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Board of Internal Economy meeting

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Meeting Minutes

Thursday, June 18, 2015

A meeting of the Board of Internal Economy of the House of Commons was held on Thursday, June 18, 2015 at 11:00 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 Dominic LeBlanc; Mrs. Stella Ambler; Mr. Philip Toone; Mr. Peter Julian

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

Also Present: André Gagnon, Acting Deputy Clerk; Pierre Parent, Chief Human Resources Officer; Philippe Dufresne, Law Clerk and Parliamentary Counsel; Stéphan Aubé, Chief Information Officer; Benoit Giroux, Director General, Parliamentary Precinct Operations; Mark Watters, Chief Financial Officer; Robin Kells, Secretariat

Desks in West Block Interim Chamber

In comparing options, the Board approved the re-use/modification of all heritage desks from Centre Block and the construction of additional desks as required. A phased installation was also approved.

Financial Matters

2014–2015 Annual Report on Committee Activities and Expenditures

The Board discussed and took note of the 2014–2015 Annual Report on Committee Activities and Expenditures to be tabled in the House.

2014–2015 Year-End Financial Report for the House of Commons

The Board discussed and took note of the 2014–2015 year-end financial report for the House of Commons.

2014–2015 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 2014–2015.

Preliminary Financial Status Report and Supplementary Estimates (B) for Fiscal Year 2015–2016

The Board discussed and took note of the House of Commons’ financial position for fiscal year 2015–2016 as at April 30, 2015. The Board also approved the Supplementary Estimates (B) for 2015–2016 in the amount of $9,484K. This additional funding will include the following:

  • $8,319K for the carry-forward;
  • $516K for the Telecommunication Wireless Service Revisions;
  • $349K for the Electronic Petition System; and
  • $300K for the Ratification of the Collective Agreement for the House of Commons Protective Service’s Bargaining Unit.

House of Commons Emblem

The Board noted that the Library of Parliament will soon introduce for sale in the Parliamentary Boutique an increased number of products bearing the Coat of Arms.

Per Diem Expenses

Continuing its discussion from June 16, 2015 , the Board agreed that specific measures be taken in the case of a Member’s per diem claims.

Residency and Per Diem Policies

Continuing its discussion from June 16, 2015 , the Board agreed to certain amendments to the policies related to residency and per diem expenses claimed by Members and directed the House Administration to return with further recommendations on certain outstanding issues in relation thereto.

Printing and Mailing Policies

The Board adopted the following policy on printing and mailing:

Member mailings are to be focused on their own constituencies. In order to accommodate communication with stakeholders, some limited mailings may be made outside a Member’s constituency. No mailings in a quantity greater than 4,500 essentially identical pieces may be distributed outside a Member’s riding. Large-volume printed mailings (a quantity greater than 4,500 essentially identical pieces) can only be distributed in a Member’s own riding.

Amendments to By-Laws – Use of House Resources

Further to its discussion of June 9, 2015 , the Board approved an amendment to section 4 of the Members By-law regarding the appropriate use of constituency offices.

The Board approved an amendment to section 93.1 of the Members By-law , in order to give permanent effect to a provision that prevents employees or contractors of Members whose salaries or fees are paid using House of Commons budgets from working on premises owned, leased or under the control of a political party.

Use of House Resources at Dissolution

Role of the Speaker

The Board took note of possible representative activities for the Speaker that may fall within a dissolution period and approved the assignment of staff and financial resources from the appropriate House budgets in support of these activities.

Employee Leave

The Board discussed the current policy of allowing annual and compensatory leave to be taken by Members’ employees during a period of dissolution. There being no consensus on possible modifications to the current policy, the status quo was maintained, with Messrs. Duncan, LeBlanc and Van Loan and Mrs. Ambler noting their disagreement.

The meeting was adjourned.

Marc Bosc
Acting Secretary to the Board