Minutes

The Joint Interparliamentary Council met in camera this day at 9:00 a.m., in a hybrid format, the Hon. Raymonde Saint-Germain, Senator, and Chris d’Entremont, M.P., presiding.

Representing the Senate: Hon. Percy E. Downe and Hon. Raymonde Saint-Germain.

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

In attendance:

From the International and Interparliamentary Affairs Directorate:
Cynara Corbin, Deputy Principal Clerk, Parliamentary Associations;
Julie Geoffrion, Deputy Principal Clerk, Parliamentary Associations, Conferences and Logistics;
Marie-Ève Belzile, Principal Clerk, Parliamentary Exchanges and Protocol;

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 October 30, 2023, be adopted.

2. Annual general meetings 2024

The Council discussed the ongoing challenges of accessing resources during sitting weeks and the impact on AGMs.

It was agreed, - That associations and interparliamentary groups hold an annual general meeting in a virtual format by April 26, 2024; and that any reference in associations’ and groups’ constitutions related to the election of an executive committee be interpreted in a manner consistent with the virtual nature of the proceedings.

3. Optimization of the global envelope for associations

The Council discussed strategies to maximize utilisation of the parliamentary associations’ budgetary envelope for fiscal years 2023-2024 and 2024-2025.

It was agreed, – That an additional reallocation exercise be completed at the end of January 2024, that associations with budget surpluses be required to provide a concrete utilization plan and in the absence of such a plan, the JIC will require the association to return funds in order to reallocate to associations requesting supplementary funds.

It was agreed, -That when funding requests are received during the fourth quarter of the fiscal year, the Council could consider these requests by electronic vote if a meeting is not scheduled in the following days.

It was agreed, -That parliamentary associations be permitted to forecast over their allocated budget by no more than $10,000.

4. Briefing with Global Affairs

It was agreed, -That the staff invite the Minister of Global Affairs and departmental officials to a briefing session with parliamentary association chairs to be held in the new year.

At 09:51 a.m., the Council adjourned to the call of the Co-Chairs.

Jeremy LeBlanc

Clerk