House of Assembly Newfoundland and Labrador Minutes of the House of Assembly Management Commission Date: September 22, 2015 Location: House of Assembly Chamber Time: 9:00 a.m. Members Present: Mr. Wade Verge, MHA, Lewisporte, Speaker Ms. Lorraine Michael, MHA (NDP) Signal Hill - Quidi Vidi Hon. Keith Hutchings, MHA (PC) Ferryland Hon. Darin King, Government House Leader Mr. Andrew Parsons, MHA (L) Burgeo-LaPoile Regrets: Mr. Dwight Ball, MHA (L) Humber Valley Ms. Sandra Barnes, Clerk of the House of Assembly Mr. Kevin Pollard, MHA (PC) Baie Verte - Springdale Other Mr. Glen Littlejohn, MHA (PC), Port de Grave, Deputy Speaker Ms. Marie Keefe, Policy & Communications Officer Lorna Proudfoot, Law Clerk Wanda Lee Mercer, Chief Financial Officer CM 2015-030 At an in camera meeting, the Commission directed that its solicitors take action to pursue payment of the costs as ordered by the court decision respecting Fraser March. At the in camera meeting, the Commission discussed a personnel issue but there was no decision to report. CM 2015-031 The Minutes of the House of Assembly Management Commission meeting held on March 31, 2015 were approved as read. CM 2015-032 The Minutes of the House of Assembly Management Commission meeting held on May 26, 2015 were approved as read. CM 2015-033 The Minutes of the House of Assembly Management Commission meeting held on June 8, 2015 were approved as read. The Speaker gave an update on authorizations made under section 43 of the Members’ Resources and Allowances Rules for the period ending September 16, 2015. The amount of $196.02 was approved for former Member for Labrador West, Mr. Nick McGrath, for travel, accommodations and meals. These costs were incurred because of extra travel time required for the Member to return to his district when the House adjourned. The Speaker gave an update on rulings on allowance use under section 24 of the House of Assembly Accountability, Integrity and Administration Act for the period ending September 16, 2015. The amount of $200.00 was approved for the Member for Mount Pearl South, Mr. Paul Lane, for expenses which were in compliance with the Rules but were submitted past the 60-day deadline. The financial reports for the Legislature for the periods April 1, 2014 to March 31, 2015 and April 1, 2015 to June 30, 2015 were provided to the Commission for review. The Members’ Accountability and Disclosure Reports were provided for the same periods. The Eighth report of the Audit Committee was submitted to the Commission for review. CM 2015-034 Pursuant to subsection 43(2) of the House of Assembly, Accountability, Integrity and Administration Act, the Commission appointed the Auditor General as auditor of the House of Assembly and Statutory Offices for the year ending 31 March 2016. CM 2015-035 The Commission approved the audited financial information for April 1, 2014 to March 31, 2015 for the House of Assembly and its Statutory Offices as recommended by the Audit Committee. The audited financial information for the Office of the Auditor General for fiscal year ended 31 March 2015 was submitted to the Commission for review only. The Caucus Operational Funding Expenditure Reports for the period April 1, 2014 - March 31, 2015 for the Office of the Speaker, Government Members’ Caucus, Official Opposition Caucus and the Third Party Caucus were submitted to the Commission for review. CM 2015-036 Pursuant to subparagraph 20(6)(b)(ii) of the House of Assembly Accountability, Integrity and Administration Act, the Commission approved the revised Caucus Operational Funding Grants Policy. Wade Verge, MHA Speaker and Chair Sandra Barnes Clerk and Secretary to the Commission House of Assembly Newfoundland & Labrador To: House of Assembly Management Commission From: Speaker of the House of Assembly Date: March 11, 2016 Subject: Rulings on Allowance Use The process for rulings on allowance use is outlined in Section 24 of the House of Assembly Accountability, Integrity and Administration Act (the Act). The Act gives authority for the Speaker to make rulings when expenditures of Members have been rejected for payment, provided that the ruling is distributed to and receives concurrence of the Management Commission. The report below provides the details with respect to all such rulings for the period ended: March 11, 2016. These expenditures were rejected for payment because they were not submitted within 60-days of being made; however they are permitted and are in compliance with all other provisions of the Members’ Resources and Allowances Rules (the Rules). DISTRICT MEMBER AMOUNT DETAILS Former District of St. Mr. Tom Osborne $192.27 Expenses were submitted past John’s South the 60-day deadline, but are in compliance with all other provisions of the Rules. District of Lake Mr. Keith Russell $225.00 Expenses were submitted past Melville (former Member) the 60-day deadline, but are in compliance with all other provisions of the Rules. Former District of Mr. Darin King $84.75 Expenses were submitted past Grand Bank (former Member) the 60-day deadline, but are in compliance with all other provisions of the Rules. House of Assembly Newfoundland & Labrador To: House of Assembly Management Commission From: Speaker of the House of Assembly Date: March 11, 2016 Subject: Long-term Vehicle Rentals (in Excess of 30 Days) At its March 23, 2011 meeting, the House of Assembly Management Commission approved a directive on long-term vehicle rentals stating that long-term vehicle rentals must comply with the provisions of the Government Purchasing Agency Customer Manual, except that rentals in excess of 30 days must have the prior approval of the Clerk and the Speaker; and that all such approvals will be reported at a subsequent meeting of the Commission (CM 2011-013 refers). The following provides details of approvals for long-term vehicle rentals for the period ended March 11, 2016. OFFICE AMOUNT DETAILS Office of the Chief $1,784.60 Cargo van rental for the period from June 26, 2015 to Electoral Officer August 7, 2015. Required for operations related to the (OCEO) 2015 Provincial General Election. Office of the Chief $4,600.00 Minivan rental for the period from September 8, 2015 Electoral Officer to December 23, 2015. Required for operations related (OCEO) to the 2015 Provincial General Election. Office of the Chief $3,570.00 Cargo van rental for the period from October 1, 2015 Electoral Officer to December 18, 2015. Required for operations related (OCEO) to the 2015 Provincial General Election. House of Assembly Newfoundland and Labrador To: House of Assembly Management Commission From: Clerk of the House of Assembly Date: March 11, 2016 Subject: Report on Authorizations for Furniture and Equipment Expenditures The Commission approved a Standard Office Allocation Package for Members and Constituency Assistants pursuant to Section 25(1) of the Members’ Resources and Allowances Rules. At its May 2, 2008 meeting, the Commission delegated authority to the Clerk to pre-approve expenditures for other furniture and equipment to a maximum of $500.00, with the Clerk to report all such approvals to the Commission (CM 2008-044 refers). Report for Period Ending: March 11, 2016 DISTRICT MEMBER TYPE OF COST DETAILS EXPENDITURE Placentia-St. Ms. Sherry Furniture $723.17 3 chairs for reception Mary’s Gambin-Walsh area of the constituency office. Placentia-St. Mr. Sherry Equipment $210.25 Tablet/laptop docking Mary’s Gambin-Walsh station. Fortune Bay- Ms. Tracey Furniture $355.99 3-drawer mobile pedestal Cape La Hune Perry for constituency office. BN 2016-001 House of Assembly Management Commission Briefing Note Title: Financial Reports - April 1, 2015 to September 30, 2015 Issue: Review of: 1. Financial Performance of the Legislature; and 2. Approved Allocations and Actual Expenditures of Members of the House of Assembly. Background: Paragraph 20(5)(a) of the House of Assembly Accountability, Integrity and Administration Act (the Act) states that the House of Assembly Management Commission shall “regularly, and at least quarterly, review the financial performance of the House of Assembly as well as the actual expenditures of members compared with approved allocations.” The details of the financial performance of the Legislature (excluding the Office of the Auditor General) are included in the attached Statement of Revenue and Expenditure for the six-month period ended September 30, 2015. The reports show the actual expenditures and revenues for the fiscal year. All known savings or overruns over budgeted amounts are identified in the report and explanations are provided for significant amounts. The details of the financial performance of the Office of the Auditor General are shown on a separate Statement of Revenue and Expenditure for the six-month period ended September 30, 2015. The reports show the actual expenditures and revenues for the fiscal year. All known savings or overruns over budgeted amounts are identified in the report and explanations are provided for any significant amounts. The actual expenditures compared with the approved allocations for each Member are included in the Members’ Expenditures Summarized by Category reports for the period April 1, 2015 to September 30, 2015. The Reports include the expenditures for September in the column entitled “Expenditures Processed 01- Sep-15 to 30-Sep-15 (Net of HST)” and the expenditures for the first two quarters in the column entitled “Expenditures Year to Date 01-Apr-15 to 30-Sep-15 (Net of HST)”. - 1 - Analysis: Legal Consultation: Not applicable Internal Consultation(s): Not applicable External Consultation(s): Not applicable Comparison to Government Policy: Not applicable Financial Impact: Not applicable Legislative Impact: Not applicable Options: Not applicable Status: Not applicable Action Required: For review purposes Prepared by: Jennifer Bragg Approved by: Sandra Barnes Date: February 11, 2016 Attachments: 1. Statement of Revenue and Expenditure – Legislature (excluding the Office of the Auditor General) 2.