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October 15, 2008 HOUSE of ASSEMBLY MANAGEMENT COMMISSION No October 15, 2008 HOUSE OF ASSEMBLY MANAGEMENT COMMISSION No. 11 The Committee met at 9:20 a.m. in the MS LAMBE: Marlene Lambe, Chief House of Assembly. Financial Officer. MR. SPEAKER (Fitzgerald): Good MR. SPEAKER: My name is Roger morning. Fitzgerald. I am the Chair of the Commission by virtue of being the Speaker I would like to welcome all members of the of the House of Assembly. House of Assembly Management Commission back to a regular meeting of The first item on the agenda would be the the Commission. Our last meeting was on adoption of the minutes from the July 3 July 3. meeting. The minutes are included in Tab 1 of the members’ binder. I ask members to I welcome members back from their districts look at the minutes of the prior meeting of and, I am sure, certainly a busy summer in July 3, and if there are any questions arising dealing with the work that Members of the from the minutes we will accept them at this House of Assembly and members of the time or we will also entertain an acceptance executive carry on over the summer months. of the minutes as written. We will start the meeting by having an MR. TAYLOR: So moved. introduction of the members of the committee for the viewing audience, starting MR. SPEAKER: It is moved by Mr. Taylor with the Deputy Speaker to my immediate that the minutes of the July 3 Management left. Commission meeting be accepted as written. MR. T. OSBORNE: Tom Osborne, Is there a seconder? Member for St. John’s South. MS MICHAEL: Seconded. MR. TAYLOR: Trevor Taylor, Member for The Straits & White Bay North. MR. SPEAKER: Ms Michael. MS E. MARSHALL: Beth Marshall, All those in favour, 'aye'. Member for Topsail. SOME HON. MEMBERS: Aye. MS BURKE: Joan Burke, Member for St. George’s-Stephenville East. MR. SPEAKER: All those against, 'nay'. MS JONES: Yvonne Jones, Member for The minutes of the July 3 meeting are Cartwright-L’Anse au Clair. carried. MR. PARSONS: Kelvin Parson, Member On motion, minutes adopted. for Burgeo & LaPoile. MR. SPEAKER: The first thing on the MS MICHAEL: Lorraine Michael, agenda is the report – the first report, Member for Signal Hill-Quidi Vidi. actually - of the Audit Committee. MS KEEFE: Marie Keefe, Clerk’s Office. The Audit Committee was struck by a recommendation from Chief Justice Green. CLERK: Bill MacKenzie, Clerk of the The Audit Committee consists of two sitting House. members, Mr. Parsons and Ms Marshall, as well as two members appointed by the Chief Justice from outside the Legislature. Ms 1 October 15, 2008 HOUSE OF ASSEMBLY MANAGEMENT COMMISSION No. 11 Marshall is the Chair of that particular and also the Chief Financial Officer of the Committee, and I ask Ms Marshall now if House of Assembly to determine their roles she would present her first report to the and to get a handle on the type of work that Management Commission, of the Audit they are carrying out. Committee. The Auditor General has completed his audit Ms Marshall. of the financial statements of the House of Assembly. The audit committee has MS E. MARSHALL: Thank you, Mr. received those financial statements and I Chair. believe, Mr. Speaker, you also have a copy. These will be discussed at the meeting on Yes, I have submitted a report, and there are Tuesday. We also anticipate receiving the a few points there that I would like to raise management letter from the Auditor General with the Commission to give a brief probably by Friday. So that item also will overview of the work that we have done be on the agenda. So both of those items over the last few months. will be discussed on Tuesday and we will be coming back to the Management I would like to acknowledge again the work Commission with a recommendation on of Mr. Parsons, the Member for Burgeo & both of those items. LaPoile, and also mention that we do have two outside members on the committee: Ms One of the issues that I would like to raise is Janet Gardiner, who is an F.C.A., and also that the Auditor General has to carry out a Mr. Donald Warr, an F.C.A. Those are our compliance audit of the House of Assembly outside members. This is what was once every general assembly and we have recommended by Justice Green and, of asked him when he intends to carry out this course, is included in the legislation. audit. I would like to see it carried out sooner rather than later because the rules are There are two sections of the House of new, but he has yet to indicate exactly when Assembly Accountability, Integrity and this work will be done. But the Comptroller Administration Act that are very relevant to General of Finance has indicated to us and the role of the audit committee, section 23 has submitted an audit plan that he intends and also section 43. Although it should be to carry out an audit of compliance with the remembered that all of the sections are rules. So I am looking forward to receiving important, and of course the attached rules that report and he has also provided the audit that the members are required to follow are committee with an audit planning document also playing an important role. that the audit committee has had an opportunity to look at and provide whatever Mr. Speaker, the committee has met three comments they would like regarding that times, January 29, February 12 and July 9. issue. There is a requirement that the committee meet at least four times during the year. We Some of the work that the Comptroller do have a fourth meeting scheduled for this General of Finance has carried out - and of Tuesday and I would anticipate that there course we are relying on the Comptroller probably will be a fifth meeting within that General to carry out a thorough internal one-year period. audit function because the work done by the Auditor General is more sporadic. The The work that we have done so far, Comptroller General has carried out, and primarily we have sort of been gearing up as continues to carry out, a review of MHA to what we should be doing to fulfill our claims for duplicate billings. There was an responsibilities, so we have met with the issue, a problem with duplicate billings Auditor General, the Comptroller General identified in the September 2007 report and 2 October 15, 2008 HOUSE OF ASSEMBLY MANAGEMENT COMMISSION No. 11 that ongoing review is not indicating any He has recommended that the House of significant problems. He picked up a couple Assembly not use the services of Legislative of minor errors and those have since been Counsel and that the House act as its own rectified. authority and be independent of other departments within the government. The Comptroller General has also carried out a review of payroll procedures within After consultation with the Commission, it the House of Assembly and we expect to was agreed that the Commission would receive that report fairly soon. I am looking advertise and use the standard Public forward to reading that report, Mr. Speaker. Service Commission recruitment process to select a Law Clerk. There were nine Also, as I mentioned earlier, he is going to applications when the request went forward. carry out a review of MHA claims for Out of those nine applications two of the compliance with legislation policy applicants did not possess a law degree, five procedures and the rules. That audit is just others were screened as not meeting the getting started now. requirements, and two individuals came forward for an interview. The interview Primarily, those are the areas that we have team consisted of the Clerk of the House of carried out to date. As I say, we will be Assembly, the Manager of Human meeting on Tuesday afternoon. We will be Resources and Payroll Administration and a looking at the financial statements of the Commissioner of the Public Service House of Assembly for the year ended 31 Commission. March 2008. We will be reviewing the management letter, we will be updating the After the interview, it was suggested that a status of internal audits and we will also be name be recommended to the Lieutenant- meeting with the Clerk of the House because Governor in Council for an appointment. there are certain responsibilities given to The process is that the name will go forward him of a financial nature, so we will be to the Lieutenant-Governor in Council and meeting with him to determine compliance the Government House Leader will bring with the legislation. forward the resolution and it will be voted on by the House of Assembly. So that is primarily my report, Mr. Speaker. Thank you very much for that opportunity. Also, there was a pay scale that was recommended for this new position, and the MR. SPEAKER: Thank you, Ms Marshall. pay scale was an SL-05. Any further comments? Questions? I am going to ask the Commission for a recommendation. The recommendation is If not, thank you for your report, and the that the Commission recommend to Commission will accept your report as Executive Council that candidate A be written. appointed Law Clerk of the House of Assembly and that the Government House The next item on the agenda is the Leader introduce a resolution to this effect, appointment of a Law Clerk. Chief Justice following which, if approved by the House, Green in his recommendations brought the Lieutenant-Governor in Council confirm forward the recommendation that the House the appointment.
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