Skip to content

CIBA - Standing Committee

Internal Economy, Budgets and Administration

Past Session: Past Session:
43-2 43rd Parliament, 2nd Session (September 23, 2020 - August 15, 2021)
Select a different session
Download as PDF

THE STANDING SENATE COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

MINUTES OF PROCEEDINGS

OTTAWA, Thursday, December 10, 2020
(8)

Pursuant to the order of the Senate of November 17, 2020, the Standing Senate Committee on Internal Economy, Budgets and Administration met this day in room C128, Senate of Canada Building, and with videoconference, at 10:02 a.m., the Chair, the Honourable Sabi Marwah presiding.

Members of the committee present: The Honourable Senators Campbell, Carignan, P.C., Dean, Martin, Marwah, Munson (6).

Members of the committee present by videoconference: Dawson, Forest, Forest-Niesing, Jaffer, Gagné, Marshall, Moncion, Plett, Saint-Germain, Seidman and Tannas (11).

Other senator present by videoconference: The Honourable Senator Bovey (1).

Participating in the meeting: Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Richard Denis, Interim Clerk of the Senate and Clerk of the Parliaments and Chief Legislative Services Officer; Philippe Hallée, Law Clerk and Parliamentary Counsel; senior Senate officials and other support staff.

Also present: The official reporters of the Senate.

WITNESSES (by videoconference):

Senate of Canada:

The Honourable Senator Patricia Bovey, Chair, Artwork and Heritage Advisory Working Group;

Pierre Lanctôt, Chief Financial Officer, Finance and Procurement Directorate;

Nathalie Charpentier, Comptroller and Deputy Chief Financial Officer, Finance and Procurement Directorate;

Caroline Morency, Director General, Property and Services Directorate;

Julie Lacroix, Director, Corporate Security Directorate;

Alyson Queen, Chief of Staff, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration;

Anne Burgess, Senior Parliamentary Counsel, Office of the Law Clerk and Parliamentary Counsel;

Mathieu Beauregard, Manager, Applications Development and Systems Integration, Information Services Directorate.

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.

The Chair made a statement.

The Chair introduced all senators that were present.

CIBA/2020-12-010/085(P) — Adoption of Minutes of Proceedings from December 3, 2020 (public)

The committee considered the Minutes of Proceedings from December 3, 2020 (public).

After debate, the Honourable Senator Dean moved that the Minutes of Proceedings of Thursday, December 3, 2020 (public), be adopted.

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

CIBA/2020-12-10/086(P) — Report from the Subcommittee on Senate Estimates — Main Estimates 2021-2022

The Chair of the Subcommittee on Senate Estimates, the Honourable Senator Moncion, presented the First Report of the subcommittee as follows:

Thursday, December 10, 2020

The Subcommittee on the Senate Estimates of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its

FIRST REPORT

Your subcommittee has the mandate to review the 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.

Your subcommittee, comprised of Senators Marshall, Moncion, Munson, Saint-Germain and Tannas, met on several occasions to review the funding requirements for the Senate estimates for 2021-22. The documents presented to the subcommittee described the funding requirements for senators, committees, Senate Administration, and International and Interparliamentary Affairs (IIA). Each Administration directorate also provided a summary detailing the use of their financial resources. Any funding increases from the previous year required detailed documentation and a presentation before the subcommittee to justify the new spending. Your subcommittee submitted a series of clarification questions on various elements of the budget before meeting with witnesses, to which it received responses. It then heard from 10 individuals representing the directorates requesting additional funding, including members of the management teams from the Senate and IIA. They presented their operational and funding requirements as well as their justification for changes. Your subcommittee thanks these individuals for their presentations.

Throughout its study, your subcommittee took into consideration the changes in the Senate, but also the actual and potential impact of the pandemic on the Senate's operations as a whole. Your subcommittee is also mindful of the Canadian economic situation and emphasizes the importance of balancing operational needs and quality services to Senators with proper stewardship of public funds.

The Main Estimates have been prepared with prudence and restraint to ensure that the level of Senate spending remains stable without compromising services to senators. Based on the planning assumption that the parliamentary calendar and Senate activities will be similar to those of a typical year, and that the effects of the pandemic will continue to be felt throughout operations, in particular due to a virtual work environment, the financial plan for 2021-2022 are based on the following principles:

  • Maintaining high quality services to senators;
  • Ensuring good stewardship of public funds by seeking potential savings;
  • Investing in information technology infrastructure and disposal of obsolete assets; and
  • Consolidation of resources to fill operational gaps by focusing resources on critical activities.

During its deliberations, your subcommittee identified key elements it believes worth noting to ensure continuity in the development and study of future funding requirements:

  • Budget assumption and strategy: The budget is based on the assumption that an average of 103 senators will be in office during 2021-2022. Your subcommittee also proposes a budget strategy to fund the Senate’s ongoing expenses from the proposed 2021-22 budget and to use an active budget reallocation approach for non-recurring funding requirements. If the amounts are insufficient, a request for additional funds will be considered during the Supplementary Estimates processes. The different sectors of the Administration were also encouraged to find permanent or temporary savings to finance activities and limit requests for additional funds.
  • Information technologies: Your subcommittee underlines the importance of information technologies and of infrastructure that supports technologies required for the Senate’s daily operations. As a result, your subcommittee recommends required upgrades to assets and technologies to promote savings, modernize work practices and enable professional mobility.
  • Budget for caucuses and parliamentary groups: Your subcommittee recommends that the total 2020-21 budget allocated for recognized parliamentary caucuses and groups be renewed for the fiscal year under review, and that the division of budget allocations to Senate House Officers, recognized parliamentary caucuses and groups be determined through a subsequent recommendation to CIBA.
  • Saving opportunities: Your subcommittee notes the importance in the current economic environment of limiting expenditures that may otherwise be covered, or not required. Opportunities for permanent and temporary savings were presented to the subcommittee and a list of the main initiatives that could have an impact on senators' operations or activities is outlined below. However, your subcommittee notes that these impacts should not affect senators’ or the Administration’s core functions.

 

Overall, the projected total budget for the Senate for 2021-22 will remain at the same level as the current fiscal year which is set at $115,563,768. The budgets for senators, committees, and IIA were decreased by $401,028 (including a budget transfer of $20,000 for photography services to the Speaker of the Senate). Senate-wide expenses were increased by $59,727 mainly related to employee’s benefits. The Administration's budget shows net savings of $705,054, with self-funded initiatives of $1,197,160 for a net financial impact of $341,301, as presented below.

In the review of the 2021-22 Main Estimates, your subcommittee has examined the resources available for senators to conduct their parliamentary and constitutional responsibilities. The following funding requirements are proposed:

  • Senators' Basic and Additional Allowances and Pensions: Increase of $1,127,415 for funding for the increases that have been in place since April 1, 2020 and increase in Senate pension contribution rate from 19.7% to 23.34%;
  • Senators’ Office Budget: no proposed increase; the overall funding will remain at the same level;
  • Senate Committees: Decrease of $809,914 in committee travel, witnesses, videoconferencing and hospitality expenses. This opportunity for temporary savings is directly related to committee activity levels and is in line with actual expenditure budgets of past pre-pandemic years. This reduction will be monitored during the 2021-2022 fiscal year, revisited mid-year, as required, and re-evaluated at the next Main Estimates process;
  • International and Interparliamentary Affairs (IIA): Decrease of $424,083 based primarily on expired funding and the cancellation of one conference due to the pandemic;
  • Senators' Travel and Living Expenses Budget: temporary budget reduction of $214,446. No increase proposed for the Senators’ individual living budget; and
  • Senators' Telecommunications Budget: Reduction of $100,000 as the projected cost of the monthly fees is planned to be lower based on recent trend and due to the phasing out of landline telephones, fax lines, and television subscriptions no longer necessary.

In addition, the proposed budget includes the following changes to Senate Administration programs that are supporting the work of senators:

  • ParlVu Services: Increase of $211,218 to support the Senate and the increased number of committee rooms with broadcasting capacity, and the higher number of sessions available on-line;
  • Senate Heritage and Cultural Services Program: Increase of $206,500 to maintain specialized resources and undertake initiatives to protect the heritage collection and support the Art and Heritage Advisory Working Group; and
  • Cafeteria Services: Permanent savings of $108,000 resulting from the reduction in the hours of operation of the Senate of Canada Building cafeteria and closure of the East Block cafeteria.

Funding for the Senate Administration represents an overall increase of $341,301, or 0.8%. This amount includes new expenditures of $2,243,515, less one-time initiatives to be self-funded totalling $1,197,160 and savings opportunities of $705,054. The new funding requirements also include the following key items:

  • Additional resources for the Information Services Directorate to support new services and enhanced information management and information technology support activities for $501,454, of which $170,126 will be self-funded;
  • Reclassifications of positions: Increase of $227,784 to cover for the official classification assessments completed during the year;
  • The modernization and replacement of the electronic claim system (E-Claim) for $180,000 (self-funded); and
  • Harmonization of Senate communications functions: permanent reduction of $89,525.

Also, the Administration has identified various temporary reduction in administration costs totalling $340,137 and permanent reduction amounting to $364,917 (including the cafeteria savings of $108,000) - details are found in the Appendix.

In summary, 4 additional total net full-time equivalent (FTE) positions are proposed.

Therefore, your subcommittee makes the following recommendations:

  • That the Senate’s 2021-22 budget be $115,563,738, which is the same level as the 2020-21 fiscal

  year;

  • That the 2021-22 budget adjustments listed in the Appendix be approved; and
  • That the proposed budget strategy be accepted.

Respectfully submitted,

LUCIE MONCION

Chair

The Honourable Senator Moncion made a statement and, together with the Honourable Senator Bovey, Pierre Lanctôt, and Caroline Morency, answered questions.

After debate, it was agreed that the closure of the East Block cafeteria be further examined.

After further debate, the Honourable Senator Moncion moved that the report be adopted.

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

CIBA/2020-12-10/087(P) — Report from the Subcommittee on Long Term Vision and Plan

The Chair of the Subcommittee on Long Term Vision and Plan, the Honourable Senator Plett, presented the Third Report of the subcommittee as follows:

Thursday, December 10, 2020

The Subcommittee on the Long-Term Vision and Plan of the Standing Committee on Internal Economy, Budgets and Administration has the honour to present its

THIRD REPORT

Your subcommittee, which was authorized by the Standing Committee on Internal Economy, Budgets and Administration to study and report on the program of work for the Long-Term Vision and Plan for the parliamentary precinct, now presents its third report.

East Block Agricultural Entrance

In October 2017, the Senate Administration sent a letter to Public Services and Procurement Canada (PSPC) requesting to reinstate the Agricultural entrance for building occupants only. The entrance was requested to be made available once the south east tower rehabilitation work was completed.

During a site visit of the Agricultural Entrance with representatives of PSPC and the Senate’s Property and Services Directorate (PSD) on September 23, 2020, your subcommittee found that the work that would be required to bring this entrance into compliance with current legislative accessibility requirements would be complex, expensive and would affect the external heritage fabric, thus requiring the involvement of the Federal Heritage Buildings Review Office and the approval of the National Capital Commission.

In addition, your subcommittee observed that due to heavy circulation on the construction road on Canal Drive, there is no crosswalk at this location. In addition, although a ramp from the ground level to the Agricultural Entrance could be constructed to meet accessibility requirements, providing an accessible path from the Wellington Street sidewalk/Sappers Gate to the Agricultural Entrance would be a major challenge.

As a result, the Senate Administration advised the subcommittee that it believes it is preferable to defer any decision on access to the building until a full analysis has been completed as part of Phase 2 of the East Block Rehabilitation Project, which will be carried out within the holistic context of the Senate campus in the end state.

At a subcommittee meeting on October 7, 2020 before the membership of CIBA was re-struck, your subcommittee met for the purpose of proposing next steps.

RECOMMENDATION

Your subcommittee therefore recommends that given the high cost, the complexity of the work, lengthy timelines and other accessibility considerations that would remain outstanding in order to provide an accessible path from Sappers Gate to the Agricultural Entrance of East Block, it is recommended that the Senate align with PSPC’s suggestion to reassess the re-opening of the Agricultural Entrance as part of the East Block Phase 2 rehabilitation scope; and

That further study of all end state required entrances, including their accessibility, be undertaken as part of a holistic campus exercise within Phase 2 of the East Block Rehabilitation Project

Respectfully submitted,

DONALD NEIL PLETT

Chair

The Honourable Senator Plett made a statement and, together with Caroline Morency, answered questions.

After debate, the Honourable Senator Plett moved that the report be adopted.

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

CIBA/2020-12-10/088(P) — Request for Proposal for Screening Services

Caroline Morency made a statement and, together with Julie Lacroix, answered questions on the request to undertake a competitive process to establish a new contract for off-site security screening.

CIBA/2020-12-10/089(P) — E-Claims Replacement

Pierre Lanctôt made a statement and answered questions on the request to launch a project to replace the existing Expense Claim Management System.

After debate, the Honourable Senator Munson moved:

That CIBA authorize the Senate Administration to proceed with the acquisition of the Unit4 modules, services and maintenance required to replace the current E-Claims system by increasing the scope and value of the existing sole source contract and;

That internal funds be allocated to purchase the ERP modules and licences. The funding request includes a one-time cost of $180,000 for the purchase of the modules and implementation and an ongoing cost of $17,800.

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

CIBA/2020-12-10/090(P) — Request for Proposal for Secure Board Management Software

Alyson Queen made a statement and answered question on the request for approval to proceed with a competitive procurement process and the authority to reallocate funds to establish a contract for a board management solution for CIBA and CIBA Steering.

CIBA/2020-12-10/091(P) — Update on Bill C-81 (Accessibility Act)

Anne Burgess made a statement and, together with Mathieu Beauregard, answered questions on the implementation of Bill C-81 (Accessibility Act).

CIBA/2020-12-03/092(P) — Report from the Subcommittee on Diversity

The Honourable Senator Jaffer made a statement on a report of the Subcommittee on Diversity.

CIBA/2020-12-03/093(P) — Other Matters

The chair paid tribute to Richard Denis, Interim Clerk of the Senate and Clerk of the Parliaments who will be departing the Senate on December 31, 2020.

At 11:22 p.m., the committee suspended.

At 11:34 p.m., the committee resumed in camera, pursuant to rule 12-16. (1).

At 12:24 p.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

Gérald Lafrenière

Recording Secretary

 

Back to top