MINUTES OF PROCEEDINGS - 11th DECEMBER 2000
MINUTES OF THE SIXTEENTH MEETING OF
THE ASSEMBLY COMMISSION
HELD ON MONDAY 11 DECEMBER 2000 AT 5.00 PM
IN ROOM 106
1. Minutes of previous meeting
2. Matters Arising
3. Salaries and allowances
4. Staffing/ recruitment issues
5. Any Other Business
6. Date of next meeting
PRESENT: The Speaker
Rev Robert Coulter
Dr Dara O'Hagan
Mr John Fee
Mr Jim Wells
IN THE CHAIR: The Speaker
APOLOGIES: Mrs Eileen Bell
IN ATTENDANCE: Mr T Evans, Mr G Cosgrave, Mr P Waddell,
Mr D Millar, Mr N Johnston, Mrs C McGowan, Ms G Campbell.
Mr P Johnston was in attendance for Agenda item 4.
Mr A Rogers was in attendance for Agenda items 4 and 5.
Clinton Visit
At the start of the meeting Mr Johnston, the Speaker's Special Adviser, presented a briefing paper outlining the proposed organisational and security arrangements for the Presidential visit to Parliament Buildings. The Commission endorsed the arrangements with some agreed amendments.
1. The minutes of the thirteenth meeting were accepted with an agreed amendment to paragraph 7.2 and the minutes of the fourteenth meeting were accepted without change. The minutes of the fifteenth meeting were accepted with agreed amendments to paras 3.2 and 5.2.
2. MATTERS ARISING
2.1 Catering Report
Mr Evans confirmed that he had met with the Chairman of the Catering and Functions Committee to agree the arrangements for finalising the Mount Charles contract, which is to be extended for a further 12-18 months to allow for a full tendering process to be completed.
Mr Evans also reported that Mrs Robinson has indicated that she is content that responsibility for the ongoing development of the Gift Shop is subsumed under the Catering and Functions Committee's remit. It was agreed that Mr Evans should consult with vice-chair and other members of the Gift Shop Committee on this issue.
2.2 Pager Service
The Speaker confirmed that a member of staff from one of the District Councils has been identified to lead on this issue.
2.3 Accommodation
The Speaker confirmed that all equality requirements will be taken into account as part of the Economic Appraisal.
2.4 Security Passes
The Speaker confirmed that Mr Gudgin had been issued with an east upper car park pass for sitting days. The Commission endorsed a request for four additional security passes for DFP Private Office staff and one for a second DCAL press officer.
The Commission also agreed that access passes should be made available to Northern Ireland Westminster Parliamentarians (MPs and Lords) and MEPs. Mr Waddell to prepare a mock-up for consideration by the Commission.
2.5 Draft Standing Order
The Committee on Procedures are preparing a draft standing order on the appointment of Commission members in line with the Commission's original proposal.
2.6 Jim Aiken Proposal
Nothing further to report.
2.7 Facility for Non-Government Bills
The Committee on Procedures has asked for a draft set of procedures for controlling the number of Private Members' Bills. Mr Evans to follow up with Scottish Parliament on the possibility of sharing their arrangements for supporting Private Members' Bills.
2.8 Trade Union Consultation
Mr Millar to forward minutes of the last local Whitley meeting to Commission members. It was agreed that Mr Millar, Mr Waddell, Dr O'Hagan and Mr Wells will meet with Doorkeeper representatives at the earliest opportunity.
2.9 Exhibitions
Nothing further to report.
2.10 Estimates
d that several Commission members had met with Directors to discuss the Estimates. Other Commission members to arrange times for similar meetings.
2.11 Christmas Cards
A guidance note on the availability of Christmas cards for official use issued on 24 November.
2.12 Paper on Alternative Energy Sources
Mr Doran is to meet with Dr O'Hagan and Mr Wells before putting a more substantial paper to the Commission.
2.13 Party Allowances
It was agreed that a member of staff needs to be identified to work up a new proposal on Party Allowances. Mr Fee is to meet with Mr Black to discuss the proposal to employ additional researchers for Party groups.
2.14 Accommodation Issues
Mr Cosgrave updated members on progress with the Economic Appraisal, Annex C and the vacant Provincial Bank Building at Massey Avenue.
- It was agreed that the Economic Appraisal should be completed by 19 January to allow the Commission sufficient time to make an informed decision on the preferred option.
- Mr Cosgrave and the Speaker will visit Annex C to view the condition of the premises and, subsequently, will meet with staff to discuss any concerns.
- A deadline of 12 January should be set for a final response to the Commission's offer on the Bank Building.
The Speaker informed the Commission that he will be meeting the Minister of Finance and Personnel to negotiate year-end flexibilities.
2.15 Temporary Secretarial / Members Allowances
A separate meeting to be set up with Mr Gallagher to discuss the draft guidance on OCA and Travel and Subsistence allowances.
2.16 Stationery
The Commission endorsed Mr Millar's proposal for the supply of stationery direct to constituency offices. A note to go out in the next APN.
2.17 Poppies and Lilies
Dr O'Hagan will provide information on the National Graves Association to Mr Evans. This issue was deferred until after the Christmas Recess.
2.18 Procurement Report
Ms Garvie to present her report at an early meeting after the Christmas Recess.
2.19 Security Passes
Mr Waddell informed Members that mock-ups of staff passes were not available due to the additional work arising from the Presidential visit. Mr Waddell to have mock-ups available for the next Commission meeting.
2.20 Assembly Premium
The Commission agreed that an Assembly premium of £1,000 should be awarded to all Assembly Secretariat staff in recognition of the special nature of the work of the Assembly and that the premium will be payable from 30 May 2000. A note to issue to all Secretariat staff informing them of the Commission's decision.
2.21 Information Strategy
The Commission endorsed the Information Strategy presented by Allan Black and agreed that the strategy should be reviewed on an annual basis.
2.22 Flags
This item was deferred until after the Christmas Recess.
2.23 Off-Site Committee Centres
The Commission noted the interim paper tabled by Mr Torney. It was agreed that the proposals for off-site committee centres should be incorporated in the wider accommodation plans and that a substantive paper should be available by the week commencing 15 January.
3. SALARIES AND ALLOWANCES
3.1 The Commission further considered the new Members' Salaries and Allowances Determinations. There was a lengthy discussion on the issue of backdating salaries and allowances. Mr Johnston, the Assembly's Legal Adviser, advised that there is no specified provision in Section 47 of the Northern Ireland Act 1998 to allow for the backdating of salaries and allowances. Dr O'Hagan reaffirmed that she was opposed to the principle of backdating salaries and allowances.
3.2 There were two propositions put forward in respect of the Salaries Determination. Mr Fee proposed that the Salaries Determination should have effect from 30 May 2000. The proposal was carried by two votes (Rev Coulter, Mr Fee) to one (Dr O'Hagan). Mr Wells abstained. Dr O'Hagan proposed that the Salaries Determination should have immediate effect. The proposal was not carried with Dr O'Hagan voting for and Rev Coulter and Mr Fee voting against. Mr Wells abstained.
3.3 Mr Fee proposed that the Allowances Determination should have effect from 30 May 2000. The proposal was carried by 3 votes (Rev Coulter, Mr Fee, Mr Wells) to one (Dr O'Hagan).
3.4 The Commission agreed that Rev Coulter would introduce both determinations to the Assembly on 19 December.
4. STAFFING / RECRUITMENT
4.1 Clerk to the Assembly Competition
The Commission cleared the letters to be issued by the Assembly Recruitment Office to the candidates to be invited to the next stage of the selection process and to the unsuccessful candidates. The Commission also agreed the content of the next stage of the selection process which will comprise a short presentation followed by an interview. The presentation and interviews will take place on either 17 or 19 January.
4.2 Appointment of Principal Assembly Clerks / Assembly Clerks
The Commission confirmed its earlier decision that successful candidates in the Assembly Clerk / Principal Assembly Clerk open competition should be offered 10 % on top of their current salary in order to attract and retain suitably experienced staff with the proviso that pay offers do not exceed the maximum of the equivalent NICS Grade 7 pay scale. It was also agreed that Principal Assembly Clerks will be offered an additional 5 % responsibility allowance.
4.3 The Commission agreed that a sufficient number of Assembly Clerk appointments should be made to ensure that the full range of Assembly Committees are adequately supported and to allow a number of clerks to benefit from training placements with other legislatures. It was also agreed that a pay and grading review in respect of the Principal Assembly Clerk / Assembly Clerk posts should be commissioned immediately.
4.4 Examiner of Statutory Rules
It was agreed that the Chairperson of the panel for the Examiner of Statutory Rules competition should be invited to the next meeting to apprise the Commission of the panel's recommendation.
5. ANY OTHER BUSINESS
5. Assembly Award
The Speaker explained that this issue had been initiated by the Assembly's decision to make a corporate award to the Fire Service. There was some discussion on possible design options. It was agreed to bring back proposals to the next meeting. The Speaker agreed to write to the Fire Service to consult on how the presentation is organised and to explain that there will be some delay as this is the first award to be made by the Assembly.
5.2 Accommodation for Drivers
Mr Wells spoke to this item. The Commission were sympathetic to the issue but agreed that the accommodation arrangements for Ministers' drivers was the responsibility of the Executive. Mr Waddell is to liaise with the Executive and report back at the next meeting.
5.3 Fair Trade
The Commission agreed that a commitment to Fair Trade should be part of the new contractual arrangements currently being negotiated with Mount Charles.
5.4 Audit on Disabled Access
Ms Lewsley is to meet with the member of staff who will be taking forward this issue.
6. DATE OF THE NEXT MEETING
Monday 8 January at 2.30 pm in room 106.
TOM EVANS
