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THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

MINUTES OF PROCEEDINGS

OTTAWA, Thursday, May 23, 2024

(35) [ English ]

The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:01 a.m., in room C128, Senate of Canada Building, the chair, the Honourable Lucie Moncion, presiding.

Members of the committee present : The Honourable Senators Boehm, Boyer, Carignan, P.C., Dalphond, Forest, LaBoucane-Benson, Loffreda, MacDonald, Moncion, Moodie, Plett, Saint-Germain, Seidman, Smith, and Tannas (15).

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

WITNESSES :

The Honourable Senator Scott Tannas, Chair, Subcommittee on Long Term Vision and Plan;

Louise Cowley, Director, LTVP & Accommodation, Property and Services Directorate;

Maxime Fortin, Acting Clerk Assistant, Committees Directorate;

Josée Labelle, Director General, Property and Services Directorate;

Mélisa Leclerc, Director General, Communications, Broadcasting and Publications Directorate;

Greg Peters, Usher of the Black Rod;

Matthew Ball, Vice-President, Services to Parliament and

Interpretation, Translation Bureau;

Jean-François Lymburner, Chief Executive Officer, Translation Bureau;

Annie Trépanier, Vice-President Policy and Corporate, Translation Bureau.

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 senators introduced themselves.

CIBA/2024-05-23/388(P) — Consent Agenda

The chair made a statement regarding the consent agenda.

After debate, the Honourable Senator Forest moved that the consent agenda, which is comprised of the following items, be adopted:

Minutes of Proceedings from May 2, 2024 (In Public);

Minutes of Proceedings from May 2, 2024 (In Camera);

Request for Proposal — Uniforms.

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

CIBA/2024-05-23/389(P) — Annual Presentation from the Translation Bureau Services

Maxime Fortin made a statement.

Jean-François Lymburner made a statement and, together with Matthew Ball and Annie Trépanier, answered questions on the services provided to the Senate by the Translation Bureau.

CIBA/2024-05-23/390(P) — Report from the Subcommittee on the Long Term Vision and Plan

The Honourable Senator Tannas, Chair of the Subcommittee on the Long-Term Vision and Plan, presented the subcommittee’s Ninth Report as follows:

Thursday, May 23, 2024

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

NINTH REPORT

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

Centre Block and Parliament Welcome Centre Design Updates

Your subcommittee met with officials from Public Services and Procurement Canada (PSPC) on May 8, 2024, at which time PSPC presented the subcommittee with three design updates in relation to Centre Block (CB) and the Parliament Welcome Centre (PWC).

A. Land Acknowledgement

PSPC officials advised your subcommittee of their plans to engage with Indigenous stakeholders to incorporate a land acknowledgement at the exterior entrance of the PWC using English, French and Anishinaabemowin languages. Your subcommittee emphasized the importance of consulting broadly with host nations as well as with national Indigenous organizations. PSPC gave us their assurance that any acknowledgement would be developed in consultation with the Algonquin nation and national Indigenous organizations and that both the Senate and House Administrations would participate in the design process.

Once a preferred design is established for land acknowledgement, it will be presented to parliamentarians for endorsement.

Recommendation 1:

It should be noted that Senator Boyer objected to proceeding without any review or approval by an Elders’ council. Nevertheless, your subcommittee recommends that CIBA approve that PSPC proceed with proposed engagements with Indigenous stakeholders to design and incorporate a land acknowledgment as part of the Parliament Welcome Centre project, that both Administrations participate in the design process, and that the preferred design be presented to the Senate and House of Commons for endorsement.

B. Parking Layout Around Centre Block

PSPC officials also provided the subcommittee with an update on two proposals to integrate surface parking into the landscape around Centre Block. The subcommittee was advised that the National Capital Commission (NCC) may be willing to agree to option two (2) which would include 109 surface spaces located on either side of the Hill, while keeping some green space. Your subcommittee believes that this is a reasonable compromise for further consideration.

Recommendation 2:

Accordingly, your subcommittee recommends that CIBA advise PSPC to proceed with option two (2), incorporating the parking layout for the 109 surface spaces around Centre Block into the final landscape design, with the 109 parking spaces on two sides of the building (East and West), and a biodiverse area on the third side (North).

C. Elm Trees

PSPC officials also provided your subcommittee with an update on a century-old American Elm tree that was ill at the start of construction on Parliament Hill and had to be removed. That tree was cloned by the University of Guelph and six clones are now ready to be transplanted onto the East Escarpment of Parliament Hill. Two additional clones will remain with the University of Guelph.

Recommendation 3:

Your subcommittee recommends that CIBA advise PSPC that the Senate approves of the planting of the six elm tree clones on the East Escarpment of Parliament Hill.

Decorative Arts Program

PSPC officials presented a proposal for five primary locations for decorative arts in the CB and PWC, along with a design concept that will guide the development phase of their work, in collaboration with parliamentary curators, and subject to the direction and approval of both Speakers. Going forward, any subsequent decisions will be communicated back to the subcommittee.

Recommendation 4:

Your subcommittee therefore recommends that CIBA approve the proposed primary decorative arts locations for the Centre Block and the Parliament Welcome Centre, and that PSPC continue working with parliamentary curators to identify themes for primary locations, and advance design concepts, in coordination with the Speaker’s office.

Finally, your subcommittee recommends that it be authorized to communicate these recommendations to Public Services and Procurement Canada, on CIBA’s behalf.

Respectfully submitted,

SCOTT TANNAS

Chair of the subcommittee

The Honourable Senator Tannas made a statement and answered questions regarding the Ninth Report.

After debate, the Honourable Senator Tannas moved that the Ninth Report be adopted and that the chair of the subcommittee be authorized to communicate the recommendations to Public Services and Procurement Canada, on CIBA’s behalf.

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

CIBA/2024-05-23/391(P) — Report from the Subcommittee on Agenda and Procedure — Media Inclusion

The Honourable Senator Moncion, chair of the Subcommittee on Agenda and Procedure, presented the subcommittee’s Twenty-Eighth Report as follows:

Thursday, May 23, 2024

The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration (CIBA) has the honour to present its

TWENTY-EIGHTH REPORT

Your Subcommittee on Agenda and Procedure recognizes the need to address concerns about the inclusion of certain sources in the Senate media clippings.

BACKGROUND

The purpose of the clippings service is to provide a thorough overview of Senate mentions in Canadian media. In practice, sources are limited to those for which the Senate or the clippings service provider (Critical Mention, a web-based media monitoring tool) has distributions rights. Critical Mention regularly updates its pool of sources on its own initiative.

The clippings currently include all available Canadian sources from Critical Mention that mention the Senate or a senator’s name (or a senator who retired less than a year ago).

In the past year, two senators expressed concerns about the inclusion of a specific source and requested that it be excluded from the clippings. A member of CIBA also inquired about the possible inclusion of international sources.

RISK CONSIDERATIONS

Your subcommittee is of the view that intentionally excluding sources could be perceived as interfering with senators’ access to a comprehensive overview of Senate media mentions and it would be inappropriate for the clippings team to make unilateral decisions to suppress public mentions of the Senate in the absence of explicit direction from CIBA. Such an action may create the appearance of bias.

Gaps in clippings coverage may also impede senators’ staff and Senate Administration staff from providing the best possible communications advice to senators.

The Communications, Broadcasting and Publications Directorate (COM) explored the feasibility of including international sources with Critical Mention and was informed that including international sources would incur an additional cost of approximately $30,300 per year. Moreover, integrating international sources would significantly increase the workload involved in producing the clippings, as it would require monitoring thousands of additional sources each morning. COM currently does not have the capacity to do so.

ADDITIONAL CONSIDERATION

It was noted that the Library of Parliament offers a number of free services to senators related to media monitoring. One tool is called ‘Press Reader’, a free subscription to thousands of Canadian and international newspapers and magazines available digitally. Your subcommittee noted that many senators are not aware of these additional resources available to them.

RECOMMENDATION

In light of the above, your subcommittee recommends:

That CIBA endorses the current practice of including all Canadian Critical Mention sources that meet the criteria of having a public mention of the Senate or a senator (or a senator who retired less than a year ago) in the media clippings;

That the Communications, Broadcasting and Publications Directorate reach out to the Library of Parliament to encourage the promotion of the Library’s subscription to Press Reader; and

That amending the clipping’s disclaimer to state that sources are automatically included if they meet the criteria, and that Library of Parliament has media monitoring experts that can curate international news and other relevant resources that are of interest to parliamentarians and their staff.

Respectfully submitted,

LUCIE MONCION

Chair

The chair made a statement and, together with Mélisa Leclerc, answered questions regarding the subcommittee’s Twenty-Eighth Report.

It was agreed that Mélisa Leclerc provide the committee with information regarding how the media sources are selected to be included in their database.

After debate, the Honourable Senator Plett moved the Twenty-Eighth Report be adopted.

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

CIBA/2024-05-23/392(P) — Internal Audit Charter Review

The chair made a statement and answered questions regarding revisions to the proposed draft Internal Audit Charter .

After debate, it was agreed that the chair work with the clerk to prepare a letter to be sent to the chair of the Standing Committee on Audit and Oversight taking into consideration today’s discussion.

CIBA/2024-05-23/393(P) — Response Letter regarding Protocol for the Passing of a Sitting Senator

The chair and Greg Peters each made a statement and answered questions regarding the protocol for the passing of a sitting senator.

The chair took the matter under advisement.

At 10:46 a.m., the committee suspended.

At 10:48 a.m., pursuant to 12-16(1), the committee proceeded in camera.

At 11:02 a.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

Keli Hogan

Recording Secretary

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