THE STANDING COMMITTEE ON AUDIT AND OVERSIGHT
MINUTES OF PROCEEDINGS
OTTAWA, Wednesday, November 25, 2020
(1)
[English]
Pursuant to the order of the Senate of November 17, 2020, the Standing Committee on Audit and Oversight met this day by videoconference at 6:32 p.m. [ET], for the purpose of holding its organization meeting, pursuant to rule 12-13. This meeting is considered to have taken place in the parliamentary precinct.
Members of the committee present by videoconference: The Honourable Senators Downe, Dupuis and Wells (3).
In attendance: Marie-Ève Belzile, Principal Clerk, Committees Directorate; Till Heyde, Clerk Assistant, Chamber Operations and Procedure Office; Isabelle Brideau and Lindsay McGlashan, Analysts, Parliamentary Information and Research Services, Library of Parliament; Ben Silverman, Communications Officer, Communications Directorate.
Also present: The official reporters of the Senate.
The clerk of the committee presided over the election of the chair.
The Honourable Senator Dupuis moved that the Honourable Senator Wells do take the chair of the committee.
The question being put on the motion, it was adopted.
The clerk invited Senator Wells to take the chair.
The chair presided over the election of the deputy chair.
The Honourable Senator Wells moved that the Honourable Senator Dupuis be deputy chair of the committee.
The question being put on the motion, it was adopted.
The Honourable Senator Downe moved:
That the committee ask the Library of Parliament to assign research analysts to the committee, as may be required;
That the chair and deputy chair be authorized to retain the services of such experts as may be required by the work of the committee; and
That the chair, on behalf of the committee, direct the research and administration staff in the preparation of studies, analyses, summaries, and draft reports.
The question being put on the motion, it was adopted.
The Honourable Senator Dupuis moved that the chair and deputy chair be empowered to direct a communications officer assigned to the committee in the development of communications plans and products where appropriate and to request the services of the Senate Communications Directorate for the purposes of the promotion of their work.
The question being put on the motion, it was adopted.
The Honourable Senator Downe moved:
That, pursuant to Section 7, Chapter 3:05 of the Senate Administrative Rules, authority to commit funds be conferred individually on the chair, the deputy chair, and the clerk of the committee; and
That, pursuant to Section 8, Chapter 3:05 of the Senate Administrative Rules, authority for certifying accounts payable by the committee be conferred individually on the chair, the deputy chair, and the clerk of the committee.
The question being put on the motion, it was adopted.
The Honourable Senator Dupuis moved that, pursuant to the Senate guidelines for witness expenses, the committee may reimburse reasonable travelling and living expenses for one witness from any one organization and payment will take place upon application, but that the chair be authorized to approve expenses for a second witness should there be exceptional circumstances.
The question being put on the motion, it was adopted.
The Honourable Senator Downe moved that the committee publish its public proceedings.
The question being put on the motion, it was adopted.
The Honourable Senator Dupuis moved:
That in camera transcripts and documents be kept with the clerk of the committee for consultation by committee members; and
That no records be destroyed without authorization from the committee.
The question being put on the motion, it was adopted.
The Honourable Senator Wells moved that each committee member be allowed to have one staff person present at in camera meetings.
The question being put on the motion, it was adopted.
The Honourable Senator Downe moved:
That the committee adopt a report to the Senate proposing that, notwithstanding rules 12-13(4) and 12-6(2), it be authorized to continue to meet with a quorum of three senators for the purposes of establishing a process for the nomination of the two external members; and
That the chair present the report to the Senate.
The question being put on the motion, it was adopted.
The Honourable Senator Dupuis moved:
That for the purposes of its consideration of a process for the appointment of the two external members, the chair, in consultation with the deputy chair, be empowered to make decisions on behalf of the committee with respect to its agenda, to invite witnesses, and to schedule hearings; and
That, for substantive issues related to the mandate of the committee that are not of a merely administrative or routine nature, the chair shall not convene meetings nor take decisions until the external members have been appointed by the Senate.
The question being put on the motion, it was adopted.
The Honourable Senator Downed moved that the committee seek the authorization of the Senate to meet in a hybrid or all-virtual format.
The question being put on the motion, it was adopted.
The Honourable Senator Dupuis moved that, the clerk of the committee be instructed to work with the Office of the Law Clerk and Parliamentary Counsel on any legal issues that may arise as the committee develops its internal practices and procedures, including issues related to facilitating the committee’s work during intersessional periods.
The question being put on the motion, it was adopted.
The Honourable Senator Downe moved that the chair be authorized to seek the authority of the Senate to cause that papers and documents received and/or produced by the Subcommittee on Audit of the Standing Committee on Internal Economy, Budgets and Administration from the First Session of the Forty-second Parliament and the First and Second Sessions of the Forty-third Parliament, be referred to the Standing Senate Committee on Audit and Oversight.
The question being put on the motion, it was adopted.
The Honourable Senator Dupuis moved that the chair seek authority of the Senate that for the duration of the current session, the Standing Committee on Audit and Oversight be authorized to sit even though the Senate may then be sitting and that rule 12-18(1) be suspended in relation thereto.
The question being put on the motion, it was adopted.
At 6:53 p.m., the committee adjourned to the call of the chair.
ATTEST:
Shaila Anwar,
Clerk of the Committee