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Board of Internal Economy meeting

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Meeting Minutes

Tuesday, June 17, 2014

A meeting of the Board of Internal Economy of the House of Commons was held on Tuesday, June 17, 2014 at twelve noon, 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 Dominic LeBlanc; Mrs. Nycole Turmel

Acting Secretary to the Board: Marc Bosc, Deputy Clerk of the House of Commons

Also Present: André Gagnon, Clerk Assistant, Committees and Legislative Services Directorate; Richard Denis, Deputy Law Clerk and Parliamentary Counsel; Kevin Vickers, Sergeant-at-Arms; Mark Watters, Chief Financial Officer; Stéphan Aubé, Chief Information Officer; Marie-Danielle Vachon, Office of the Chief Information Technology Officer; Robin Kells, Secretariat

Financial Matters

2013–2014 Annual Report on Committee Activities and Expenditures

The Board discussed and took note of the 2013–2014 Annual Report on Committee Activities and Expenditures to be tabled in the House.

2013–2014 Year-End Financial Report for the House of Commons

The Board discussed and took note of the 2013–2014 year-end financial report for the House of Commons.

2013–2014 Year-End Report on Members’, House Officers’ and Presiding Officers’ Expenditures

The Board discussed and took note of a report on expenditures incurred by or on behalf of Members of the House for fiscal year 2013–2014.

Preliminary Financial Status Report and Supplementary Estimates (B) for Fiscal Year 2014–2015

The Board discussed and took note of the House of Commons’ financial position for fiscal year 2014–2015 as at May 15, 2014. The Board also approved the Supplementary Estimates (B) for 2014–2015 in the amount of $15,913K. This additional funding will include the following:

  • $10,307K for the carry-forward;
  • $3,820K for Members’ Expenditures Report disclosure;
  • $1,616K for severance pay to staff exercising a payout option; and
  • $170K for the 24th Annual Meeting of the Asia-Pacific Parliamentary Forum.

Financial Impacts of Electoral Boundaries Redistribution

The Board discussed the requirements for supporting the institution and the work of Members following the adoption of the Fair Representation Act and the addition of 30 new constituencies. The Board approved temporary funding of $17,714,228 for 2015–2016 and permanent funding of $24,484,812 for 2016–2017 and subsequent years.

ACCEPTABLE USE OF INFORMATION TECHNOLOGY RESOURCES

After discussion, the Board approved the updated Acceptable Use of Information Technology Resources Policy and the Mobile Technologies in International Travel Standard.

Security

The Board received an update on security matters and agreed to discuss these matters further in the fall.

Use of House Resources WHEN COMMUNICATING WITH CONSTITUENTS

The Board discussed rules related to the use of funds, goods and services provided to Members when communicating with constituents using various media. While the Board decided that more study was required, it also decided that effective immediately, systematic and widespread communications in the form of contracted telephone surveys and virtual town halls cannot be sent or conducted outside a Member’s own riding. The Board also specified certain rules regarding carrying out these surveys, including that constituent feedback may only be sought on certain issues or the surveying of a Member’s own performance as an individual Member. In this regard, the Board specified that Members must inform constituents of the purpose for which the information will be used and that information gathered may only be used for the purposes, and to the extent for which, the consent was granted.

An advisory committee will review the rules relating to communicating with constituents and will report back to the Board.

Other Business

The Board discussed the processing of per diem and kilometre claims and agreed to discuss the matter at greater length at a meeting in the near future.

The meeting was adjourned.

Marc Bosc
Acting Secretary to the Board