THURSDAY, April 28, 1988 The Standing Committee on Internal Economy, Budgets and Administration has the honour to present its REPORT Your Committee recommends the approval of the Guidelines for Senators Research Expenditures attached to this Report. A research allowance has been proposed by the Committee of Internal Economy and subsequently approved by the Senate. The proposal allows those Senators who require it to draw down up to $40,000 in the fiscal year 1988-89 for the purpose of research and of?ce assistance in relation to their duties in the Senate. (NOTE: increased to $50,000 as of April 1 1992; see as page G56) The $40,000 (new $50,000) is broken down into two components: A. Up to $10,000 which may be allocated at the Senators? discretion, and (N0775- amount increased to $20,000 as of April I, 1991; see page B. Up to $30,000 which may be allocated upon application to an Ad Hoc Committee which is to be established. (NOTE: amount increased to $35 .000 as of April 8. i 989 and decreased to $30,000 as of April 1. 1992) .m The purpose of the research allowance is to provide funds to assist Senators in carrying out their duties in relation to their Senate responsibilities. .. . . .n?w - an. .M-nppu .5 While the monies allocated must be expended on Senate related activities, Senators should have full discretion in selecting the public policy topics and studies they wish to pursue and these funds may be utilized for other matters such as the preparation of speeches, draft replies to correspondence, clerical assistance or other related matters according to the needs of the individual Senator. Inasmuch as this is the ?rst year of operation, it should be considered a pilot project subject to further review and amendment by the Committee of Internal Economy. The Ad Hoc Committee of Senators would be expected to allow latitude when reviewing applications in order to ensure that each Senator is able to carry out his or her mandate in a manner consistent with the Senator?s interests and objectives in the Senate. Likewise, individual Senators must be conscious of the requirement to expend public monies prudently. Procedures 1. la) Senators wishing to utilize their maximum of $30,000 allocation will apply in writing to the Ad Hoc Committee indicating: A. The general area or areas of work to be undertaken, B. The expected duration of the work, and C. The maximum amount of money to be expended. The Ad Hoc Committee will meet as required to review the applications: A. On approval. the appropriate Senator will be advised and the application will be forwarded to the Personnel and Finance Directorates for administrative purposes. B. if the Committee has reservations about an application the Senator will be advised as to the reservations and will be given an opportunity to appear, in person, before the committee at its next meeting in person. Once a Senator has received approval from the Committee be or she will be authorized to commence the contracting process and upon obtaining a suitable candidate or candidates, arrange with the Personnel Directorate for the execution of the appropriate contract or contracts. Provided the general area or areas of work does not materially change from the initial application the Senator is entitled to spend a sum, up to the amount approved for the ?scal year, and make any personnel changes necessary without further recourse to the Committee. ya Committee Decisions u. The Personnel Directorate is responsible for the preparation and maintenance of standard forms of contract, subject to the following points: A. B. C. Contracts are not to extend beyond the ?scal year. The amount expended is not to exceed the total that has been authorized. Each contract must provide for termination after reasonable notice. Senators who are letting contracts shall establish the terms and conditions of each contract. - The contractor will not be an employee of the Senate or the Senator. Accordingly, payroll deductions at source will not be made and employee bene?ts are not available. Individuals under contract with Senators must be 18 years of age or over. Senators cannot engage their own parents, spouse or children under contract. Full-time employees of the Senate, House of Commons, Library of Parliament, any Department or Agency of the Federal Government, or other individuals receiving full?time employment income from the Consolidated Revenue Fund, may not be hired by Senators under contract. Senators may share the costs of an individual or ?rm under contract out of their $10,000 {now $20. 000) discretionary allowance. The $10,000 (new $20,000) allowance may also be utilized for facilities and equipment related to their Senate duties. (NOTE: amount increased as oprril I, 1991. See page C-56.) All contracts must be in relation to work or studies being undertaken by a Senator in their capacity as a Senator. No person shall be paid a contract fee if such person has not perfonned the services. Services shall be performed during the period for which payment is authorized. Aggregate payments to an individual or ?rm shall not exceed $100,000 per ?scal year. The Finance Directorate is responsible for: A. B. Making all payments, according to the contract, directly to the contractor. Advising each Senator, who has received committee approval for expenditure of funds, of the amount expended, and balance remaining on a quarterly basis for the ?rst three quarters and in the last quarter. Committee Decisions The Senate of Canada . . .- 5. l??rf??f .. . . . .. Les-52?: Flt-r . - C. Providing a record of expenditures, under the heading "Research Allowance" for each Senator utilizing the research monies, in the annual publication of Public Accounts. 6. Of?ce space and of?ce equipment for additional staff. A. A limited budget has been made available in the 1988/89 Estimates for of?ce equipment for additional staff. Senators cannot expect equipment to be provided beyond basic items such as a desk, chair, typewriter, telephone and of?ce supplies. B. Space is also severely restricted. Senators who cannot accommodate additional staff in their existing of?ce space may encounter delays before additional common space for staff can be obtained. Adopted in Committee: April 28, 1988 Adopted in Senate: May 1988, and April 18, 1989 rah?aw May 5. 1988 Senator Romeo Leblanc. Chairman of the Sub?Committee on Accommodation and Facilities. presented the following report on Senate parking: A. That a letter be sent by the Chairman of the Main Committee to all Senators stating clearly that each Senator is entitled to one parking space; B. That visitor?s "day permits" to be requested by Senators are to be issued at the Security desk. The permits will be dated clearly and are to be used in designated spaces. It was noted that a further recommendation would be forthcoming if the parking regulations were regularly violated and that the Chairman would be requested to write letters to the offending Senators. Adopted in Committee: May 5, 1988 (NOTE: the Chairman rem the q/brememirmed letter to Senators on June 2. 1988. For tax: of the letter. see page M-19)