Meeting No. 111 March
Interparliamentary Council met this day at 4:07 p.m., in room 356‑S
of the Centre Block, the Honourable David Tkachuk, Senator, presiding.
the Senate: Hon. David Tkachuk, and Carolyn Stewart Olsen,
the House of Commons: Andrew Scheer,
Marcel Proulx, Mario Laframboise, Chris Charlton and Leon Benoit
From the International and Interparliamentary Affairs
Ian McDonald, Deputy Principal Clerk, Parliamentary Associations;
Gérald Lafrenière, Deputy Principal Clerk, Parliamentary Exchanges; and
Marie-Andrée Rainville, Manager, Finance and Administration.
From the Senate:
Julie Pilon, Manager, Financial Policy, Planning and Corporate
and Procurement Directorate.
From the House of Commons:
Céline Laflamme, Manager Financial Planning, Policy and Financial
Gilles Larocque, Senior Financial Advisor, Policy and Financial Planning; and
Henriette Labonté, Senior Financial Advisor Policy and Financial Planning.
On motion of Ms. Charlton, the minutes of the meeting of
March 9, 2011 were approved.
Budget Request from APF
At the request of the Chair, the Clerk gave a brief update on the APF request
considered by the Council at its meeting of March 2, 2011, for additional funds related to the
costs of an upcoming seminar taking place in Burkina Faso on the subject of
legislation targeting violence against girls and women for the parliamentary of
West and Central African countries.
information became available regarding the Association’s financial situation,
it was determined that only a small amount of funds were missing to allow the
participation of both the Senator and the Association Secretary, without a need
to use the funds previously set aside by the JIC to ensure the Senator’s
participation. Therefore, at the request of the Chair of the Canadian Branch of
the APF, the Co-Chairs, pursuant to Section 3.5 of the Financial Management and
Policy Guide for Parliamentary Associations, agreed to authorize up to $1000
for this activity in order to ensure the association has sufficient funds to
participate in this seminar.
discussion, it was agreed, to ratify the budget allocation made by the JIC Co‑Chairs.
The JIC proceeded to meet in camera. Following the presentations of all
Associations with regards to their budget requests for the 2011-2012 fiscal
year during the past two meetings of the Council, at the request of the Chair,
the Clerk provided an overview of a number of options with regards to the
potential distribution of available funds.
discussion, it was agreed that operational funds be distributed to associations
according to funding option number three (reproduced below), based on budgets
for planned activities up to September 30, 2011.
At the request of the Chair, the Clerk gave a brief overview of the request
from the Executive Committee of the Canadian Branch of the APF to host the APF
international conference in Ottawa in July 2013. The Clerk also briefed the
JIC on the related resource and timing considerations associated to this
discussion, the Council agreed that, as the request for the conference was for
July 2013, an additional conference of this size at that time would create a
significant additional workload on the limited resources supporting
parliamentary conferences in Canada, especially as these are the same resources
which will be fully engaged in support of the Inter-Parliamentary Union
Conference, hosted by the Canadian Parliament in Québec City, in October 2012.
Accordingly, the Council, through the Co-Chairs, will inform the Executive
Committee of the Canadian Branch of the APF that it supports, in principle,
that the Canadian Parliament host this conference in July 2014, subject to the
usual business case being presented first to the JIC and then to both Internal
Economies at an appropriate time in the future.
JIC further agreed that the estimated $406,500 budget should be absorbed as
part of the JIC envelope for the 2014-2015 fiscal year.
At the request of the Chair, the Clerk gave a brief overview of a document provided in the briefing book
which detailed a suggested policy change with regards to per diem allowances in
advance of activities related to Parliamentary Associations.
discussion, it was agreed, that the standard practice for all associations is
that travel advances are no longer issued to delegates in advance of
Parliamentary Association activities.
At the request of the Chair, the Clerk gave a brief overview of a document
distributed at the meeting which detailed a suggested policy change with
regards to a revised process for the Executive Committees of Parliamentary
Associations to deal with motions considered via email.
discussion, on motion of Mr. Benoit, it was agreed, that the current practice
by which decisions are taken by Association Executive Committees, when required
via email, be modified in the following way:
votes done by email, a clear yes or no vote will be required on the part of the
Executive Committee member stating if they are for or against the proposed
order for a decision to be taken, a decision cannot simply be arrived at by a
majority of positive votes cast, it must be done according to the quorum rules
of the association. For example, the number required for quorum is the minimum
number of votes required for a decision to be taken and, as per the
constitution of the association, should require the participation of at least
one Executive Committee member from each House;
time needs to be given for each motion to be considered and to allow Executive
Committee members to vote, a minimum of 1 work day (a full 24 hours)
shall be given, 48 hours or greater is preferable, when time permits;
insufficient number of email responses would de facto be considered a
lack of quorum and therefore the motion could not be considered (the motion
would therefore be deemed withdrawn due to a lack of votes);
received after the deadline stated in the motion would not be accepted;
the results of the vote, the Association Secretary will announce via email the
results of the email vote to the Executive Committee;
votes taken in this manner shall be included in the next minutes of proceedings
of the Executive Committee under the heading: “Decisions taken by electronic
means since the last Executive Committee Meeting of (date)”. The motions
considered and the results of the vote, including the manner in which each
Executive Committee member voted with regards to the motion, shall be included
in order to have a formal record of the decision.
At 4:19 p.m., the Council adjourned to the call of the Co-Chairs.