THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION
MINUTES OF PROCEEDINGS
OTTAWA, Thursday, June 9, 2022
(10)
[English]
Pursuant to the order of the Senate of May 5, 2022, 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 Bovey, Dawson, Dean, Marshall, Moncion, Moodie, Plett, Saint-Germain, Seidman and Smith (10).
Members of the committee present by videoconference: The Honourable Senators Boyer, Campbell, Forest, Gagné, Marwah and Tannas (6).
Other senators present by videoconference: The Honourable Senators Ataullahjan, Francis (2).
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 Elizabeth Marshall, Deputy Chair, Subcommittee on the Senate Estimates and Committee Budgets;
Marie-Ève Belzile, Principal Clerk, Parliamentary Exchanges and Protocol, International and Interparliamentary Affairs;
Pierre Lanctôt, Chief Financial Officer, Finance and Procurement Directorate (by videoconference);
David Vatcher, Director, Information Services Directorate (by videoconference);
Jeremy LeBlanc, Clerk Assistant and Director General, International and Interparliamentary Affairs.
House of Commons:
Francis Drouin, Member of Parliament, Glengarry—Prescott—Russell (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.
The Chair made a statement.
The Chair introduced all senators that were present.
CIBA/2022-06-09/102(P) – Adoption of Minutes of Proceedings from May 19, 2022 (public)
The chair made a statement regarding the Minutes of Proceedings from May 19, 2022.
After debate, it was agreed that the Minutes of Proceedings be revised once the Artwork and Heritage Advisory Working Group submit a revised First Report in order to reflect the updated information provided by Senator Bovey during her presentation.
The committee considered the Minutes of Proceedings from May 19, 2022 (public).
After debate, the Honourable Senator Bovey moved that the Minutes of Proceedings of Thursday, May 19, 2022 (public), be adopted.
The question being put on the motion, it was adopted.
It was agreed that item 2 be deferred.
CIBA/2022-06-09/103(P) – Report from the Subcommittee on the Senate Estimates and Committee Budgets
The deputy chair of the Subcommittee on the Senate Estimates and Committee Budgets, the Honourable Senator Marshall, presented the subcommittee’s Fifth Report as follows:
Thursday, June 9, 2022
The Subcommittee on the Senate Estimates and Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FIFTH REPORT
Your subcommittee recommends the release of the following amounts for fiscal year 2022-23:
Agriculture and Forestry (AGFO)
(Special study on the status of soil health)
Activity 1: Glasgow, U.K.
2022 World Congress on
Soil Science |
$21,826 |
Total |
$21,826 |
(includes funds for a conference and for 2 senators to travel)
Audit and Oversight (AOVS)
(Special study on the Senate’s internal and external audits and related matters)
General Expenses |
$100,500 |
Total |
$100,500 |
Aboriginal Peoples (APPA)
(Special study on the constitutional, treaty, political and legal responsibilities to First Nations, Inuit and Metis peoples)
General Expenses |
$11,650 |
Total |
$11,650 |
Legal and Constitutional Affairs (LCJC)
(Legislation)
General Expenses |
$6,000 |
Total |
$6,000 |
Fisheries and Oceans (POFO)
(Special study on the implementation of Indigenous rights-based fisheries across Canada)
Activity 1: Press Conference, |
|
Halifax, NS |
$19,825 |
Total |
$19,825 |
(includes funds for a press conference and 2 senators to travel)
Human Rights (RIDR)
(Special study on human rights generally)
Activity 1: Vancouver and Edmonton |
$166,058 |
Activity 2: Quebec City and Toronto |
$147,560 |
Total |
$313,618 |
(includes funds for fact-finding missions and public hearings; includes funds for 9 senators and 2 senator staff to travel)
National Security and Defence (SECD)
(Special study on issues relating to security and defence in the Arctic)
Activity 1: Northern Canada |
$381,350 |
Activity 2: United States |
|
(Colorado Springs) |
$ 59,975 |
Total |
$441,325 |
(includes funds for fact-finding missions, as well as approval for sole source for charter flight; includes funds for 10 and 12 senators to travel)
The total funds available for all of 2022-2023 will be $2,382,000, less $500,000 for witness expenses, leaving $1,882,000 for release for individual committee budgets. Today’s recommended release brings us to a total of $914,744 for three committee travel activities, one conference and three general expenses budgets, leaving $967,256 for the remainder of the fiscal year.
The budgets approved by the Senate for each travel activity are the maximum amount that can be spent for that activity. Budgets often include funds for the full membership of the committee to travel. In general, a reduced delegation travels, and efforts are made to find additional savings. Therefore, actual expenditures are expected to be considerably below the approved budget, and they will be reported to the Senate.
As in past years, the subcommittee notes that typically, committees’ actual expenditures are closer to 40% of their total budget request. Any funds remaining at the conclusion of a travel activity will be clawed-back and can be made available for allocation to committees for other activities.
Copies of each committee’s budget application are appended to this report.
Respectfully submitted,
ELIZABETH MARSHALL
Deputy Chair
The Honourable Senator Marshall made a statement and answered questions.
The chair took under advisement the suggestion that clear parameters for committee travel be established.
After debate, the Honourable Senator Marshall moved that the subcommittee’s Fifth Report be adopted.
The question being put on the motion, it was adopted, on division.
CIBA/2022-06-09/104(P) – Request for Approval – Conference by Parliamentary Association of Francophonie
Mr. Drouin made a statement concerning the request from the Joint Interparliamentary Council for approval and funding to host the 49th Annual Session of the Assemblée parlementaire de la Francophonie.
After debate, the Honourable Senator Forest moved:
That approval be granted to host the 49th Annual Session of the APF in Montreal, in July 2024;
That funding be approved as follows, excluding EBP:
- $19,448 for 2022-2023
- $214,357 for 2023-2024
- $1,460,165 for 2024-2025
That the temporary funding for the fiscal year 2022-2023 be absorbed from the anticipated budget surpluses of Associations; and
That the total cost be shared using the usual formula (30% Senate, 70% House of Commons) between the Senate ($508,191) and the House of Commons ($1,185,779).
The question being put on the motion, it was adopted.
CIBA/2022-06-09/105(P) – Amendment to the Information Management Policy
David Vatcher made a statement regarding the proposed amendments to the Information Management Policy and the Senators’ Office Management Policy.
After debate, it is moved by the Honourable Senator Campbell that the Senate Information Management Policy be amended as follows:
(a) By replacing paragraph 1.6.5.1 (a) with the following:
“(a) Senators and staff of the Senate must destroy or delete Senate Administration official records, including their copies that may exist, in accordance with the RDS. However, senators may retain indefinitely records and other supporting documents that are related to their own financial expenditures for reference purposes.”;
(b) By replacing paragraph 2.2(d) with the following:
“(d) ensuring that Senate Administration information, with the exception of any records and supporting documents that are related to their own financial expenditures that the senator elects to maintain, is destroyed or deleted based on the RDS, or when the senator leaves office.”;
(c) By replacing paragraph 2.3(b) with the following:
“(b) ensuring that Senate Administration information is destroyed or deleted based on the RDS during the mandate of their respective senator, or when the senator leaves office, with the exception of any records and supporting documents that are related to the senator's financial expenditures that the senator elects to retain.”; and
(d) By replacing section C.5.2, in Appendix C, with the following:
“C.5.2 Senators may ask the Archivist and Chief of Information Management to conserve in a secure place any supporting documentation or information in relation to expenditures. This information shall be kept for seven fiscal years, at which time the files will be destroyed by IM Services.”;
And that the Senators’ Office Management Policy be amended by replacing section 2.5.1 with the following:
“2.5.1 The Senate Administration keeps records of all provided supporting documentation, contracts, senators’ confirmation that services have been received, invoices and financial records related to the use of Senate funds for a period of seven complete fiscal years. This requirement remains in force even after the departure of a senator. Financial records of all supporting documents provided to the Finance and Procurement Directorate represent the official corporate records but senators may retain their financial records (copies and supporting documents) for reference purposes.”.
The question being put on the motion, it was adopted.
CIBA/2022-06-09/106(P) – Summary of the Fourth Report from the Subcommittee on Agenda and Procedure
The chair of the Subcommittee on Agenda and Procedure, the Honourable Senator Marwah tabled a summary of the Fourth Report as follows:
Thursday, June 9, 2022
The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration has the honour to table the summarized
FOURTH REPORT
BACKGROUND
From its origin in 1867 until 2015, the Administration of the Senate was under the leadership of one person, the Clerk of the Senate and the Clerk of Parliaments (the Clerk).
The traditional role of the Clerk of the Senate was changed on a temporary basis in 2015 and an Executive Committee was created, with the responsibility to jointly manage the Senate Administration.
The governance model for the Senate Administration has been raised on numerous occasions since 2018.
In June 2021, the government representative confirmed with CIBA that the appointment of the Clerk would follow an active consultation process with the Senate.
ROLE AND FUNCTIONS OF THE CLERK OF THE SENATE
The Clerk is a central figure in Senate operations and has many roles, duties and functions under statutes, regulations and policy instruments of the Senate. As explained in Senate Procedure in Practice, the Clerk is the Senate’s “chief table officer and adviser on procedure”. Under the Rules of the Senate, the Clerk has numerous procedural obligations.
APPOINTMENT PROCESS
Prior to 1967, the Clerk was appointed by the Governor in Council based on a Commission under the Great Seal Signed by the Secretary of State (referred to as the Registrar General today) in accordance with the Civil Service Act. The process was for the Speaker to inform the Senate of the appointment and then read the said Commission.
Since 1967, the Clerk is appointed by the Governor in Council (GIC) under paragraph 130(b) of the Public Service Employment Act (PSEA).
RECOMMENDATION
Your Subcommittee recommends:
That, subject to the rules, direction and control of the Senate and of the Standing Committee on Internal Economy, Budgets and Administration, the Senate Administration shall be managed by, and report to, the Clerk of the Senate and the Clerk of the Parliaments;
That this take effect upon the appointment by the Governor in Council of a new Clerk of the Senate pursuant to s. 130 of the Public Service Employment Act;
That the Clerk of the Senate report to the Speaker on all legislative, procedural, protocol and security matters, and to the Standing Committee on Internal Economy and Administration for all administrative matters;
That, for greater certainty, the Standing Committee on Internal Economy, Budget and Administration reserve the right to restructure the Senate Administration at its discretion, and may choose to remove management authority of any and all administrative matters, from the authority delegated to the Clerk of the Senate;
That consequential amendments to the SARS and Senate policy instruments be considered, in due course, to reflect changes to the governance structure; and
That the job description and classification of affected Senate positions be reviewed, in due course, to ensure that they are suited to the new governance structure.
Respectfully submitted,
SABI MARWAH
Chair
The chair made a statement.
CIBA/2022-06-09/107(P) – Request for Proposal – iPads
David Vatcher made a statement regarding the request for proposals for iPads and peripherals.
CIBA/2022-06-09/108(P) – Other Matters
The Honourable Senator Plett raised concerns regarding how Information Services Directorate manages senators’ emails.
David Vatcher answered questions and undertook to follow-up on the concerns raised.
CIBA/2022-06-09/109(P) – Report from the Subcommittee on the Long Term Vision and Plan
The Honourable Senator Tannas moved that the following recommendations be approved:
Recommendation 1:
Your subcommittee recommends that the Senate advise PSPC that it agrees with the decision to create an underground network loop that will connect all the Parliament Buildings on the Hill and on Wellington Street, with a dedicated Senate business entrance to be located South of Wellington on the eastern side of Block 2; and
Recommendation 2:
Your subcommittee further recommends that, now that the three key decisions have been made on the underground network, the size of footprint of the Parliament Welcome Centre and the long-term accommodation strategy for senators, the Senate advise PSPC that Block 2, East Tower be confirmed as a permanent Senate building in the end state.
The question being put on the motion, it was adopted.
At 12:41 p.m., the committee suspended.
At 12:42 p.m., the committee resumed in camera, pursuant to rule 12-16. (1).
At 1:33 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