Proceedings of the Standing Committee on
Internal Economy, Budgets and Administration
Issue No. 10 - Minutes of Proceedings - March 9, 2017
OTTAWA, Thursday, March 9, 2017
(31)
[English]
The Standing Committee on Internal Economy, Budgets and Administration met this day at 8:35 a.m., in room 257, East Block, the chair, the Honourable Leo Housakos, presiding.
Members of the committee present: The Honourable Senators Batters, Campbell, Cordy, Dawson, Dupuis, Housakos, Lankin, P.C., Marshall, Marwah, McCoy, Mitchell, Munson, Omidvar, Smith, Tannas, Tkachuk and Wells (17).
Also in attendance: Nicole Proulx, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; 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:
Pascale Legault, Chief Financial Officer, Finance and Procurement Directorate;
Mike McDonald, Director, Corporate Security Directorate.
CIBA/2017-03-09/247(P)|211| — Adoption of Minutes of Proceedings
The committee considered the minutes of proceedings of March 2, 2017, in public portion.
The Honourable Senator Campbell moved:
That the minutes of proceedings of March 2, 2017, in public portion, be adopted.
The question being put on the motion, it was adopted.
CIBA/2017-03-09/248(P)|295| — Tenth Report of the Subcommittee on Committee Budgets
The Chair of the Subcommittee on Committee Budgets, the Honourable Senator Tannas, presented the tenth report of the subcommittee as follows:
Thursday, March 9, 2017
The Subcommittee on Committee Budgets of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
TENTH REPORT
Your subcommittee recommends the release of the following amount for fiscal year 2016-2017:
Foreign Affairs and International Trade (opportunities for strengthening cooperation with Mexico)
Activity 1: Mexico City $ 10,500 Total $ 10,500 (includes funds for a fact finding mission; includes funds for 1 additional senator to travel)
Respectfully submitted,
SCOTT TANNAS
Chair
The Honourable Senator Tannas made a statement and answered questions.
The Honourable Senator Tannas moved:
That the report be adopted.
After debate, the question being put on the motion, it was adopted.
CIBA/2017-03-09/249(P)|121| — Appeal of Decision Regarding Legal Fees
The committee resumed debate on the appeal from former senator Sharon Carstairs for the reimbursement of legal fees. Michel Patrice answered questions.
The debate concluded and the committee determined not to take further action.
CIBA/2017-03-09/250(P)|190| — Fourth Report of the Subcommittee on the Senate Estimates
The Chair of the Subcommittee on the Senate Estimates, the Honourable Senator Wells, presented the fourth report of the subcommittee as follows:
Thursday, March 9, 2017
The Subcommittee on the Senate Estimates of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its
FOURTH REPORT
On February 2, 2017, your subcommittee was given the mandate by the Standing Committee on Internal Economy, Budgets and Administration to study the issue of living expenses while in Ottawa, including the current practices and possible replacement models that consider fairness, equity and responsible use of resources.
During its deliberations, the subcommittee noted that senators are required to maintain a residence in their home province or territory. In contrast, members of the House of Commons are not subject to this constitutional requirement. Senators incur living expenses to perform their duties while in Ottawa. The current model is for the reimbursement of expenses up to $24,000 with the appropriate supporting documentation.
Your subcommittee has determined that senators either stay in commercial hotels, rental or privately owned accommodation in the National Capital Region (NCR). The cost of accommodations in hotels and rents are reimbursed by the Senate with appropriate receipts. Senators who use a privately owned accommodation in the NCR may claim $30.92 per day to assist with general expenses for each day such accommodation is available for the senator's occupancy. All senators may claim a daily per diem rate for meals and incidentals in accordance with Treasury Board guidelines.
Three possible models were examined by the subcommittee.
1. Reimbursement of expenses (with ceiling of $24,000) which is the current model;
2. Living allowance per diem model;
3. Quarterly allowance model.
Each model was reviewed and the subcommittee is recommending that the current model of the reimbursement of expenses remains in place.
In its review, the subcommittee discussed the inequality between senators who own a property and those who rent or stay in commercial hotels. It was determined that the current amount is insufficient for general expenses compared to individuals who rent. The subcommittee concluded that the inequities for those who own must be addressed.
The daily amount for senators who own a privately owned accommodation was first introduced when the Non-Taxable Expense Allowance was combined into the salary of senators in 2001. The subcommittee examined the origin of the initial amount which was $20 per day and found that there was no detailed analysis as to the costing of privately owned accommodation.
Your subcommittee examined the daily allowance for private accommodation used by the Treasury Board. The board reimburses $50 per day for federal employees who use private non-commercial accommodation in lieu of a hotel room while traveling. This amount per day is for the length of the time while on travel status. Senators return to their provincial or territorial residence when not in Ottawa and the use of the Treasury Board rate is not applicable since the stay in the NCR is not continuous. However, it does serve as a useful guide.
To ensure a fair application of the policy across the three types of accommodation expenses, the subcommittee recommends the following:
That the per day rate for senators who use a privately owned accommodation in the National Capital Region be increased to $40 and increase on April 1 by the annual rate of inflation, starting on April 1, 2018.
The subcommittee further recommends that the $24,000 increase on April 1 by the annual rate of inflation, starting on April 1, 2017.
Respectfully submitted,
DAVID M. WELLS
Chair
The Honourable Senator Wells made a statement and, together with Pascale Legault, answered questions.
The Honourable Senator Wells moved:
That the report be adopted.
After debate, the question being put on the motion, it was adopted.
CIBA/2017-03-09/251(P)|230| — Fourth Report of the Audit Subcommittee
The Chair of the Audit Subcommittee, the Honourable Senator Smith, presented the fourth report of the subcommittee as follows:
Thursday, March 9, 2017
The Audit Subcommittee of the Standing Committee on Internal Economy, Budgets and Administration has the honour to table its
FOURTH REPORT
Your subcommittee has approved and now tables the attached Quarterly Financial Report of the Senate of Canada for the quarter ended December 31, 2016.
Respectfully submitted,
LARRY SMITH
Chair
The Honourable Senator Smith made a statement and, together with Pascale Legault, Mike McDonald and Michel Patrice, answered questions.
The Honourable Senator Smith moved:
That the report be adopted.
After debate, the question being put on the motion, it was adopted.
At 9:34 a.m., pursuant to rule 12-16(1), the committee proceeded in camera.
At 10:15 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