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THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

EVIDENCE

OTTAWA, Thursday, February 29, 2024

The Standing Committee on Internal Economy, Budgets and Administration met with videoconference this day at 9:01 a.m. [ET], pursuant to Standing Order 12-7(1), to consider financial and administrative matters; and in camera, pursuant to Standing Order 12-7(1), to consider financial and administrative matters.

Senator Lucie Moncion (Chair) in the chair.

[ Translation ]

(The committee continued in camera.)

(The committee resumed in public.)

The Chair: Good morning. My name is Lucie Moncion. I’m a senator from Ontario, and it’s my privilege to chair the Standing Committee on Internal Economy, Budgets and Administration.

I would like to go around the table and ask my colleagues to introduce themselves, starting on my left.

[ English ]

Senator Boehm: Peter Boehm, Ontario.

[ Translation ]

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

[ English ]

Senator Boyer: Yvonne Boyer, Ontario.

[ Translation ]

Senator Forest: Éric Forest, Gulf senatorial division, Quebec.

Senator Loffreda: Tony Loffreda, Quebec.

[ English ]

Senator McBean: Marnie McBean, Ontario.

Senator Tannas: Scott Tannas, Alberta.

[ Translation ]

Senator Oudar: Manuelle Oudar, Quebec.

Senator Smith: Larry Smith, Quebec.

[ English ]

Senator Moodie: Rosemary Moodie, Ontario.

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

[ Translation ]

Senator Dalphond: Pierre Dalphond, De Lorimier senatorial division, Quebec.

[ English ]

Senator MacDonald: Michael MacDonald, Cape Breton, Nova Scotia.

Senator Seidman: Judith Seidman from Montreal, Quebec.

Senator Plett: Don Plett, Landmark, Manitoba.

[ Translation ]

Senator Carignan: Claude Carignan, Mille-Îles senatorial division, Quebec.

The Chair: Thank you. Welcome to all those viewing these proceedings across the country.

The first item on the agenda for this morning’s public session is the approval of the minutes from the meeting of February 8, 2024, which are in your package. Are there any questions or changes? Seeing none, can I have a mover for the following motion?

That the minutes of proceedings for Thursday, February 8, 2024, be adopted.

Senator Dalphond moves the motion. Is it your pleasure honourable senators to adopt the motion? I declare the motion carried.

[ English ]

We have agreed that item 2 will be postponed and brought back as the first item at our next meeting.

Item 13 is the guidelines for reimburse of committee witnesses’ expenses. The steering committee has looked at this item. There is a motion:

That CIBA approve an increase to the maximum hotel room charge for witnesses appearing before Senate committees from a maximum of $250 per night to an average cost per night of $300 (plus applicable taxes);

That CIBA authorize committee clerks to approve reasonable exceptions to the existing guidelines for minimum nights of stay (up to one additional night), fare classes and accommodation for accessibility or health-related reasons, provided witnesses include a written justification for their request; and

That CIBA authorize the Senate Administration to explore options to manage witness travel expenses to find opportunities for cost savings and bring efficiencies.

The reason this is being brought forward is that because of the hotel costs going up, there is a problem when some of our witnesses come to Ottawa where they try to find hotels at reasonable costs and then it extends the amount that is allocated. It is the same with travel. Sometimes when they travel and they do not have a lot of notice, the airfare is more expensive than what we cover. That is why we are looking at giving some latitude to the Senate Administration, but all these reports will be brought back to our committee so that we can look at these exceptions.

Are we comfortable with this motion, colleagues?

Senator Plett: I have one question. First of all, did I hear you say that we are increasing the hotel rate from $250 to $300?

The Chair: It is an average. It’s because sometimes, when we book our hotels, we book them months ahead of time. When witnesses come, they don’t have the same latitude as we do. Often, the hotel prices are different, and you know that with the Chateau Laurier and the Westin. They have a range of costs but sometimes they exceed, so we’re looking at average.

Senator Plett: I won’t belabour this, and I won’t vote against your motion, but why are we not doing all of this work for them? Why are we telling witnesses to book a flight to Ottawa and get a hotel room? Why are we not booking their flight to Ottawa, reserving their hotel room and paying for it?

The Chair: It’s extremely difficult, senator, because we don’t have the travellers’ schedules, and it would be a back-and-forth. We usually try to give them the parameters within which they can work. From there, we look at what they’re providing for expenses.

Senator Plett: That may be the right way, but, again, going to the $300 — and we’re all the same way — we know that if we give them the $300 cap, they will find a $300 room. They’ll find the best hotel they can get for the amount of money that they can have.

The Chair: [Technical difficulties]

Senator Plett: In most cases, senator. Yes, we book hotels many times for convenience as well, walking back and forth. I’m at the Westin. Many are at the Chateau Laurier because we want to be close by.

I don’t think a witness necessarily needs to do the exact same thing. There are hotels a few blocks away that are never that high. But, anyway, that’s a comment. I’m not going to oppose the motion.

Senator Saint-Germain: What is the policy in the other place?

The Chair: It is the same.

Are we in agreement with this motion, colleagues?

Hon. Senators: Agreed.

[ Translation ]

The Chair: Okay. On a motion by Senator Forest, this motion is carried.

I would like to inform the public that the Standing Senate Committee on the Environment has been granted an extension to table its report by June 30, 2024; this is an announcement that had to be made in public.

Colleagues, are there any other issues we need to address for the sake of this meeting?

Thank you for your patience, tolerance and flexibility. I thank all the staff who are here to serve us. I thank the interpreters and all those who are making it possible for our meeting to go so smoothly.

Thank you very much, dear colleagues.

(The meeting is adjourned.)

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