Memo. All Members and Caucus Office Staff. From: Deborah Lusby, Director of Administration

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1 Memo To: All Members and Caucus Office Staff From: Deborah Lusby, Director of Administration Date: February 10, 2011 Re: Recurring Payments and Government Resources Good day, I am pleased to advise you that we are ready to implement a few new initiatives for Members. These are managing direct payments to landlords for lease and apartment rentals and to permit Members to take advantage of government services and resources and have the cost of these services direct billed to your constituency account. Both initiatives will ease the financial burden on Members as they will not have to pay first and then submit expense claims forms for reimbursement. Please note that expense claims still need to be filed for all your other expenses. Recurring Payments: I attach a form that we require the Member to complete prior to setting up the automatic payment. We send this form to the Landlord to indicate that you have authorized us to make these payments. We then require an electronic funds transfer form to be completed by your landlord to allow us to direct deposit the payment to their bank account. Please complete the attached form, sign it, and return it to the Administrative unit of the Office of the Speaker. We intend to implement this option for the April 1, 2011 payment to the landlord(s) but in order to do so we need the signed form and copy of your lease(s) by March 1, Direct Purchasing from Government Resources: Several government departments have agreed to make their services available to Members so that they can make internal purchases from government resources. These services include accessing the Stationery Store, Postal Services, House of Assembly Operations and the Chief Information Office (CIO) for computers and telecommunication devices. An internal purchase means an internal journal is prepared to record the transaction and no outlay of cash is required from the Members. The servicing department requires the Member s order number (each Member has a unique order number) which would be charged directly for the service or product. See attached list for your unique order number. It is important to realize that the cost of the product or service must meet eligibility requirements as outlined in the Regulations and must be within the monthly constituency allowance or budget permitted by the Regulations.

2 When asked, here is the accounting information you need to know for internal charges: Business Area 7577 Cost Centre Order Number (see attached list for your unique order # for Constituency Expenses or Franking/Postage expenses) GL Number usually is provided by servicing department Stationery Stores The Stationery Stockroom is an on-line service providing office supplies for the Nova Scotia Government. Using this service is convenient, you benefit from volume cost savings, you can obtain sustainable products where possible, they offer variety, it is direct payment to your order number, and they will provide personalized service if and when you need it. First step is to go to the website and Register: Select >Register Select > Stockroom (not Gift Bank) and complete the form. Supervisor: Enter Deborah Lusby, phone 4479, lusbydz@gov.ns.ca you must address An will be sent to you with your login and password. If you want to view the catalogue and order items go back to the website and: Select > Logon. Moving around the website to view items is self-explanatory. Select the items you want to order. Select > View Order when finished selecting items. IMPORTANT: In Requisition Number enter your unique Order Number (see attached list) In Busi Area enter 7577 In Cost Centre enter GL is hardcoded with Check your information is accurate before selecting > Update Order. Delivery charges may apply outside the Halifax area. The charge will be based on weight and will be considerably less than you would normally pay. A few things: Members cannot order from the Come To Life items as most of these are gift-type items which are not permitted under the Regulations. You will see Gift Bank and Protocol Office as options. These departments are not available to Members as an internal purchase at this time. You can still go through your caucus office for Protocol purchases.

3 Postal Services Postal Services are a division of the Department of Transportation and Infrastructure Renewal Real Property Services and are located at 6176 Young Street, Halifax, Nova Scotia. Postal Services provide departments an efficient bulk mailing service on a price competitive user pay basis. Here is a list of some of their Specialized Services: Provincial Metered Mail Service Postal Services has implemented a metered mail service for departments, agencies, boards and commissions within the province, particularly in the areas outside of the HRM, who may require postal equipment. This is an alternative for those who rent or lease postage meters or equipment to process mail. Having your outgoing mail processed this way will save on time, equipment rental and misuse of postage for personal mail. Postal Services will process your mail, rebill for postage used on a monthly basis and charge.02 cents for each piece of metered mail. For further details contact Mike Brewer at or brewermh@gov.ns.ca Next Business Day Mail with Signature Service Canada Post - Priority Courier (Maritime Provinces) Delivered by noon on the next business day. Up to and including 1kg - $4.56 per shipment Canada Post - Xpresspost (Maritime Provinces) Delivered by end of business day, on the next business day. Up to and including 1kg - $4.31 per shipment To access this agreement and pricing, Members should contact Mike Brewer at or brewermh@gov.ns.ca. Addressed Admail To qualify for Addressed Admail, your mailing must meet the following requirements: Be promotional in nature. Contain a uniform message. Include a minimum of 1,000 pieces to Canadian addresses. Meet address accuracy requirements (when mailing over 5000 pieces) Be prepared and or presorted in a specific way. Unaddressed Admail This consists of printed matter and product samples that are not addressed to a specific delivery address in Canada. Items must be unaddressed or bear the words to householder, occupant, resident or box holder. Users can select houses, apartments, businesses, single postal routes or any combination of the above. Bulk Mail The COM Room (mechanized mail service) can assist you in the processing of your bulk mail. Bulk mail consists of identical items sent to more than one address. There is a volume trigger point where it

4 makes good business sense to use our COM room for bulk mail. For more information contact Winnie Dares at or Folding Machines can fold 8,000 items per hour ranging in size from 3x4 inches to 11x17 inches. Letter Producing Laser Printing System A LAN based letter producing laser printing system can address and sort your database ranging from 3x5 inches to 10x13 inches. This system can store, update and generate any size mailing list you require. High Volume Production Mail Inserters Our machines can insert over 3000 enclosures into envelopes per hour. Up to five different items can be inserted into a single envelope. Please contact the Postal Service Branch to ensure your requirements meet their equipment s specifications for inserting. More information is available from the Postal Service Branch. If you would like to tour their facilities or enquire further about any of their services please contact: Mike Brewer - Coordinator, Postal Services Ph: , Fax: , brewermh@gov.ns.ca House of Assembly Operations Members have always been able to order certificate paper and cards and other items from Province House Operations. This service will continue except now we can charge your unique order number (see attached list) for items eligible for reimbursement and the total cost will be deducted from your constituency allowance. Please note that items not eligible for reimbursement must still be paid by personal cheque. The Province House catalogue s website is accessed via the Members Site at: User ID: NSMLA Password: Avon21$t (both are case sensitive) This site is also used for Members to view their monthly expenses prior to them being posted online and a new section called Director s Communications where I will post Memos addressed to all MLA s. May I suggest you make it a Favourite. Mobile Wireless and Computing Devices You can acquire your mobile wireless device (e.g. BlackBerry) through the Chief Information Office s (CIO) Telecom Services group and have it direct billed to your constituency expenses. Besides the bonus of direct billing, you don t have to sign a long term contract, and it also allows you to access your government account in a secure environment. Simply contact the Director of Administration for the Office of the Speaker to place your order. Note: When this process is used to obtain a mobile wireless device, the device becomes the property of the Province of Nova Scotia and cannot be acquired for personal use.

5 If you want to take advantage of government pricing for computing devices and have the cost direct billed to your constituency expense, please contact the Director of Administration who will manage the coordination on your behalf. Note: the CIO will facilitate the purchase of the computing device but will not provide technical support. Also when this process is used to acquire a computing device, the device becomes the property of the Province of Nova Scotia and cannot be acquired for personal use. If you have any questions at all on any of these initiatives please do note hesitate to contact me or any of our Administrative Staff in the Office of the Speaker. Sincerely, Deborah

6 Description Member Order Numbers - sorted by Constituency Member Constituency Expense Order # Franking (Postage) Order # Annapolis - Constituency Expenses McNeil, Stephen Antigonish - Constituency Expenses Smith, Maurice Argyle Constituency Expenses d'entremont, Christopher Bedford Birch Cove - Constituency Expenses Regan, Kelly Cape Breton Centre - Constituency Expenses Corbett, Frank Cape Breton North - Constituency Expenses Clarke, Cecil Cape Breton Nova - Constituency Expenses Gosse, Gordie Cape Breton South - Constituency Expenses MacDonald, Manning Cape Breton West - Constituency Expenses MacLeod, Alfie Chester St. Margarets - Constituency Expenses Peterson-Rafuse, Denise Clare - Constituency Expenses Gaudet, Wayne Colchester Musquodoboit Valley - Constituency Expenses Burrill, Gary Colchester North - Constituency Expenses Casey, Karen Cole Harbour - Constituency Expenses Dexter, Darrell Cole Harbour Eastern Passage - Constituency Expenses Kent, Becky Cumberland North - Constituency Expenses Skabar, Brian Cumberland South - Constituency Expenses Baillie, Jamie Dartmouth East - Constituency Expenses Younger, Andrew Dartmouth North - Constituency Expenses Zinck, Trevor Dartmouth South - Portland Valley - Constituency Expenses More, Marilyn Digby Annapolis - Constituency Expenses Theriault, Harold Jr Eastern Shore - Constituency Expenses Prest, Sidney Glace Bay - Constituency Expenses Maclellan, Geoff Guysborough Sheet Harbour - Constituency Expenses Boudreau, Jim Halifax Atlantic - Constituency Expenses Raymond, Michele Halifax Chebucto - Constituency Expenses Epstein, Howard Halifax Citadel Sable Island - Constituency Expenses Preyra, Leonard Halifax Clayton Park - Constituency Expenses Whalen, Diana Halifax Fairview - Constituency Expenses Steele, Graham Halifax Needham - Constituency Expenses MacDonald, Maureen Hammonds Plains - Upper Sackville - Constituency Expenses Whynot, Mat Hants East - Constituency Expenses MacDonell, John Hants West - Constituency Expenses Porter, Chuck Inverness - Constituency Expenses MacMaster, Allan Kings North - Constituency Expenses Morton, Jim Kings South - Constituency Expenses Jennex, Ramona Kings West - Constituency Expenses Glavine, Leo Lunenburg - Constituency Expenses Birdsall, Pam Lunenburg West - Constituency Expenses Ramey, Gary Pictou Centre - Constituency Expenses Landry, Ross Pictou East - Constituency Expenses MacKinnon, Clarrie Pictou West - Constituency Expenses Parker, Charlie Preston - Constituency Expenses Colwell, Keith Queens - Constituency Expenses Conrad, Vicki Richmond - Constituency Expenses Samson, Michel Sackville Cobequid - Constituency Expenses Wilson, David A Shelburne - Constituency Expenses Belliveau, Sterling Timberlea-Prospect - Constituency Expenses Estabrooks, Bill Truro-Bible Hill - Constituency Expenses Zann, Lenore Victoria The Lakes - Constituency Expenses Bain, Keith Waverley Fall River Beaver Bank - Constituency Expenses Paris, Percy Yarmouth - Constituency Expenses Churchill, Zach

7 Description Member Order Numbers - sorted by Member Name Member Constituency Expense Order # Franking (Postage) Order # Cumberland South - Constituency Expenses Baillie, Jamie Victoria The Lakes - Constituency Expenses Bain, Keith Shelburne - Constituency Expenses Belliveau, Sterling Lunenburg - Constituency Expenses Birdsall, Pam Guysborough Sheet Harbour - Constituency Expenses Boudreau, Jim Colchester Musquodoboit Valley - Constituency Expenses Burrill, Gary Colchester North - Constituency Expenses Casey, Karen Yarmouth - Constituency Expenses Churchill, Zach Cape Breton North - Constituency Expenses Clarke, Cecil Preston - Constituency Expenses Colwell, Keith Queens - Constituency Expenses Conrad, Vicki Cape Breton Centre - Constituency Expenses Corbett, Frank Argyle Constituency Expenses d'entremont, Christopher Cole Harbour - Constituency Expenses Dexter, Darrell Halifax Chebucto - Constituency Expenses Epstein, Howard Timberlea-Prospect - Constituency Expenses Estabrooks, Bill Clare - Constituency Expenses Gaudet, Wayne Kings West - Constituency Expenses Glavine, Leo Cape Breton Nova - Constituency Expenses Gosse, Gordie Kings South - Constituency Expenses Jennex, Ramona Cole Harbour Eastern Passage - Constituency Expenses Kent, Becky Pictou Centre - Constituency Expenses Landry, Ross Cape Breton South - Constituency Expenses MacDonald, Manning Halifax Needham - Constituency Expenses MacDonald, Maureen Hants East - Constituency Expenses MacDonell, John Pictou East - Constituency Expenses MacKinnon, Clarrie Glace Bay - Constituency Expenses Maclellan, Geoff Cape Breton West - Constituency Expenses MacLeod, Alfie Inverness - Constituency Expenses MacMaster, Allan Annapolis - Constituency Expenses McNeil, Stephen Dartmouth South - Portland Valley - Constituency Expenses More, Marilyn Kings North - Constituency Expenses Morton, Jim Waverley Fall River Beaver Bank - Constituency Expenses Paris, Percy Pictou West - Constituency Expenses Parker, Charlie Chester St. Margarets - Constituency Expenses Peterson-Rafuse, Denise Hants West - Constituency Expenses Porter, Chuck Eastern Shore - Constituency Expenses Prest, Sidney Halifax Citadel Sable Island - Constituency Expenses Preyra, Leonard Lunenburg West - Constituency Expenses Ramey, Gary Halifax Atlantic - Constituency Expenses Raymond, Michele Bedford Birch Cove - Constituency Expenses Regan, Kelly Richmond - Constituency Expenses Samson, Michel Cumberland North - Constituency Expenses Skabar, Brian Antigonish - Constituency Expenses Smith, Maurice Halifax Fairview - Constituency Expenses Steele, Graham Digby Annapolis - Constituency Expenses Theriault, Harold Jr Halifax Clayton Park - Constituency Expenses Whalen, Diana Hammonds Plains - Upper Sackville - Constituency Expenses Whynot, Mat Sackville Cobequid - Constituency Expenses Wilson, David A Dartmouth East - Constituency Expenses Younger, Andrew Truro-Bible Hill - Constituency Expenses Zann, Lenore Dartmouth North - Constituency Expenses Zinck, Trevor

8 MLA RECURRING PAYMENT AUTHORIZATION OFFICE OF THE SPEAKER, ADMINISTRATION MLA Name: Constituency: Constituency Office Lease: Copy of Lease Attached Yes No HST Included Yes No Start Date End Date If Rate Increases in Lease: Effective date I request this lease be set up as a monthly recurring payment. Yes No Apartment Lease: Copy of Lease Attached Yes No HST Included Yes No Start Date End Date If Rate Increases in Lease: Effective date I request this lease be set up as a monthly recurring payment. Yes No MLA Authorization: I authorize the Office of the Speaker to contact my landlord(s) to set up an automatic monthly payment of the lease(s) I have indicated above; with payment direct to the Landlord through a monthly electronic funds transfer; and to notify the Office of the Speaker if I terminate my lease prior to the end date; and to notify the Office of the Speaker if there is any change in the rental increase or lease terms. I understand the amount net of HST will be charged directly to my monthly Constituency or Living Allowance and any over spending or errors in payments as a result of my not notifying the Office of the Speaker will be my responsibility. MLA Signature: Date: