MINUTES OF PROCEEDINGS - 1st MAY 2001

MINUTES OF THE TWENTY NINTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 1 MAY 2001 AT 5.00 PM IN ROOM 106

PRESENT:
The Speaker
Mrs E Bell
Rev R Coulter
Mr J Fee
Mr J Wells

IN THE CHAIR: The Speaker

IN ATTENDANCE: Mr T Evans, Mr A Moir, Mr G Cosgrave, Mr P Carlisle,
Mr A Black, and Ms G Campbell.

Mr I Paisley Jnr, Mr J Shannon, Mr D Ford, Mr B Hutchinson, Ms P Lewsley, Mr F Molloy, Prof R Wilford and Mr G Walker were in attendance for Agenda Item 1.

Mr A Rogers, Mr A Robinson and Mrs N McLeod were in attendance for Agenda item 4.

1. STUDENT INTERN PROGRAMME

1.1 In welcoming Party representatives, Professor Wilford and Mr Walker, the Speaker outlined the background to the first year intern programme. Professor Wilford then provided details of next year's programme which is to be extended to involve Assembly Parties.

1.2 It was agreed that Professor Wilford should meet with Party Whips to discuss potential projects and the detailed arrangements for hosting interns.

2. MINUTES OF THE LAST MEETING

2.1 The minutes of the twenty-eighth meeting of the Assembly Commission, held on the 24 April 2001, were accepted.

3. MATTERS ARISING

3.1 Catering Report

Mr Carlisle provided Members with a progress report following the meeting of the Catering and Functions Committee on Monday 30 April 2001. The critical path relating to the award of the new catering contract was cleared. Mr Carlisle advised that further consultations with the Government Purchasing Agency are due to take place.

Members asked for a paper detailing the proposed changes to the Members' Dining Room to be prepared for the next meeting. Mr Carlisle tabled draft Terms of Reference for the development of the Gift Shop product range. Mr Fee asked that this study should also consider the potential for on-line purchasing.

3.2 Facilities for Non-Government Bills

Mr Evans advised that a meeting has been arranged with the Head of the Scottish Parliament non-Executive Bills Unit for the week commencing 14 May 2001. A paper detailing the key milestones for the tender process will be presented at the first Commission meeting in June.

3.3 Paper on Alternative Energy Sources

It was agreed that Ms Cleland would speak to members on an individual basis about the paper tabled at the meeting.

3.4 Security Passes

The Speaker advised that implementation of the programme was on schedule to be completed by the end of June.

3.5 Off-site Committee Centres

Mr Evans advised that he had made a presentation to Committee Clerks on 29 April 2001.

3.6 Assembly Award

The Speaker presented a draft Scroll of Honour for consideration by the Commission. Members suggested minor changes and agreed that the Speaker should now submit now the draft Scroll of Honour to the College of Arms.

3.7 Fairtrade

Mr Carlisle advised Members that the Fairtrade exhibition had been very successful. Mr Fee asked about the appropriateness of the location for this particular exhibition. It was agreed that requests for alternative locations would be considered on a case by case basis. Mr Fee asked if a notice board detailing all business and functions could be displayed in the Great Hall. Mr Cosgrave to explore options and associated costs.

3.8 Audit on Disabled Access

A meeting to discuss disabled access and IT developments to be arranged for the week commencing 7 May 2001.

3.9 Messaging Service

Mr Evans advised that Mr McAteer is in the process of meeting with individual Members to discuss proposals for the provision of an Assembly messaging service.

3.10 Party Allowances

The Speaker advised that some Parties had not yet responded to the consultation process on Party Allowances and that legal advice has confirmed that allowances cannot be paid retrospectively. The Commission agreed to extend the deadline for responses until the end of May.

3.11 Mr Loughran's correspondence

Mr Evans confirmed that Mr Loughran will attend the Commission meeting scheduled for 22 May 2001.

3.12 Poppies and Lilies

The Speaker advised that he had received correspondence from the UUAP (Denis Watson, Boyd Douglas and Frazer Agnew) indicating that they wished Mr Wells to represent their interest on the Commission. Mr Wells advised that he would like to revisit the lilies issue whenever all members of the Commission are present.

3.13 Staffing

Members reflected on the oral questions which Mr Wells answered on behalf of the Commission on 30 April. It was agreed that the responses to the five written questions should be circulated to Commission members.

4. PRESENTATION ON THE GRADING REVIEW OF PRINCIPAL ASSEMBLY CLERKS / ASSEMBLY CLERKS

4.1 The Speaker introduced Mr Robinson and Mrs McLeod who had conducted the grading review. Mr Robinson outlined the main findings and recommendations arising from the study which confirmed the Commission's earlier decision regarding the pay offer made to Principal Clerks and Assembly Clerks following the recent recruitment competition.

4.2 Members agreed that the appropriate staff should be briefed on the findings of the report. Mr Wells and Mr Fee will represent the Commission at this meeting.

5. ACCOMODATION

5.1 Members agreed that the meeting with the Minister for Finance and Personnel had been very positive and agreed that officials should now prepare a detailed response to the DFP quality assurance report and also update the Economic Appraisal to reflect the additional research into the potential costs of excavating the site behind Parliament Buildings.

5.2 Mr Moir informed Members that a private company had offered a site in East Belfast and presented a paper which indicated that this site did not represent value for money and would not afford the Assembly the necessary privacy and security.

6. ANY OTHER BUSINESS

6.1 Assembly Clerk correspondence

Correspondence from an Assembly Clerk was tabled for discussion at the next meeting.

6.2 Upper Car Park Pass

A request for an additional pass to the upper car park was deferred until Members have received advice from the Head of Security.

6.3 Whitley Council

The Speaker raised two matters arising from minutes of the Whitley Council meetings. Firstly, that the Council had indicated that health and safety matters had been put on hold in Parliament Buildings and, secondly, that NIPSA has requested a meeting with the Assembly Commission in February. Mr Cosgrave is to investigate both matters.