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Board of Internal Economy meeting

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Meeting Minutes

Monday, November 4, 2013

A meeting of the Board of Internal Economy of the House of Commons was held on Monday, November 4, 2013 at 11:15 a.m., in Room 112-N, Centre Block.

In the Chair: The Honourable Andrew Scheer, Speaker of the House of Commons

Present: The Honourables Peter Van Loan, John Duncan and Rob Merrifield; Mr. Nathan Cullen; Mrs. Nycole Turmel; Ms. Judy Foote

Secretary to the Board: Audrey O’Brien, Clerk of the House of Commons

Also Present: Mark Watters, Chief Financial Officer; Richard Fujarczuk, Law Clerk and Parliamentary Counsel; Stéphan Aubé, Chief Information Officer; Pierre Parent, Chief Human Resources Officer; Suzanne Verville, Secretariat

Tabling of Minutes

The minutes of the meeting of October 3, 2013 were approved for tabling .

Minutes of Previous Meeting

The minutes of the meeting of October 21, 2013 were adopted.

Business Arising from Previous Meetings

Further to its discussion on October 3, 2013 regarding the improved reporting of the Members’ Expenditures Report, the Board agreed that the House Administration proceed with the posting of the Members’ Allowances and Services Manual and the Public Registry of Designated Travellers on parl.gc.ca.

The Board also agreed to eliminate the step of approving its minutes for tabling in the House of Commons.

Sub-Committee on Security of the Parliamentary Precinct

The Board appointed the members of the Sub-Committee on Security of the Parliamentary Precinct.

Parliament Buildings – Request to Film

The Board was informed that a documentary entitled L’Arène will be filmed in the Centre Block by the film production company, Productions de la ruelle.

Administration

Auditor General’s Review of Senators’ Expenses

The Board was informed that, as part of the current audit of Senators’ expenses, the House of Commons Administration will work with the Senate Administration to provide the auditors from the Office of the Auditor General with information pertaining to expenditures for Senators administered by the House of Commons.

Report to Canadians 2013

The Board took note of the Report to Canadians 2013 , which provides an annual update on Members’ activities and the House Administration’s accomplishments for the fiscal year in support of Members and the institution, and agreed that the Speaker proceed with its tabling in the House of Commons as soon as practicable. It was also agreed that the report will now only be available in electronic format.

Main Estimates 2014-2015 and Supplementary Estimates (C) 2013-2014

The Board approved the Main Estimates for 2014-2015 in the amount of $413,725,137, which represents a decrease of $15,046,000 or 3.51% over fiscal year 2013-2014.

This amount includes the following adjustments:

Reductions from the 2013-2014 Main Estimates of $17,765K;

  • $13,501,000 resulting from the Strategic and Operating Review ;
  • $1,905,000 resulting from pension adjustment to Members of Parliament Retiring Allowances (MPRA) account and Retirement Compensation Arrangements (RCA) account, approved by the President of the Treasury Board in January 2013;
  • $1,690,000 resulting from a decrease in the Employee Benefit Plan (EBP) contribution rate from 17.4% to 16.5%, as determined by the Treasury Board for fiscal year 2014-2015;
  • $557,000 representing temporary funding for asset management; and
  • $112,000 representing temporary funding for the online recruitment tool.

Increases from the 2013-2014 Main Estimates of $2,719K – items previously approved by the Board;

  • $1,412,000 for improved reporting of the Members’ Expenditures Report;
  • $776,000 for annual sessional allowance and additional salaries adjustments for Members, House Officers, the Speaker and other presiding officers (in accordance with the Parliament of Canada Act);
  • $190,000 for economic increases for 2014-2015 for collective agreements ending after March 31, 2014;
  • $184,000 for the 40th Annual Session of the Assemblée parlementaire de la Francophonie to be held in Ottawa in July 2014;
  • $132,000 for the 11th Conference of Parliamentarians of the Arctic Region to be held in Whitehorse in October 2014; and
  • $25,000 for the increase (linked to tuition increases) to the Pages’ remuneration under the House of Commons Page Program .

In addition, the Board approved the Supplementary Estimates (C) for fiscal year 2013-2014, in the amount of $828,000, for the improved reporting of the Members’ Expenditures Report. The Board also noted that, as per Treasury Board directives and unlike federal departments, funding for severance cash-outs for the House of Commons must be obtained through the Supplementary Estimates.

Members’ Allowances and Services

Opposition Party Leaders’ Travel Points

The Board was informed on the use of travel points allocated to Opposition Party Leaders.

Reimbursement of Members’ Expenses

The Board was apprised of difficulties some Members have encountered in seeking reimbursement by filing their expenses online through the Financial Portal. The Board took note of the mitigating actions that had been taken by the Administration to address those concerns.

Purchase of Additional Tablet Devices

The Board agreed to maintain the current limit of one tablet device per Member as a charge against the Member’s Office Budget (MOB) and the same policy regarding the life cycle of two years for those devices.

Members By-Law

After discussion, the Board approved changes to the Members By-law regarding Member and House Officer as Employer and Contracting Party.

Legal Matters

The Board discussed a legal matter regarding a civil lawsuit and requested further information.

One Member of the Board recused himself for the last item on the agenda.

Further to its decision of June 3, 2013 approving in principle the payment of legal fees of Members in a complaint, the Board discussed the next steps to be taken in the consideration of this file.

The meeting was adjourned.

Audrey O’Brien
Secretary to the Board