On motion of Raymonde Saint-Germain, it was agreed, — That Mohamed-Iqbal Ravalia be elected Joint Chair (Senate) of the committee.

On motion of Jenica Atwin, it was agreed, — That Angelo Iacono be elected Joint Chair (House of Commons) of the committee.

On motion of Chris Warkentin, it was agreed, — That Eric Duncan be elected First Vice-Chair of the committee.

On motion of Eric Melillo, it was agreed, — That Louis Plamondon be elected Second Vice-Chair of the committee.

The Joint Chairs made statements.

It was agreed, — That the committee retain, as needed and at the discretion of the Joint Chairs, the services of one or more analysts from the Library of Parliament to assist it in its work.

It was agreed, — That the Joint Chairs be empowered to make decisions on behalf of the committee with respect to its agenda, to invite witnesses, and to schedule hearings and that the Joint Chairs report their decisions to the committee; and that the Joint Chairs, on behalf of the committee, direct the research staff in the preparation of studies, analyses, summaries and draft reports.

It was agreed, — That the Joint Chairs be empowered to direct communications officer(s) assigned to the committee in the development of communications plans and products where appropriate and to request the services of the Senate Communications Directorate and of the House of Commons Social Media Team for the purposes of the promotion of their work.

It was agreed, — That: (a) the committee’s quorum be fixed at six members, provided that each House is represented, and a member from a non-government party or recognized parliamentary group and a member from the government are present, whenever a vote, resolution or other decision is taken; and (b) that the Joint Chairs be authorized to hold meetings to receive evidence and to have that evidence published when a quorum is not present, provided that at least three members are present, including a member from a non-government party or recognized parliamentary group and a member from the government, provided that each House is represented.

It was agreed, — That the joint clerks of the committee be authorized to distribute to the members of the committee only documents that are available in both official languages; and that all documents submitted for committee business that do not come from a federal department, members’ or senators’ offices, or that have not been translated by the Translation Bureau be sent for prior linguistic review by the Translation Bureau before being distributed to members.

It was moved that witnesses appearing before the committee be given ten (10) minutes to make their opening statement; and that during the questioning of witnesses the time allocated to each questioner be five (5) minutes.

After debate, it was moved by Louis Plamondon that the motion in French be amended to correspond with the motion in English.

The question being put on the motion, as amended in the French version, it was adopted.

The motion, as amended, read as follows:

It was moved that witnesses appearing before the committee be given ten (10) minutes to make their opening statement; and that during the questioning of witnesses the time allocated to each questioner be five (5) minutes.

It was agreed, — That, unless otherwise ordered, each committee member be allowed to be accompanied by one staff person at an in camera meeting and that one additional person from each House Officer’s office be allowed to be present and for the Senate, that the leader or facilitator of the Government and each recognized party or parliamentary group be entitled to one additional staff member at these meetings.

It was moved that one copy of the transcript of each in camera meeting be kept with the joint clerks for consultation by members of the committee or by their staff, and that the transcript be destroyed by the joint clerks when authorized to do so by the Joint Chairs, but no later than at the end of the parliamentary session.

After debate, it was moved that the motion be amended as follows:

That one copy of the transcript of each in camera meeting be kept with the joint clerks for consultation by members of the committee or by their staff, and that the transcript be destroyed by the joint clerks when authorized to do so by the committee, but no later than at the end of this parliamentary session.

After debate, the question being put on the motion as amended, it was adopted by a show of hands.

It was agreed, — That the committee publish its proceedings in both official languages.

It was agreed, — That 48 hours’ notice be required for any substantive motion to be considered by the committee, unless the substantive motion relates directly to business then under consideration, provided that (a) the notice be filed with the joint clerks of the committee no later than 4:00 p.m. from Monday to Friday; that (b) the motion be distributed to members and the offices of the whips and liaisons of each recognized party or recognized parliamentary group in both officials languages by the joint clerks on the same day the said notice was transmitted if it was received no later than the deadline hour; and, that (c) notices received after the deadline hour or on non-business days be deemed to have been received during the next business day.

It was agreed, — That the joint clerks inform each witness who is to appear before the committee that the Senate or House Administration support team must conduct technical tests to check the connectivity and the equipment used to ensure the best possible sound quality; and that the Joint Chairs advise the committee, at the start of each meeting, of any witness who did not perform the required technical tests.

It was agreed, — That, at the discretion of the Joint Chairs, the committee may reimburse reasonable travelling and living expenses, or other expenses as authorized by the committee, for one witness from any one organization, and payment will take place upon application, but that the Joint Chairs be authorized to approve expenses for a second witness should there be exceptional circumstances.

It was agreed, — That the joint clerks of the committee be authorized to grant access to the committee’s digital binder to the offices of the whips and liaisons of each recognized party and recognized parliamentary group.

It was agreed, — That the joint clerks of the committee be authorized to make the necessary arrangements to provide snacks and beverages for the committee and its subcommittees.

The committee commenced consideration of a draft report on the committee’s mandate and powers.

It was agreed, — That the first report of the committee (committee mandate and powers) be adopted and that the Joint Chairs present the report to their respective Chamber at the earliest opportunity.

The committee proceeded to discuss matters of future business

At 11:44 a.m., the sitting was suspended.

At 11:47 a.m., the sitting resumed.

The committee invited Heather P. Lank to the table.

Heather P. Lank made a statement and answered questions.

Wayne Long moved, — That the committee recommends the reappointment of Dr. Heather P. Lank as parliamentary librarian and that the Joint Chairs inform their respective Chambers of the committee’s recommendation at the earliest opportunity.

The question being put on the motion, it was adopted.