THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION
MINUTES OF PROCEEDINGS
OTTAWA, Thursday, October 2, 2025
(4)
[English]
The Standing Committee on Internal Economy, Budgets and Administration (CIBA) met this day at 8:00 a.m., in room C128, Senate of Canada Building, the chair, the Honourable Lucie Moncion, presiding.
Members of the committee present: The Honourable Senators Boehm, Boyer, Forest, Francis, Henkel, Housakos, MacDonald, Moncion, Moodie, Moreau, P.C., Osler, Oudar, Quinn, Saint-Germain, Smith, Tannas, Wells (Alberta) (17).
Other senators present: The Honourable Senators Al Zaibak, Dalphond, Ross (3).
Participating in the meeting: Gérald Lafrenière, Deputy Clerk, Legislative Services; Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Julie Wellington, Law Clerk and Parliamentary Counsel; senior Senate officials and other support staff.
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.
WITNESSES:
Annie Carpentier, Director, Talent Optimization and Employee Well-Being, Human Resources Directorate;
Nathalie Charpentier, Comptroller and Deputy Chief Financial Officer, Finance and Procurement Directorate;
Tamara Dolan, Chief of Staff, Office of the Chief Corporate Services Officer;
Toni Francis, Chief Human Resources Officer, Human Resources Directorate;
Karen Lynn Hébert, Advisor, Policy and Governance, Office of the Chief Corporate Services Officer;
Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration;
Isabelle Ricard, Chief Financial Officer, Finance and Procurement Directorate.
The chair made a statement.
The senators introduced themselves.
It was agreed that the Clerk of Senate would be permitted to observe the meeting via Zoom.
CIBA/2025-10-02/043(P) — Election of Deputy Chair
The chair made a statement.
The Honourable Senator Smith moved that the Honourable Senator MacDonald, be deputy chair of this committee.
The question being put on the motion, it was adopted.
CIBA/2025-10-02/044(P) — Consent Agenda
The chair made a statement regarding the consent agenda.
The Honourable Senator Housakos moved that the consent agenda, which is comprised of the following items, be adopted:
Minutes of Proceedings from June 19, 2025 (In Public and In Camera)
Minutes of Proceedings from June 19, 2025 (Organization Meeting).
It is further proposed that the Honourable Senator Downe, the Honourable Senator Saint-Germain, the Honourable Senator Henkel, and the Honourable Senator MacDonald is appointed members of the Joint Interparliamentary Council, and that the Honourable Senator Saint-Germain be appointed as Co‑Chair.
The question being put on the motion, it was adopted.
CIBA/2025-10-02/045(P) — Report from the Standing Committee on Internal Economy, Budgets and Administration — ATIP Requests
The chair made a statement regarding amendments to the Senate Administrative Rules that provide guidance in responding to third-party notices under the Access to Information Act.
After debate, the Honourable Senator Housakos moved that the proposed amendments to the Senate Administrative Rule be approved and that the chair present a report to the Senate to seek its approval of the amendments.
The question being put on the motion, it was adopted.
It was agreed that item 3 be discussed during the in camera portion of the meeting.
CIBA/2025-10-02/046(P) — Senate Expenditure Review
Pascale Legault made a statement and, together with Gérald Lafrenière, answered questions regarding a Senate Expenditure Review.
After debate, it was agreed that the Subcommittee on Senate Estimates and Committee Budgets (SEBS) undertake a comprehensive and ongoing review of the Senators’ Office Management Policy and the Senate Administration Rules taking into account the existing programs and processes, with a focus on:
Setting priorities;
Identifying cost efficiencies; and
Reducing repetitive or unused expenditures;
That the subcommittee undertake to provide interim reports to CIBA on its analysis of financial ressources; and
That the subcommittee present its final report on the review of the Senators’ Office Management Policy and the Senate Administration Rules no later than September 30, 2026.
The question being put on the motion, it was adopted.
CIBA/2025-10-02/047(P) — Officials Language Training for Senators, their Spouses, and Staff Members
The Chair made a statement regarding the policy to pay for expenses for official languages training for senators’ spouses.
After debate, the Honourable Senator Henkel moved that effective immediately, the Senate no longer permit the reimbursement of language training expenses for spouses, and that a moratorium be placed on the reimbursement of travel expenses for spouses who accompany a senator to language training, until the Subcommittee on Senate Estimates and Committee Budgets (SEBS) has completed its review of the Senator Office Management Policy (SOMP).
The question being put on the motion, it was adopted.
Annie Carpentier made a statement and, together with Toni Francis, answered questions regarding language training.
After debate, the Honourable Senator Forest moved that CIBA approve the proposed criteria and updates to Senators’ Office Management Policy and endorse the language learning applications Duolingo, Babel, Rosetta Stone and Busuu as eligible for reimbursement.
The question being put on the motion, it was adopted.
CIBA/2025-10-02/048(P) — Review Plan for the Senators’ Office Management Policy and the Senate Administrative Rules
Tamara Dolan made a statement and, together with Gérald Lafrenière, Pascale Legault and Julie Wellington, answered questions regarding the review of the Senator’s Office Management Policy and the Senate Administrative Rules.
After debate, the Honourable Senator Saint-Germain moved that the Subcommittee on Senate Estimates and Committee Budgets supervise a review the Senators’ Office Management Policy and the Senate Administrative Rules, in conjunction with the expenditure mentioned at CIBA (CIBA/2025-10-02/046(P)), which are expected to be completed by the end of September 2026.
The question being put on the motion, it was adopted.
CIBA/2025-10-02/049(P) — For Information Items sent via email
The chair made a statement regarding items sent via email to members for information purposes.
CIBA/2025-10-02/050(P) — Other Matters
The Honourable Senator Forest provided an update on the work of the Senate Subcommittee on Committee Budgets and Expenditures regarding the review of coordinated travel.
The Honourable Senator MacDonald made a statement regarding ATIP requests and the Chair advised that she would take the matter under consideration.
At 9:55 a.m., the committee suspended.
At 10:00 a.m., the committee resumed in camera, pursuant to rule 12-16(1)(d) of the Rules of the Senate.
At 10:07 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
Keli Hogan
Recording Secretary