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Board of Internal Economy meeting

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Meeting Minutes

Thursday, June 13, 2024

A meeting of the Board of Internal Economy (Board) of the House of Commons was held on Thursday, June 13, 2024, at 11:04 a.m., in Room 225-A, West Block.

In the Chair: The Honourable Greg Fergus, Speaker of the House of Commons

Present: The Honourables Mona Fortier, Steven MacKinnon, Ruby Sahota, Andrew Scheer and Kerry-Lynne Findlay; Ms. Claude DeBellefeuille and Mr. Peter Julian

Secretary to the Board: Eric Janse, Clerk of the House of Commons

Also Present: House of Commons: Paul St George, Chief Financial Officer; José Fernandez, Deputy Chief Financial Officer; Carolyne Evangelidis, Chief Human Resources Officer; Ian McDonald, Clerk Assistant, Committees and Legislative Services Directorate; Benoit Dicaire, Acting Chief Information Officer; Yassine Aouididi, Senior Digital Product Manager; Suzie Cadieux, Principal Clerk, Committees and Legislative Services Directorate; Michel Bédard, Law Clerk and Parliamentary Counsel; Stéphan Aubé, Chief Executive Administrator; Jeffrey LeBlanc, Deputy Clerk, Procedure; Michelle Tittley, Secretariat. KPMG: Andrew Newman, Audit Partner and Office Manager, Ottawa; Jonathan Généreux, Audit Senior Manager. Translation Bureau: Jean-François Lymburner, Chief Executive Officer; Matthew Ball, Vice-President, Service to Parliament and Interpretation; Annie Trépanier, Vice-President, Policy and Corporate Services.

MINUTES OF PREVIOUS MEETING

The minutes of the meeting of May 30, 2024, were approved for tabling.


BUSINESS ARISING FROM PREVIOUS MEETINGS

The Board took note of correspondence distributed since its last meeting.


2023–2024 ANNUAL FINANCIAL REPORT AND REQUEST FOR APPROVAL OF BUDGET CARRY-FORWARD TO 2024–2025

Paul St George, Chief Financial Officer, presented the 2023–2024 Annual Financial Report and audited financial statements, and Andrew Newman, Audit Partner and Office Manager, Ottawa, KPMG, presented the House of Commons Audit Findings Report for the year ended March 31, 2024. Paul St George answered questions.

The Board agreed to proceed in camera, without the participation of House Administration officials, to allow its members to discuss the audited financial statements and address any questions or concerns from the auditor and members.

The Board approved that the operating budget carry-forward of up to $21,165,960 be included in the House of Commons’ Supplementary Estimates (B) for 2024–2025.


At 11:15 a.m., the meeting was suspended.

At 11:16 a.m., the meeting resumed in camera.


RATIFICATION OF A COLLECTIVE AGREEMENT

The Board ratified the agreement in principle reached between UNIFOR and the House of Commons Administration.


The Board approved the following:

• The ratification of the tentative agreement reached between UNIFOR and the House of Commons Administration, including

o a 3.5% economic increase and 1.25% wage adjustment, effective April 1, 2022;

o a 3.0% economic increase and 0.50% wage adjustment, effective April 1, 2023;

o a 2.0% economic increase and 0.25% wage adjustment, effective April 1, 2024; and

o a $2,500 one-time lump sum payment for current members of the bargaining unit as of June 13, 2024.

• The inclusion of $2,474,224—excluding employee benefit plans (EBPs) in the amount of $341,443—in the 2024–2025 Supplementary Estimates, as required, and the inclusion of $943,002—excluding EBPs in the amount of $130,134—in the 2025–2026 Main Estimates.


At 11:28 a.m., the meeting resumed in public.


INTERPRETATION RESOURCES UPDATE

Jean-François Lymburner, Chief Executive Officer, Translation Bureau, appeared before the Board and, along with Matthew Ball, Vice-President, Service to Parliament and Interpretation, Translation Bureau; Annie Trépanier, Vice-President, Policy and Corporate Services, Translation Bureau; Ian McDonald, Clerk Assistant, Committees and Legislative Services Directorate; Benoit Dicaire, Acting Chief Information Officer; and Yassine Aouididi, Senior Digital Product Manager, answered questions.

The Board requested additional information from the Translation Bureau and asked that the House Administration review the virtual committee’s dashboard with an emphasis on continuous improvement metrics.


ELECTRIC VEHICLE CHARGING STATIONS – PAY PER USE ACTIVATION

Benoit Dicaire, Acting Chief Information Officer, provided an update on the implementation of a pay-per-use system for Members, their staff, and House Administration employees to charge their electric vehicles on the Hill.


It was agreed that the House Administration

• fully implement and manage a pay-per-use system for all charging stations located within the parliamentary precinct and used by Members, their staff, and House Administration employees by the end of July 2024; and

• set charging rates at $1.50/hour for up to 5 hours and $4.00/hour after 5 hours and be authorized to adjust the rates based on changes in market costs, as provided by Public Services and Procurement Canada.


REPORT TO CANADIANS 2024

Eric Janse, Clerk of the House of Commons, presented the Report to Canadians 2024 to the Board and answered questions.

The Board approved the report for tabling in the House by the Speaker.


2023–2024 ANNUAL REPORT ON COMMITTEE ACTIVITIES

Ian McDonald, Clerk Assistant, and Suzie Cadieux, Principal Clerk, Committees and Legislative Services Directorate, presented the 2023–2024 Annual Report on Committee Activities.

In accordance with the provisions of Standing Order 121(4), the Board agreed that the Speaker proceed with tabling the report in the House of Commons as soon as practicable.



The meeting was adjourned at 12:59 p.m.

Eric Janse
Secretary to the Board of Internal Economy