Minutes

The Joint Interparliamentary Council met this day at 3:36 p.m., in camera, in room 356-S of the Centre Block, Ms. Denise Savoie, M.P., presiding.

Representing the Senate:  Hon. David Tkachuk, Hon. Carolyn Stewart Olsen, and Hon. Marie-P. Poulin, Senators.

Representing the House of Commons:  Denise Savoie, Harold Albrecht, Hon. Rob Merrifield, Philip Toone, Massimo Pacetti and Gordon Brown, MPs.

In attendance:

From the International and Interparliamentary Affairs Directorate: Jeremy LeBlanc, Deputy Principal Clerk, Parliamentary Associations; Gérald Lafrenière, Deputy Principal Clerk, Parliamentary Exchanges; and Marie-Andrée Rainville, Manager, Resource Planning and Administration.

From the Senate: Julie Pilon, Manager, Financial Policy, Planning and Corporate Reporting, Finance and Procurement Directorate.

From the House of Commons: Gilles Larocque, Senior Financial Advisor, Policy and Financial Planning.

1. Approval of Minutes:

On motion of Senator Tkachuk, the minutes of the meeting of March 14, 2012 were approved.

2. Association Budgets:

The Clerk provided an overview of a number of options for the potential distribution of available funds.

After discussion, it was agreed that operational funds be distributed to associations according to funding option number five (shown below).

3. Standing Orders regarding Reports:

The Chair informed the Council that the House of Commons Standing Committee on Procedure and House Affairs was reviewing the Standing Orders and that there was an opportunity to propose a change to the deadline for presenting association reports to the House of Commons, as few associations are able to respect the current 20-day deadline.  It was also suggested that any new deadline be monitored more closely to ensure that it is respected.

In addition, as recommended by the Subcommittee on Restructuring Parliamentary Associations, a further change could be proposed to allow for the tabling of the Annual Report on Parliamentary Associations’ Activities and Expenditures in both Houses.

After discussion, on motion of Mr. Albrecht, it was agreed that the Council authorize the Co-Chairs to write to the Chair of the House of Commons Standing Committee on Procedure and House Affairs outlining the difficulties caused by the deadline currently set out in Standing Order 34 and recommending that the deadline be increased to 50 sitting days.

On motion of Senator Poulin, it was agreed that the Council authorize the Co-Chairs to write to the Chair of the Standing Senate Committee on Internal Economy, Budgets and Administration and the House of Commons Standing Committee on Procedure and House Affairs recommending that provisions be made for the formal tabling of the Annual Report on Parliamentary Associations’ Activities and Expenditures in both Chambers.

4. Varia:

The Chair sought advice from members of the Council concerning the timing of association annual general meetings (AGMs).  Due to the election, the AGMs for 2011 were held in the fall rather than the spring.

After discussion, it was agreed that the timing of the 2012 AGMs be left to individual associations.

At 4:33 p.m., the Council adjourned to the call of the Co-Chairs.

Eric Janse

Clerk