Minutes

The Joint Interparliamentary Council met in camera this day at 9:05 a.m., in a hybrid format, the Hon. Raymonde Saint-Germain, Senator, and Chris d’Entremont, M.P., presiding.

Representing the Senate:  Hon. Pierre J. Dalphond, Hon. Rebecca Patterson for Hon. Percy E. Downe and Hon. Raymonde Saint-Germain.

Representing the House of Commons: Michael Cooper, Chris d’Entremont, Francis Drouin, Marie-Hélène Gaudreau for Marilène Gill, Lindsay Mathyssen, Hon. David McGuinty, Lianne Rood, Marc Serré, Brenda Shanahan for Ruby Sahota.

In attendance:

From the International and Interparliamentary Affairs Directorate:

Marie-Ève Belzile, Principal Clerk, Parliamentary Exchanges and Protocol;
Julie Geoffrion, Deputy Principal Clerk, Parliamentary Associations, Conferences and Logistics;
Andrew Lauzon, Acting Deputy Principal Clerk, Parliamentary Associations;
Caroline Belley, Manager, Resource Planning and Administration.

From the Senate:
Stéphanie Giroux, Financial Advisor, Finance and Procurement Directorate.

From the House of Commons:
Samuel Maheu, Financial Management Advisor, Financial Planning.

From the Library of Parliament:
Frédéric Forge, Acting Senior Director, Economics, Resources and International Affairs Division;
Laura Barnett, Senior Manager, Human Rights, Immigration and Citizenship;
Nicole Sweeney, Senior Manager, International Affairs.

1. Approval of Minutes

It was agreed, – That the minutes of the meeting of May 15, 2023, be adopted.

2. Decision-making framework for the creation of new parliamentary associations

The Council considered a draft decision-making framework for requests for the creation of new parliamentary associations.

It was agreed, – That the proposed decision making-framework be adopted.

3. Creation of a Canada-ASEAN parliamentary association

The Council discussed the subcommittee’s recommendation to create a Canada-ASEAN parliamentary association.

It was agreed, – That the Council consider the matter again at an upcoming meeting

4. Request for supplementary funds

The Council considered a request for supplementary funds from the Canadian NATO Parliamentary Association.

It was agreed, – That, given the limited funds remaining in the JIC envelope, the Council consider this request as part of the budget reallocation process that happens every fall once all associations have reviewed their activity plans and identified potential budgetary surpluses and needs for the remainder of the fiscal year.

5. Impact of increased travel costs on association budgets

The Council considered the impact of increasing travel costs on the ability of associations to carry out parliamentary diplomacy activities.

It was agreed, – That the Council seek a temporary increase of 10% from the Senate Standing Committee on Internal Economy, Budgets and Administration and the House of Commons Board of Internal Economy for the 2023-2024 and 2024-2025 fiscal years, to be funded within existing budgets at the Senate and the House of Commons.

6. Revised Financial Management and Policy Guide for Parliamentary Associations

The Council discussed the draft Financial Management and Policy Guide for Parliamentary Associations.

It was agreed, – That staff make additional modifications to the guide for review at the next meeting

7. Role of Association Chairs and Vice-Chairs on the Council

The Council discussed the role of the Association Chairs and Vice-Chairs appointed as members of the Council in light of the fact that they participate in decisions that could impact their own associations.

It was agreed, – That staff prepare a briefing note on this issue for consideration at the next meeting.

8. Decisions made by the Co-Chairs

The Co-Chairs informed the Council that they had considered a request from the Canada-Europe Parliamentary Association for an exception to the rule regarding the number of staff who may accompany delegations and agreed to authorize two staff members to accompany a delegation of four parliamentarians to the Third Part of the 2023 Ordinary Session of the Parliamentary Assembly of the Council of Europe, being held in Strasbourg, France, from June 19 to 23, 2023.

At 10:30 a.m., the Council adjourned to the call of the Co-Chairs.

Jeremy LeBlanc

Clerk