Resource Committee — membersguidetoresourcesandallowances

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Newfoundland and Labrador — Committees

For the most current version of this Guide, visit: assembly.nl.ca/Members Members’ Guide to Resources & Allowances House of Assembly of Newfoundland and Labrador (October 2025)

Disclaimer This guide is intended to provide an overview of the House of Assembly Accountability, Integrity and Administration Act (the HOAAIAA), and the Members’ Resources and Allowances Rules (the Rules). Where there is a difference in

interpretation, the HOAAIAA and the Rules are the final authority. Photo: Phillip Cairns January 19, 2024. For a photo essay by Jenny Higgins.

Welcome to the House of Assembly of Newfoundland and Labrador. As a Member (or MHA), you have been elected to represent one of the 40 districts (or constituencies) in the province. You will work to create laws, act as a spokesperson for your constituents and ensure government is accountable to the people. As a Member of the House of Assembly you are held to a high standard of conduct and accountability with respect to carrying out your roles and responsibilities. More detailed information on the legal obligations of Members with respect to their conduct and accountability is outlined in Module 2.

As a Member, you are personally responsible for ensuring compliance with: • House of Assembly Accountability, Integrity and Administration Act (HOAAIAA); • Members’ Resources and Allowances Rules (the Rules); • Code of Conduct for Members of the House of Assembly; and • Directives and policies of the House of Assembly Management Commission. As a Member elected to the House of Assembly, you must take and subscribe to an oath of allegiance and an oath of office before being permitted to take your seat and vote in the House of Assembly. These oaths are outlined in

Section 5 of the HOAAIAA. If you have questions as you review the information provided in this guide, please contact the Clerk of the House of Assembly (709 -729-3405) or any of the House of Assembly Service employees listed throughout this Guide.

CONTENTS MODULE 1 ...................................................................................................................... 1 Introduction to House of Assembly ............................................................................. 1 HOUSE OF ASSEMBLY MANAGEMENT COMMISSION ........................................... 1 Composition .............................................................................................................. 2 HOUSE OF ASSEMBLY SERVICE ............................................................................. 2 Clerk of the House of Assembly ................................................................................ 3 Corporate and Members’ Services Division .............................................................. 4 Information Management Division ............................................................................ 4 Committees, Policy and Communications Division ................................................... 5 STATUTORY OFFICES ............................................................................................... 5 Office of the Auditor General .................................................................................... 6 Office of the Child and Youth Advocate .................................................................... 6 Office of the Citizens’ Representative ....................................................................... 6 Office of the Information and Privacy Commissioner ................................................ 7 Office of the Chief Electoral Officer ........................................................................... 7 Office of the Commissioner for Legislative Standards .............................................. 7 Office of the Seniors’ Advocate................................................................................. 8 HOUSE OF ASSEMBLY WEBSITE & INTRANET ....................................................... 8 FACILITIES .................................................................................................................. 8 Parliamentary Precinct .............................................................................................. 8 Confederation Building Complex ............................................................................ 10 MODULE 2 .................................................................................................................... 13 Conduct & Accountability of Members ..................................................................... 13 House of Assembly Accountability, Integrity and Administration Act .......................... 14 COde of conduct for MEMBERS ................................................................................ 15 Harassment-Free Workplace Policy Applicable to Complaints Against MHAs ....... 18 Public Interest Disclosure (Whistleblower) .............................................................. 19 ACCOUNTABILITY .................................................................................................... 20 Expenses, Reimbursements & Payments to Members – Principles, Responsibility & Personal Liability ..................................................................................................... 20 Restrictions on Allowances ..................................................................................... 21 Personal Donations ................................................................................................ 21 Attendance at House of Assembly Sittings ............................................................. 22

Code of Conduct Declaration .................................................................................. 22 Harassment-Free Workplace Policy Declaration .................................................... 23 Maintaining Records & Support Staff Training ........................................................ 23 Duties when the House of Assembly is not in Session ........................................... 23 Declaration of Direct Associates & Conflict of Interest ............................................ 23 Expense Reports & Disclosure ............................................................................... 24 Oversight & Auditing ............................................................................................... 25 Members’ Compensation Review Committee ......................................................... 26 MODULE 3 .................................................................................................................... 27 Compensation & Benefits ........................................................................................... 27 SALARY ..................................................................................................................... 28 Additional Salaries – Parliamentary Office Holder Positions ................................... 28 PENSIONS ................................................................................................................ 28 GROUP INSURANCE ................................................................................................ 29 TRANSITIONAL ALLOWANCE ................................................................................. 29 RETIRING/OUTGOING MEMBERS .......................................................................... 30 Related Legislation .................................................................................................... 30 Contact Information .................................................................................................... 31 MODULE 4 .................................................................................................................... 32 Conducting Constituency Business & Office Operations ....................................... 32 CONDUCTING CONSTITUENCY BUSINESS (CONSTITUENCY ALLOWANCE) ... 33 Eligible Expenses ................................................................................................... 33 Non-Eligible Expenses ............................................................................................ 34 Restrictions ............................................................................................................. 34 Related Legislation ................................................................................................. 35 Contact Information ................................................................................................ 35 OFFICE SPACE ......................................................................................................... 36 Location of Constituency Office .............................................................................. 36 Acquiring & Organizing Office Space ...................................................................... 37 Changing Office Location ....................................................................................... 38 Eligible Expenses for Office Space ......................................................................... 38 Related Legislation ................................................................................................. 39 Contact Information ................................................................................................ 39

OFFICE RESOURCES .............................................................................................. 40 Office Furniture, Equipment & Services .................................................................. 40 Office Operations, Supplies & Communications ........................................................ 40 Start-up Allowance .................................................................................................. 42 Other Office Resources .......................................................................................... 42 Information Technology Services & Supports ......................................................... 42 Related Legislation ................................................................................................. 43 Contact Information ................................................................................................ 43 CONSTITUENCY ASSISTANT .................................................................................. 44 Recruitment & Selection ......................................................................................... 44 Pay Scale ............................................................................................................... 45 Professional Development ...................................................................................... 45 Reimbursement of Expenses .................................................................................. 45 Employment in Vacated District .............................................................................. 45 Replacement Constituency Assistant ..................................................................... 46 Shared Secretarial Assistance ................................................................................ 46 Related Legislation ................................................................................................. 47 Contact Information ................................................................................................ 47 MEMBERS’ RECORDS ............................................................................................. 48 Types of Records .................................................................................................... 48 Management of Records ........................................................................................ 50 Protection of Personal Information .......................................................................... 50 Access-to-Information Requests ............................................................................. 51 Executive Branch Records (including Cabinet Records) ........................................ 51 Records of Departing Members .............................................................................. 52 Related Legislation ................................................................................................. 53 Contact Information ................................................................................................ 53 MODULE 5 .................................................................................................................... 54 Types of Travel ............................................................................................................ 54

DEFINITIONS ............................................................................................................ 55 MHA CATEGORIES (TRAVEL & LIVING PROVISIONS) .......................................... 56 HOUSE IN SESSION (HIS) ....................................................................................... 57 Returning to District/Permanent Residence During Week – House in Session ...... 58 Districts Within Reasonable Driving Distance of Capital Region – House in Session ................................................................................................................................ 58

Members Serving as Ministers – House in Session ................................................ 59 HOUSE NOT IN SESSION (HNIS) ............................................................................ 59 INTRA- AND EXTRA-CONSTITUENCY .................................................................... 59 Monthly Automobile Allowance – Capital Region & Corner Brook Districts ............ 61 Travel by Helicopter ................................................................................................ 61 OTHER TYPES OF TRAVEL ..................................................................................... 61 Travel at Request of House of Assembly ................................................................ 61 Travel for the Purpose of Vacating Office ............................................................... 62 Travel for Committee/Management Commission .................................................... 62 Conference Travel .................................................................................................. 62 Related Legislation .................................................................................................... 63 Contact Information .................................................................................................... 64 MODULE 6 – ................................................................................................................. 65 Transportation, Accommodations & Meals .............................................................. 65

DEFINITIONS ............................................................................................................ 66 MODES OF TRANSPORTATION .............................................................................. 67 Member’s Private Vehicle ....................................................................................... 67 Rental Vehicle......................................................................................................... 68 Commercial Scheduled Fixed-Wing Aircraft ........................................................... 68 Bus ......................................................................................................................... 68 Ferry ....................................................................................................................... 69 Taxi ......................................................................................................................... 69 Modes of Transportation – Intra- & Extra-Constituency Travel Only ....................... 69 Approval for Other Modes of Transportation ........................................................... 69 Related Legislation ................................................................................................. 70 Contact Information ................................................................................................ 70 ACCOMMODATIONS ................................................................................................ 71 Permanent Residence ............................................................................................ 71 Secondary Residence ............................................................................................. 71 Temporary Accommodations .................................................................................. 71 Private Accommodations ........................................................................................ 71 Lump Sum for Accommodations – Capital Region Only ......................................... 72 Related Legislation ................................................................................................. 73 Contact Information ................................................................................................ 73

MEALS ....................................................................................................................... 74 Meal Per Diem ........................................................................................................ 74 Restriction on Meal Allowance ................................................................................ 74 Related Legislation ................................................................................................. 75 Contact Information ................................................................................................ 75 EXPENSES WHEN MEMBER CANNOT RETURN TO PERMANENT RESIDENCE 76 EXPENSES RELATED TO TRAVElLING LONG DISTANCES (BETWEEN PERMANENT RESIDENCE & CAPITAL REGION) ................................................... 76 ACCOMMODATION & MEAL EXPENSES WITHOUT ASSOCIATED TRAVEL EXPENSES ................................................................................................................ 77 TRAVEL ON UNPAVED ROADS ............................................................................... 77 RELATED LEGISLATION .......................................................................................... 78 CONTACT INFORMATION ........................................................................................ 78 MODULE 7 .................................................................................................................... 79 Reimbursement & Payment of Expenses .................................................................. 79 PERSONAL LIABILITY & RESTRICTIONS ON ALLOWANCES/EXPENSES ........... 81 Unused Portions of Allowances .............................................................................. 81 60-Day Deadline ..................................................................................................... 81 End of Fiscal Year .................................................................................................. 81 RULINGS ON ALLOWANCE USE (APPEALING EXPENSES REJECTED FOR PAYMENT) ................................................................................................................ 82 GOODS/SERVICES ACQUIRED & PAID DIRECTLY BY HOA – ON BEHALF OF MEMBERS ................................................................................................................. 82 Submitting a Requisition for Goods/Services .......................................................... 83 Online Approvals for Invoices (After Goods/Services Received) ............................ 83 Related Legislation ................................................................................................. 84 Contact Information ................................................................................................ 84 EXPENSE CLAIMS .................................................................................................... 85 Member Expense Claims ........................................................................................ 85 General Expense Claims ........................................................................................ 85 Supporting Documentation ..................................................................................... 86 Supporting Documentation – When Goods/Services Acquired by Member with Subsequent Expense Claim for Reimbursement .................................................... 87 Related Legislation ................................................................................................. 89 Contact Information ................................................................................................ 89

APPENDICES ............................................................................................................... 90 APPENDIX A

Summary of Travel and Living Provisions by MHA Category .............. 91 APPENDIX B Circumstances Where Approval of the Speaker is RequireD .............. 96 APPENDIX C Applicable Legislation ........................................................................ 100

1 MODULE 1 Introduction to House of Assembly

Members’ Guide to Resources & Allowances October 2025 1 This module provides information on the structure of the Legislative branch and the House of Assembly Service, the group of employees who support the functioning of the House of Assembly, its Committees and Members. The module also includes an overview of each of the statutory offices of the Legislature, which are independent and report to the House of Assembly through the Speaker. Other supports available to Members and information respecting facilities in the Confederation Building Complex are also included.

Additional information on the structure government and the Legislative branch can be found in the Members’ Parliamentary Guide. HOUSE OF ASSEMBLY MANAGEMENT COMMISSION The House of Assembly Management Commission is the group of elected officials, acting in a non-partisan manner to establish and implement financial and administrative policies applicable to the: − Members of the House of Assembly and their constituency assistants; − Caucus and political support employees in the Legislative branch; − House of Assembly Service; and − Statutory offices of the House of Assembly.

Its complete range of responsibilities is outlined in

Part III of the HOAAIAA.

Specifically, the Commission has a duty and a responsibility to: − Oversee the finances of the Legislature, including its budget, revenues, expenses, assets and liabilities; − Review and approve the administrative, financial and human resource and management policies of the House of Assembly Service and its Statutory Offices; − Implement and periodically review and update financial and management policies applicable to the House of Assembly Service and its Statutory Offices; − Give direction with respect to matters that the Commission considers necessary for the efficient and effective operation of the House of Assembly Service and its Statutory Offices; − Make and keep current rules respecting the proper administration of allowances for Members and reimbursement and payment of their expenditures in accordance with subsection 11(2) of the House of Assembly Accountability, Integrity and Administration Act; − Annually report, in writing, to the House of Assembly, with respect to its decisions and activities; and − Exercise other powers given to the Commission and perform other duties imposed on the Commission.

Members’ Guide to Resources & Allowances October 2025 2 The Commission is constituted at the beginning of a new general assembly and continues when the assembly dissolves until the new membership is constituted. The Speaker (or in the Speaker’s absence, the Deputy Speaker) presides over meetings of the Commission.

Composition The House of Assembly Management Commission includes the following: − The Speaker – Chairperson of the Commission; − The Clerk – Secretary to the Commission (non-voting member); − The Government House Leader; − The Official Opposition House Leader; − Two Members who are members of the Government caucus (only one of whom may be a member of the Executive Council); − One Member who is a member of the Official Opposition caucus; and − One Member, if any, from a third party that is a registered political party and has at least one member elected to the House of Assembly.

If there is no third party, the additional member will be chosen from the Official Opposition. HOUSE OF ASSEMBLY SERVICE The House of Assembly Service (HOAS) , established by statute, is the group of public service employees which supports the functioning of the Legislative branch, providing non-partisan services in the areas of parliamentary procedure, administrative support and information services to the institution of Parliament, the Speaker and other presiding officers, and elected Members in the performance of constitutional functions.

The HOAS includes the Speaker and the Clerk of the House, as well as employees of: • Office of the Clerk; • Committees, Policy and Communications Division • Corporate and Members’ Services Division; and • Information Management Division. Employees of the HOAS are held to a high standard of accountability, integrity and impartiality with respect to carrying out their roles and responsibilities. In accordance with subsection 35(3) of the HOAAIAA, all Officers and employees of the HOAS are subject to a Code of Conduct for Employees, which was adopted by the Management Commission in August 2007.

Each employee is required to annually sign the code of conduct as a means of declaring ongoing commitment to it. The Code of Conduct for Employees can be referenced on the House of Assembly website under the “About” section.

Members’ Guide to Resources & Allowances October 2025 3 Clerk of the House of Assembly The Clerk is appointed in accordance with

section 7 of the HOAAIAA. As the non-partisan chief permanent officer of the House of Assembly, the Clerk exercises responsibilities as chief parliamentary advisor and chief administrative officer of the Legislative branch. As chief parliamentary advisor, the Clerk provides specialized expert parliamentary advice on a confidential and non -partisan basis to the Speaker, other presiding officers and all Members by interpreting the Constitution, the House of Assembly Act , the Standing Orders and conventions, precedents and usages of the House.

The Clerk is also responsible for the preparation of the Order Paper and the minutes of the proceedings of the House (Journals), and for ensuring the safekeeping of papers and records of the Assembly. As chief administrative officer, the Clerk is responsible for the provision of administrative, financial, human resource and other support services to Legislative branch, its Members and the statutory offices. In this capacity, the Clerk is also a member of and Secretary to the House of Assembly Management Commission.

In carrying out responsibilities as chief parliamentary advisory and chief administrative officer, the Clerk is supported by the following senior executive team: • Chief Financial Officer; • Principal Clerk of Committees; • Principal Clerk of Proceedings and Information Services; and • Law Clerk and Parliamentary Counsel. The Office of the Clerk provides support to the Clerk in exercising duties and responsibilities of the position.

The Office of the Clerk also includes: • Law Clerk and Parliamentary Counsel, who provides legal advice on parliamentary matters to the Speaker, the Clerk and the Members, including drafting services on amendments in Committee where required and for private Members’ motions. The Law Clerk and Parliamentary Counsel also provides general legal advice and services to the Management Commission and the House of Assembly Service; and • Sergeant-at-Arms, who is responsible for preserving order and maintaining security in the galleries, corridors and the Chamber.

The Sergeant-at-Arms is responsible for the safekeeping of the Mace and directs the work of Commissionaires (engaged to perform security services during House of Assembly sittings) and the Pages (students hired to provide assistance and support during House of Assembly sittings).

Members’ Guide to Resources & Allowances October 2025 4 Corporate and Members’ Services Division Operating under the direction of the Chief Financial Officer, the Corporate and Members’ Services division has a mandate to manage, support and provide services in the following areas: • Human resources services and payroll administration, which provides services in payroll administration, benefits coordination , staffing, competency development and learning , staff relations and counselling , occupational health and safety , conflict of interest, service recognition, position classifications and supporting the development of human resources policies. • Financial planning and reporting, which provides financial analysis, development and communication, as well as advice on financial policies and procedures.

It is also responsible for coordinating the annual budget process; providing internal financial reports; providing external financial reporting, including Members’ expenses; and coordinating all audit processes. This

section is also responsible for the accounts receivable/revenue function. • Accounts payable, which is responsible for processing all Members’ expense claims, as well as all other payables for the Legislature (with the exception of the Office of the Auditor General). • General operations and purchasing, which provides support for day -to-day operational matters, central purchasing and asset -management activities. This

section also manages the process for setting up district constituency offices, and coordinates the furniture, equipment and services acquisition for all Members. Information Management Division Operating under the direction of the Principal Clerk of Proceedings and Information Services, the Information Management Division has a mandate to manage, support and provide services in the following areas: • Parliamentary research services for the Table, supporting the Clerk in the

interpretation of the Standing Orders, conventions, precedents and usages of the House to advise the Speaker and Members on parliamentary procedure. • Sessional paper production and management, supporting the preparation and safekeeping of the Journal of the proceedings; the Hansard – the official transcript of the debates of the Assembly, its committees and the meetings of the Management Commission; and other papers and records of the Assembly. • Legislative Library services, including parliamentary reference and research services conducted primarily for Members and officials of the House of Assembly, and secondarily for the public service and public.

The Library is the official depository of publi cly released government documents of Newfoundland and

Members’ Guide to Resources & Allowances October 2025 5 Labrador and is responsible for developing and maintaining the House of Assembly website and intranet as well developing research tools and indexes. • Records management, which oversees the administrative and operational records of the House of Assembly Service by developing and implementing policies, procedures and guidelines for their control in accordance with legislative authorities.

The records sect ion also provides advice and best -practice guidance to Members for managing their records and provides training respecting protection of privacy in relation to the collection and use of personal information of constituents.

Committees, Policy and Communications Division Operating under the direction of the Principal Clerk of Committees, the Committees, Policy and Communications division has a mandate to develop, manage and provide services in the following areas: • Parliamentary, administrative and logistical support to Standing and Select Committees of the House of Assembly; • Policy planning, analysis and development, including secretariat support functions for the House of Assembly Management Commission and Audit Committee; • Strategic communications and media relations; • Broadcasting services, including web and social media streaming, for all proceedings of the House of Assembly, and public proceedings of the Management Commission and committees of the House; • Visitor services, outreach and public education programming; • Orientation and training development and facilitation; and • Event planning and execution.

STATUTORY OFFICES The statutory offices of the Legislature are established by statute and report to the House of Assembly through the Speaker. They are termed independent because they are independent of the Speaker, and the Executive branch, including Cabinet and ministers. In many cases, these offices perform an oversight role by reviewing decisions and actions of government. The process of appointing the Commissioners and Officers who hold these offices is a joint one, involving both a resolution passed in the House of Assembly and the approval of the Lieutenant-Governor in Council (Cabinet).

Members’ Guide to Resources & Allowances October 2025 6 Office of the Auditor General In accordance with the Auditor General Act, 2021, the Office of the Auditor General is the independent a uditor of g overnment, its departments, all agencies of the Crown and Memorial University of Newfoundland. There is also a requirement for the Auditor General to provide the House of Assembly with timely and relevant information necessary to enhance public sector accountability and performance. The Auditor General reports to the House of Assembly on significant matters which result from the examination of government entities.

The Auditor General is appointed for a ten- year non-renewable term. For more information, visit the Office of the Auditor General website. Office of the Child and Youth Advocate In accordance with the Child and Youth Advocate Act, the Office of the Child and Youth Advocate has the authority to represent the rights, interests and viewpoints of children and youth in Newfoundland and Labrador.

The mandate of the office is to protect and advance the rights of children and youth , ensure their voices are heard and ensure children and youth have access to services and programs provided for them by the Government of Newfoundland and Labrador. The office also provides information and advice to government, its boards and agencies, and communities about the availability, effectiveness, responsiveness and relevance of the services they provide to children and youth. The Child and Youth Advocate is an advocate for the rights and interests of the children and youth of the p rovince.

The Advocate is appointed for a six-year term and may be reappointed for a second six-year term. For more information, visit the Office of the Child and Youth Advocate website. Office of the Citizens’ Representative In accordance with the Citizens’ Representative Act , t he role of the Citizens’ Representative is to act as an investigating body, ensuring decisions, acts or omissions by the Government of Newfoundland and Labrador are investigated .

The investigations are conducted in an analytical, impartial and timely manner for the citizens of Newfoundland and Labrador, when all other avenues of administrative appeal have been exhausted. The Citizens’ Representative has responsibility for investigating disclosures of wrongdoing made under the House of Assembly, Accountability, Integrity and Administration Act. The Citizens ’ Representative also administers the complaint and resolution process under Harassment-Free Workplace Policy Applicable To Complaints Against Members of the House of Assembly .

The Citizens’ Representative is appointed for a six-year term and may be reappointed for a second six-year term.

Members’ Guide to Resources & Allowances October 2025 7 For more information, visit the Office of the Citizens’ Representative website. Office of the Information and Privacy Commissioner The Office of the Information and Privacy Commissioner is responsible for protecting and upholding access to information and protection of privacy rights under the Access to Information and Protection of Privacy Act, 2015 (ATIPPA, 2015). The office investigates and mediates complaints, and makes recommendations to government departments and agencies, boards and municipalities.

The Commissioner has a broad range of responsibilities and powers and may make recommendations to ensure compliance with the access and privacy provisions of the ATIPPA, 2015 and its regulations. The Information and Privacy Commissioner is appointed for a six-year term and may be reappointed for a second six-year term. For more information, visit the Office of the Information and Privacy Commissioner website.

Office of the Chief Electoral Officer Elections Newfoundland and Labrador is responsible for conducting elections and for ensuring fairness, impartiality and compliance with all aspects of the Elections Act, 1991. The Chief Electoral Officer is responsible for selecting and appointing the 40 Returning Officers to administer the election in each electoral district. The Chief Electoral Officer is also accountable to ensure public disclosure of contributions and expenditures of political parties and candidates, and to certify public reimbursement of election expenses.

In addition to responsibilities associated with provincial elections, the office works co - operatively with Elections Canada, school boards and municipalities in exchanging data to maintain accurate voters’ lists for other electoral events. The Chief Electoral Officer is appointed for a six-year term and may be reappointed for a second six-year term. For more information, visit the Office of the Chief Electoral Officer website. Office of the Commissioner for Legislative Standards The Office of Commissioner for Legislative Standards is a statutory office appointed under the House of Assembly Act .

The Commissioner’s responsibilities include oversight of conflict of interest matters for Members of the House of Assembly, including related private interests and disclosures. The Commissioner also has responsibility and oversight over the Code of Conduct for Members and its related provisions as outlined in the HOAAIAA. The Commissioner for Legislative Standards is appointed for a six -year term and may be reappointed for a second six-year term. For more information, visit the Commissioner for Legislative Standards website.

Members’ Guide to Resources & Allowances October 2025 8 Office of the Seniors’ Advocate The Office of the Seniors' Advocate is established by the Seniors' Advocate Act . The Seniors' Advocate works with seniors, service providers and other key stakeholders to identify, review and analyze systemic issues relating to seniors . The Advocate makes independent recommendations and promotes awareness to improve seniors' services. The Seniors’ Advocate is appointed for a six -year term and may be reappointed for a second six-year term. For more information, visit the Office of the Seniors’ Advocate website.

HOUSE OF ASSEMBLY WEBSITE & INTRANET The House of Assembly website (assembly.nl.ca) contains a variety of information and publications regarding the Legislature , its offices and the House of A ssembly Management Commission. It also includes live and archived webcast s of House proceedings, Order Papers, Hansards, progress of bills before the House , as well as contact information for Members.

The House of Assembly intranet (http://intranet.assembly.nl.ca) is an internal reference and information source , which includes policies and guidelines, forms, an overview of services offered to Members and contact information. It can only be accessed from a government IT asset that has been given the proper authorization . Members and constituency assistants will be set up with access to the House of Assembly intranet and will be notified via email with access instructions once set-up is complete.

FACILITIES The House of Assembly of Newfoundland and Labrador is located within the Confederation Building Complex, which also houses offices an d departments of the Executive Branch of government. It’s one of only two Legislatures in Canada that shares a building envelop with the Executive branch. Parliamentary Precinct The parliamentary precinct (as defined in the Parliamentary Precinct Order in the House of Assembly Act ) is the area of the Complex which is under the jurisdiction and authority of the Speaker.

The parliamentary precinct is located in the east block of the Confederation Building Complex, and includes the following areas:

Members’ Guide to Resources & Allowances October 2025 9 − Chamber, galleries and foyer (also referred to as the scrum area) − Offices of the Speaker and Clerk, Corporate and Members’ Services, Information Management and Hansard – north wing, 2nd and 3rd floors − Legislative Library – 3rd floor − East & west wings – 5th floor − Broadcast services – ground floor − Other storage & office space – ground floor − Member parking spaces Space Allocation for Members & Caucuses Space allocation in the parliamentary precinct is under the authority of the Speaker.

Offices for Members and caucuses within the Precinct are assigned following a general election based on standings in the House of Assembly, and the composition of caucuses at that time. Assignment of space for caucus support staff is based on the number of full- time equivalent positions that can be accommodated within the caucus salary budget. Changes to space allocations and office assignments for Members and caucuses may be required during a general assembly based on changes to standings in the Legislature.

While the Speaker endeavours to minimize disruption to the extent possible, there may be occasions where office space allocated to Members and caucuses will need to be adjusted. Meeting Space The Clerk’s Boardroom and House of Assembly Committee Room are available for use by Members when the House of Assembly is in session, and at other times if appropriate space is not available in the respective caucus office. Standing and Select Committees of the House, and the Management Commission, are given priority for use of the Committee Room. Changes to the layout of the room and moving of equipment are not permitted.

Members are also responsible for required clean- up of the room after use. Members can contact the Clerk’s Office at 709-729-3412 to book the Clerk’s Boardroom or Committee Room. Arranging Tours Members wishing to arrange tours of the House of Assembly on behalf of constituents/groups should email hoatours@gov.nl.ca with the following information: − Proposed date and time; − Number of people in the group; − Age range and/or grade level; and

Members’ Guide to Resources & Allowances October 2025 10 − Any other special instructions regarding the group (e.g., whether they plan to view House proceedings if the House is in session; whether they will be meeting with the Member during their visit.). Members are advised to provide as much advance notice as possible when arranging tours of the House of Assembly. Visitors to the Public Galleries Visitors to the House of Assembly public galleries can enter Confederation Building Complex via the main lobby of the east block, through either the front entrance or the northeast entrance at the rear.

Visitors must provide photo identification and will be issued a House of Assembly visitor identification card. Visitors will then be directed to the third floor for security screening to enter the galleries. A visitor to the public galleries who has a subsequent meeting with a Member of the House of Assembly will need to return to the security desk on the main floor to exchange the House of Assembly visitor identification card for a Confederation Building Complex visitor identification card.

Visitors planning to go to another area of the Confederation Building Complex, including an area in the parliamentary precinct, must be escorted by a Member or employee. Visitors to Speaker’s Gallery Admittance to the Speaker’s gallery on the floor of the House of Assembly Chamber is at the discretion of the Speaker , and an appropriate pass must be obtained from the that office. Members are advised to contact the Speaker’s Office for further information. Visitors will be required to sign in with Security in the main lobby prior to being escorted to the appropriate area.

Confederation Building Complex The Confederation Building Complex comprises the east and west blocks, which are linked by an indoor passageway. This is accessible from the basement level of the east block and connects with the first floor of the west block. Parking Parking for Members is assigned in the parking in the northeast lot of the east block, except for those ministers and parliamentary secretaries whose offices are located in the west block.

The Premier, the Speaker, the Leader of the Official Opposition and Ministers are assigned spaces closest to the entrance door, while other Members are assigned spaces on a seniority basis. Each assigned space has a sign noting the title or the district of the Member.

Members’ Guide to Resources & Allowances October 2025 11 Security & Identification Cards Both the east and west blocks have security desks near the main entrances , which are staffed 24 hours a day. All Members and employees entering the building must present appropriate identification card to security personnel. Members and political staff will be provided with a photo ID, which provides access to caucus offices and other restricted areas of the parliamentary precinct. HOA General Operations and Purchasing will make appropriate arrangements for Members and staff to obtain identification cards.

Emergency Procedures Emergency evacuation procedures are established for the Confederation Building Complex and are posted in various areas throughout the building, including the parliamentary precinct. All Members should familiarize themselves with the appropriate evacuation route(

s) and nearest emergency exit in the areas they are occupying. Muster stations are established outside both the east and west Blocks and are marked with a red sign. The fire wardens assigned in each of the caucus offices can provide Members with additional information on evacuation procedures and muster stations. Visitors with Meetings/Appointments in Parliamentary Precinct All visitors to the Confederation Building Complex with meeting s in the parliamentary precinct must enter via the visitors’ entrance, located in the link between the east and west blocks.

They will be required to provide photo identification to security upon arrival and will be issued a visitor identification card which must be returned upon exiting the Complex. All visitors must be escorted to and from their meetings. Cafeteria There is a cafeteria located in the basement of the west block. The facility is open to employees and visitors who have obtained appropriate access to the Confederation Building Complex. Wellness Centre There is a small wellness centre in the basement of the west block available for use by both employees and Members.

Gym equipment is available and exercise classes are offered most lunch hours. Showers and lockers are also available.

Members’ Guide to Resources & Allowances October 2025 12 Daycare The Confederation Building Daycare Centre is a non -profit workplace co -operative established to provide quality care in a stimulating environment for the children of employees of the Government of Newfoundland and Labrador. Members are also entitled to use the facility. Members may contact the Centre at 709-729-6038 or daycare@gov.nl.ca to arrange a tour, or to obtain more information. Smoking Areas Smoking is prohibited on the grounds of Confederation Building Complex.

13 MODULE 2 Conduct & Accountability of Members

Members’ Guide to Resources & Allowances October 2025 14 As a Member of the House of Assembly you are held to a high standard of conduct and accountability with respect to carrying out your roles and responsibilities. This module outlines the various legal obligations of Members in this regard, as well as other internal controls and mechanisms that aim to ensure overall accountability of the Legislature. HOUSE OF ASSEMBLY ACCOUNTABILITY, INTEGRITY AND ADMINISTRATION ACT In 2006, a series of audits and subsequent reports from the Auditor General showed poor financial controls at the House of Assembly.

As a result of those audits, four Members (involving the three political parties represented in the House at the time ), an employee of the Legislature and an external supplier were charged with fraud, were convicted and served jail time. Subsequent to the reports of the Auditor General, Chief Justice Derek Green was appointed to cond uct a review of the Legislature. In June 2007 , Chief Justice Green issued a report entitled “Rebuilding Confidence: Report of the Review Commission on Constituency Allowances and Related Matters” (Green Report).

The Green Report included 80 recommendations, as well as a proposed Act (HOAAIAA) and regulations (Members’ Resources and Allowances Rules), both of which were passed unanimously by the House and came into force in June 2007. The House of Assembly Accountability, Integrity and Administration Act (HOAAIAA) and Members’ Resources and Allowances Rules (Rules) established a framework to: − Improve financial controls within the Legislature; − Provide greater oversight; and − Improve accountability with respect to the use of public funds by elected officials.

While this guide is intended to provide an overview, all Members must review the HOAAIAA and the Rules in detail (see Appendix C), and understand the implications of the laws relating to your obligations with respect to accountability and the high standard of behaviour that is expected. Where there is a difference in

interpretation , the HOAAIAA and Rules are the final authority.

Members’ Guide to Resources & Allowances October 2025 15 CODE OF CONDUCT FOR MEMBERS A statutory requirement (a requirement imposed by a law passed in the Legislature) of the HOAAIAA was the creation of a Code of Conduct for Members . The Standing Committee on Pr ivileges and Elections developed the Code , which was approved by a resolution of the House in May 2008 . It was amended by resolution of the House in December 2019. The entire process related to a potential violation of the Code of Conduct (i.e., complaints, investigations, reporting and recourse) is guided by sections 35 to 42 of the HOAAIAA.

As a part of the oath of office and prior to being permitted to take their seat, all Members must swear/affirm to uphold the Code of Conduct. Responsibility & Independence As outlined in the HOAAIAA, the Code of Conduct process is solely overseen by the Commissioner for Legislative Standards, who is an independent officer of the House of Assembly.

While the Commissioner for Legislative Standards has the responsibility to inquire into matters relating to the conduct of Members, the provisions of the HOAAIAA stipulate that where a matter relates to a complaint of harassment against a Member, that matter cannot be dealt with under the Code of Conduct an d its related processes. Matters relating to complaints of harassment against a Member must be investigated and reported upon by the Citizens' Representative in accordance with the Harassment-Free Workplace Policy Applicable to Complaints Against Members of the House of Assembly.

Further information on that Policy and its processes can be referenced in a further

section of this module. Investigations The Code of Conduct process in the HOAAIAA provides three ways for an investigation to be initiated: 1. Any Member of the House of Assembly, by request to the Commissioner; 2. The Commissioner, on the Commissioner’s own initiative; or 3. The House of Assembly, by resolution. The Act gives the Commissioner broad powers to investigate matters, which are the same as what is provided for under the Public Inquiries Act, 2006 . As an example, the Commissioner can issue a summons to compel testimony or to access records , if necessary.

In accordance with these broad investigative powers, the Commissioner can engage the necessary resources and expertise required to carry out a thorough investigation and complete a report.

Members’ Guide to Resources & Allowances October 2025 16 Timelines for the Commissioner to conduct the inquiry are outlined in the HOAAIAA. Recourse The Code of Conduct provisions also give the Commissioner broad powers to recommend recourse. The Act provides four options for recourse, if warranted: 1. The Member be reprimanded; 2. The Member make restitution or pay compensation; 3. The Member be suspended from the House, with or without pay, for a specified period; or 4. The Member's seat be declared vacant. The Commissioner can also refer criminal misconduct to the appropriate authorities.

Process for Dealing with Reports & Recommendations The process for dealing with the investigative report and recommendations of the Commissioner under the Code of Conduct varies depending on how the investigation is initiated. If a matter is referred by a Member, by the House through a resolution or self-initiated by the Commissioner, the following occurs: − The r eport is received by the House of Assembly Management Commission ; copies go to the Speaker, as Chair, and members of the Management Commission.

No discussion or decision occurs at that level, as the Management Commission only has the responsibility under the HOAAIAA to bri ng the report forward to the House. The Act requires the Commission to bring the report to the House within 15 sitting days , if in session; or within 15 days of the next sitting , if not in session; − In accordance with the timelines above, the Speaker will table the report in the House of Assembly . At this point, the report becomes public and copies will be provided to all Members.

Once the report is tabled, the House must deal with the report and its recommendations by resolution within six months; − Once tabled in the House, a motion for debate will be drafted based on the recommendation(

s) of the Commissioner , notice of which is given by the Government House Leader; − The House will then debate the motion in accordance with the Standing Orders and parliamentary procedures (e.g., every Member has the right to speak, and the House can make amendments to the original motion); and − Recourse, if any, is determined by the adoption of the motion by the House.

Members’ Guide to Resources & Allowances October 2025 17 Code of Conduct Commitments & Principles Commitments: Members of this House of Assembly recognize that we are responsible to the people of Newfoundland and Labrador and will responsibly execute our official duties in order to promote the human, environmental and economic welfare of Newfoundland and Labrador. Members of this House of Assembly respect the law and the institution of the Legislature and acknowledge our need to maintain the public trust placed in us by performing our duties with accessibility, accountability, courtesy, honesty and integrity.

Principles: 1. Members shall inform themselves of and shall conduct themselves in accordance with the provisions and spirit of the Standing Orders of the House of Assembly, the House of Assembly Accountability, Integrity and Administration Act, the Members’ Resources and Allowances Rules, the Elections Act, 1991, the House of Assembly Act and this Code of Conduct and shall ensure that their conduct does not bring the integrity of their office or the House of Assembly into disrepute. 2.

It is a fundamental objective of their holding public office that Members serve their fellow citizens with integrity in order to improve the economic and social conditions of the people of the province. 3. Members reject political corruption and refuse to participate in unethical political practices which tend to undermine the democratic traditions of our province and its institutions. 4. Members will act lawfully and in a manner that will withstand the closest public scrutiny.

Neither the law nor this code is designed to be exhaustive and there will be occasions on which Members will find it necessary to adopt more stringent norms of condu ct in order to protect the public interest and to enhance public confidence and trust. 5. Members will not engage in personal conduct that exploits for private reasons their positions or authorities or that would tend to bring discredit to their offices. 6.

Members will carry out their official duties and arrange their private financial affairs in a manner that protects the public interest and enhances public confidence and trust in government and in high standards of ethical conduct in public office. 7. Members will base their conduct on a consideration of the public interest. They are individually responsible for preventing conflicts of interest and will endeavor to prevent them from arising. Members will take all reasonable steps to resolve any such con flict quickly and in a manner which is in the best interests of the public.

Members’ Guide to Resources & Allowances October 2025 18 8. In performing their official duties, Members will apply public resources prudently and only for the purposes for which they are intended. 9. Members will not use official information which is not in the public domain, or information obtained in confidence in the course of their official duties, for personal gain or the personal gain of others. 10. Members should have regard to the duty of public service employees to remain politically impartial when carrying out their duties. 11.

Members should promote and support these principles by leadership and example. 12. This Code of Conduct has a continuing effect except as amended or rescinded by Resolution of the House of Assembly. Harassment-Free Workplace Policy Applicable to Complaints Against MHAs On April 1, 2020 the Harassment-Free Workplace Policy Applicable to Complaints Against Members of the House of Assembly (the Policy) came into effect. The Policy applies to interactions that a Member of the House of Assembly has with other Members and employees in the context of carrying out that Member’s duties as an elected official.

Under the Policy, complaints of harassment can be brought against a Member by:

a) Another Member of the House of Assembly;

b) An employee of the Legislative Branch*; or

c) An employee of the Executive Branch*. *Applicable

definitions of these employees are outlined in

Section 2.0 of the Policy. The Office of the Citizens’ Representative (OCR), an independent statutory office of the Legislature, has the responsibility for oversight of the Policy , including intake of complaints and coordination of the resolution process. There are options for both informal and formal resolution (refer to

Section 9.0 of the Policy for further details). Support & Advice The Independent Support Advisor provides support, advice and guidance to individuals involved in dealing with and resolving issues of harassment. Contact with the Independent Support Advisor is completely confidential and is available to anyone involved in the process.

Members’ Guide to Resources & Allowances October 2025 19 This resource is independent of and external to the Legislature and its statutory offices, including the OCR. The Independent Support Advisor can be availed of at any time prior to submitting a complaint, or throughout the process once a complaint has been submitted, by contacting: Denise Lawlor, RSW, MSW 709-579-8064 d.lawlor@nf.sympatico.ca Inquiries & Submitting Complaints The Intake Officer is the main point of contact within the OCR for inquires and for submitting a formal complaint.

Contact with the Intake Officer does not mean that a formal complaint must be filed at that point. Individuals may ask questions with respect to the process and options available, and seek advice on a particular situation before making a decision to procee d with a formal complaint under the Policy. The Intake Officer can be reached at: 709-729-7647 1-800-559-0079 *Ask to speak with the OCR Intake Officer Training Training is mandatory for Members in accordance with

section 15 of the Policy. Members will be contacted directly with further details. Additional Information/Resources Informational brochure (available at: www.citizensrep.nl.ca) Public Interest Disclosure (Whistleblower) Members of the House of Assembly are also subject to the public interest disclosure (whistleblower) provisions of the HOAAIAA. The Citizens’ Representative is the investigator for public interest disclosures is accordance with

Part VI of the Act. The Act defines “wrongdoing” with respect to a Member, the Speaker, an Officer of the House of Assembly and a person employed in the House of Assembly Service and the Statutory Offices as: i.

An act or omission constituting an offence under the HOAAIAA;

Members’ Guide to Resources & Allowances October 2025 20 ii. Gross mismanagement, including of public money under the stewardship of the commission, in violation or suspected violation of a code of conduct; iii. Failure to disclose information required to be disclosed under the HOAAIAA; or iv. Knowingly directing or counseling a person to commit a wrongdoing described in subparagraphs (

i) to (iii). A person has the option of making a public interest disclosure directly to the Citizens’ Representative for investigation, or to one of the following (all of whom must refer the matter to the Citizens’ Representative): − Their supervisor; − Clerk of the House of Assembly; or − A member of the Audit Committee,. The legislation provides protection to those making disclosures (whistleblowers), including confidentiality of identity and protection from reprisals. ACCOUNTABILITY Members have statutory (legal) accountabilities with respect to carrying out their role as elected officials. The following

section outlines specific requirements and expectations with respect to accountability and the use of allowances and resources. Expenses, Reimbursements & Payments to Members – Principles, Responsibility & Personal Liability All claims and invoices submitted by or on behalf of a Member, or to provide resources to a Member, and all payments and reimbursements made under the Rules must:

a) Be submitted and made in accordance with the purpose and intent of the HOAAIAA and the Rules;

b) Be submitted by or on behalf of a Member and made only if and in a manner that does not call into question the integrity of the Member and the House;

c) Be documented and supported in accordance with sound financial management principles;

d) Not relate to partisan political activities; and

e) Not relate to a personal benefit to a Member or an associated person of a Member. (Members’ Resources and Allowances Rules –

section 5 refers) A Member is responsible for compliance with requirements for claims, payments and reimbursements of expenses under the HOAAIAA and the Rules even if the Member

Members’ Guide to Resources & Allowances October 2025 21 delegates that responsibility to another individual – e.g., a constituency assistant (Members’ Resources and Allowances Rules – subsections 6(1) and 6(2) refer). Any Member who has an expense or commits to an expense that is greater than the maximum allowed under a specific category is personally responsible for payment of the excess amounts. These amounts will not be reimbursed by the House of Assembly (Members’ Resources and Allowances Rules –

section 8 refers). Any Member who is a minister or a parliamentary secretary/assistant, must prorate expenses based on the proportion of time spent on constituency business to ensure that only the appropriate amount is charged to the Member’s House of Assembly allocations (Members’ Resources and Allowances Rules – subsections 6(5) refers). Restrictions on Allowances

Section 7 of the Members’ Resources and Allowances Rules outlines the following restrictions on claims and/or payments against an allowance: − Allowances allocated to a Member must be expended during the fiscal year to which it relates.

Unused balances for a fiscal year cannot be carried forward for use in the following fiscal year; − All claims and/or payments against an allowance in a fiscal year must be submitted to the House of Assembly within 30 days of the end of that fiscal year; − An expenditure related to a previous fiscal year can only be reimbursed/paid using current fiscal-year funds with the approval of the Management Commission; − All claims and/or payments against an allowance must be submitted within 60 days of the expenditure being made.

An expenditure is considered to have been made or incurred only when the goods and/or services to which the expenditure relates are received. Personal Donations

Section 46 of the Members’ Resources and Allowances Rules prohibits Members from making donations or gifts in their capacity as Member s – any donation must be made in a personal capacity only.

Section 46 also stipulates that: − if a Member makes a personal donation or gift, it must be done without reference to the fact that they are a Member of the House of Assembly. − if there is to be a public acknowledgement of the donation, Members must stipulate that there is to be no reference or acknowledgement to their role as a Member.

Members’ Guide to Resources & Allowances October 2025 22 Attendance at House of Assembly Sittings Members are required to attend the House of Assembly when it is sitting . If a Member is absent for a reason other than one of the circumstances outlined in

section 13 of the HOAAIAA, an amount of $200 will be deducted from the Member’s salary for each day of the absence. The following are acceptable reasons for Members to be absent from the House as outlined in

section 13 of the Act: i. Personal illness; ii. Adoption, pregnancy or parental leave; iii. Serious illness of a family member; iv. Bereavement; v. House of Assembly committee meeting/Management Commission meeting; vi. Duties as caucus member (within House of Assembly precincts); vii. Ministerial duties; viii. Constituency business (within the House of Assembly precincts); ix. Constituency business within the constituency (with prior approval of the Speaker); and x. Other circumstances (with prior approval of the Speaker).

By January 31 of each year, a Member must file with the Clerk a declaration under oath or affirmation of the Member’s attendance while the House of Assembly was sitting in the previous calendar year. This declaration must include dates of absence(

s) and provide an explanation for these absences. If a Member files a d eclaration disclosing an absence for reasons other than the above, an amount of $200 will be deducted from the Member’s salary for each day of the absence. If a Member does not file the d eclaration by the required filing date, the Clerk may withhold the Member’s salary. The Premier, the Leader of the Official Opposition and the Leader of a Third Party must file a declaration of attendance but are not subject to the same restrictions with respect to absences from the House given the nature of their responsibilities.

A copy of the Declaration of Attendance form can be found on the House of Assembly intranet under “Forms.” Code of Conduct Declaration All Members must swear or affirm to uphold the Code of Conduct as a part of the oath of office prior to bei ng permitted to take their seat. Subsection 35(4) of the HOAAIAA

Members’ Guide to Resources & Allowances October 2025 23 requires all Members to file a declaration with the Clerk reaffirming their commitment to follow the Code of Conduct before February 1 of each year. A copy of the Declaration of Code of Conduct can be found on the House of Assembly intranet under “Forms.” Harassment-Free Workplace Policy Declaration

Section 16 of the Harassment-Free Workplace Policy Applicable to Complaints Against MHAs requires all Members to annually sign a declaration confirming they have read and understood the Policy and its provisions. The declaration must be submitted to the Clerk by January 31 of each year.

A copy of the Declaration of Harassment-Free Workplace Policy can be found on the House of Assembly intranet under “Forms.” Maintaining Records & Support Staff Training In ensuring compliance with the HOAAIAA, the Rules and directives of the House of Assembly Management Commission, a Member is responsible for: − Maintaining appropriate records; − Operating the constituency office; and − Engaging and training support staff. (Members’ Resources and Allowances Rules - subsection 6(4) refers) Duties when the House of Assembly is not in Session When the House of Assembly is not sitting, Members are required to primarily devote their time to carrying out the roles and responsibilities of Members, while making allowances for reasonable personal and family commitments, vacation and rest time, and ministerial or parliamentary secretary/assistant duties.

A Member who is not a minister may continue in employment, practice a profession or carry on a business so long as the Member fulfills their elected obligations. Declaration of Direct Associates & Conflict of Interest After each general election, and on April 1 of each following year, elected Members must file a disclosure document with the Commissioner for Legislative Standards in accordance with

Part II of the House of Assembly Act, and must agree to abide by the provisions of that Act. The Commissioner then prepares an appropriate disclosure statement, which is available for viewing by the public at the Commissioner’s Office. The Commissioner will contact Members soon after they are sworn in with instructions on filling out their disclosure statements.

Members’ Guide to Resources & Allowances October 2025 24 Further details on the information required by Members for the filing of these disclosure statements can be obtained by contacting the Office of the Commissioner for Legislative Standards at 709-729-0714. Expense Reports & Disclosure Expense reports of Members (Accountability and Disclosure Reports) are prepared in accordance with the Members’ Resources and Allowances Rules (Sections 9 to 13 refer), and are made public in accordance with the House of Assembly Publication Scheme (see “Policies & Guidelines”

section on the House of Assembly intranet). The reports provide details of reimbursements made to and payments made on behalf of Members to assist them in fulfilling their public duties and responsibilities. They reflect the four main categories of allowances established by the Rules. (More information on these categories is covered in further modules of this guide.) Types of Reports Members are provided with a

summary report and various detailed reports on a monthly, semi-annual and annual basis. The reports include all transactions which have been processed through the financial management system (FMS) for each month. At the end of the month, the system -month is closed and any credits, adjustments or corrections identified after closing can only be entered in a subsequent month. The original transaction and any subsequent adjustments are separate items on the reports. Before the 21st of each month, the House of Assembly will prepare a package of monthly reports for the preceding month, which is sent to the Member. The package includes the

summary report and the detailed reports. Members should review these reports for accuracy and notify HOA Financial Planning and Reporting of any errors. The Clerk will advise the Speaker and the Member when the amount spent by the Member is in excess of 10% of the prorated amount permitted for that portion of the year. Members will receive a package of reports from the Clerk for the periods ending September 30 and March 31 in each fiscal year, including the

summary report and the detailed reports for the reporting period. Objections to Reports Once Members have received and reviewed the reports, they must sign the Members’ Reports – Acceptance Form to acknowledge their accuracy, and return to Fi nancial Planning and Reporting, Corporate and Members’ Services. (See “Forms”

section of the House of Assembly intranet.) A Member who does not complete and return the form within 21 days is considered to have accepted the accuracy of the reports. If Members have an objection with respect to the accuracy of the reports, they must notify the Speaker in writing outlining the objection. Objections do not alter the original reports,

Members’ Guide to Resources & Allowances October 2025 25 but are posted to the House of Assembly website with the reports in accordance with the Publication Scheme. Public Access to Reports Semi-annual and annual reports, including objections, for all Members are posted to the House of Assembly website in accordance with the Publication Scheme . In addition, Members and the Clerk are also required to make copies of the reports and objections available for inspection within a reasonable amount of time, if requested.

Certain information such as the name of a payee, or other information that could reasonably identify a payee, may be suppressed from a report if it is determined by the Speaker that the privacy interest of the payee outweighs the interest of the public in having full disclosure. Retention of Reports In accordance with

Part II of the Rules, Members are required to keep a copy of all reports, along with any objections, on file in the constituen cy office or in their residence for five years following the end of the fiscal year to which the report relates. The Clerk must also keep a copy of the reports, along with any objections, on file for five years following the end of the fiscal year to which the report relates.

Oversight & Auditing The HOAAIAA includes various provisions for oversight and auditing to ensure that the Legislature remains transparent and accountable with respect to its operations and to the expenditure of public funds. Management Certification In response to a recommendation of the Green Report,

section 20 of the HOAAIAA requires the Clerk to annually certify to the Commission that the House of Assembly and statutory offices have appropriate systems of internal controls in place, and that those systems are operating effectively. Consultants are engaged annually to enable the Clerk to meet these requirements. The services include a review of the design effectiveness and existence of internal controls, identification of any control gaps and recommendations for remedial action. This measure of accountability is rare for Canadian public entities.

Annual Financial Audit An annual financial audit of the Legislature is also required under the HOAAIAA. The Auditor General assumes the auditing role, unless the Management Commission appoints an external auditor. An auditor is appointed on recommendation of the Audit Committee by the end of any given fiscal year.

Members’ Guide to Resources & Allowances October 2025 26 The financial information audited by the Auditor General includes the

Schedule of Assets and Liabilities, the Schedules of E xpenditure and Related R evenues, and gross expenditures and unexpended balances of the Legislature for that fiscal year. Compliance Audit In accordance with the HOAAIAA, the Auditor General must also complete a compliance audit once during each general assembly, which audits the Legislature’s compliance with statutory requirements. This audit is in addition to the annual financial audit.

Members’ Compensation Review Committee As required by the HOAAIAA, a Members’ Compensation Review Committee (MCRC) must be appointed at least once in each General Assembly to review and make recommendations on the salaries, allowances, transitional allowance payments and pensions paid to Members. Once an MCRC has concluded its review, its report and recommendations must be presented to the House of Assembly Management Commission for consideration.

As outlined in subsection 16(6) of the HOAAIAA, the Commission has the power to modify the recommendations , but does not have the authority to exceed the maximum amounts recommended by the MCRC. Reports of previous MCRCs can be found on the House of Assembly website.

27 MODULE 3 Compensation & Benefits

Members’ Guide to Resources & Allowances October 2025 28 This module covers information with respect to Members’ salary, pensions, transitional allowance and group insurance. SALARY Effective on the date of their election, Members are entitled to be paid an annual salary of $95,357 , payable in 26 equal instalments in arrears (Section 11 of the HOAAIAA refers). Members are paid every two weeks by direct deposit through the payroll system.

Additional Salaries – Parliamentary Office Holder Positions A Member who holds one of the following positions is paid an additional annual salary, as follows (Section 12 of the HOAAIAA refers): Position Salary Speaker $48,665 Deputy Speaker and Chair of Committees 12,166 Leader of the Official Opposition 48,665 Opposition House Leader 24,330 Leader of the Third Party 24,330 Third Party House Leader 12,166 Chair, Public Accounts Committee 12,166 Vice Chair, Public Accounts Committee 9,300 Additional salaries for positions within the Executive branch (e.g., Premier, minister or parliamentary secretary) are established by Cabinet, and administered by the Executive branch.

Employment insurance (EI) premiums are not deducted from a Member’s salary. As Members are elected officials and are not considered to be employees, they are not eligible for any provisions of the EI program, such as sick benefits or parental leave. A Member who is currently in receipt of Canada Pension Plan (CPP) benefits must complete the appropriate form. Otherwise, CPP deductions will be made from the Member’s salary at the prescribed rate. To opt out of CPP deductions, complete the form here.

PENSIONS The pension plan currently in effect for Members is established under the Members of the House of Assembly Retiring Allowances Act . It is a defined benefit pension plan that is

Members’ Guide to Resources & Allowances October 2025 29 calculated based on a percentage of a Member’s years of pensionable service and pensionable earnings. The pension provisions applicable to a Member depend on the date the Member was first elected. The MHA pension plan is administered by the Pensions and Debt Management Division, Department of Finance . For further details on the applicable pension provisions and information respecting specific entitlements, contact Dean Batten at 709-729-2927.

GROUP INSURANCE All Members of the House of Assembly have the option of enrolling in the group insurance program offered by the Government of Newfoundland and Labrador. Members who wish to enroll must apply within 31 days of their eligibility date (i.e., the date elected). A Member who has other group insurance coverage, either private or with a previous employer, should contact HOA Human Resources Services and Payroll Administration (see contact information at the end of this module) to discuss the possible impacts of continuing or discontinuing that coverage.

All retired Members who are receiving a pension from the MHA pension plan may elect to continue coverage. Refer to the Human Resource Secretariat website for the various benefits provided to Members under the group insurance plan , and information such as the definition of spouse/dependent, changing beneficiaries and submitting a claim. To sign up for coverage on the group insurance plan, and to obtain related forms, contact HOA Human Resources Services and Payroll Administration (see contact information at the end of this module).

TRANSITIONAL ALLOWANCE Members of the House of Assembly are provided with transitional allowance when they leave office in accordance with the Transitional Allowance Policy for Members of the House of Assembly. Members should refer to the Policy for further information (see “Policies & Guidelines ”

section on the House of Assembly intranet).

Members’ Guide to Resources & Allowances October 2025 30 RETIRING/OUTGOING MEMBERS All retiring/outgoing Members must notify appropriate offices/divisions as soon as possible to ensure that proper documentation is obtained and completed for applicable benefits (pension, transitional allowance, group insurance, et cetera). Private Members & Members with Parliamentary Office Holder Position (e.g., Speaker/Deputy Speaker, et cetera): − Contact HOA Human Resources Services and Payroll Administration for all benefits. Members will be advised of specific information requirements.

Members with Executive Branch Position (e.g., Premier/Minister/Parliamentary Secretary): − Contact HOA Human Resources Services and Payroll Administration for transitional allowance benefits. Members will be advised of specific information requirements. − Contact the Human Resource Consulting Division , Human Resource Secretariat for all other benefits. Members will be advised of specific information requirements. RELATED LEGISLATION House of Assembly Accountability, Integrity & Administration Act: Members’ Compensation Review Committee

Section 16 Salary

Section 11 Adjustment Mechanism

Section 11(1.1) Additional Salaries

Section 12 Transitional Allowance Subsection 11(3) Members of the House of Assembly Retiring Allowances Act – MHA pensions

Members’ Guide to Resources & Allowances October 2025 31 CONTACT INFORMATION Position Contact Manager, Human Resources Services & Payroll Administration 709-729-1478 Human Resources Services Coordinator 709-729-1479 Payroll Administrator 709-729-7210 Assistant Payroll Administrator 709-729-7214

32 MODULE 4 Conducting Constituency Business & Office Operations

Members’ Guide to Resources & Allowances October 2025 33 This module provides information on eligible expenses related to conducting constituency business (constituency allowance); setting up and operating the constituency office; support staff; and managing Members’ records. CONDUCTING CONSTITUENCY BUSINESS (CONSTITUENCY ALLOWANCE) The constituency allowance provides for other types of expenses (not provided for under the other allowances) which a Member or constituency assistant may legitimately incur from time to time while conducting constituency business.

The annual allocation for each district is $3,000 ($2,609, net of HST). Eligible Expenses The following types of expenses are eligible to be reimbursed under the constituency allowance: − Purchase of food, non -alcoholic beverages and other supplies for meetings with constituents or other members of the public in relation to constituency business; and food and non -alcoholic beverages for other constituency -related events, provided that the Member or their constituency assistant is in attendance at those events.

If a meal purchase is made under this allowance and the Member attends the event/meeting, a per diem for that particular meal cannot be claimed; − Memberships in community or other organizations (e.g., Chamber of Commerce, Rotary Club, et cetera); − Equipment not provided by the House of Assembly; − Magazine, newspaper and journal subscriptions (also allowable under office operations – see further

section of this module); − Travel, accommodations, meals and registration fees for conferences and training courses for the Member or constituency assistant, with prior approval of the Speaker in writing (email will suffice).

Supporting documentation outlining the Speaker’s approval must be submitted with the claim for reimbursement; − Expenses associated with attending meetings and hearings involving advocacy on behalf of a constituent; − Memorial wreaths used to commemorate veterans and others who served in the armed forces, peace officers, workers killed on the job or who died as a result of work-related illness and similar commemorations of a public nature; − Short-term accommodation expenses in one or more locations for the purpose of meeting with constituents on constituency issues; and − Other categories of items as directed by the Management Commission.

Members’ Guide to Resources & Allowances October 2025 34 Non-Eligible Expenses The following types of expenses are not eligible to be reimbursed under the constituency allowance: − The acquisition, creation or distribution of anything that uses or includes a word, initial or device that identifies a political party; − Artwork including paintings, prints, sculptures, carvings and crafts; − Alcoholic beverages, either individually or in bulk; − Cannabis in any form; − Sponsorship of individuals or groups; − Donations (see Module 2 for further information); − Raffle tickets; − Meal expenses in restaurants, pubs, delicatessens and similar establishments for meetings with constituents, their family members and other guests1; − Hospitality (except for meetings referred to in the previous section); − Gifts; − Items, services or activities of a personal nature, including clothing and laundry expenses; − Travel costs for constituents; − Travel costs for spouses or dependents; − Financial assistance for constituents; − Other items directed by the Management Commission. 1Should Members incur meal expenditures in a restaurant for the purpose of an event, the following must be provided with the supporting documentation for the expenditure (Management Commission Directive 2017-004 refers): − Name of the event; − Purpose of the event; and − Number of attendees at the event.

Restrictions Allowable expenses under the constituency allowance cannot be reimbursed if: − It is not directly connected with the Member’s responsibilities as a Member in relation to the proper representation of constituents and the public; − It is incurred in relation to partisan political activities or promotion; − Any of the following individuals have, or is part of a corporation that has, a financial interest in the contract or other arrangement under which the expense is incurred: o Member;

Members’ Guide to Resources & Allowances October 2025 35 o Associated person in relation to the Member (as defined in the Rules); o Another Member; and/or o Spouse or child of another Member. An allowable expense may be reimbursed in the circumstances described above only if it is specifically approved and directed by the Management Commission. Related Legislation Contact Information Position Contact Manager, Accounts Payable 709-729-0769 Accounts Payable Clerk 709-729-5181 Accounts Payable Clerk 709-729-1480 Members’ Resources & Allowances Rules: Allowance Total

Section 46(2) Eligible Expenses

Section 46(3) Non-Eligible Expenses

Section 46(4) Restrictions

Section 47 Definition – Associated Person

Section 2(

c) Members’ Guide to Resources & Allowances October 2025 36 OFFICE SPACE The following

section outlines information related to the location of the constituency office, acquiring appropriate accommodations and eligible expenses. Location of Constituency Office Various options, as outlined below, are available to Members for the location of office space. Members should contact HOA General Operations and Purchasing for any questions and assistance regarding location options (see contact information section). Confederation Building Complex Members may choose to have their constituency office located in the Confederation Building Complex, at a location to be determined by the Speaker.

Every effort will be made to locate space for private Members in proximity to their respective caucus office. The work area will consist of a private office for the Member and a workstation or private office, depending on availability, for the constituency assistant. For Members who choose to locate their constituency office outside Confederation Building Complex (except ministers and parliamentary secretaries/assistants), office space for the Member will still be provided in Confederation Building for the Member only, at a location to be determined by the Speaker.

Every effort will be made to locate space for private Members in proximity to their respective caucus office. Space will not be provided in Confederation Building Complex for constituency assistants of Members with a constituency office located in the district . The constituency assistant must work from the district office. Members with offices outside Confederation Building are eligible to avail of secretarial assistance shared with other Members when the House of Assembly is sitting.

Members who serve as a minister or parliamentary secretary/assistant are typically provided with office space in the ministerial/departmental suite. Member’s District/Adjacent District All Members, including ministers and parliamentary secretaries/assistants, may choose to have a constituency office located in the district. This office will be in addition to the space provided in the Confederation Building and/or the ministerial/departmental suite. It is the Member’s choice as to which area of the district the office will be located.

Various factors, including the availability of suitable office space or information technology infrastructure in the area, may impact the decision.

Members’ Guide to Resources & Allowances October 2025 37 Office space may be located in one of the following: a. A government-owned/leased building (if available in the Member’s community of choice, the Member MUST occupy this space); b. A leased property from an outside party (selected through the public procurement process); c. The Member’s residence located in the district or within 60 kilometres or less (note that no office accommodation expenses, except for signage costs, are covered for this option); OR d. In an adjacent district (with the approval of the Speaker).

A Member may also rent short -term meeting facilities as needed throughout the year using the constituency allowance allocation (see previous section). Acquiring & Organizing Office Space Once a decision is made on the location of the constituency office, HOA General Operations and Purchasing must be notified as soon as possible (see contact information section).

For offices to be located in the district, the following process is followed: − HOA General Operations and Purchasing will contact the Department of Transportation and Infrastructure to inquire about suitable government - owned/leased office space in the Member’s location of choice. If space suitable in size, quality and location is availab le in a government-owned/leased building, the Member must occupy that space. − If accommodation in a government -owned/leased building is not available in the area of choice, space will be acquired through the procurement process established under the Public Procurement Act .

General Operations and Purchasing will facilitate this process, and will notify the Member once suitable space is found and the lease agreement established. HOA General Operations and Purchasing also makes all necessary arrangements for the purchase and delivery of furniture and equipment and the arrangement of all services provided in the Standard Office Allocation Package (see next section). Members will be required to utilize any suitable furniture and equipment of the previous Member for the constituency office.

HOA General Operations and Purchasing will advise Members accordingly and make necessary arrangements for moving and/or delivery. For offices located in the Confederation Building Complex in the respective caucus office, HOA General Operations and Purchasing will make necessary arrangements through caucus support employees. HOA General Operations and Purchasing will also make arrangements for unaffiliated Members.

Members’ Guide to Resources & Allowances October 2025 38 For offices located in a ministerial/departmental suite , Members should contact appropriate officials in the respective department to arrange set-up of the office. Changing Office Location A Member who chooses to have an office in the constituency may subsequently choose an alternate location provided that the existing lease agreement can be: − Terminated without penalty or cost; and − Terminated without having to give more than a two -month notice or payment of rent.

A Member who intends to change the office location must notify HOA General Operations and Purchasing as soon as possible. Changing Office Location When By-Elections Occur If a constituency office is established in a district where a by-election occurs and the new Member wishes to have the office located elsewhere in the constituency, the Member must occupy the space of the former Member until a provincial general election occurs unless: − The office is located in the former Member’s home; and/or − The office is located in a community where the new Member does not reside.

Eligible Expenses for Office Space Eligible expenses for office accommodations include the following: − Rent; − Utilities; − Taxes; − Insurance; − Security; − Janitorial services; − Signage identifying the space as the Member’s constituency office1; − Snow clearing. 1The Standard Signage Policy (see “Policies & Guidelines”

section on the House of Assembly intranet) includes guidelines and specifications of signage for both leased and government-owned locations.

Members’ Guide to Resources & Allowances October 2025 39 Related Legislation Contact Information Position Contact Manager, General Operations & Purchasing 709-729-5893 Purchasing Officer 709-729-1340 Purchasing Officer 709-729-0202 Members’ Resources & Allowances Rules: Location of Office Accommodations

Section 20 Organizing Office Accommodations

Section 20 Changing Office Accommodations Arrangements

Section 22 Eligible Expenses – Office Accommodations

Section 19 Renting from Self

Section 21 Eligibility for Space

Section 23 Rental of Short-term Accommodations

Section 46

Members’ Guide to Resources & Allowances October 2025 40 OFFICE RESOURCES Members are provided with various resources to assist with the effective operation of the constituency office. For further information and assistance with acquiring goods and services, Members should refer to Module 7, or contact HOA General Operations and Purchasing (see contact information section). Office Furniture, Equipment & Services A package of furniture, equipment and services ( Standard Office Allocation Package) is available to Members who have an office located within the district.

A newly elected Member must use the furniture and equipment that was previously provided to the outgoing Member of that district. All arrangements for purchasing of furniture, equipment and services will be done by the House of Assembly on behalf of Members . These expenditures will be reported in the publicly disclosed Member’s Expense Reports (see Module 2). Members should refer to the Standard Office Allocation Package (see “Policies & Guidelines”

section on the House of Assembly intranet) for further information on the office furniture, equipment and services included. Inventory Management All equipment purchased for or by a Member remains the property of the House of Assembly. Each Member is responsible for ensuring that items assigned to their custody are maintained and safeguarded. At least once a year, Members are responsible for verifying a listing of inventory items provided by the House of Assembly to ensure accuracy. A physical inventory will be conducted at least once in a four-year period. The Inventory Management Policy (see “Policies & Guidelines”

section on the House of Assembly intranet) provides guidance on the accounting and control of moveable assets. OFFICE OPERATIONS, SUPPLIES & COMMUNICATIONS Each Member is entitled to an office operations, supplies and communications allowance of $12,000 ($10,435 net of HST) per year. The following

section outlines types of eligible expenses under this allocation. Members should refer to Module 7 prior to acquiring or purchasing any goods or services.

Members’ Guide to Resources & Allowances October 2025 41 Operations & Office Supplies Eligible expenses for office operations and supplies include: − Office supplies: pens, pencils, staples, paper clips, paper, tape, envelopes, toner and printer cartridges, et cetera; − Courtesy items: coffee, tea, juice and soft drinks for the constituency office; − Newspapers: costs of subscriptions to newspapers, which must be arranged and paid directly by the House of Assembly; − External photocopies: cost of high-volume photocopying not possible using the copier in the constituency office; − Staff professional development: associated costs for relevant development opportunities for the constituency assistant (see next

section for further information); and − Other items as directed by the Management Commission. Communications Eligible expenses for communications include: − Printing: subject to the Printing Policy for Members of the House of Assembly (see “Policies & Guidelines”

section on the House of Assembly intranet); − Advertising and publications: subject to the Advertising & Publications Policy for Members of the House of Assembly (see “Policies & Guidelines”

section on the House of Assembly intranet); − Cards: related costs for greeting cards for the occasions of anniversary, birthday, sympathy and Christmas or other seasonal cards. Members should contact General Operations and Purchasing for further information and assistance; − Postage: cost of postage related to the mailing of householders, special occasion cards (see above) and letters/documents to constituents.

Members should contact General Operations and Purchasing to obtain the appropriate code for sending mail from the Confederation Building Complex; − Courier services: delivery of documents and other packages by courier or taxi; and − Answering services: an outside answering service which is not provided as part of the services in the Standard Office Allocation Package (see “Policies & Guidelines”

section on the House of Assembly intranet).

Members’ Guide to Resources & Allowances October 2025 42 Start-up Allowance Following an election or by-election, a Member who has not been elected in a previous General Assembly is entitled to a start -up allowance of $1,000 ($870, net of HST) to cover the costs associated with setting up a constituency office.

Allowable expenses include: − Office supplies, such as paper trays, three -hole punch, staplers, pencil holders, scissors, hanging folders, kettle and coffee maker; − Office equipment, such as computer -monitor stand, non-glare screen and mobile phone accessories; and/or − Any other non -consumable items directly related to establishing a constituency office. Other Office Resources The resources listed below are provided to Members by the House of Assembly and are not charged to individual Member allowances.

These include: − Promotional items: Includes the provincial flag and lapel pins of official provincial symbols; − Certificates: Template, paper, folders and seals (not frames); and − Stationery: Business cards, letterhead and compliments cards. These items will be made available to Members prorated based on the population of their respective district and the amount of items budgeted by the House of Assembly in a given fiscal year (Management Commission Directive 2017-001 refers).

For more information and to obtain these resources, Members should contact HOA General Operations and Purchasing (see contact information section). Information Technology Services & Supports All information technology services and supports for the Legislature are provided by the Office of the Chief Information Officer (OCIO) of the Executive branch. HOA General Operations and Purchasing will arrange for the installation of information technology services for constituency offices located within the parliamentary precinct and within a district.

Members with constituency offices in a ministerial/departmental suite should contact their respective department to arrange installation of IT services. Members will be subject to OCIO policies and guidelines respecting appropriate use of government network and IT assets , and it is noted that sharing passwords is a violation of these acceptable use policies. IT support can be obtained by contacting the OCIO Helpdesk at 709-729-4357 or servicedesk@gov.nl.ca. Members may also access

Members’ Guide to Resources & Allowances October 2025 43 OCIO support, including policies and guidelines on acceptable use, via the “OCIO Support” icon from the desktop of any government-issued computer. Related Legislation Contact Information Position Contact Manager, General Operations & Purchasing 709-729-5893 Purchasing Officer 709-729-1340 Purchasing Officer 709-729-0202 Members’ Resources & Allowances Rules: Eligible Expenses – Office Furniture, Equipment & Services

Section 25 Inventory Management

Section 25 Allowance Total – Office Operations, Supplies & Communications

Section 18 Eligible Expenses – Operations & Office Supplies

Section 24 Eligible Expenses – Communications

Section 24 Start-up Allowance

Section 19

Members’ Guide to Resources & Allowances October 2025 44 CONSTITUENCY ASSISTANT Each Member of the House of Assembly is entitled to engage the services of one constituency assistant to support their constituency work . A constituency assistant is considered the employee of the Member. T his

section provides information on the selection, employment contract, pay scale, professional development and reimbursement of expenses for a constituency assistant. Recruitment & Selection When recruiting a constituency assistant, Members should consider the skills and knowledge they consider necessary for the successful operation of the ir constituency office. These may include, but are not limited to: − Office management skills; − Financial management skills; − Computer skills; − Knowledge of the district; − Communication skills; and − Interpersonal skills.

In selecting a constituency assistant, it is the Member’s responsibility to ensure that necessary qualifications and skill levels they believe are required are met. Members are reminded that the constituency assistant is the Member’s representative in the district on a day -to-day basis. When making hiring decisions, Members are reminded of the conflict of interest provisions of the House of Assembly Act. Questions regarding possible conflict of interest (e.g., hiring of family members) may be directed to the Commissioner for Legislative Standards at 709-729-0714.

Employment Contract Constituency assistants are employed on a contractual basis. Once a constituency assistant has been selected, a Political Support Staff Agreement must be completed. The agreement outlines the remuneration, duties, benefits (e.g., pension, notice period and group insurance) and other terms of employment. As part of the employment contract, a certificate of conduct and vulnerable sector check (as satisfactory to the Speaker) is required for all constituency assistants.

Members must contact HOA Human Resources Services and Payroll Administration for assistance hiring constituency assistants (see contact information section).

Members’ Guide to Resources & Allowances October 2025 45 Pay Scale Constituency assistants are paid in accordance with the pay scales established for Political Support Staff (PS). All constituency assistants are hired at PS Level 05. Those with no previous service as a constituency assistant with the Government of Newfoundland and Labrador will be hired at step 1 of the PS Level 05 scale. For all others, their step within PS Level 0 5 depends on their continuous years of service as a constituency assistant with the House of Assembly of Newfoundland and Labrador.

It should be noted that the following is not considered when determining the applicable step for a constituency assistant: − Previous experience as a constituency assistant, if there was a break in service; and/or − Previous experience as a constituency assistant with another jurisdiction (e.g., House of Commons). Contact HOA Human Resources Services and Payroll Administration for further information on the constituency assistant pay scale (see contact information section).

Professional Development Professional development provisions for constituency assistants are included under the office operations, supplies and communications allocation. Prior to engaging in any professional development, Members should refer to the Professional Development Policy for Constituency Assistants (see “Policies & Guidelines”

section on the House of Assembly intranet). Funding for attendance at conferences and training is also available for constituency assistants under the constituency allowance allocation. Reimbursement of Expenses Constituency assistants are entitled to claim reimbursement of travel and living expenses related to carrying out duties and responsibilities of their work within the intra- and extra- constituency allocation for Members (see Module 5).

Employment in Vacated District Where an electoral district is no longer represented by a Member (due to retirement, resignation, et cetera ), the constituency assistant for the previous Member can remain employed until a new Member is officially declared elected for that district, and the required notice period applicable to the constituency assistant has elapsed.

Members’ Guide to Resources & Allowances October 2025 46 Replacement Constituency Assistant With prior approval of the Speaker, the House of Assembly covers the cost of replacement constituency assistants for all Members, including Members serving as ministers/parliamentary secretaries. Replacements are provided when the absence of the constituency assistant is greater than one day, for the purpose of: − Vacation relief; − Illness; − Family responsibility; or − Other reasons deemed to be acceptable by the Speaker.

Members requiring the services of a temporary constituency assistant must complete a Request for Replacement Constituency Assistant form prior to engaging the services of a replacement (see “Forms”

section on the House of Assembly intranet). To ensure consistency and appropriateness in hiring replacement workers, Members should consult the Guidelines for Temporary Replacement of Constituency Assistants (see “Policies & Guidelines”

section on the House of Assembly intranet); or contact HOA Human Resources Services and Payroll Administration (see contact information section). Members must also contact HOA General Operations and Purchasing prior to engaging a replacement constituency assistant to have the replacement set -up with appropriate network and email access to meet OCIO’s acceptable -use policies and guidelines. Constituency assistants must not provide the replacement with their network/email access credentials as it violates acceptable-use policies.

Shared Secretarial Assistance Any private Member (does not include the Premier, Speaker, ministers, parliamentary secretaries, Leader of the Official Opposition, Leader of the Third Party or Opposition House Leader) with a constituency office and constituency assistant assigned outside the Confederation Building Complex is entitled to shared secretarial assistance in the Confederation Building Complex when the House is in session . Members should consult the Guidelines for Providing Shared Secretarial Assistance (see “Policies & Guidelines”

section on the House of Assembly intranet) for clarification on the eligibility, allocations, allowable times and remuneration for such assistance.

Members’ Guide to Resources & Allowances October 2025 47 Related Legislation Contact Information Position Contact Manager, Human Resources Services & Payroll Administration 709-729-1478 Human Resources Services Coordinator 709-729-1479 Payroll Administrator 709-729-7210 Assistant Payroll Administrator 709-729-7214 Members’ Resources & Allowances Rules: Constituency Assistant

Section 26 Professional Development for Constituency Assistants

Section 24

Section 46(3) Replacement Constituency Assistants

Section 26 Shared Secretarial Assistance

Section 23

Members’ Guide to Resources & Allowances October 2025 48 MEMBERS’ RECORDS Members will begin to receive and create records immediately upon their election. Members are legally obligated to manage all records of any type – typically paper and electronic – that come into their possession during their tenure (subsection 6(4) of the Members’ Resources and Allowances Rules refers). Additionally, there are statutory requirements related to maintaining records of expenditure and supporting documentation, as well as protecting the privacy of constituent’s personal information.

Members are reminded that records of the constituency assistant are also considered to be records of the Member , and must be managed in accordance with guidance provided by the House of Assembly. Please note that additional and up -to-date information is provided in the Members’ Records Manual (see “Policies & Guidelines”

section on the House of Assembly intranet). Types of Records Members’ records typically fall into one of six categories. The following table provides a general definition of the record type along with any applicable statutory or other requirements related to maintaining those records. Members are also reminded that the Management of Information Act and parliamentary privilege may apply to some of the records outlined below.

Record Type Definition Applicable Statutory/Other Requirements Constituency Records that enable the Member to act or advocate on behalf of an individual or community to reach a desired outcome. − Personal information must be collected, protected and managed in accordance with the Access to Information and Protection of Privacy Act, 2015 (ATIPPA, 2015). − Generally exempt from access requests. See further

section for more information. MHA Expenditures Records related to: a. All expenditures made by the Member under the Rules, along with copies of supporting documentation; and b. Member Expense Reports (Accountability − In accordance with the Rules, records of expenditure must be maintained for auditing purposes; and Member Expense Reports must be maintained for five years for inspection by the public, if requested.

Members’ Guide to Resources & Allowances October 2025 49 Record Type Definition Applicable Statutory/Other Requirements and Disclosure Reports) created by the House of Assembly for disclosure to the public.

Does not include expense records related to ministerial or parliamentary secretary/ assistant business. − Records of expenditure and expense reports may be destroyed five years plus one day after the fiscal year to which it relates; still applicable after departure from HOA. − Vehicle travel logs may be destroyed three years plus one day after the fiscal year to which it relates; still applicable after departure from HOA.

House of Assembly Records generated by, or created for use in, the House of Assembly (e.g., Bills, Order Papers, Hansard, documents from Standing/Select Committees, materials of the Management Commission, Speaker’s records, et cetera). N/A Caucus/political party Records created by or for a Member in the execution of the work of a political caucus/party. − Caucus/political party offices may have policies/guidelines with respect to management of these records. Contact the respective caucus/political party office for direction.

Personal Records not relating to the roles and responsibilities of an MHA, but may be maintained within the office (e.g., personal bank statements, personal travel itineraries, personal correspondence, et cetera). N/A Executive Branch Records created or used in the day-to-day business of a government office (includes Cabinet records or any records Members would receive in their role as a minister or parliamentary secretary/assistant). − Must be organized and managed as directed by the Executive Branch. − See further

section for more information.

Members’ Guide to Resources & Allowances October 2025 50 Management of Records It is strongly recommended that Members follow records management guidelines provided by the House of Assembly and adopt certain best practices and standards in their constituency offices. This will assist Members in ensuring legal obligations are met, while also resulting in more efficient office operations. It also assists Membe rs in identifying which of their records may be subject to access -to-information requests, in accordance with the ATIPPA, 2015.

Shared drives on the network and email accounts will be prepopulated with folders for each of the record types identified in the previous table for any newly elected Members and their constituency assistants. Members returning from the previous General Assembly can contact HOA Records Management for assistance in setting up folders on the network shared drive and in email accounts (see contact information).

It is strongly recommended that Members and constituency assistants separate their records into these folders regularly, especially for any constituency and Member expenditure records which have related statutory obligations. Information technology and infrastructure is supplied by the Chief Information Officer (OCIO) of the Executive Branch. All Members’ electronic records (e.g., records on the network shared drive and emails), are subject to OCIO daily back -up procedures.

While certain categories of Members’ records are exempt from access requests, including constituency records, all records stored on the network shared drives and emails may be subject to a legal search and disclosure if a warrant to that effect were ever issued by the courts. Records stored on electronic devices not connected to the government network are not backed -up and may be irretrievable should something happen to the device. Additional information and recommendations are provided in the Members’ Records Manual (see “Policies & Guidelines”

section on the House of Assembly intranet). Members may contact House of Assembly Records Management for further information and guidance (see contact information section). Protection of Personal Information ATIPPA, 2015 defines personal information and outlines what personal information can be collected as well as how it can be used and disclosed.

It is strongly recommended that Members practice the following with respect to collection and protection of personal information: − Use the consent/authorization forms found on the House of Assembly intranet (see “Forms” section) to allow the collection, use and disclosure of personal information required for the Member to advocate on behalf of the constituent; and

Members’ Guide to Resources & Allowances October 2025 51 − Implement and practice safeguards outlined in the Members’ Records Manual. Members are protected from legal action under ATIPPA, 2015 when these protocols are followed, and where they had disclosed personal information in a record that was obtained in good faith and is meant to assist a constituent. Members are advised that these protections do not extend beyond their tenure as a Member. Members must be aware they continue to be personally responsible for the protection of private information disclosed to them even after they are no longer Members.

Access-to-Information Requests ATIPPA, 2015 gives the public a right to access certain records as defined in the Act. Members’ records are generally exempt, including: − Personal or constituency records in the possession or control of the Member; and − Registered political party or caucus records in the possession or control of the Member, party or caucus. Constituency records are exempt from ATIPPA, 2015 if they remain in the possession or control of the Member .

However, if constituency records are used in an interaction with a public body (e.g., department or the House of Assembly Service) they become subject to ATIPPA, 2015. The provisions of ATIPPA, 2015 apply to the House of Assembly Servi ce and statutory office records, in addition to financial records of Members that are filed with the House of Assembly. Routine disclosure of records on the House of Assembly website does not exempt them from an access request.

Should Members receive any inquiries or requests regarding ATIPPA, 2015, they must contact the House of Assembly ATIPP Coordinator/Privacy Analyst for fu rther information and assistance (see contact information at the end of this section). Executive Branch Records (including Cabinet Records) If a Member becomes a member of Cabinet, a parliamentary secretary/assistant or is otherwise attached to a public body, the Member may also have Executive branch records. These records must be kept separate and organized and managed as directed by the Executive branch.

Members should be aware that failure to comply with Executive branch direction respecting the management of government records can result in all of the Member’s

Members’ Guide to Resources & Allowances October 2025 52 accounts (and all the records within those accounts), being copied and/or retained by the Executive branch for up to 20 years. Members can contact Cabinet Secretariat ( 709-729-6628) for further details and assistance. Records of Departing Members Before their departure , Members and thei r constituency assistants must consider the management and transition of all files. Members must follow the recommendations set out in the Members’ Records Manual (see “Policies & Guidelines”

section on the House of Assembly intranet). This will ensure that government records are maintained by the appropriate government office, and ensure constituency, Member expenditure, political/caucus and personal records are disposed of appropriately. HOA Records Management can provide guidance and recommendations to departing Members with respect to the management and final disposition of records, ensuring compliance with any relevant legislation, policies, standards and best practices.

Members’ Guide to Resources & Allowances October 2025 53 Related Legislation Contact Information Position Contact Manager, Records Management 709-729-3537 ATIPP Coordinator/Privacy Analyst 709-729-7408 Records Management Specialist 709-729-7685 House of Assembly Accountability, Integrity & Administration Act Members’ Resources & Allowance Rules: Overall Responsibility for Records

Section 6 Member Accountability & Disclosure Reports

Section 11 & 13 Records of Expenditures & Supporting Documentation

Section 9 Public Access to Statements

Section 12 Management of Information Act Access to Information & Protection of Privacy Act, 2015: Exemptions – Access Requests

Section 5 Protection of Privacy

Section 114

Members’ Guide to Resources & Allowances October 2025 54 MODULE 5 Types of Travel

Members’ Guide to Resources & Allowances October 2025 55 This module covers the types of Member travel and related provisions. The travel and living allowance of the Members’ Resources and Allowances Rules includes three types of travel as follows: 1. House in Session (HIS); 2. House not in Session (HNIS); and 3. Intra- & Extra-Constituency (I&E). The rules for these types of travel vary by Member depending on the lo cation of the Member’s district and the location of the Member’s permanent residence. These criteria are used to assign Members to one of four categories (see further section).

The three types of travel listed above are based on annual allocations for a fiscal year (April 1 to March 31) , and include restrictions such as number of trips per week/year, number of nights for accommodations, et cetera. Members should als

Document details

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Citation	pdfs_membersguidetoresourcesandallowances
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