MINUTES OF PROCEEDINGS- 10 DECEMBER 1999

MINUTES OF THE FIRST MEETING OF THE ASSEMBLY COMMISSION HELD ON FRIDAY 10 DECEMBER 1999 AT 10.30 AM IN ROOM 106

Present: The Speaker
Mr Gregory Campbell
Mr John Fee
Mrs Eileen Bell
Ms Dara O'Hagan

In the Chair: The Speaker

Apology: Rev R Coulter

In Attendance: Ms Georgie Campbell, Mr T Evans, Mr G Cosgrave
Mr D Millar and Mr N Johnston attended for part of the meeting

1. CHAIRMAN'S REMARKS

1.1 The Speaker, in welcoming Members to the first meeting of the Assembly Commission, emphasised the corporate responsibilities of Commissioners.

1.2 Members agreed on a set date (Friday mornings) for Commission meetings and adopted the voting arrangements established by the Shadow Commission on 26 November 1999:

· Each of the Commission Members to carry a voting strength equivalent to the number of elected Members in the party to which they belong. This would not preclude individual Members of these Parties from allocating their voting to a Commission Member from another Party, emphasising the principle that the Commission's role is to serve the Assembly and not individual Parties.

· In those instances when a Commission Member is not present for a division the Member, by prior arrangement with the Speaker, could indicate which Commission Member would carry their voting strength.

· The smaller Parties, by prior arrangement with the Speaker, would allocate their block vote to an individual Commission Member. Again this would not preclude individual Members of smaller Parties from allocating their vote to another Commission Member.

· The proposal would not afford the smaller Parties or individual Assembly Members advance notice of issues which go to a vote or allow them, for each division, to nominate which Commission Member would carry their vote.

1.3 It was also agreed that the Commission should write to the Joint Chairmen of the Standing Orders Committee and all MLAs to inform them of the Commission's agreed voting procedures.

1.4 Members agreed to review the question of Mr Campbell's position as a Pension Trustee at an early Commission meeting.

2. MINUTES OF THE LAST MEETING

Members noted the minutes of the 26 November and 1 December 1999 Shadow Commission meetings.

3. MATTERS ARISING FROM 26 NOVEMBER AND 1 DECEMBER SHADOW COMMISSION MEETINGS

3.1 Crown Status

The Speaker reported that the Crown Status and Copyright Orders have come into effect and that the Commission is now treated as if it were a Crown body.

3.2 Fire Precautions

Mr Waddell to bring a report on the 8 November 1999 fire drill to the next Commission meeting.

3.3 Catering and Functions Committee

Mr Evans reported that the Catering and Functions Committee are meeting on 14 December to agree evaluation criteria for the Prior Options Study with the evaluation of tenders taking place on 16 December. It was agreed that the Catering and Functions Committee need to be re-appointed by the Commission. Mrs Bell agreed to seek a replacement for Mr Cedric Wilson.

3.4 Pensions, Allowances to Members and Office Holders and Financial Assistance to Political Parties Bills

The Speaker explained that an early introduction of the three finance-related bills is required because the Commission, from devolution, has no legal cover to pay allowances. The second reading of the Allowances to Members and Office-holders and the Financial Assistance to Political Parties Bills will be on 15 December with the Committee stage scheduled for 12 January. The Speaker reminded Members that the responsibility for the construction of a Party Allowance Scheme falls to the Commission. The second reading of the Pensions Bill has been delayed until after the Christmas recess because of the Pension Trustees visit to Westminster on 15 December. There was a discussion on the practical arrangements for presenting Commission business in the Assembly.

3.5 The Speaker explained that there is a drafting error in the Salaries Determination which prevents the Assembly from abating the basic salary of dual mandate Members who also hold one of the offices set out in the schedule to the determination. It was agreed that the Head of Administration should write to the Members involved asking for permission to abate their salaries until the salaries determination is amended.

3.6 Wheelchair Access

The DOE Construction Service and Disability Action reports to be considered at an early Commission meeting.

3.7 Development of the Stormont Estate

The Speaker reflected on the growing accommodation pressures within Parliament Buildings and informed Members that he had written to the Secretary of State suggesting that all key stakeholders should meet to consider whether all occupants of the Stormont Estate need to be on-site. One possible alternative could be to refurbish Ormiston House.

The Speaker recapped on the Department of Environment's plans to provide a dedicated car park for the children's playground with separate access from the Newtownards Road. Work to be completed by June 2000.

3.8 Handbook Covers

Mr Campbell referred to local council practice of providing desk diaries for councillors. The Commission agreed to consider a similar arrangement for Members.

3.9 Stationery Ordering Procedures

The Speaker referred to the recent letter to Ulster Unionist Party representatives on Sinn Fein headed stationery which is now being investigated by the Police. The Speaker agreed to keep Members informed of any developments and Mr Campbell and Ms O'Hagan agreed to brief their predecessors on the Shadow Commission.

3.10 BBC Proposal

The Speaker reported that the BBC has been informed that there are legal difficulties with their proposal to lease part of the basement area and that a meeting has been arranged to discuss other options. The Speaker agreed to bring back to the Commission any new proposals.

3.11 Press Conference Area

It was agreed that DOE should be asked to progress the work on the press conference area in the basement.

3.12 Festival of Speed

Mr Evans reported that he had an initial planning meeting involving the promoter and DOE. The first meeting of the main planning group has been scheduled for late January.

3.13 Jim Aiken Proposal

Mr Evans reported that Mr Robinson is content for the Commission to consult with the Stormont Residents on the proposal submitted by Jim Aiken.

3.14 Childcare Provision

The Commission considered a draft scheme prepared by Mr Millar. Members agreed that a scheme should be introduced for Members and Secretariat staff, with effect from the date of devolution. The scheme will be two-tier:

· up to age 5, or until the child starts school, whichever is earlier, caring costs in excess of £30 per week will attract an allowance of £30 per week;

· up to the child's 14^th birthday, caring costs in excess of £15 per week will attract an allowance of £15 per week.

The scheme will be cash-based and there will be no restriction on the number of children per family although the Commission has initially budgeted for 60 places.

3.15 Payment of Expenses for Attendance at Conferences

The Speaker confirmed that Mr Semple had agreed to cover Members' fees for attendance at approved conferences and seminars with effect from April 1999 until the Assembly's own rules are determined. Mr Semple also agreed to a one or two day seminar covering the main learning points from the Transition Programme.

4. STAFFING

4.1 The Speaker confirmed that the "taster" advertisements had run in the papers. Mrs Bell and Mr Fee were thanked for their work with the media.

4.2 The Commission agreed that the vacancies set out in Mr Rogers' paper should go to advertisement in the week commencing 10 January. Members agreed to meet on Tuesday 21 December to go through the pre-advertisement stage for the Clerk to the Assembly post. Mr Sands, Clerk of Legislation at Westminster, to be invited to the meeting.

5. SOUND AND VISION

5.1 The Speaker briefed Members on the background to the tender process for the Sound and Vision contract. The Commission agreed a further one month extension (6 March - 6 April 2000) of the current Macmillan contract and authorised the purchase of the Sound and Vision equipment once DFP have formally accepted the business case.

6. ANY OTHER BUSINESS

6.1 There was a discussion on the need for insurance cover for Members. The Speaker to raise the issue with the Speaker of the Scottish Parliament and Welsh National Assembly on 20 December. Mr Evans to circulate a short paper prepared by Mr Millar.

6.2 The Commission agreed that wedding receptions will now be restricted to immediate relatives of Assembly Members, former Members and Secretariat staff and may not take place on weekdays at any time. The guidance notes covering functions in Parliament Buildings to be re-drafted to take account of the agreed changes.

6.3 The Commission approved a request from ASSISI Animal Sanctuary Group to hold 'The Extra Mile' fundraising event on 25 June 2000.

6.4 A request from the organisers of the World Cross Country Challenge to hold a press call in the Long Gallery on 7 January 2000 was not approved.

6.5 The Commission approved a request from the Minister for Agriculture to hold a dinner during the Christmas Recess. It was also agreed that Members of the Executive and Committee Chairmen may need to use the facilities in Parliament Buildings during Recess. The Speaker will deal with such requests on behalf of the Assembly Commission.

6.6 The Commission considered a request from Mrs Lewsley for an interpreter to be available in the Chamber to sign for the deaf. Mrs Lewsley to be made aware of the Royal National Institute for the Deaf's recent assessment of Parliament Buildings.

6.7 Mr Fee enquired about plans to provide computer equipment for use in Members' constituency offices in line with SSRB recommendations. It was agreed that a holding minute should issue immediately to Members alerting them to the Commission's intention to provide computer equipment for use in Constituency Offices.