Library of Parliament Committee on May 3rd, 2018

[The Joint Chair, Liberal, Gagan Sikand]

The committee is now in session.

Welcome, everyone.

Welcome, witnesses.

For the first half of the committee meeting, I think Senator Moncion will proceed. If we have enough time to discuss the moving of the library, I'll take over at that point.

Senator Moncion.

[The Joint Chair, Hon. Lucie Moncion (Senator, Ontario, ISG)]

Thank you very much.

I will begin by offering the members and anyone who is affected by the death of Mr. Brown sincere condolences on my behalf, as well as on the behalf of my office and the Senate of Canada.

As my colleague said, we will divide the meeting.

We will begin by talking about Parliament—in other words, the information on all the work being done in Parliament. In the meantime, we will respond to Mr. Van Kesteren's concern with regard to the publication of documentation on the Library of Parliament website.

Without further ado, I invite the librarian.... Ms. L'Heureux, I may not be using your exact title and I don't mean to insult you.

Ms. L'Heureux is joined by Ms. Bebbington, Ms. MacLeod and Ms. Potter. They will talk to us about the library's work, and we will then move on to questions and answers.

Go ahead, Ms. L'Heureux.

[Sonia L'Heureux, Parliamentary Librarian, Library of Parliament]

Thank you.

Honourable Senators, members of Parliament, joint chairs, it is my pleasure to address the committee today regarding the Library of Parliament's main estimates for 2018-2019.

I apologize for my voice, which seems to be failing me this morning. I hope I can continue to engage in discussion with you until the end of the meeting.

I am accompanied by my colleagues, who are members of the Library Executive Committee. Together, we should be able to answer your questions.

It has been several years since we had an opportunity to meet with members of this committee. Therefore, even though I know that many among you rely on services provided by the Library of Parliament, I will briefly remind the committee of the nature and scope of the library's service offering.

The library is Parliament's trusted source of information, research, and analysis, providing bilingual, non-partisan, and confidential services to senators and members of Parliament, and to parliamentary committees and associations.

Our multidisciplinary team of employees also provides daily online news clipping services and customized alerts to help you keep pace with issues in the media. Our librarians are available to answer your reference questions and to help you search our extensive print and digital collections. We also regularly host public policy seminars and other learning opportunities designed to meet your needs. We provide information kits and classroom sets to help parliamentarians inform Canadians about Parliament. Of course, we also offer guided tours to visitors and the people you bring to Parliament.

In all of this we always strive to evolve and modernize in order to maintain the flexibility needed to support the parliamentarians we serve.

As you may be aware, the library benefited last fiscal year, in 2017-18, from an increase in its resources, and I would like to take a moment to outline how we are using these additional resources to support Parliament, before I turn my attention to this year's main estimates.

The library supports approximately 50 Senate and House parliamentary committees, and 13 parliamentary associations. We are also available to answer requests from over 440 parliamentarians.

Following the election of the 42nd Parliament and numerous appointments in the Senate, we witnessed a 25% increase in demand from parliamentarians for requests for information and research on public policy issues, many presenting in-depth and increasingly complex challenges. Increased demand was noted across political parties.

By capturing and tracking key usage data, the library provided evidence of the need to increase resource levels to sustain our research, information, and analysis services. Through discussions with the Speaker of the Senate and the Speaker of the House of Commons, we were able to secure a $4-million increase in permanent funding in the 2017-18 main estimates to respond to a higher volume of requests and sustain an expanded service offering in future years.

The resources that were provided to the library were used to hire 37 new employees to strengthen our research capacity and to better manage the overall volume and complexity of requests. With these resources we also addressed a need for expertise in four emerging priority areas: gender-based analysis+; international affairs; enhanced visual elements for items such as research publications and committee reports; and committee-related communications.

I would now like to turn to today's topic, the main estimates for 2018-19. Relative to the previous years, the 2018-19 main estimates for the library are increasing by $329,000.

This includes a reduction of $2.6 million related to the separation of the Parliamentary Budget Office from the library. It also reflects the end of temporary funding before the implementation of an enterprise resources program to modernize and integrate the library's management of financial and human resources.

Furthermore, the library is seeking additional additional funds in three areas to: manage financial pressures related to the collection; create a virtual experience of Centre Block; and cover economic increases to the remuneration of a sub-group of employees.

Let me start with the collection pressures. One of the principal ways in which we achieve our goal of supporting an informed Parliament is through a collection that is responsive, balanced, and relevant.

With the increase in demand for research and reference services came a 28% increase in usage of the electronic collection. In parallel, the library had to respond to cost increases for information resources, which diminished our buying power over that same time period. Further, business models and monopolies in publishing resulted in the library having to purchase bundled packages on a subscription basis and requiring year-to-year financial commitments. Publishers determine the price and increases can be set unilaterally, creating pressures on the collection budget.

Our ability to manage within the collection budget envelope had decreased to an unsustainable point, just as the pressures to respond to requests were mounting. With the additional funding in this year’s main estimates, we will stabilize the collection budget, broaden access to key electronic products, increase business and industry-specific information resources, expand licences to allow for news content redistribution in media monitoring products, and develop the library’s capacity to continue to digitize key historical parliamentary publications.

The second item of note in our estimates is related to the development of a high-quality virtual reality experience. To ensure ongoing public access to the history and majesty of Centre Block during the years of its closure and to educate the public on the art, architecture, people, and function of Parliament taking place in the building, the library is partnering with the National Film Board to produce a virtual experience of Parliament.

The first phase of the project, which will be launched after Centre Block closes for renovations, involves a 2-D and 3-D online visit of Parliament, using narration and the actual soundscape recording in Centre Block. A supporting education program with curriculum-focused resources is also being developed for classrooms across Canada. For phase two, through the use of cutting-edge production technologies, visitors to the national capital region will explore all the sights and sounds of Centre Block in a fully immersive virtual reality experience to be physically located in Ottawa. The library is seeking $2.02 million for this project in the 2018-19 main estimates.

Also included in the 2018-2019 main estimates is $1.025 million for economic adjustments for the library's PSAC-represented staff and unrepresented staff. These increases are tied to the most recent round of negotiations with PSAC. Historically, we have determined the economic increases for unrepresented employees once negotiated agreements have been reached with our unionized groups.

In light of the fact that this committee is initiating its work for this parliamentary session, I would like to highlight two areas that may be of interest to the committee, although they are not related specifically to the main estimates process.

As we look to the future, the library is busy preparing for the upcoming closure of Centre Block. The main library will also be closing for the duration of the renovations. In preparation, the main library collection will be distributed among several branches, according to branch specializations and user needs.

The bulk of the collection will be transferred to our facility at 45 Sacré-Coeur in Gatineau, including the rare book collection.

The library’s branch at 125 Sparks Street will become the interim main library for the duration of the closure of Centre Block. Currently under renovation to modernize the branch, 125 Sparks will act as a hub for new technology and resources and will provide expertise for research requests and orientation on library services.

Easy access to in-person library service will continue at the new branches being opened in West Block and the Government Conference Centre. Service will also continue to be provided at our branches in the Wellington and Confederation buildings. All branches will provide modern library services with a special focus on technological innovation, collaborative space, and enhanced experience for our users.

You will continue to have uninterrupted access to the library's print and digital collections at any one of our six points of service. As has always been the case, books can be delivered to the easiest point of access upon request.

The upcoming closure of Centre Block has also required us to re-align our visitor services program. To maintain public access to Parliament, tours of West Block and the Government Conference Centre will be offered throughout the duration of Centre Block's closure.

The public will have access to both buildings to attend debates in the public galleries and to observe committee meetings. Tours of the Government Conference Centre and of West Block will include a visit of the interim chambers, with stops in the public galleries and on the floors of both Chambers. Tour groups will also visit a committee room and learn about the transformation of the heritage buildings that will house the two chambers.

Members of the public will access tours of West Block through the new visitor welcome centre, which will serve as the public entrance to West Block. This new facility will also house an expanded Parliamentary Boutique.

As you can see, over the next few years our technological and physical environment will change significantly, but our raison d’être remains to provide information for and about Parliament that people can trust. We have a strategic outlook for 2017-22 that presents the priorities that will guide us as an organization as we fulfill our mandate over the medium term. Committee members can consult the strategic outlook using the link to our website, which I have provided to the joint clerks.

The strategic outlook also highlights some of the initiatives we have identified to move the organization forward. Emphasis is placed on remaining relevant by providing the right products and services, on increasing the library's agility in the face of change, and on maintaining a healthy workplace for employees. This will enable us to continue to be responsive and relevant to Parliament.

Finally, the library will also be undergoing a change in leadership in June with my upcoming retirement. This committee may be called upon in the coming weeks to meet with the future nominee for the position of parliamentary librarian. Until my departure, I am happy to discuss any matters related to the library that are of interest to this committee.

Thank you for inviting me to appear before you today. We are pleased to answer your questions.

[The Joint Chair, Hon. Lucie Moncion]

Thank you very much, Ms. L'Heureux.

I'll open the floor to questions.

Senator Mercer is first on the list, and then Ms. Quach.

[Terry M. Mercer, Senator, Nova Scotia (Northend Halifax), Lib.]

First of all, thank you for being here. It's about time we had a meeting. It's good to see you.

You described the use of various buildings in the parliamentary precinct when Centre Block is closed, but you left out the use of East Block. I'm curious about that. East Block, of course, holds the original offices of Sir John A. Macdonald, George-Étienne Cartier, and the Governor General. The original cabinet room is still there. It's a terrific tour for tourists. I do the tour for people all the time, because my office happens to be in East Block.

You didn't mention the use of East Block, and I think we're missing an opportunity. It will be the most historic place still available while the renovations of Centre Block are going on.

[Sonia L'Heureux]

You're quite right. I forgot to mention East Block. Nothing is changing with East Block. We continue to provide those tours.

I don't know, Catherine, if you have anything to add to this issue.

[Catherine MacLeod, Assistant Parliamentary Librarian, Library of Parliament]

Yes.

As you suggest, it's a very important location for tours. It's historic. We made the decision that those tours will continue during the 10-year closure period.

[Terry M. Mercer]

Will you still use young people in period costumes to do some of the tours?

[Catherine MacLeod]

They're not so much in period costumes. They're student guides from the same guide group that provides tours of Centre Block. They're specially trained in the history of East Block. That will continue.

[Terry M. Mercer]

For colleagues around the table, if you haven't taken a tour of East Block and you're a new member of Parliament, you shouldn't miss it this summer. There's history there. Sir John A.'s office is in its original form. The cabinet room that was used up until the time of Mr. Pearson is there in its original form, as is a small meeting room off of it that was used by Sir John A.

With respect to expanding the boutique in West Block, are we expanding not just the square footage but also the products available in the boutique? In particular, I've been disappointed to see that the boutique continues to drop items with Senate markings on them. Are we going to fix that?

[Catherine MacLeod]

I'll take note of your comment around the Senate markings. We'll have to check back.

I will say that we have been gearing up in the boutique. We've introduced 150 new original products for the boutique this past year, and our sales have gone up even in the current location by 25%, so we're hoping that with the new location and the expanded space, we can continue with that positive momentum. We are definitely interested in checking back and talking about the Senate markings. That is an important point.

Thank you.

[Terry M. Mercer]

Thank you, Chair.

[The Joint Chair, Hon. Lucie Moncion]

Thank you, Senator Mercer.

The next person is Ms. Quach.

[Anne Minh-Thu Quach, NDP, Salaberry—Suroît, QC]

Thank you, Madam Chair.

Thank you all for being here. It is rare for us to hear from only women, and it's a nice change.

Ms. L'Heureux, I am very happy to finally be able to meet you, even though you are preparing to leave.

I have a number of questions to ask, and one of them concerns the Privy Council, which is in charge of creating electronic documents related to written questions. Those written questions are then printed on paper. There is no electronic version of that. The documents are filed electronically, and you have to scan everything before you hand it over.

Would it be possible for the Privy Council to send you those electronic versions? Have you ever asked for that? What was the answer? Is it possible?

Time and resources seem to be wasted on scanning and digitizing all those documents.

[Sonia L'Heureux]

Thank you for question. It is pretty technical. I will try to answer it despite my hoarseness. I may yield the floor to my colleague.

I think that we provided the members of the committee with a briefing note. Essentially, your are correct. We receive printed copies and, in 2010, we started to digitize them by scanning the documents that arrive in a variety of forms and with all sorts of characters that are difficult to pick up. Those are really what we refer to as copies to facilitate the work of parliamentarians and people who request them from us. We do not receive them electronically. Those documents are produced by government departments that are coordinated by the Privy Council, and they are then sent to the House of Commons.

Paper versions are still used. I know that my colleagues from the House are currently in discussions with the Privy Council to try to find a solution to that problem. We are unable to work with digitized documents

[Anne Minh-Thu Quach, NDP, Salaberry—Suroît, QC]

They are already producing them on computers, right?

If the documents are already digitized, it seems to me more logical for them to be sent to you in that format, perhaps by email.

[Sonia L'Heureux]

You are absolutely right.

Those documents are created digitally, but they are sent and submitted to the House of Commons in printed form. Our hands are kind of tied. We don't officially have access to the digital versions of those documents, which is why we need to work with our colleagues from the House of Commons.

I think that, in the note that has been distributed, there is a quote from my colleague the Clerk of the House of Commons, who referred to that intention following the success people from his office had with electronic petitions. They managed to move the file forward, and they hope to be able to repeat the same procedure with other parliamentary documents, including questions on the order paper, following their conversations with the Privy Council.

[Anne Minh-Thu Quach, NDP, Salaberry—Suroît, QC]

Would it help you if the committee drafted a motion to be brought to the Privy Council in order to accelerate the process?

[Sonia L'Heureux]

I cannot really advise you on the procedural aspect, in terms of the best way to get things moving. However, it is clear that it would not harm the cause if parliamentarians spoke out and wanted those documents to be available electronically. There may be conditions in terms of procedure or document production I am unaware of that must be taken into consideration.

Ms. Bebbington, do you have anything to add about discussions with the House of Commons?

[Sonia Bebbington, Director General, Information and Document Resource Service, Library of Parliament]

As Ms. L'Heureux said, right now, electronic petitions are a success. That is one of the series our clients asked us to digitize. Now we no longer need to digitize that series of electronic petitions. We hope that a process essentially different from the digitization of paper documents will work just as well for the series of written questions.

[Anne Minh-Thu Quach, NDP, Salaberry—Suroît, QC]

Okay.

[The Joint Chair, Hon. Lucie Moncion]

We will put your name on the list for the second round if you like.

Mr. Iacono, go ahead.

[Angelo Iacono, Liberal, Alfred-Pellan, QC]

The Library of Parliament is an essential resource, both for members and for senators. Its work in terms of research, references and analysis is precious. Before I begin, I wanted to thank you for all those services.

Ms. L'Heureux, I first want to wish you a happy retirement, which will be well deserved. I also want to thank you for all the work you have done, for your dedication to the library and the services you have provided to senators and members.

You point out that the request for additional funding focuses on three main areas. I would like us to focus on the first one, which is about managing financial pressures related to the collection, but especially the point concerning an increase in costs related to information resources.

Could you elaborate on that situation?

[Sonia L'Heureux]

I will ask Ms. Bebbington, who is in charge of the collection, to answer your question.

[Sonia Bebbington]

Thank you for your question.

It is clear that, in the publication world, information has to be purchased. Quality information is not free. We rely on quality information, and there is, of course, a cost related to that.

With the model where collections are purchased, especially digital collections, the main issue is the price of membership, which is paid every year. Their percentage increase is fairly standard. That aspect is also subject to copyright. It is impossible to get the same information, in the same way, from a provider who asks for less. If we really need a scientific journal to answer a specific question, we will not really find the information elsewhere for less.

Investment must be made for us to be able to purchase quality information Parliament needs to do its work. Publication models really represent a challenge, but that increase enables us to ensure sustainability for a few years.