THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION
EVIDENCE
OTTAWA, Thursday, June 19, 2025
The Standing Committee on Internal Economy, Budgets and Administration met this day at 6 p.m. [ET], pursuant to rule 12-13 of the Rules of the Senate, to organize the activities of the committee.
[English]
Shaila Anwar, Acting Clerk of the Committee, Senate of Canada: Honourable senators, as the acting clerk of your committee, it is my duty to preside over the election of the chair.
[Translation]
I am ready to receive a motion to that effect.
Senator Boehm: I nominate Senator Moncion.
Ms. Anwar: Are there any other nominations? The Honourable Senator Boehm moved:
That the Honourable Senator Moncion be elected chair of the committee.
[English]
Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
Ms. Anwar: I declare the motion carried, and I invite Senator Moncion to take the chair.
Senator Lucie Moncion (Chair) in the chair.
The Chair: Thank you, colleagues. Thank you for your confidence.
[Translation]
I will continue to serve all my colleagues to the best of my knowledge and abilities, with the support of all the staff who work with us, since this is not an easy job to do. If I did not have that support — even with my staff — it would be very difficult.
I will move on to the second item, the election of the deputy chair.
Pursuant to the motion adopted in the Senate on June 17, 2025, the Standing Committee on Internal Economy, Budgets and Administration was authorized to elect up to three deputy chairs.
That means I need nominations for the Conservative senators, the Canadian Senators Group and the Progressive Senate Group.
Senator Quinn: I nominate Senator Carignan for the position of deputy chair.
The Chair: Are there any other nominations?
[English]
Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
[Translation]
I need a nomination for someone in the Progressive Senate Group.
[English]
Senator Francis: I nominate Senator Danielle Henkel.
[Translation]
The Chair: Are there any other nominations? Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: I declare the motion carried.
[English]
And for the Canadian Senators Group, could I have a motion?
Senator Tannas: I nominate Senator Jim Quinn.
The Chair: Any other nominations? Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried. Thank you.
[Translation]
That brings us to the Subcommittee on Agenda and Procedure. Could I have a mover?
[English]
I need a mover, and I will read the motion:
That the Subcommittee on Agenda and Procedure be composed of the chair and the three deputy chairs;
That the subcommittee be empowered to make decisions on behalf of the committee with respect to its agenda, to invite witnesses, and to schedule hearings;
That, if the committee is unable to meet, the subcommittee be authorized to deal with and resolve immediate administrative matters, and that it report its decisions at the first meeting thereafter;
That the subcommittee be authorized to examine and report on issues related to Senate communications; and to 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.
Could I get a mover for this? Senator Osler. Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
[Translation]
The motion regarding the publication of the committee’s proceedings is as follows:
That the committee publish its proceedings.
Could I have a mover?
Senator Carignan: I so move.
The Chair: Is it your pleasure, honourable senators, to adopt the motion? The motion is carried.
Motion 5 concerns the authority to commit funds and certify accounts payable. I need a mover for the following motion:
That, pursuant to section 6(1), chapter 3:05 of the Senate Administrative Rules, the authority to commit funds be conferred individually on the chair, the deputy chairs and the clerk of the committee;
That, pursuant to section 7(1), chapter 3:05 of the Senate Administrative Rules, the authority to certify accounts payable by the committee be conferred individually on the chair, the deputy chairs and the clerk of the committee; and
That, notwithstanding the foregoing, in cases related to consultants and personnel services, the authority to commit funds and certify accounts be conferred jointly on the chair and deputy chairs.
Senator Henkel: I so move.
The Chair: Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: The motion is carried.
[English]
Witness expenses, No. 6:
That, pursuant to the Senate guidelines for witness expenses, the committee may reimburse reasonable expenses related to the appearance of one witness per organization upon application, but that the chair be authorized to approve expenses of a second witness from the same organization should there be exceptional circumstances.
Could I have a mover? Senator Boyer. Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
No. 7, Broadcasting:
That the Subcommittee on Agenda and Procedure be empowered, at its discretion, to allow coverage by electronic media of the committee’s public proceedings with the least possible disruption of its proceedings.
Could I have a mover, please? Senator Quinn. Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
Item No. 8, Transcripts for in camera or recorded proceedings:
That the committee request the transcription or recording of the in camera portion of meetings and that a confidential copy be kept with the clerk of the committee.
Could I have a mover? Senator Henkel. Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
[Translation]
Motion 9 concerns the presence of Senate Administration support staff during in camera proceedings:
That, unless otherwise decided, the following support staff be authorized to be present during in camera proceedings of the committee:
Clerk of the Senate; Deputy Clerk, Legislative Services; Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; and Law Clerk and Parliamentary Counsel;
Recording Secretary;
Two representatives from the CIBA Secretariat;
Representative from the Office of the Speaker of the Senate;
Representative from the Office of the Clerk of the Senate and Clerk of the Parliaments;
Representative from the Office of the Law Clerk and Parliamentary Counsel;
Issues Management and Media Relations Advisor;
Interpreters;
Reporters;
Technical support staff; and
One staff member per committee member at the meeting.
Could I have a mover?
Senator Osler: I so move.
The Chair: Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
[English]
The Chair: Carried.
No. 10, Distribution of committee documents:
That, the members of the committee; the Clerk, the Deputy Clerk, Legislative Services; the Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; the Law Clerk and Parliamentary Counsel; and the Recording Secretary, be authorized to receive committee documents, including those classified as senator only;
That, with the exception of documents classified as senator only, the following individuals also be authorized to receive committee documents;
Two staff members of each of the following offices: Speaker of the Senate; Government Representative in the Senate; Leader of the Opposition; and Leaders of all recognized parties and recognized parliamentary groups;
One staff member per member of the committee;
Two representatives from the CIBA Secretariat;
One staff member per Sector head and the Office of the Law Clerk and Parliamentary Counsel;
The Chief Financial Officer;
The Issues Management and Media Relations Advisor;
The interpreters; and
The stenographers.
Senator Quinn: Is there a history about one staff only having access? I know in my office it is problematic, and I just thought I would raise it.
Ms. Anwar: This is a routine motion because it is something that CIBA has adopted for I think the last two or three sessions. It is just to limit because a lot of the documentation that this committee receives is of a sensitive nature or needs to remain confidential, so it is really about document control.
Senator Quinn: Again, document control, but is there any substantive reason why, of two senior staff members, only one can have access and the other can’t? Is there no discretion there?
Ms. Anwar: You mean in terms of which staff member?
Senator Quinn: No. I have two senior staff members. It is problematic at times for me because one who has access isn’t there. I still get my materials, but I would rather have the flexibility of doing it openly.
Ms. Anwar: It’s really a decision for the committee.
Senator Quinn: Yes, that’s what I —
Ms. Anwar: I guess the issue becomes if every senator on the committee asks for two staff members, we’re talking about 30 staffers who would have access to documents that could be of a sensitive nature. But it is for senators to decide.
Senator Quinn: For top secret materials, I understand that.
The Chair: Does that answer your question?
Senator Quinn: Yes. Does anyone else have that issue, or is everyone comfortable with one? Great. I’m comfortable if everyone else is comfortable. I’m good.
The Chair: Could I have a mover for the motion? Senator Quinn. Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
[Translation]
Motion 11 deals with the distribution of committee documents to non-members and reads as follows:
That committee documents be distributed to non-members when they enter the committee room;
That the non-members be informed of the confidentiality of committee documents.
May I have a mover? Senator Henkel, thank you.
Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: I declare the motion carried.
Motion 12 concerns the confidentiality of committee documents:
That, the following committee documents related to the public portion of a meeting be classified as follows:
1. Confidential until 1 hour before the start of the meeting:
Public Agenda
2. Confidential until the beginning of the presentation:
Presentations from external witnesses
3. Confidential until adopted by the committee:
Minutes for the public portion of a meeting
4. Confidential until moved, tabled or presented in committee:
Motions
Subcommittee and Advisory Working Group reports when the report will not subsequently be tabled or presented in the Senate by the committee;
5. Confidential until tabled or presented in the Senate: Committee reports (includes subcommittee reports adopted by the committee and subsequently tabled or presented in the Senate);
That, any other documents related to the public portions of meetings be classified as confidential unless otherwise determined by the committee;
That, all documents related to in camera portions of meetings be classified as confidential unless otherwise determined by the committee; and
That the confidential nature of the document be visible on each document before they are distributed to members.
Could I have a mover?
Senator Carignan: I so move.
The Chair: Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: I declare the motion carried.
[English]
I shouldn’t use this expression, but, anyway, there is a lot of mumbo jumbo over here about the documents and the sensitivity of documents.
Other business. Anticipated time slot for regular meetings. This is for information only. It is Thursday morning from 8 to 10 a.m.
Now we go to the subcommittees.
You all have a copy of this. I can read it all. It is just a question for the subcommittees. Would you like me to go through it? I can. I will start, and you tell me when you have had enough. There are a few that we need to read.
1. General Motions —Applicable to CIBA Subcommittees.
That, pursuant to rule 12-9(2), the committee’s authority to send for persons, papers and records, whenever required, and to publish from day to day such papers and evidence as may be ordered by it, be conferred on its subcommittees;
That, pursuant to rule 14-7(2), the committee’s authority to permit coverage by electronic media of its public meetings be conferred on its subcommittees;
That, pursuant to rule 12-24 and the Senate guidelines for witness expenses, the committee’s authority to reimburse the reasonable travelling and living expenses of witnesses, be conferred on its subcommittees; and
That, pursuant to rule 12-5, the authority of the leaders and facilitators to make membership changes on committees, be conferred on its subcommittees.
That the members of the subcommittees be named, including senators who are not members of CIBA, as authorized by the Senate on June 4, 2025, following the usual consultations, by notice filed with the Clerk of the Senate.
Could I have a mover for this item?
Senator Carignan: I so move.
The Chair: Is it your pleasure, honourable senators, to adopt the first motion?
Hon. Senators: Agreed.
The Chair: Carried.
[Translation]
That brings us to the motion on the 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;
Senate policies referred to it by the committee;
committee budgets and any recommendations on the allocation and release of funds;
That the members of the subcommittee be named, following the usual consultations, by notice filed with the Clerk of the Senate pursuant to the process set out in rule 12-5.
That the subcommittee be required to report to the committee from time to time.
Could I have a senator to move this motion? Thank you, Senator Quinn.
Is it your pleasure, honourable senators, to adopt the motion?
I declare the motion carried.
[English]
3. Creation of the Subcommittee on Long-Term Vision and Plan.
That the Subcommittee on the Long-Term Vision and Plan be established and authorized to:
supervise all steps, processes and decisions (excluding those areas that are under the authority of the Speaker of the Senate) relating to the program of work for the Long-Term Vision and Plan for the parliamentary precinct, in coordination with the Senate Administration; and
examine the best ways to ensure the rehabilitation of Centre Block, East Block and all other buildings that will be occupied by the Senate in the end state respect the heritage and the best interests of the Senate, without compromising the integrity of security;
That for greater certainty, all matters under the authority of the Speaker of the Senate be referred to them;
That the members of the subcommittee be named, following the usual consultations, by notice filed with the Clerk of the Senate following the process pursuant to rule 12-5 of the Rules of the Senate; and
That the subcommittee be required to report to the committee from time to time.
Could I have a mover?
Senator Osler: I so move.
The Chair: Is it your pleasure, honourable senators, to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
[Translation]
The next motion is on the Subcommittee on Human Resources:
That the Subcommittee on Human Resources be established and authorized to examine and report on issues relating to human resources in the Senate, including:
The harmonization of working conditions and benefits of Senate employees, whether they work for the Administration, for a senator, or for an officer of the Senate;
The prevention and resolution of harassment in the workplace;
The bargaining mandates related to the negotiation of collective agreements with unions representing Senate employees;
The options to address work-life balance;
The review of Senate policies referred to it by the committee;
Diversity issues within the Senate staff.
That the members of the subcommittee be named, following the usual consultations, by notice filed with the Clerk of the Senate pursuant to the process set out in rule 12-5.
That the subcommittee be required to report to the committee from time to time.
Could I have a senator to move this motion?
Senator Tannas moved—
[English]
Senator Boyer: I see diversity is now in human resources as part of the subcommittee?
The Chair: Yes.
Senator Boyer: Was that a decision that was made by CIBA?
The Chair: At some point. That was a while back, senator, but, yes. The purpose was to reduce the number of committees, and there is a special lens that will be kept for diversity in that committee.
Senator Boyer: Okay. Thank you.
The Chair: Any other questions, colleagues? Is it your pleasure to adopt the motion?
Hon. Senators: Agreed.
The Chair: Carried.
5. Creation of the Artwork and Heritage Advisory Working Group.
The motion reads:
That the Artwork and Heritage Advisory Working Group be established and authorized to act on behalf of the committee on matters related to the Senate Policy on Heritage Assets and Works of Art;
That the members of the subcommittee be composed of four senators working collectively;
That the 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 restoration 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 decision and recommendation to the committee on an annual basis.
Could I get a mover for this one? Senator Francis. Is it your pleasure, honourable senators, to adopt the motion? Carried.
Do we have anything else to do for the good of the meeting today? If not, I thank every one of you for staying a little bit later and going through these motions. I wish you a good weekend. Have a good time with your families. Thank you, everyone, who has been here to make this happen.
(The committee adjourned.)