Mr. Speaker, Return to written question 4, asked by Mrs. Groenewegen to the Premier concerning ministerial travel reporting requirements.
1. Are Cabinet Ministers required to inform you of their itinerary and plans for meetings and social functions they will attend on ministerial travel outside of the Northwest Territories?
Ministers, from time to time, in order to carry out their responsibilities, have to travel in the Northwest Territories to other jurisdictions in Canada and to countries outside Canada.
In December 1998, guidelines were issued to Ministers by memorandum with respect to meetings with members of the federal cabinet. The memorandum states:
"All meetings with federal ministers will be coordinated through their respective territorial counterparts."
Following any federal-territorial meetings, Ministers will provide their Cabinet colleagues with a briefing on the outcomes.
Although there are no formal guidelines, travel during Session is treated differently than normal business travel. Ministers seek my approval and proposed travel is discussed in Cabinet to ensure that an absence will not unduly disrupt the business of the Legislature. I try to ensure that no more than two Ministers are away at the same time. If proposed travel can be fit into the Legislative schedule, I will then approve it.
The Ministerial Administrative Procedures Manual (Section 23) requires that:
"Ministers wishing to travel outside of Canada at government expense must seek the Premier's approval prior to departure."
With the exception of the above noted circumstances, Ministers may approve their own travel, therefore, have no requirement to inform me. It should be noted though, that as a matter of courtesy, Ministers keep Cabinet colleagues and myself informed of meetings and events that they attend.
2. What, if any, are the reporting requirements of the Ministers upon their return on the content and subjects of official government meetings and functions outside of the Northwest Territories?
Following any federal-territorial meeting, Ministers will provide their Cabinet colleagues with a briefing on the outcomes. In addition, Ministers usually report significant developments to the House.
3. If there is no formalized reporting requirements for ministerial meetings held outside the Northwest Territories, how does the Premier ascertain whether, in fact, the Minister arrived at the destination and attended all meetings and functions relevant to the trip?
Following any federal-territorial meeting, Ministers will provide their Cabinet colleagues with a briefing on the outcomes. In addition, Ministers usually report significant developments to the House.
4. Is alcohol an allowable item on an expense claim filed by a Cabinet Minister (either for personal consumption or for others whom the Cabinet Minister may entertain)?
The purchase of alcohol is not a reimbursable expense. The Financial Administration Manual (Directives 820-1 and 811) states:
"The cost of alcohol must not be included within the price of a meal, must be shown separately on a meal receipt and may not be included in a claim for reimbursement."
"Alcoholic beverages must not be charged to an appropriation. Alcohol purchased or consumed by a public officer must be paid for by others or at personal expense."
Claims to cover the cost of alcohol should be caught and rejected by the financial management system. If a claim inadvertently slipped through the system and was discovered at a later date, the claimant would be required to repay the amount reimbursed for alcohol.
Notwithstanding the above, Ministers are provided with an entertainment allowance. Directive 811, goes on to state that:
"This provision does not apply to entertainment allowances of senior public officers."
The existing policies and directives appear to provide adequate guidance to Cabinet Members while on government travel.