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  6. The Senate Administration
   Foreword Chapter 6 Image
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The Senate, with its mandate to propose, scrutinize and approve legislation on behalf of Canadians in all regions of the country, has an important influence on the development and implementation of public policy. In an average year, the government's proposals require Senate committees to: undertake 50 individual legislative studies; hold 400 meetings; spend over 800 hours analyzing policy and reviewing the legislative proposals of the government; hear from 1,400 witnesses; produce over 100 reports; and conduct over 30 special studies, authorized by the institution on its own initiative and independent of the government.
1.  The Senate in Context
2.  About Canada's Senators

3.
 The Senate's Role in the  Legislative Process
4.  The Senate and Canadians
5.  On the International Scene
6.  The Senate Administration
These activities — which are the centerpiece of our role as legislators — would not be possible without appropriate personnel and a supportive infrastructure for senators, their staff and representatives of the Administration. These resources are provided for by public funds, and the Senate (as is the case for Parliament as a whole) must be responsible for its use of those funds. Accordingly, the Senate has established a 15-member Committee on Internal Economy, Budgets and Administration to ensure the institution's accountability and transparency. The committee, which provides overall financial and administrative direction to the Administration, oversees the activities described in this section of the Annual Report.
7.  How to Reach Us
   Appendices
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In 2001-2002, the Standing Committee on Internal Economy, Budgets and Administration held 51 meetings to fulfill its mandate. Its deliberations focused on the allocation of the institution's $63.2 million budget for all operational, materiel, human resource and other activities, as well as the administrative guidelines governing those operations.

The committee's oversight role is supported by the Administration, which in turn sustains this institution, its committees, and individual senators, by providing specialized legislative services: parliamentary law and procedure, committees; administrative services; finance, human resources, strategic initiatives; communications; publications, outreach and media relations; and operational support — information management and parliamentary precinct services, including security, materiel management, installations and accommodation.

I would like to take this opportunity to thank members of the Administration for their continued support in ensuring the smooth functioning of the Senate. Their professionalism and dedication to this institution, and to the people of Canada, are much appreciated.

Senator Richard H. Kroft
Chair, Standing Committee on Internal Economy, Budgets and Administration



Roles and Responsibilities
The Senate of Canada Administrative Structure




Full-Size Organizational Chart
 

Statement of Expenditures — Program

March 31, 2002

Vote Number
Authorized
Expenditures
Unspent
Balance


Officers and Members of the Senate — Salaries, allowances and other payments to the Speaker of the Senate, Members and other officers of the Senate under the Parliament of Canada Act; contributions to the Members of Parliament Retiring Allowances Account, the Supplementary Retirement Benefits Account: and Members of Parliament Retirement Compensation Arrangements Account: retiring allowances to former Senators under Part III of the Members of Parliament Retiring Allowances Act.

$20,313,836

$20,313,836

0

Program Expenditures

38,768,300

38,527,299

241,001

Contributions to Employees' Benefit Plan

4,430,000

4,430,000

0
 

Total Program

$63,512,136

$63,271,135

$241,001
 

Expenditures by Standard Object Program


Operating

2001-2002


Salaries and Wages

$41,540,776

Transportation and Communications

9,813,815

Information — Printing Services

130,452

Professional and Special Services

6,362,164

Rentals

336,555

Purchased Repair and Maintenance Services

700,999

Utilities, Materials and Supplies

1,177,070

Capital
Acquisition of Machinery and Equipment

2,746,416

Transfer Payments
Grants, Contributions and Other Transfer Payments

479,387

Other Subsidies and Payments

(16,499)

Total
 

$63,271,135

Program Expenditures by Business Line


Business Line
Operating
Capital
Grants and
Contributions
Total


Senators and Their Offices

$31,291,447

$426,016

$200,21

$31,917,484

Chamber Operations

3,656,033

50,478

0

3,706,511

Committees

7,139,256

25,181

279,366

7,443,803

Administrative Support

17,956,620

2,246,717

0

20,203,337

Total

$60,043,356


$2,748,392


$479,387


$63,271,135


Expenditures — Senators and Their Offices


    2001-2002


Salaries and Wages

$20,227,651

Transportation and Communications

7,289,578

Information and Printing Services

44,101

Professional and Special Services

3,183,209

Rentals/Locations

106,066

Purchased Repair and Maintenance Services

26,950

Utilities, Materials and Supplies

413,892

Construction or Acquisition of Machinery and Equipment

426,016

Grants, Contributions and Other Transfer Payments

200,021

Other Subsidies and Payments

0

Total
 

$31,917,484

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Clerk of the Senate and Clerk of the Parliaments
 
Publishing Senate Proceedings
In 2001-2002, the Office of the Deputy Clerk produced a total of 80 Journals and Order Papers.

  Appointed by the governor-in-council, the clerk is the chief administrative officer responsible for the day-to-day operations in the Senate Administration. He is also the custodian of all acts passed by Parliament. The clerk is involved in all aspects of the parliamentary and legislative process and serves as the link between managers and the Standing Committee on Internal Economy, Budgets and Administration. In addition, the clerk oversees the administrative portion of the Senate's annual budget and participates in a range of diplomatic and official functions both within and outside Parliament.
 
Deputy Clerk
The deputy clerk supports the speaker, the Senate and all senators in carrying out their duties in the Senate chamber. To this end, the office publishes the official record of Senate Proceedings (Journals of the Senate) and the Senate's daily program (Order Paper and Notices) and provides scripts, regular briefings and advice to officers in the chamber. In addition, the deputy clerk serves as recording secretary to the Standing Committee on Internal Economy, Budgets and Administration and as clerk of the Standing Committee on Rules, Procedures and the Rights of Parliament Committee, and exercises functional supervision of all legislative services.
 
Increasing Electronic Access
At the forefront of Internet technology, the Senate:

· was one of the first Canadian legislatures to offer the public audio access to all of its committee deliberations
· launched its internal web site, IntraSen, in 2001-2002
· enhanced the "look and feel" of its public web site

 
Law Clerk and Parliamentary Counsel
Appointed by resolution of the Senate, the law clerk and parliamentary counsel responds to requests from the Senate, Senate committees and individual senators for legal advice and legislative drafting services. The core legal advice concerns the law of Parliament and the constitutional rights and obligations of the Senate and senators. Advice is also given on conflict of interest issues. The office assists in the legislative process by drafting bills and amendments to bills for senators. The law clerk also serves as corporate counsel to the Senate Administration.

Usher of the Black Rod
The usher of the black rod is responsible for the ceremonial side of the Senate's work, including the daily parade, Royal Assent, the Speech from the Throne, funerals and investitures of governors general. As well as managing the page program, the black rod plays a role in the Senate's various outreach programs and visits by foreign dignitaries.

  In 2001-2002, the usher also served as director of information management, with responsibility for all Senate activities related to technology, information management and telecommunications initiatives and equipment. Information Management oversees the service of the Senate's approximately 650 computers. In 2001-2002, the computers, printers, servers and other equipment were upgraded to enable offices to move to the Desktop 2000 environment and take advantage of the new parliamentary campus-wide network capabilities and services. The directorate provides centralized support, advice, guidance, assistance and service delivery on systems and technology to the Senate user community.   Offering Help
In 2001-2002, the Information Management Call Centre:

· received 21,408 calls
· dealt with 75 percent of inquiries within 24 hours

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In 2001-2002, the directorate:

· began webcasting Senate audio over the Internet and Intranet from the Senate chamber and from all Senate committee meetings
· upgraded computers and implemented a new suite of office software in all senators' and administrative offices
· modernized audio and video equipment in all Senate committee rooms
· launched IntraSen, an internal web site to deliver Senate Administration information to senators and employees
· established the technical environment to deliver closed-captioning broadcasting services to senators and Canadians at large
· collaborated with the House of Commons, the Library of Parliament and other partners on initiatives designed to meet both current and future needs of Parliament and to create a "campus-wide" network environment to facilitate shared solutions across all parliamentary institutions

Procedural Services Directorate
The primary responsibility of the Procedural Services Directorate is to manage the work of the Debates and Publications Branch and to prepare drafts of the speaker's rulings on points of order or questions of privilege brought up by senators in the chamber. The principal clerk conducts the required research, reviewing previous rulings and standard Canadian and British parliamentary authorities. Once the draft ruling is prepared, other members of the procedural team — including the clerk of the Senate, the law clerk and other table officers — review and comment on the draft. It is then submitted to the speaker for consideration. Following review by the speaker, the decision is distributed to senators when the speaker presents the decision in chamber.

During 2001-2002, the speaker presented eight formal decisions to the Senate, two of which were rulings on questions of privilege and six on points of order. One of the most challenging rulings concerned Bill S-20, a public bill to introduce greater public transparency in appointments to certain government positions. A point of order was raised about whether the bill required royal consent as it appeared to affect the exercise of the royal prerogative of appointment. Following a thorough review, the speaker ruled that Bill S-20 did require royal consent since it would limit the exercise of the royal prerogative in making certain appointments, especially that of the governor general.

 
Committees and Private Legislation Directorate
 
Working in Partnership
The Senate has collaborated on a number of initiatives with the House of Commons, the Library of Parliament and other partners. These include:

· Building Components and Connectivity Program of the Long-Term Vision and the Planning Framework for the Parliamentary Precinct

· Multimedia projects
· Internet and Intranet services
· LIMS (Legislative Information Management Systems) — designed to develop an interface between stakeholders for exchanging information regarding bills and amendments
· LSAP (Legislative Sector Automation Program) — a review and renewal of the technology infrastructure, business processes and service delivery framework supporting publishing and record-keeping on chamber and committee business

  The Senate has established a number of select committees to examine bills and estimates and to conduct special studies in a variety of policy areas. The Committees and Private Legislation Directorate serves those committees in the areas of administration, parliamentary procedure and information relating to committee tasks and objectives. In providing this support, committee clerks work closely with research officers from the Library of Parliament, who provide substantive expertise.

As part of their work, committees sometimes travel across Canada to hear from Canadians affected by the specific issue or legislation under study. In 2001-2002, Senate committees undertook 29 trips, including public hearings and fact-finding missions in Canada and abroad. Two new standing committees were struck during the year — Human Rights and National Security and Defence. A special committee was struck to pre-study the government's Anti-Terrorism Bill and the Special Committee on Illegal Drugs continued its work, which culminated in a final report in early September 2002.

During 2001-2002, the directorate hosted two clerks from the Northern Ireland Assembly. This visit, which had been preceded by an earlier one by the principal clerk of the directorate to Belfast, served to further enhance the relationship between the Canadian Senate and the Northern Ireland Assembly.

Human Resources Directorate
The Human Resources Directorate delivers human resource services to senators, managers and employees as set out in the Senate's policy framework and legal obligations. As of March 31, 2002, the Senate was composed of 97 senators, 183 senatorial staff and 396 administration employees. In carrying out its duties, the directorate develops and implements policies and practices addressing such issues as compensation, staffing, staff relations, employment equity, official languages, and training and development. Among the directorate's key achievements for the year are:

· negotiated settlements with two unions — the Senate Protective Service Employees Association and the Public Service Alliance of Canada · completed a major classification conversion exercise in the Debates and Publications Branch

 
Committee Activities
The indicators for the directorate's core duties reflect an intense legislative calendar during 2001-2002. The following figures compare the year's results to a five-year average for committees:

· a 33 percent increase in number of meetings
· a 39 percent increase in the number of hours spent in committee
· a 25 percent increase in the number of bills examined in committee
· 37 percent increase in the number of witnesses heard by committees

  · increased the proportion of visible minorities employed in the Senate Administration — from 5.9 percent to 7.5 percent
· provided 7,295 hours of training for employees throughout the institution — a record use of the training and development budget

Parliamentary Precinct Services Directorate
An integral part of the Senate Administration, the Parliamentary Precinct Services Directorate provides a range of services designed to ensure the smooth functioning of the Senate, including the provision of protective services, as well as all physical and logistical services offered to senators and the Senate Administration, including:

· materiel management, printing, warehouse services and asset management
· installation services, transportation, messenger services and committee room logistics
· accommodation planning and projects

Among the directorate's achievements during 2001-2002 were:
· an award from Environment Minister David Anderson recognizing the Senate's commitment to environmental issues
· the implementation of a range of enhanced security procedures to strengthen access procedures to Parliament Hill following the tragic events of September 11, 2001
· a complete audit of the management, administrative and operating practices of materiel management assets

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Communications Directorate
Responsible for the Senate's overall communications program, the Communications Directorate performs a range of activities, including: producing publications (see box); engaging in public outreach, particularly with youth; providing corporate communications products and services, including detailed directories and posters; and managing media relations on behalf of the institution, through spokesperson activities, producing media kits and backgrounders, and drafting media lines. The communications responsibility for special events in the Senate chamber also falls under the mandate of this directorate.
Parliamentary Precinct Services Directorate
 
New Publications
The Communications Directorate has produced a number of publications to educate and inform the general public and the media about the institution:

· The Senate Today — a descriptive, detailed brochure about the history of the Senate, its structure and activities that provides a comprehensive overview of the institution.

· A series of fact sheets that cover particular aspects of the Senate in-depth — its people and its legislative functions. Titles include: The Red Chamber; Senate Leadership; Compensation for Canadian Senators; Committees; The Senate's Contribution to the Legislative Process; Women in the Senate; Working with Canada's Youth and The Senate Speaker.

· The Senate Report — a newsletter-style quarterly that keeps readers informed about legislative, committee, inter-parliamentary and other activities.

  Related activities in this area include preparing communications action plans, and facilitating media access and coverage. In addition, the Communications Directorate provides strategic advice to the Senate and the Senate Administration on the impact of important operational and procedural decisions.

Senate Communications also manages the broadcasting of Senate committee hearings and other programming provided to the national Cable Public Affairs Channel (CPAC). During the 2001-2002 fiscal year, the directorate undertook a major educational video project targeted at all elementary and high school level students in Canada.

Finance Directorate
The Finance Directorate provides a range of financial services, including:

· financial planning, accounting, analysis and reporting
· financial services to senators and the Senate Administration
· administration of all aspects of senators' entitlements (e.g., pension, travel)
· development and implementation of financial policies and practices
· development of the Senate's budget and exercise of budgetary control

In 2001-2002, the directorate oversaw final implementation of the government's new Financial Information Strategy (FIS), a major initiative that introduced a private-sector accounting model. Although preparation for FIS began several years ago, the project moved into high gear in May 2000. Implementation continued in 2001-2002 with a review of procedures and policies to ensure their alignment with FIS requirements and the most effective possible use of the new systems. New responsibilities and functions were integrated into existing work processes, allowing the Senate access to enhanced services such as on-site cheque printing and improved financial reports.

Planning, Strategic Initiatives and Financial Information Strategies Directorate
The Planning, Strategic Initiatives and Financial Information Strategies Directorate is responsible for, among other measures, providing strategic advice to the clerk and the Senate Administration and developing an accountability framework for the Senate, including reporting on performance and the coordination of audits. During 2001-2002, the directorate continued its work in a number of key areas related to good governance in the institution, including: developing an internal audit and evaluation policy for the Senate Administration; conducting an internal audit of asset management and trades; implementing results-based management and reporting; and developing a modern comptrollership function.

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Research Support
Most research support for committees is provided by the Library of Parliament. People in the Library's Research Branch, many of whom specialize in such fields as law and government, economics, political and social affairs, and science and technology, respond to committee requests for information and carry out studies designed to assist senators as they examine the legislative issues before Parliament and investigate other issues of interest. The Library houses more than 385,000 publications and offers a full range of research services using current information technologies. The parliamentary librarian reports to the speakers of the Senate and the House of Commons.

International and Inter-Parliamentary Affairs
Enhancing the multilateral aspect of parliamentary activities was a key initiative during 2001-2002 and resulted in the establishment of a new coordinating body to oversee and strengthen the international activities of Canadian parliamentarians. A collaborative initiative of the Senate and the House of Commons, the new Directorate General, International and Inter-Parliamentary Affairs, has a mandate to promote democracy, good governance and the merits of the Canadian parliamentary system around the world.