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Board of Internal Economy meeting

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Meeting Minutes

Thursday, February 18, 2016

A meeting of the Board of Internal Economy of the House of Commons was held on Thursday, February 18, 2016 at 11:15 a.m., in Room 340-S, Centre Block

In the Chair: The Honourable Geoff Regan, Speaker of the House of Commons

Present: The Honourables Judy Foote, Dominic LeBlanc and Andrew Leslie; Messrs. Andrew Scheer, Gordon Brown and Peter Julian

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

Also Present: Daniel Paquette, Chief Financial Officer; Philippe Dufresne, Law Clerk and Parliamentary Counsel; Stéphan Aubé, Chief Information Officer; Robin Kells, Secretariat

Minutes of Previous Meeting

The minutes of the meeting of December 10, 2015 were adopted and approved for tabling.

Business Arising from Previous Meetings

The Board took note of the tabling of the minutes of the meetings of June 16, 2015 and June 18, 2015, approved by the previous Board.

The Board took note of the extension of the working notice period, approved by the previous Board.

The Board noted correspondence distributed since its last meeting on December 10, 2015.

Ratification – Special Joint Committee on Physician-Assisted Dying

The Board ratified its approval of temporary funding of $50,000 for 2015–2016 for the Special Joint Committee’s activities to be shared using the usual formula between the Senate (30%) and the House of Commons (70%); and that the expenses incurred by the Committee during the 1st Session of the 42nd Parliament be charged against the global envelope for standing committees.

Members’ Allowances and Services

Bloc Québécois Request for Additional Resources

After discussion of a request made on behalf of 10 Members of the Bloc Québécois, an unrecognized party, for additional funding to support its activities, the Board agreed to allow the following exception for the duration of this parliament: As of April 1, 2016, Members of the Bloc Québécois may fund a separate budget called the caucus coordination budget through the transfers of funds from Members’ Office Budgets to pay for expenses in support of research and caucus coordination activities. The new budget would be subject to the following conditions:

  • The Bloc Québécois Members must designate one Member responsible for managing this budget and then notify the Chief Financial Officer of the designation in writing.
  • Each Member must notify the Chief Financial Officer in writing before March 22 of each fiscal year, of the amount of their transfer for the following fiscal year. Members may make one irreversible transfer from their MOB to the caucus coordination budget each year.
  • Expenditures charged to the caucus coordination budget must be incurred in the discharge of the parliamentary functions of the Bloc Québécois Members.
  • The budget will be subject to most of the rules that currently apply to House Officers, particularly those concerning employees, carry-forwards and the delegation of authority.
  • The funds can be used for employee salaries, hospitality, contract-related expenses and the purchase of smart phones. Under no circumstances can they be used for expenses related to national caucus meetings or to purchase furnishings, equipment or office supplies. Employees are not entitled to travel allowances of any kind (points system, transportation, accommodations, per diem).
  • The Member responsible for the caucus coordination budget will be the employer of the employees whose salaries are paid from this budget. Employees hired through this budget can work only in Ottawa and within the Parliamentary Precinct. No office space, furnishings, computers, telephones or additional services will be provided.
  • The budget must be kept separate from the Member’s Office Budget of each Member of the caucus in question.
  • The Member responsible for the caucus coordination budget is not a House Officer and will not receive additional remuneration. The Bloc Québécois will not be represented on the Board of Internal Economy.

Requests for Exception

Advertising Expenses and Web Site Fees

The Board denied a request from a former Member for reimbursement of Web site hosting fees incurred during dissolution. The Board asked for additional information with regard to the Member’s request for reimbursement of advertising expenses.

The Board instructed the House Administration to consult with other Members who, despite making verifiable efforts, were unable to cancel advertising during dissolution to determine whether they wished to be reimbursed. The Board noted that in making their decision, Members should verify with Elections Canada whether they should declare these amounts as election-related expenses.

Insufficient Funds

The Board denied a former Member’s request for reimbursement of expenses incurred as Members must operate within their budgetary allocations.

Web Site Fees

In light of a revised interpretation from Elections Canada on Web site expenses incurred during dissolution by Members not seeking re-election, the Board agreed to a former Member’s request to be reimbursed for Web site hosting fees incurred during the dissolution period.

The Board directed the House Administration to reimburse the same fees incurred by other Members who did not seek re-election and review all policies related to Members not seeking re-election at dissolution.

Legal Matter

The Board was informed of the status of a legal matter and agreed to a course of action.

Administration

The Board took note of a report on the financial system and approved the House Administration’s recommendations.

Special Requirements for a Member

After discussion, the Board agreed to certain conditions related to providing special assistance to a Member in carrying out parliamentary functions.

The meeting was adjourned.

Marc Bosc
Acting Secretary to the Board