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Results: 1 - 15 of 93
Rebekah Kletke
View Rebekah Kletke Profile
Rebekah Kletke
2021-03-25 11:36
Thank you, Mr. Speaker.
I am pleased to present a submission seeking approval from the Board of Internal Economy to amend certain regulations and policies. As a result of a request from a member of Parliament, the House Administration has reviewed the Board's policies regarding the distribution of householders and mailings to constituents residing outside Canada. The Members By-Law currently provides that householder and constituency mailings may be distributed only within the member's constituency.
The restriction of householders and constituency mail to within the constituency of the member means that members' constituents living outside of Canada do not receive these mailings. Constituents who reside outside of Canada and are registered to vote with Elections Canada are recorded in the international register of electors, which is provided to members annually by the Chief Electoral Officer. After the general election held in October 2019, there were 167,392 electors in the international register of electors.
In recognition of the need for members to communicate with all of their constituents, including Canadian Forces and other Canadians living outside of Canada, the House administration is proposing updates to the board's policies on householders and constituency mail.
First, the House administration proposes that the policy regarding householders be changed to allow members to send householders as addressed mail to their constituents living outside of Canada whose information is included in the international register of electors provided by the Chief Electoral Officer. Costs for additional copies of householders would continue to be charged to the members' office budget, and envelope costs and costs for international postage would also be charged to the MOB.
Second, the House administration proposes that the policy regarding constituency mail be changed to allow members to send a portion of their original constituency mail allocation as addressed mail to their constituents living outside of Canada, whose information is included in the the international register of electors. Envelope costs and international postage for constituency mail sent to constituents living outside of Canada would be charged to the MOB.
These recommendations, if approved, will allow members to use householder and constituency mailings to communicate with all their constituents, including those living outside of Canada.
This concludes my presentation. I would be pleased to answer any questions you may have.
View Blake Richards Profile
CPC (AB)
Thanks for the presentation, and I appreciate the attention this has received. I think an important matter was raised. I'll ask a question and make a suggestion at the same time.
I'm wondering if this fully captures the aspect of military personnel and their dependants. I assume that in your consideration this would include military personnel outside of Canada. That's a question. But what about those within Canada who would be stationed on a base outside of the constituency where they are electors? I'm wondering if this captures them. It doesn't seem that it would.
I have a suggestion to make. In points one and two you talked about adding addressed mail, the householder or constituency mailings for constituents living outside Canada. That's how you've termed it. I wonder if we could make it “constituents living outside of the electoral district” or something like that, because although it would capture, I assume, military members and their dependants who are stationed outside of Canada, I'm not certain that it would capture those posted on a base within Canada who are electors elsewhere. I want to make sure they are captured as well. I think it's important to ensure that all of our military personnel are receiving the same opportunity to get communications from their MPs.
Would the suggestion I've made capture all of those people, or do you believe you've already done so?
Michel Patrice
View Michel Patrice Profile
Michel Patrice
2021-03-25 11:41
Thank you, Mr. Richards.
You're totally right. The proposal as presented right now is about Canadians living abroad, but it doesn't capture constituents who may live outside a riding. To reach those types of constituents, they would need to modify it. If it's the wish of the board, we could definitely make that change to the submission to capture Canadians outside of a riding who are registered abroad and those within Canada.
View Blake Richards Profile
CPC (AB)
Do you think the suggestion I'm making would capture all of them, or do you have another suggestion?
Michel Patrice
View Michel Patrice Profile
Michel Patrice
2021-03-25 11:42
We would look at the wording to make sure it captures what you addressed, but there are also other constituents. For example, it could be students who are registered in a riding but studying, for example, in another....
View Blake Richards Profile
CPC (AB)
Yes, good point. I'd like to see us capture that. I'll make that suggestion. If other members are willing to consider that, I think it's important to include those people as well.
I have something else, but I think what I'm going to do is lower my hand, Mr. Speaker, and raise it again so that we can deal with this particular aspect. I have a question that relates to printing and mailing, but I think it's better that we have this discussion first. I will raise my hand to bring that up afterwards.
View Claude DeBellefeuille Profile
BQ (QC)
Thank you, Mr. Speaker.
I understand the proposal, but I cannot give my support to my colleague Mr. Richards at this time. I don't have the information for a comprehensive analysis. For the time being, I am in favour of adopting the submission before us and reflecting on this proposal at the next meeting.
I have other questions, but perhaps they are not appropriate for this meeting. I would like to understand the full implications of this proposal before we add it. I'm not opposed to it, but I would like to have more analyses and recommendations from the House Administration before deciding on this issue.
View Ginette Petitpas Taylor Profile
Lib. (NB)
Thank you so much, Mr. Speaker.
In the same vein as the previous speaker, I wasn't planning to speak to this, but I'm wondering how we would capture students within our ridings who are in other areas, or military personnel who perhaps are not living at home and are at another base.
With respect to the proposal that's been brought forward, there's a registry in place, an international registry. How would we be able to capture people who are living outside of their riding if they're not registered in a specific area? I'm just looking for a bit of clarification on that.
Michel Patrice
View Michel Patrice Profile
Michel Patrice
2021-03-25 11:44
It would be the information, as I understand.... We're not providing those lists, but it would be based on the lists that MPs receive pursuant to the Canada Elections Act. We could look further into what information they provide you in the lists. It's clear that for people abroad you're getting a mailing address, but it could be the same thing in relation to other constituents. We would need to have a better understanding of the list that is provided to MPs on a confidential basis.
View Blake Richards Profile
CPC (AB)
As long as we've addressed anyone else who wants to comment on this particular suggestion, I would like to move on to another topic. It appears that's the case.
I'll make one last comment on this. I'm hearing the concerns that were raised about ensuring that there is a way to capture those people. I think there would be, because if I understand the proposal correctly, it would be on us to address them based on the information we have available to us from electors.
If it's the feeling among members that we approve this, we can ask them to come back with a suggestion on how to deal with people within Canada. As long as there's a commitment that they can find a way to capture those people in a satisfactory way, we will be seeking to approve it. If we're satisfied with this, I would be comfortable doing it that way, because I think it's important that we find a way to do this. As long as we make a commitment that we're.... As long as they can come back with a way to show us that this can be captured in a reasonable way, we would be seeking to move forward. I'd be comfortable with that approach.
There is another issue I want to raise. I can't remember which meeting it was, but at a previous meeting I had raised the topic of service standards with printing and mailing services. I know that some suggestions were going to be brought back to us on how those could be improved. In the last little while, some additional concerns have been raised to me by members of my caucus about some of the delays and things like that, so obviously we still have work to do there.
I'm wondering what the status of that is and when we can expect to see something come forward to us. Is there any update you can provide to us on the work being done to improve those standards? Can you bring something back to the board with suggestions on that?
Rebekah Kletke
View Rebekah Kletke Profile
Rebekah Kletke
2021-03-25 11:48
Sure.
We are planned to come back. We're on the forward agenda for the May board meeting, with the further analysis that's been done. That follows the submission we brought to the last board meeting. That's when we're planning to come back.
View Anthony Rota Profile
Lib. (ON)
Are there any other comments or questions?
We’ll go on to number 3, the printing and mailing services program enhancement proposals, and we’ll turn it over to Ms. Rebekah Kletke, chief operations officer.
Ms. Kletke.
Rebekah Kletke
View Rebekah Kletke Profile
Rebekah Kletke
2021-01-28 11:30
Thank you, Mr. Chair.
Members of the board, as you know, the current operating environment resulting from the pandemic has required the House administration to adapt and find solutions to ensure that members of Parliament and their teams are able to continue to perform their parliamentary functions. One such example has been in the area of printing and mailing services.
On April 17, 2020, the Board approved that, from April 17 to July 30, 2020, members be authorized to provide their constituents with information on COVID-19 using external printing services, with costs to be charged to the central House administration budget.
A report distributed to board members on December 14, 2020, provided an assessment of the way access to external suppliers worked this past spring. This report showed that costs for the initiative were higher compared to in-house equivalents, that the level of service varied across Canada and that the external production time frames were the same or longer than in-house production time frames.
I am here today with a submission seeking direction from the board on initiatives to enhance and improve the printing and mailing services available to members of Parliament. These areas for improvement are aligned with the discussion held at the previous board meeting and the feedback we have received during this challenging period. With these objectives in mind, the House administration recommends that we proceed to examine the following aspects as prioritized by the Board of Internal Economy, with a view to identifying potential changes to our printing and mailing services.
We would look at internal processes and tools to determine the measures needed to decrease the current average internal production timeline of 12 days. We would look at the possibility of setting up framework agreements with printing facilities across Canada in consultation with Canada Post so that internal production time frames can be supplemented and enhanced with external search capacity during peak periods, and we would also look at access to broader external services through existing mechanisms, building on the lessons learned from the spring of 2020.
Our goal is to gain approval in the spring for a comprehensive analysis, with proposals aligned with the priorities set by the Board.
I would be happy to answer any questions you may have and take note of any improvements you suggest.
View Blake Richards Profile
CPC (AB)
I suppose it's probably more of a comment.
I'm hearing that you're going to come back with a proposal, and that's great. I think that's wonderful. I have had a number of caucus members come forward to me with issues that they've had. I guess one thing I want to make clear for when proposals are being developed is that, although there have been some issues that have developed in terms of the length of time it's taking to get things printed, I don't know that it should be the singular focus of the efforts to make improvements.
The focus that I think I've heard more from members who have spoken to me has been more about lack of certainty in terms of the production times. I understand that there are fluctuating levels, so addressing that is important. I like the suggestion you're making about having some ability to have arrangements with outside suppliers where there are higher periods of time.... Obviously just before Christmas would be one of those examples. I think that's a great idea.
However, the other issues that arise, in the same vein, are more the inconsistency. Sometimes there have been issues where people are told to get something out for a certain date. You have to have it in.... I'll choose some dates out of the hat. Let's say they're told that in order to have it out by mid-December, it has to be in by the end of October. The member is intending to have it go out mid-December, but then things are ahead of schedule and it goes out mid-November and it's not an appropriate message to be going out in the middle of November, for example.
It's working with members to ensure that the service is provided as stated. That might mean needing to ensure that the production timeline is respected and hasn't gone over, because maybe if it goes over, now the member is sending something that's no longer appropriate to send. In other cases, it might be putting it out at an inappropriate time, too soon, because production was ahead of schedule.
It's really working with the member to ensure they're given a date for when their piece would go out, when it goes to production, and that date is respected and adhered to, whether that means rushing the process or whether that means, in some cases, storing it for a few weeks because it's been produced ahead of schedule. It's really about meeting those service schedules.
I'll give you one other similar example, and I'm talking about my own example. I've had times where we have requested certain folds on a product—I've gone so far as to ask that I see the folds as part of the proof—and then they still go out with a different fold.
Those are service standards that aren't related to length of printing, but it's an expectation by a client, and the member of Parliament, I would believe, should be seen as the client. If they're asking for a certain fold on a product, or they're asking for a certain date that they want the product to go out, we should seek to do that. It's making that clear.
Those are some of the issues that I've had raised in my caucus. I like some of the suggestions you're making, but to make it clear, it's looking at ways to improve those service standards and have more of a customer service focus model that is being sought.
I appreciate your taking this back and looking at ways that we can make improvements.
Rebekah Kletke
View Rebekah Kletke Profile
Rebekah Kletke
2021-01-28 11:37
Thank you very much, Mr. Richards, for your comments.
Certainly the three items that we brought today require some potential investment.
Further to your comments regarding the planning process, we started following our holiday card and peak period this past December, looking at making some changes to our planning process to get exactly at some of the issues you raised today. We're already working on that. They are internal process changes. The team has some really great ideas in that respect, and to bring that flexibility around planning to the table and more clarity around when products will be going out.
We'll certainly take back your other comments, and we'll work internally to meet what you're asking for.
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