MINUTES OF PROCEEDINGS - 3rd JULY 2000

MINUTES OF THE SEVENTH MEETING OF THE ASSEMBLY COMMISSION
HELD ON 3 JULY 2000 AT 4.30 PM
IN ROOM 106

1. Minutes
2. Matters Arising
3. Displays at Windows
4. Any other business
5. 2001 / 02 Estimates
6. Date and time of next meeting

Present: The Speaker
Rev Robert Coulter
Mr Gregory Campbell
Mr John Fee
Mrs Eileen Bell
Dr Dara O'Hagan

In the Chair: The Speaker

In Attendance: Ms G Campbell, Mr G Cosgrave, Mr T Evans and Mr N Johnston.

Mr M Barnes, Ms C Byrne, Mr A Elder, Mr T Marken, Mr D Millar and Mr P Waddell attended for Agenda Item 5.

1. Minutes of the sixth meeting on 14 June were accepted.

2. MATTERS ARISING

2.1 Stormont Estate

Work on the playground car park commenced on 19 June. The Speaker informed Members that disposal procedures, in respect of Ormiston House, have been initiated. It was agreed that Mr Evans should write to the Valuation and Lands Agency to register the Commission's interest in Ormiston House and that a project team should be established to explore all potential accommodation options including Ormiston House and Stormont House.

2.2 Michael Flatley Concert

Aiken Promotions have agreed, in principle, the need to develop a profit sharing arrangement for the Michael Flatley concert, with the detail to be agreed at the next planning meeting on 7 July.

2.3 Pager Service

Mr Waddell to develop a proposal based on the House of Lords system.

2.4 Functions and Tours

The Commission approved a number of amendments to the guidance notes for functions and regulations for tours:

· inclusion of an additional category 'Official Functions';

· definition of commercial purposes not to include book launches (though books may not be sold at such events) and commercial companies receiving awards;

· the limit of eight permits on sitting days relates to tours up to 4.00 pm;

· Commission's approval for Saturday tours no longer required;

· no access by tour groups of more than six people to the basement restaurant between 12.00 noon and 2.00 pm once alternative arrangements are in place.

2.5 Order of Stationery

There was some discussion about the use of Party Funding. A stationery order form for Whips to be designed.

2.6 Catering Study

The Catering and Functions Committee will bring the catering study recommendations to an early Commission meeting after the Summer Recess. It was agreed that the basement shop should be re-located to the post office on a temporary basis. Mr Evans to inform the Gift Shop Committee of the Commission's decision.

2.7 Accommodation

BBC and PA have accepted the Commission's proposals in relation to corridors B40 and B46. The Commission agreed that the following projects can be progressed over the Summer Recess pending the establishment of the Assembly's own procurement procedures:

· conversion of B40 and B46 to press accommodation;

· conversion of B9, 10 and 11 to office accommodation; and

· sound proofing and ventilation of 135 and 144.

The Commission agreed to pursue with vigour the establishment of its own procurement procedures.

2.8 Upper Car Park Passes

The Commission agreed that four upper level car park passes could be provided to OFM / DFM private office staff on the basis that they are for the east car park.

2.9 Trade Union Consultation

Mr Evans has written to NIPSA asking for a response to the draft consultation document and communicating the Commission's view that a single union representation in Parliament Buildings is not appropriate.

2.10 University Internships

The Commission agreed a proposal to establish a six month pilot scheme for an internship programme with Queen's University, to start in September 2000.

2.11 Equality Scheme - Section 75 Responsibilities

The Speaker confirmed that the Commission will not be designated as a public authority before the Autumn.

2.12 Staffing

It was agreed that the Speaker will have individual meetings with all Commission Members to discuss the additional pre-appointment checks required for three specified Assembly posts - Clerk to the Assembly, Keeper of the House and Head of Security.

2.13 Allowances to Members' Bill

The Allowances to Members Bill will have its final stage on 4 July.

2.14 Pensions Scheme

Mr Evans reported that the Pension Trustees had their first meeting on 28 June.

2.15 Sound and Vision

Macmillan Media has responded positively to the letter of offer issued by GPA on behalf of the Commission. The detailed management and review arrangements and the precise nature of the operational requirements will be agreed by the end of September.

2.16 Equality Issues

The training needs analysis has been deferred until after the Summer Recess.

2.17 IT in the Chamber

The Commission endorsed the proposal to install IT equipment in the official boxes in the Chamber.

3. DISPLAYS AT WINDOWS

The issue of window displays at the front of Parliament Buildings was raised by Mr Campbell. After discussion it was unanimously agreed that the Speaker should seek the views of the Business Committee on how the Commission should deal with this matter.

4. ANY OTHER BUSINESS

4.1 The Commission agreed the opening hours and catering arrangements for the Summer Recess.

4.2 The Speaker informed Members that he has been asked by the Chairman of the Procedures Committee for views on Section 40(2)(b) of the Northern Ireland Act 1998 which requires that Standing Orders make provision for the appointment of the Commission. Mr Johnston to draft a Standing Order which covers the appointment of the Commission and also provides for subsequent replacements.

4.3 It was agreed that Members' attendance at the British / Irish conference in September can be paid for out of Party Allowances.

4.4 Mr Coulter raised the issue of whether the Commission needs to revise the Party Allowance Scheme. It was agreed that a paper should be prepared setting out the range of allowances which have been reviewed by SSRB.

4.5 The Commission endorsed the proposal to fill in the gangway space at the front benches on both sides of the Chamber during the Summer Recess.

5. 2001 / 02 ESTIMATES

5.1 The Commission received a presentation from the Head of Administration and Directors on the first draft of the 2001 / 02 Estimates. Commission Members agreed to provide comments on the draft Estimates.

6. DATE OF THE NEXT MEETING

Date of the next meeting at the call of the Speaker.

TOM EVANS