At the time this article was published
Linda Grayson was chief of the Legislative Research Service of the Ontario
Legislative Library.
As committee activity intensifies so too
does the search for ways to make committees more effective. The onus will
always be on elected officials to make committees successful but professional
support staff is also necessary if committees are to effectively discharge
their mandates. There is some debate as to who should provide this staff. In
this article the author argues that responsibility for serving Ontario
committees should rest primarily with the Legislative Library's Research and
Information Service.
Effective committee work depends in large
measure upon capable, competent staff. Staff assigned to standing or select
committees can suggest lines of questioning, brief witnesses, summarize
testimony, provide background papers, organize material and assist in drafting
reports. There are at least four possible sources of staff support for
committees in Ontario: the Legislative Research Service, outside experts,
permanent committee staff for individual committees or staff hired by the
committee's branch.
The main argument in favour of library
support for committees is that such staff is accustomed both to the nature and
timing of parliamentary business. They can assess the needs of specialist
committees for materials relating to their inquiries. This fact, coupled with
the library researchers' awareness that committees are not academic seminars
and do not have the same needs for published material, is the basis for arguing
that there are definite advantages in providing such a service from within the
library. Committee research occurs within tight time frames and the effectiveness
of a researcher depends not only on adopting the committee's own sense of
urgency but also on a clear grasp of the resources of the Legislative Library
in general and the role of reference librarians in expediting the location and
retrieval of needed information. Library researchers, have these skills before
they ever meet a committee.
Unlike outside experts, library researchers
can usually be assigned to committees on relatively short notice. Even more
important, their goal is to serve the committee, to meet its needs and not to
advocate specific policies. Above all, they are impartial and non partisan in
their work. The importance of these considerations is underscored by the
experience some years ago of the Senate Committee on Poverty. According to
Philip Laundy, Director of the Research Branch of the Library of Parliament,
one Senate Committee which hired its own special staff encountered a major
obstacle. "Unfortunately, as the investigation proceeded, these experts
found that they did not see eye to eye with the Committee, and motivated no
doubt by their dedication to the task of alleviating poverty, they publicly
broke with the Committee, denounced it and all its works, and proceeded to
produce their own report on poverty."1
Finally the assignment of library
researchers to committees also has the obvious merit of ensuring that during
periods of committee inactivity, staff are usefully occupied in other tasks .
At the same time, ongoing committees like: Public Accounts can be given
continuity of service. In terms of the effective employment of available
personnel and cost, the use of in-house library researchers seems to have much
to recommend it.
The Ontario Legislature established a
Legislative Research Service in May 1979. Since then its research officers have
served the Standing Committees on General Government, Public Accounts and the
Administration of Justice as well as Select Committees on Plant Shutdowns and
Employee Adjustments and on Constitutional Reform. The response of Members has
been very positive. The Select Committee on Constitutional Reform noted
"that this is the first occasion that the Legislative Library has provided
this service for a Select Committee and considers it a valuable precedent that
should be followed."2 A report of the Procedural Affairs
Committee also noted that "the Library Research Unit has provided
invaluable staff assistance to several committees."3
Two potential difficulties are sometimes
associated with the use of library research officers on committees. First is
the understandable fear that if research officers serve committees, there may
be a danger that the research needs of individual members will go unanswered.
The second and related problem concerns the inherent limitations that size
places both on the number of research officers available for committee work and
the range of subject expertise within the group. But if the existing research
service is providing competent service to committees, and there is reason to
think this is the case, then the answer to these very legitimate concerns is to
increase the number of researchers and thereby broaden the range of subject
expertise that can be drawn upon. It should be remembered that the mandate of
the Legislative Research Service, as. stated by the Morrow Committee in 1977
was to respond to the information needs of members and their committees.
The cost effectiveness of expanding the size
of the Legislative Research Service rather than hiring outside experts is
another factor. The fees paid by one committee for its part-time counsel last
year were substantially higher than the total salaries of the five library
research officers who constituted the service during its first months of
operation.4
It may well be that the nature of a
committee's work requires specialized knowledge that no in-house research unit
could provide. There are, however, factors that mitigate against hiring outside
experts until other avenues have been explored thoroughly. Ronald Robertson,
principal advisor to the federal Finance, Trade and Economic Affairs Committee
some years ago, indicated that outside consultants routinely require
significant lead time to familiarize themselves with government intentions and
to acquire a better understanding of how government agencies operate. Moreover,
Robertson pointed out that "an inordinate and ... disproportionate amount
of time, effort and expense was spent by professionals in summarizing
briefs."5 Nonetheless, the need for special expertise may, on
occasion, compel committees to consider outside consultants.
Another possible way to provide research
support consists of hiring permanent staff for individual committees. Such a
practice might work for the Standing Committee on Public Accounts which has a
regular and clearly defined schedule of work but for most committees the
workload is unpredictable and there may be extended interludes of inactivity.
These periods of inactivity might well discourage alert and active researchers
from accepting such employment. Moreover the subject of committee investigations
varies considerably from session to session and as a consequence the need for
particular expertise changes. This issue has been raised at the federal level
and more than one observer has concluded that the sporadic nature of committee
work and respect for the public purse make it difficult to recommend the idea
of permanent committee support staff.
In Ontario the possibility of hiring
researchers through a Committee Branch within the Clerk's Office has been
discussed. These researchers would work exclusively for committees of the
House. Such a service would parallel the existing service offered by the
Legislative Library. In addition to hiring research officers, the Committee
Branch would probably find it necessary to appoint an administrator to supervise
the staff and allocate personnel. Additional support staff and equipment would
also be required. There would also likely be a duplication of effort with
similar research projects undertaken in two different centres within the
Offices of Assembly. This eventuality coupled with periods of committee
inactivity might lead to the inefficient use of professional staff and a poor
allocation of scarce resources.
There is every reason to believe that the
pool approach to providing research for committees is a good one. It has worked
well in Ottawa, Washington, Westminster, Canberra, and elsewhere. But in each
case the pool of experts is situated within the organizational framework of the
library that serves Members. Rather than risk expensive duplication by establishing
a second centre of research within the Ontario Legislative Assembly, serious
consideration might well focus on the wisdom of expanding the pool of experts
that is already available within the Legislative Research Service.
Notes
1. Inter-Parliamentary Union, "The
Member of Parliament: His Requirements for Information in the Modern
World," Third International Symposium, January 18-20, 1973, Geneva:
International Centre for Parliamentary Documentation, 1973, vol. 1, p. 173.
2. Report of the Select Committee on
Constitutional Reform, October 21, 1980, p. ii.
3. Standing Procedural Affairs Committee, Proposal
for a New Committee System, 1980, p. 2.
4. Ibid., p. 20.
5. Peter C. Dobell, "Committee Staff –
What Else is Needed?", Paper prepared for the Conference on Legislative
Studies in Canada, 1979, Simon Fraser University, February 1979, p. 19.