Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration

Issue No. 9 - Minutes of Proceedings - February 2, 2017

OTTAWA, Thursday, February 2, 2017
(27)

[English]

The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:04 a.m., in room 160- S, Centre Block, the chair, the Honourable Leo Housakos, presiding.

Members of the committee present: The Honourable Senators Batters, Campbell, Cordy, Doyle, Downe, Dupuis, Housakos, Jaffer, Lankin, P.C., Marshall, Marwah, McCoy, Mitchell, Munson, Omidvar, Tannas, Tkachuk and Wells (18).

Also in attendance: Nicole Proulx, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Charles Robert, Clerk of the Senate and Chief Legislative Officer; Michel Patrice, Law Clerk and Parliamentary Counsel and Chief, Parliamentary Precinct Services; and other senior Senate officials.

Also present: The official reporters of the Senate.

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:

Senate of Canada:

Peter Feltham, Acting Director, Information Services Directorate;

Ronald Prud'homme, Senior Advisor, IS Business Planning, Performance Management and Projects Information Services Directorate;

Pascale Legault, Chief Financial Officer, Finance and Procurement Directorate.

CIBA/2017-02-02/216(P)|211| — Adoption of Minutes of Proceedings

The committee considered the Minutes of Proceedings of December 15, 2016, in public portion.

The Honourable Senator Cordy moved:

That the Minutes of Proceedings of December 15, 2016, in public portion, be adopted.

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

CIBA/2017-02-02/217(P)|211| — Adoption of Minutes of Proceedings

The committee considered the Minutes of Proceedings of December 15, 2016, in camera portion.

The Honourable Senator Jaffer moved:

That the Minutes of Proceedings of December 15, 2016, in camera portion, be adopted.

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

CIBA/2017-02-02/218(P)|300| — Cost of Information Technology Equipment

The chair made a statement.

Peter Feltham made a statement and answered questions.

The Honourable Senator Cordy moved:

That, from January 1, 2017, all computer equipment purchases, including mobile devices for senators and staff be paid from a central fund; and

That any pending charge backs to Senators' Research and Office Budget not be processed.

After debate, the question being put on the motion, it was adopted.

CIBA/2017-02-02/219(P)|212| — Staff Attendance during In Camera Meetings

The Honourable Senator Munson moved:

That, notwithstanding the motions adopted by the Standing Committee on Internal Economy, Budgets and Administration on Thursday, December 10, 2015 and Thursday, April 21, 2016, the following staff be authorized to be present during in camera meetings of the committee:

1. One staff member of the four senators on the Subcommittee on Agenda and Procedure;

2. One staff member of the Leadership of the Government in the Senate/Government Representatives;

3. One staff member of the Opposition caucus;

4. One staff member of the Senate Liberal caucus; and

5. One staff member of the Independent Senators Group.

After debate, the question being put on the motion, it was adopted.

CIBA/2017-02-02/220(P)|365| — Subcommittee on Diversity

The Honourable Senator Jaffer moved:

That the Subcommittee on Diversity be authorized to examine the findings contained in the Fifth Report of the Senate Administration's Advisory Committee on Diversity and Accessibility tabled on December 15, 2016 and issues of diversity in the Senate workforce;

That the membership of the subcommittee be as follows: the Honourable Senators: Jaffer (Chair), Marshall (Deputy Chair), Omidvar and Tannas, three of whom shall constitute a quorum;

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 the subcommittee;

That, the committee's power to permit coverage by electronic media of its public meetings be conferred on the subcommittee;

That, pursuant to the Senate guidelines for witness expenses, the authority of the committee to reimburse reasonable travelling and living expenses for witnesses, be conferred on the subcommittee; and

That the subcommittee report to the committee no later than April 30, 2017.

After debate, the question being put on the motion, it was adopted.

CIBA/2017-02-02/221(P)|190| — Subcommittee on Senate Estimates

The Honourable Senator Wells moved:

That the Subcommittee on Senate Estimates be authorized to study the issue of living expenses while in Ottawa, including the current practices and possible replacement models that considers fairness, equity, responsible use of resources; and

That the subcommittee report to the committee no later than March 31, 2017.

After debate, the question being put on the motion, it was adopted.

CIBA/2017-02-02/222(P)|233| — Membership on the Joint Interparliamentary Council

The chair made a statement.

After debate, it was agreed that Honourable Senators Housakos, Downe and Plett be named to sit on the Joint Interparliamentary Council (JIC) as the Senate Representative and that the Honourable Senator Housakos serve as the Senate Co-Chair.

CIBA/2017-02-02/223(P)|295| — Subcommittee on Committee Budget (Request from the Honourable Senator Neufeld)

The Honourable Senator Tannas reported to the committee that the Subcommittee on Committee Budgets is recommending the approval of a staff member from the Honourable Senator Neufeld's office travel with the Standing Senate Committee on Energy, the Environment and Natural Resources to Montreal using committee approved funds.

After debate, it was agreed that a staff member from the Honourable Senator Neufeld's office travel with the Standing Senate Committee on Energy, the Environment and Natural Resources to Montreal using committee approved funds.

CIBA/2017-02-02/224(P)|217| — Subcommittee on Senate Communications

The Honourable Senator Jaffer moved:

That the membership of the Subcommittee on Senate Communications be increased by two senators from the Independent Senators Group.

After debate, the question being put on the motion, it was adopted.

After debate, it was agreed that the Independent Senators Group submit names of the new members on the Subcommittee on Senate Communications at a later date.

CIBA/2017-02-02/225(P)|230| — Internal Audits

After debate, it was agreed that the committee receive an update on any internal audits currently underway and the costs to the Senate of all audits conducted in the last five years.

At 9:58 a.m., pursuant to rule 12-16(1), the committee proceeded in camera.

At 10:03 a.m., the committee adjourned to the call of the chair.

ATTEST:

Nicole Proulx
Clerk of the Standing Committee on
Internal Economy, Budgets and Administration

Daniel Charbonneau
Recording Secretary