THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION
MINUTES OF PROCEEDINGS
OTTAWA, Thursday, May 19, 2022
(9)
[English]
Pursuant to the order of the Senate of May 5, 2022, the Standing Committee on Internal Economy, Budgets and Administration met in camera and then proceeded in public, 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 Bovey, Dean, Marshall, Marwah, Moncion, Plett, Saint-Germain and Seidman (8).
Members of the committee present by videoconference: The Honourable Senators Boyer, Dawson, Forest, Gagné, Moodie, Smith and Tannas (7).
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:
The Honourable Senator Patricia Bovey, Chair, Artwork and Heritage Advisory Working Group;
Shaila Anwar, Clerk Assistant, Committees Directorate;
Marie-Ève Belzile, Principal Clerk, Parliamentary Exchanges and Protocol, International and Interparliamentary Affairs (by videoconference);
Tamara Dolan, Curator, Heritage and Curatorial Services (by videoconference);
Toni Francis, Chief Human Resources Officer, Human Resources Directorate (by videoconference);
Caroline Morency, Director General, Property and Services Directorate (by videoconference);
Pierre Lanctôt, Chief Financial Officer, Finance and Procurement Directorate (by videoconference);
Jeremy LeBlanc, Clerk Assistant and Director General, International and Interparliamentary Affairs (by videoconference).
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.
At 12:18 p.m., the committee suspended.
At 12:19 p.m., the committee resumed in public.
The Chair made a statement.
The Chair introduced all senators that were present.
CIBA/2022-05-19/094(P) — Adoption of Minutes of Proceedings from May 5, 2022 (public)
The committee considered the Minutes of Proceedings from May 5, 2022 (public).
The Honourable Senator Bovey moved that the Minutes of Proceedings of Thursday, May 5, 2022 (public), be adopted.
The question being put on the motion, it was adopted.
CIBA/2022-05-19/095(P) — Report from the Advisory Working Group on Artwork and Heritage Assets
The chair of the Artwork and Heritage Advisory Working Group, the Honourable Senator Bovey, presented the working group’s First Report as follows:
Thursday, May 19, 2022
The Artwork and Heritage Advisory Working Group (AHAWG) of the Standing Committee on Internal Economy, Budgets and Administration (CIBA) has the honour to table its:
FIRST REPORT
On February 10th, 2022, the AHAWG was reestablished and authorized to:
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.
Membership of the advisory working group is:
- The Honourable Senator Ataullahjan;
- The Honourable Senator Bovey;
- The Honourable Senator Moodie; and
- The Honourable Senator White.
Your AHAWG now reports as follows:
Items for Approval
Budget
The AHAWG has endorsed a forecast of $110,000 for repairs and restoration in the 2022-23 fiscal year. At present, there are no forecasted costs for purchase or disposal.
Summary of Forecasted Costs
|
2022-2023 Activity Forecast |
Cost |
Restoration and Repairs |
Artwork (See Annex A) 5 Portraits |
$66,550 |
Heritage Furniture (See Annex B) Senate Chamber Desks Planned Furniture Restoration |
$7,750 $25,800 |
|
Contingency or Emergency Restoration and Repairs |
$9,900 |
|
Purchase |
No planned activities |
$0 |
Disposal |
No planned activities |
$0 |
Total |
$110,000 |
|
The forecasted activities will not have an impact on funding requirements for the Senate because these costs are already included in the Heritage and Curatorial Services budget. Those selections are made based on their condition, the current requirements for use, anticipated future use, and, thus, each year funds are allocated to the ongoing care of this heritage furniture. When the Senate rises for the summer, a condition assessment will be completed to determine the needed scope of work.
During the pandemic, heritage furniture was used less actively than before. Therefore, the decision was made to increase the allocation of funding to artwork conservation and decease the allocation of funding to heritage furniture restoration. The artwork selected for conservation treatment is based on the condition of the pieces and future display plans. This year, the planned conservation treatment includes four portraits of former Speakers in the Senate and a large royal portrait.
Based on the condition of the British Royal Portraits formerly displayed in the Centre Block Foyer, in the 2021-22 fiscal year the AHAWG started to conserve one portrait per year while Centre Block is closed. The portrait of King Edward VII has been selected for the 2022-23 fiscal year. The Department of Canadian Heritage’s Canadian Conservation Institute, or CCI, was asked to advise on the treatment of the portrait of King Edward VII, and they were asked to advise on the treatment that was proposed by outside conservators.
The CCI does promote and advise on the conservation of heritage collections across Canada through its expertise in conservation science, treatment and preventative conservation, including the determination of greatest concerns, and they recommend treatment methodologies.
CCI’s review noted that the risk of further deterioration of the portrait of King Edward VII and all other portraits while in storage is low, but all royal portraits need to be conserved before they are reinstalled. That supports our committee’s recommendation to treat the portraits while Centre Block is closed for rehabilitation.
The Senate uses private artwork conservation companies to complete treatment. While CCI does do conservation treatments, given their national mandate for all public collections, they do not do conservation treatments for the Senate. They have provided advice and support in the past to ensure our Senate collection is prudently cared for. For further information on the treatment proposal for the conservation of King Edward VII see Annex C.
The recommendation is based on a forecasted budget and the actual costs may vary. Any significant changes to the forecasted budget will be reported to the AHAWG by the Senate Administration.
Items For Information
Cultivating Perspectives
On January 28th, 2022 CIBA Steering approved a second edition of Cultivating Perspectives. Invitations have been sent to 13 curators to participate in the program. Each curator will write an essay on an artwork, artefact or piece of heritage furniture on display at the Senate. Once the curatorial essays are complete, the content will be published on the Senate’s website to share the content with the public.
Gap-Analysis of Indigenous Art in the Senate
On January 28th, 2022 CIBA Steering approved a request to loan a work of art by Arlene “Dozay” Christmas (1954-2019), Gloosecap’s Return (2000), from the Art Gallery of Nova Scotia for display in C128. The Indigenous Peoples Committee Room in the Senate of Canada Building honours the artistic work and perspectives of Indigenous artists. Drawing from the recommendations of Greg Hill, Audain Senior Curator of Indigenous Artwork at the National Gallery of Canada, the AHAWG is seeking to increase the representation of Indigenous artists from the East Coast of Canada. Arlene (Dozay) Christmas grew up on Tobique Reserve of the Maliseet people in New Brunswick and worked in Cape Breton, Nova Scotia. The Art Gallery of Nova Scotia includes two of her works in their collection.
Due to the high cost of transportation from Nova Scotia, other options are being explored. The AHAWG will provide an update in a future report.
Museums at the Senate
In fall 2021, the Winnipeg Art Gallery lent eight works of art by Inuit artists to the Senate of Canada for display in B30. The display includes works by Mary K. Okheena, Pitaloosie Saila, Kenojuak Ashevak and Andrew Qappik among others. The selection of artwork brings northern voices to the Senate’s committee room and depict themes of nature, spirituality and family life. Daralene Wight, curator of Inuit art at the Winnipeg Art Gallery, selected the works for the Senate. The works will continue to be on display until July 2022.
The AHAWG intended to partner with a museum from Nova Scotia for the next edition of the program. Due to the cost of artwork transportation, the decision is under review and a museum located closer to the Senate will be considered.
Honouring Canada’s Black Artists
In the fall of 2021, the AHAWG approved the installation of works by Denyse Thomasos and Tim Whiten in the Senate of Canada Building. Denyse Thomasos was born in Trinidad and Tobago before moving to Toronto and New York. Her work is abstract and examines the oppressive systems on the African diaspora. Tim Whiten is an image maker from Toronto. His work has been displayed at the National Gallery of Canada, the Art Gallery of Ontario and the Art Gallery of Hamilton. Both works are on loan to the Senate from the Olga Korper Gallery in Toronto.
The AHAWG is currently planning to invite artists from Quebec for the next edition of Honouring Canada’s Black Artist.
Visual Voices — Artists and the Environment
On January 28th, 2022 CIBA Steering approved a request for an artwork display on climate change pending approval on the selection of artwork by the AHAWG. The selection of artwork was approved by the AHAWG in March and the artwork was installed in April.
Roberta Bondar is an astronaut, neurologist and photographer. Dr. Bondar’s photography captures the dramatic beauty of the natural world. Her work has been exhibited in museums and galleries across Canada including at the National Gallery of Canada, Science North, and the Buhler Gallery.
Edward Burtynsky is a Canadian photographer known for his images of industrial landscapes. His work explores the impact of humans on natural landscapes. His work is in the collections of major museums and galleries including the National Gallery of Canada, the Art Gallery of Ontario, the Guggenheim Museum of Art and the Tate Modern.
AHAWG Project Participant Event
The AHAWG is planning an event to thank artists, curators and others who have assisted in recent AHAWG initiatives. The event is planned for late fall 2022.
Senator Forest-Niesing, Ribbon Skirt
The family of the late Senator Forest-Niesing has offered to donate her ribbon skirt to the Senate of Canada for display in C128. After learning of her Metis heritage, the former Senator purchased the material to create a ribbon skirt. Unfortunately, she was not able to complete the work prior to her passing however her mother has since completed the sewing.
The AHAWG is developing a strategy for displaying the skirt in C128 in honour of the late Senator. Senator Josee Forest-Niesing was a member of the AHAWG from 2020 until 2021.
Space Audit
The AHAWG will complete an assessment of opportunities for future artwork displays. At present, the Senate has artwork on display in the Indigenous Peoples Committee Room, Museum at the Senate in B30, Honoring Canada’s Black Artists in the Foyer, Visual Voices near the antechamber and portraits of former Speakers of the Senate throughout the building.
The AHAWG is exploring options for a future display of artwork by Canadian Asian artists.
Insurance, Inventory and Tracking
Policies and procedures for managing collections are essential. In 2021 the AHAWG focused on these areas and approved an updated policy. As required by the policy, the Senate self-insures the collection, and maintains an inventory of the collection in a database.
The AHAWG plan on visiting the Senate’s Storage Facility when the public health situation allows.
Respectfully submitted,
Patricia Bovey |
Salma Ataullahjan |
Rosemary Moodie |
Vern White |
Chair |
Member |
Member |
Member |
The Honourable Senator Bovey made a statement and answered questions.
After debate, the Honourable Senator Bovey moved that $110,000 be approved for restoration and repair of the Senate’s Artwork and Heritage Collection for the 2022-23 fiscal year.
The question being put on the motion, it was adopted.
CIBA/2022-05-19/096(P) — Short Term Recommendation for Counselling Assistance for Witnesses
Shaila Anwar and Toni Francis each made a statement and answered questions regarding the mental health support and counselling to witnesses invited to provide testimony to Senate committees.
After debate, the Honourable Senator Plett moved that this item be deferred to the next CIBA meeting during the in camera portion.
The question being put on the motion, it was adopted.
CIBA/2022-05-19/097(P) — Request for Proposal — Furniture Contact
Caroline Morency made a statement and answered questions regarding a request for proposal for senators’ and Senate Administration office furniture and furnishings.
CIBA/2022-05-19/098(P) — Report from the Subcommittee on Agenda and Procedure — Senators’ Points of Departure and Arrival
The chair of the Subcommittee on Agenda and Procedure, the Honourable Senator Marwah presented the Fifth Report as follows:
Thursday, May 19, 2022
The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FIFTH REPORT
The Subcommittee on Agenda and Procedure recognizes the need to clarify the Senators’ Office Management Policy (SOMP) regarding senators’ travel points of departure and arrival in their province/territory.
The subcommittee is of the view that the departure and arrival location in a senator’s province/territory shall be limited to the official declared provincial/territorial residence, and therefore recommends the following changes to the SOMP:
1. Section 7.1.7:
Unless otherwise indicated, the departure and arrival locations for all travel shall be:
a. the senator’s provincial/territorial residence the senator’s province or territory;
b. the Parliamentary District; or
c. a location where the senator was conducting a parliamentary function.
2. Table 7.1:
|
TYPE |
POINTS |
REMARKS |
|
Regular |
64 |
For senators, designated travellers, dependants, and staff for itineraries starting and ending in Ottawa and the senator’s provincial/territorial residence province or territory, and also travel within the senator’s province/territory. |
3. Section 7.4.4:
Travel by designated travellers shall be limited to regular and special travel in Canada, and shall be for one of the following purposes:
a. to accompany the senator;
b. to join the senator;
c. to return, after joining the senator, to the senator’s provincial/territorial residence province or territory or the designated traveller’s residence; or
d. as permitted under an exemption in accordance with section 7.1.7.
4. Section 7.4.5:
Travel by dependents shall be limited to regular travel, and shall be limited to one of the following purposes:
a. to accompany the senator;
b. to join the senator; or
c. to return to the senator’s provincial/territorial residence province or territory after joining the senator in the Parliamentary District.
The subcommittee firmly believes that the rules for travel in SOMP must be clear and simple to ensure consistent application by all senators. Specifically, the recommended change will clarify that senators can only claim travel from or to their principal residence in their province/territory. This approach is consistent with current practice and avoids having to manage multiple points of departure and arrival along with a method to determine maximum costs for each senator.
The limitation to travel from and to the provincial/territorial residence does not apply in cases where senators are recalled to the Parliamentary District for unscheduled Senate sittings, Senate committee meetings or caucus meetings (section 7.1.7).
Furthermore, as per current section 7.1.7, senators may also request an exemption when they need to use a specific travel pattern on a regular basis that is more practical and convenient and where the cost is equivalent or less. Such exemptions must be requested by submitting written justification and supporting documents, including a cost comparison. Exemptions must be pre-approved in writing by CIBA.
In making its recommendation, the subcommittee took into consideration the complexity of implementing a new process, the reputational risk to the Senate in funding legs of a personal trip and the original intent of the SOMP provisions.
The subcommittee recommends that the Standing Committee on Internal Economy, Budgets and Administration approve the proposed amendments concerning senators’ points of departure and arrival to Senators’ Office Management Policy and that the Senate Administration be authorized to amend the policy.
Respectfully submitted,
SABI MARWAH
Chair
The chair made a statement and, together with Pierre Lanctôt, answered questions regarding the clarification of the Senators’ Office Management Policy regarding senators’ travel points of departure and arrival in their province/territory.
After debate, the Honourable Senator Plett moved that the subcommittee’s Fifth Report be adopted.
The question being put on the motion, it was adopted.
CIBA/2022-05-19/099(P) — New JIC Composition
The chair made a statement regarding the new proposed composition of the Joint Interparliamentary Council.
After debate, the Honourable Senator Bovey moved that one member of each recognized party or parliamentary group in the Senate, but no fewer than three Senators, be appointed by the Standing Senate Committee on Internal Economy, Budgets and Administration, one of whom will be appointed by that Committee to serve as the Senate Co-Chair; and
That members of the House of Commons appointed by the Speaker in such numbers as is necessary to reflect the 30-70 split between both Houses, consisting of:
- a Chair occupant who shall serve as the House of Commons Co-Chair;
- the Whip of each of the recognized parties or their designate;
- representatives of Association Chairs and/or Vice-Chairs and/or the Board of Internal Economy, appointed to reflect the relative party standings in the House.
The question being put on the motion, it was adopted.
The Honourable Senator Tannas moved that the Honourable Senator Downe be named as the fourth member of the Joint Interparliamentary Council (JIC) representing the Senate.
The question being put on the motion, it was adopted.
At 12:54 p.m., the committee suspended.
At 12:55 p.m., the committee resumed in camera, pursuant to rule 12-16. (1).
At 12:58 p.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
Keli Hogan
Recording Secretary
Annexes to First Report from the Advisory Working Group on Artwork and Heritage Assets