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THE STANDING COMMITTEE ON INTERNAL ECONOMY, BUDGETS AND ADMINISTRATION

MINUTES OF PROCEEDINGS

OTTAWA, Thursday, October 26, 2023

(27) [ English ]

The Standing Committee on Internal Economy, Budgets and Administration met this day at 9 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, Loffreda, McDonald, Moncion, Moodie, Plett, Quinn, Saint-Germain, Seidman, and Smith (14).

Other senator present: The Honourable Senator Tannas (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 :

The Honourable Senator Éric Forest, Chair, Subcommittee on Senate Estimates and Committee Budgets;

Toni Francis, Chief Human Resources Officer, Human Resources Directorate;

Pierre Lanctôt, Chief Financial Officer, Finance and Procurement 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 senators introduced themselves.

CIBA/2023-10-26/299(P) — Adoption of Minutes of Proceedings from September 28, 2023 (public)

The committee considered the Minutes of Proceedings from October 28, 2023 (public).

The Honourable Senator Moodie moved that the Minutes of Proceedings of Thursday, September 28, 2023 (public), be adopted.

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

CIBA/2023-10-26/300(P) — Report from the Subcommittee on Senate Estimates and Committee Budgets — Quarterly Financial Report (QF1)

The Honourable Senator Forest, chair of the Subcommittee on Senate Estimates and Committee Budgets, tabled the subcommittee’s Twentieth Report as follows:

Thursday, October 26, 2023

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

TWENTIETH REPORT

Your subcommittee received the financial highlights for the first quarter for the fiscal year 2023-24.

After debate, your subcommittee has approved and now tables the attached Quarterly Financial Report of the Senate of Canada for the quarter ended June 30, 2023.

Respectfully submitted,

SENATOR ÉRIC FOREST

Chair

The Honourable Senator Forest made a statement and, together with Pierre Lanctôt, answered questions regarding the Twentieth Report.

CIBA/2023-10-26/301(P) — Temporary Funding Increase for Parliamentary Associations

The Honourable Senator Saint-Germain made a statement and answered questions regarding the request for temporary funding increase for Parliamentary Associations.

After debate, it was agreed that this item be deferred to a future committee meeting.

CIBA/2023-10-26/302(P) — Update on Financial Delegation

Pierre Lanctôt made a statement and answered questions regarding proposed amendments to the Senate Administration’s Delegation of Financial Authorities Policy .

After debate, the Honourable Senator Quinn moved:

That the modifications to the Delegation of Financial Authorities Policy and matrix to improve clarity on delegated authorities be approved; and

That the targeted implementation date of the updated financial delegation of authorities be November 1, 2023.

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

CIBA/2023-10-26/303(P) — Personal Artwork Transportation Costs Guidelines

Pierre Lanctôt made a statement and answered questions regarding the guidelines for reimbursement of transportation cost for personal artwork pursuant to the Senators’ Office Management Policy .

After debate, the Honourable Senator Loffreda moved that the Administration be authorized to amend the Senators’ Office Management Policy by adding the following section:

5.11.2 A senator may, once over the course of their tenure, transport wall artwork pieces (art) from their personal collection from their provincial/territorial residence to their Parliamentary Precinct office. Costs, totalling no more than $1,000, for packing, transporting and installing such art are eligible expenses paid from the senator’s office budget. Similarly, costs, totalling no more than $1,000, for removing and returning such art back to the senator’s provincial/territorial residence are eligible expenses.

The Senate is not responsible for any insurance, cleaning, conservation or restoration costs related to the art, nor is the Senate responsible for any damage, loss or theft of personal property. Senators must sign a waiver of liability, as prepared by the Office of the Law Clerk and Parliamentary Counsel, in relation to the art before incurring any expenses described in this provision; and

That these changes take effect immediately.

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

CIBA/2023-10-26/304(P) — Update on Canada Life

Toni Francis made a statement and answered questions regarding the issues relating to Canada Life.

CIBA/2023-10-26/305(P) — Other Matters

The chair informed members that the Human Resources Directorate is monitoring Covid patterns/waves and will communicate information to senators and staff when deemed appropriate.

At 9:49 a.m., the committee suspended.

At 9:52 a.m., pursuant to 12-16(1), the committee proceeded in camera.

At 10:43 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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