The Joint Interparliamentary Council
met this day at 8:02 a.m., in room 172‑E of the Centre Block, the
Honourable David Tkachuk, Senator, presiding.
Representing the Senate: Hon. David Tkachuk
and Hon. Marie‑P. Charette-Poulin,
Senators.
Representing the House of Commons: Joe Comartin, Harold Albrecht,
Hon. Rob Merrifield, Philip Toone, Massimo Pacetti and
Randy Hoback, 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: Nicole Proulx, Director of Finance, 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 Mr. Toone, the minutes of
the meeting of June 20, 2012 were approved.
2.Activity Budget Status Report
The Clerk provided an update on the
status of the envelope for association activities.
3.Annual General Meetings for Parliamentary
Associations
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, however some associations are proposing to wait until February
or March 2013 to hold their next AGM which would respect the requirement for a
meeting each fiscal year, but would extend the term of executive committee
members and potentially conflict with the timing of membership renewal.
After discussion, it was agreed that
the timing of the AGMs be left to individual associations.
4.DFAIT Briefing
Further to the recommendation of the
Subcommittee on Restructuring Parliamentary Associations adopted on
March 14, 2012, the Chair suggested that the Council receive, at its next
meeting, a briefing from the Department of Foreign Affairs and International
Trade concerning the government’s foreign policy priorities. Members of the
Council agreed with this suggestion and asked that all association chairs and
co-chairs be invited to attend the briefing.
5.Cost of Airline Tickets
Further to the recommendation of the
Subcommittee on Restructuring Parliamentary Associations adopted on
March 14, 2012, the Council reviewed an information note concerning the
use of the official travel agent and the use of more restrictive airline fares.
Based on the analysis conducted by IIA,
the use of the official travel provider does generally result in cost savings.
In addition, there are a number of other benefits that result from using their
services. With regard to more restrictive fares, by and large, association secretaries
already seek additional savings through the purchase of semi-restrictive fares
where these purchases are appropriate to the situation.
Members of the Council again reiterated their view that
the most substantial cost savings come from earlier whip approval of delegates,
since airline tickets are generally more expensive when purchased closer to the
date of departure.
The Council agreed to hold a discussion at a future
meeting concerning business class travel.
6.CPA Request
The Clerk provided an overview of a proposal by the
Canadian Region of the Commonwealth Parliamentary Association (CPA) to twin
provincial and territorial legislatures with those of Caribbean Commonwealth
countries, following a model developed between Australian and South Pacific legislatures.
The Federal Branch of the CPA has been asked to help coordinate this Caribbean
twinning initiative and to seek outside sources of funding to support it. The
JIC agreed to revisit this issue when further information becomes available.
7.JIC Annual Report
The Chair drew members’ attention to
the third report on Parliamentary Associations’ Activities and Expenditures,
related to activities for the 2011-2012 fiscal year.
After discussion, on motion of Mr.
Merrifield, it was agreed to forward the report to the internal economy
committees of both Houses and then make it publicly available via the
International and Interparliamentary Affairs section of the Parliamentary Web
site.
8.Canada-China – Request to host in three
cities
The Chair provided an overview of a request received
from the Co-Chair of Canada‑China Legislative Association during the
summer recess. Senator Plett requested and was granted permission to host an
incoming delegation in three cities, despite the service standards adopted by
the JIC on June 20, 2012.
It was agreed to ratify the Chair’s
decision.
At 8:37 a.m., the Council adjourned to
the call of the Co-Chairs.