets and making recommendations on the allocation and release of funds; and

  • senate policies referred to it by the committee;

That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG), one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG); and

That the subcommittee be required to report to the committee from time to time.

Amendment to the mandate of the Subcommittee on Agenda and Procedure – Steering committee

That the Steering committee be further authorized to:

  • examine and report on issues related to Senate communications; and

  • provide advice on the Senate’s communications strategy and its implementation, including communication approaches used to promote the role and work of the Senate and Senators.

Creation of the Subcommittee on Diversity

That the Subcommittee on Diversity be established and authorized to examine and report on issues of diversity in the Senate workforce;

That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG); one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG); and

That the subcommittee be required to report to the committee from time to time.

Creation of the Artwork and Heritage Advisory Working Group

That the Artwork and Heritage Advisory Working Group be established and authorized to exercise delegated authority, acting on behalf of the committee on matters related to the Senate Policy on Heritage Assets and Works of Art;

That the advisory working group be composed of 4 senators working collectively;

That the advisory working group be empowered to elect a chair;

That the advisory working group be required to submit an annual plan for purchase, disposal, repair and restorations of heritage assets and works of art and a related annual financial forecast to the committee for approval; and

That the advisory working group be required to report its decisions and recommendations to the committee on a quarterly basis.

That the following senators be named as members of the Subcommittee on Senate Estimates and Committee Budgets:

  • The Honourable Senator Bovey;

  • The Honourable Senator Campbell;

  • The Honourable Senator Forest;

  • The Honourable Senator Marshall; and

  • The Honourable Senator Moncion.

That the following senators be named as members of the Subcommittee on Diversity:

  • The Honourable Senator Bovey;

  • The Honourable Senator Boyer;

  • The Honourable Senator Campbell;

  • The Honourable Senator Moodie; and

  • The Honourable Senator Seidman.

That the following senators be named as members of the Artwork and Heritage Advisory Working Group:

  • The Honourable Senator Ataullahjan;

  • The Honourable Senator Bovey;

  • The Honourable Senator Moodie; and

  • The Honourable Senator White.

The question being put on the motion, it was adopted.

CIBA/2022-02-10/046(P) – Other Matters

The chair made a statement regarding the membership of the Joint Interparliamentary Council.

The Honourable Senator Plett raised concerns regarding the interruption of services provided to the Senate of Canada Building and to the East Block Building due to the ongoing demonstration and circulation challenges in downtown Ottawa.

The Chair took the matter under advisement and indicated that he would work with the Senate Administration in relation to the matter.

At 12:24 p.m., the committee suspended.

At 12:27 p.m., the committee resumed in camera, pursuant to rule 12-16(1).

At 1:00 p.m., the committee adjourned to the call of the chair.

ATTSET:

Pascale Legault

Chief Corporate Services Officer and Clerk of the Standing Committee on
Internal Economy, Budgets and Administration

Keli Hogan

Recording Secretary