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THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

MINUTES OF PROCEEDINGS

OTTAWA, Thursday, February 2, 2023

(18) [ English ]

The Standing Committee on Internal Economy, Budgets and Administration met this day at 9:00 a.m., in room C128, Senate of Canada Building, the chair, the Honourable Lucie Moncion, presiding.

Members of the committee present: The Honourable Senators Bovey, Boyer, Carignan, P.C., Dawson, Deacon (Nova Scotia) , Dean, Forest, Gagné, Loffreda, MacDonald, Moncion, Moodie, Plett, Seidman, and Tannas (15).

Other senator present: The Honourable Senator Dalphond (1).

Participating in the meeting: Pascale Legault, Chief Corporate Services Officer and Clerk of the Standing Committee on Internal Economy, Budgets and Administration; Gérald Lafrenière, 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.

WITNESSES :

Josée Labelle, Director General, Property and Services Directorate;

Louise Cowley, Director, LTVP & Accommodation, Property and 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 senators introduced themselves.

CIBA/2023-02-02/192(P) – Adoption of Minutes of Proceedings from December 15, 2022 (public)

The committee considered the Minutes of Proceedings from December 15, 2022 (public).

After debate, the Honourable Senator Dean moved that the Minutes of Proceedings of Thursday, December 15, 2022 (public), be adopted.

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

CIBA/2023-02-02/193(P) – Creation of the Subcommittee on Communications

The chair made statement.

After debate, the Honourable Senator Dawson moved:

That the Subcommittee on Communications be established and authorized to:

examine and report on issues related to Senate communications and broadcasting; and

provide advice on the Senate’s communications strategy and its implementation, including communication approaches used to promote the role and work of the Senate and Senators;

That the composition of the subcommittee be as follow: two Honorable Senators from the Independent Senators Group (ISG); one Honorable Senator from the Canadian Senators Group (CSG), one Honorable Senator from the Conservative Party of Canada and one Honourable Senator from the Progressive Senate Group (PSG);

That the members of the subcommittee be named by means of a notice filed with the clerk of the committee by their respective caucus and group leaders or facilitators (or their designates) and that the composition be finalized by the Subcommittee on Agenda and Procedure; and

That the subcommittee be required to report to the committee from time to time.

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

CIBA/2023-02-02/194(P) – Appointment of Vice-chair

The chair made a statement.

After debate, the Honourable Senator Dawson moved that upon becoming a member of CIBA, the Honourable Senator Dalphond be appointed a deputy chair of the committee.

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

CIBA/2023-02-02/195(P) – Membership of the Joint Interparliamentary Council

The Honourable Senator Bovey moved that the Honourable Senator Dawson be replaced as a Senate representative on the Joint Interparliamentary Council by another senator to be appointed by the Leader of the PSG (or her designate) by way of a signed notice filed with the clerk of the committee.

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

CIBA/2023-02-02/196(P) – Knowledge Client Funding Forecast Table

Josée Labelle made a statement and answered questions regarding the knowledge client funding forecast.

After debate, the Honourable Senator Dean moved that the 2022-2023 Senate forecast for the Long Term Vision and Plan estimated at $2.8 million be approved.

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

CIBA/2023-02-02/197(P) – Response from the Translation Bureau – Translation Booths

The chair made a statement and, together with Gérald Lafrenière, answered questions regarding the response from the Translation Bureau.

CIBA/2023-02-02/198(P) – Report from the Subcommittee on Agenda and Procedure – Bi-Annual Exemptions to Senators’ Office Management Policy

The Honourable Senator Moncion tabled the Eleventh Report of the Subcommittee on Agenda and Procedure on the exemption and exception requests to the Senators’ Office Management Policy that it has received and the corresponding decisions since June 23, 2022.

Thursday, February 2, 2023

The Subcommittee on Agenda and Procedure of the Standing Committee on Internal Economy, Budgets and Administration has the honour to table its

ELEVENTH REPORT

Pursuant to

Section 1.6.2 of the Senators’ Office Management Policy , the subcommittee now tables a report on the exemption and exception requests to the policy that it has received and the corresponding decisions since June 23, 2022.

1. Travel Points System

The subcommittee received and denied a request from the Honourable Senator Quinn for an exception to

Section 7.3.2 to revise travel points deducted during a parliamentary trip.

2. Parliamentary District Accommodation

The subcommittee received a request from the Honourable Senator Cotter and another request from the Honourable Senator Manning for an exception to

Section 7.9.1a) for the reimbursement of accommodation within Parliamentary District (PD). The subcommittee approved both exceptions due to the low availability of hotel accommodations in the PD surrounding events for the funeral of Her Majesty, Queen Elizabeth II.

3. Commercial Office Space Rental

The subcommittee received a request from the Honourable Senator Christmas for an exception to Sections 8.4.1, 8.4.2, and 8.4.5 to reimburse the lease and any related cost for his regional office until March 31, 2023. The subcommittee approved the exception due to the exceptional circumstances relating to his upcoming retirement.

4. Travel Expense Claim

The subcommittee received and approved a request from the Honourable Senator Hartling for an exception to

Section 7.4.4 for the travel of a designated traveller.

5. Travel Expense Claim

The subcommittee received and denied a request from the Honourable Senator McPhedran for an exception to

Section 7.1.3 for travel, for which the personal portion exceeded the 7 days maximum.

6. Living expenses

The subcommittee received and approved a request from the Speaker Furey for additional funds to cover extra living expenses incurred in his roles and duties as Speaker.

7. Allowance for purchasing frames and framing

The subcommittee received and approved a request from the Honourable Senator Clement for an exception to the eligible allowance for purchasing frames and framing.

Respectfully submitted,

LUCIE MONCION

Chair

The Honourable Senator Moncion answered questions regarding the Eleventh Report.

CIBA/2023-02-02/199(P) – Report from the Subcommittee on Agenda and Procedure – Travel Expenses on Corporate Card

It was agreed that this item be deferred to the next committee meeting.

At 9:14 a.m., the committee suspended.

At 9:16 a.m., pursuant to 12-16(1), the committee proceeded in camera.

At 10:41 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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