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Download as PDF

THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

EVIDENCE

OTTAWA, Thursday, September 26, 2024

The Standing Senate Committee on Internal Economy, Budgets and Administration met this day at 9 a.m. [ET], pursuant to rule 12-7(1), to consider financial and administrative matters; and in camera, pursuant to rule 12-7(1), to consider financial and administrative matters.

Senator Lucie Moncion ( Chair ) in the chair.

[ Translation ]

The Chair: Good morning. My name is Lucie Moncion. I’m a senator from Ontario. I have the privilege of chairing the Standing Committee on Internal Economy, Budgets and Administration.

[ English ]

Before we begin, I would like to ask all senators and other in-person participants to consult cards on the table for guidelines to prevent audio feedback incidents. Please make sure to keep your earpiece away from all microphones at all times. When you’re not using your earpiece, place it face down on the sticker placed on the table for this purpose. Thank you for your cooperation.

I’d now like to go around the table and ask my colleagues to introduce themselves.

Senator Boehm: Peter Boehm, Ontario.

[ Translation ]

Senator Saint-Germain: Raymonde Saint-Germain from Quebec.

[ English ]

Senator Boyer: Yvonne Boyer, Ontario.

Senator Loffreda: Tony Loffreda from Montreal, Quebec.

[ Translation ]

Senator Forest: Good morning. Éric Forest from the Gulf region of Quebec.

Senator Smith: Larry Smith, Senate division of Saurel, Quebec.

[ English ]

Senator Moodie: Rosemary Moodie, Ontario.

Senator Francis: Brian Francis, Epekwitk, Prince Edward Island.

[ Translation ]

Senator Audette: [ Innu-Aimun spoken ] Michèle Audette, Nitassinan, Quebec.

[ English ]

Senator LaBoucane-Benson: Patti LaBoucane-Benson, Treaty 6 territory, Alberta.

Senator Al Zaibak: Mohammad Al Zaibak, Ontario.

Senator MacDonald: Michael MacDonald, Nova Scotia.

[ Translation ]

Senator Seidman: Judith Seidman from Quebec.

[ English ]

The Chair: Thank you. I would also like to welcome all of those who follow our deliberations across the country.

[ Translation ]

Honourable senators, the first item is the consent agenda for approval. As a reminder, the items on the consent agenda are uncontroversial but do require our approval. For these items, a briefing note, form and other supporting documents are submitted in advance, but no presentation is required.

For today’s meeting, we have the following items on the consent agenda: the minutes of proceedings in public and in camera from June 6, 2024; the minutes of proceedings in camera from June 20, 2024; the revised petty cash policy, circulated in June 2024; the toolkit for displays hosted by senators; and the framework for an access to information request.

Honourable senators, are there any questions or concerns about any of these items? Seeing none, could someone move the following motion:

That the consent agenda be approved.

Senator Moodie moves the motion.

Is it your pleasure, honourable senators, to adopt the motion? The motion is carried.

The second item concerns the Acquisition Card Policy and the Travel Credit Card Policy. I would like to invite Pierre Lanctôt, chief financial officer, who has joined us, to take his place as a witness. His remarks will be followed by a question period. Welcome, Pierre. The floor is yours.

Pierre Lanctôt, Chief Financial Officer, Finance and Procurement Directorate, Senate of Canada: Honourable senators, we recently updated the Acquisition Card Policy and the Travel Credit Card Policy, which came into effect on April 1, 2021. This update essentially aimed to add the new position of Clerk of the Senate and remove references to the Executive Committee. We also updated certain technologies and adjusted the format accordingly. It was determined that both policies continue to achieve their objectives, but that certain minor adaptations and corrections are required.

These changes will also allow for better harmonization between the two policies, meaning the Acquisition Card Policy and the Travel Credit Card Policy.

[ English ]

I would like to make it clear that none of the changes are new requirements.

It is recommended that CIBA approve the results of the policy review for the Acquisition Card Policy and Travel Credit Card Policy with an effective date of October 1, 2024. This concludes my report. I would be pleased to answer your questions and receive your comments.

[ Translation ]

The Chair: Thank you, Pierre. Are there any questions or comments?

Senator Forest: I have a question. Senator Quinn was supposed to table a report on credit cards. Has it been tabled?

The Chair: No.

Senator Forest: We’re still looking at credit.

The Chair: The topic is still being studied.

Senator Forest: Thank you.

The Chair: Could someone move the following motion:

That the results of the policy review for the Acquisition Card Policy and Travel Credit Card Policy be approved with an effective date of October 1, 2024.

Senator Forest moves the motion.

Is it your pleasure, honourable senators, to adopt the motion? The motion is carried.

[ English ]

Documents for item 3 were sent by email for information purposes only. This week, five documents were sent for information. These are: the mobile phone plans circulated in June 2024, which was a comparison between the plans that are used by the House of Commons and the Senate; the 2023 Occupational Health and Safety annual report that was also circulated in June 2024; the new content warning and notice to readers in the Senate clippings was also June 2024; the quarterly report on intellectual property requests; and finally, the report from the Subcommittee on Agenda and Procedure on the decisions made on behalf of CIBA.

Are there any questions or comments on any of these items, colleagues? Seeing none, we will move on to other items.

[ Translation ]

Is there anything else that we need to address in public?

[ English ]

Senators, before we proceed in camera, I wish to remind all senators that unless urgent, any new substantive issues that a senator wishes to have added to the Committee on Internal Economy, Budgets and Administration’s meeting agenda should be submitted to the CIBA secretariat at least a week ahead of a CIBA meeting, thus by end of business on the previous Wednesday. This ensures that the Subcommittee on Agenda and Procedure — the steering committee — can adequately consider the request and finalize the agenda before the bundle is circulated to members of CIBA on the Tuesday morning of meeting weeks.

Furthermore, unless urgent, all requests to raise an item under “other matters” at CIBA meetings should be submitted in writing to the Chair of the Standing Committee on Internal Economy, Budgets and Administration, with a certified copy to the clerk of the committee, at least two days ahead of the CIBA meeting. The request should include a brief description of the topic and, when appropriate, steering will endeavour to have witnesses present to respond to questions.

Your continued collaboration will ensure the CIBA meetings remain efficient and productive.

Colleagues, for the benefit of all, this reminder on the process will be sent to all members electronically following this meeting.

[ Translation ]

We’ll now suspend the meeting briefly so that the clerk can make sure that we’re in camera. However, before doing so, I’d like to remind you that meetings of the Standing Committee on Internal Economy, Budgets and Administration are open to the public most of the time. Only when the items discussed are sensitive matters, such as wages, contracts, negotiations, labour relations, personal issues or safety, are they considered in camera. The Standing Senate Committee on Internal Economy, Budgets and Administration wishes to be as transparent as possible about the important work of this committee. With that, I would ask the clerk to inform committee members when we go in camera.

(The committee continued in camera.)

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