MINUTES OF PROCEEDINGS - 27th MARCH 2001

MINUTES OF THE TWENTY SIXTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 27 MARCH 2001 AT 5.00 PM IN ROOM 106

1. Minutes of previous meeting
2. Matters Arising
3. Procurement Issues
4. Poppies and Lillies
5. Accommodation Issues
6. Any Other Business
7. Date of next meeting

PRESENT:
The Speaker
Mrs E Bell
Dr. D O'Hagan
Rev. R Coulter
Mr J Fee (arrived 19:05)
Mr J Wells (arrived 19:10)

IN THE CHAIR:
The Speaker

IN ATTENDANCE:
Mr T Evans, Mr G Cosgrave, Mr P Carlisle, Mr D Millar, Mr A Black, Miss G Campbell.
Mrs A Peacocke and Ms C Cleland were in attendance for Agenda item 5

1. The minutes of the twenty fifth meeting of the Assembly Commission, held on the 6 March 2001, were accepted.

2. MATTERS ARISING

2.1 Catering Contract
Mr Carlisle confirmed that the Catering and Functions Committee will, at its next meeting, consider a draft critical path for the tender process which indicates an end October / mid November completion date. The Commission to receive a copy of the critical path paper.

2.2 Facilities for Non-Government Bills
Mr Evans will co-ordinate the project with the Clerk of Bills having direct management responsibility for the work of the Assembly Clerk identified to take forward the tender process.

2.3 Paper on Alternative Energy Sources
A paper setting out the recycling proposals agreed by Commission members at the presentation on 20 March to be considered at the next meeting.

2.4 Security Passes
The Head of Security has confirmed that the new pass system will be fully implemented by the end of June with existing passes becoming invalid at the start of the Summer Recess.

2.5 Off-site Committee Centres
The Committee on Procedures has been asked to consider whether meetings of Assembly Committees, which are quorate only through the use of video conferencing facilities, are properly constituted. Mr Evans will brief committee clerks on the proposals for off-site committee centres.

2.6 Assembly Award
The Speaker reported that the Garter King of Arms has advised that the flax flower motif needs to be adopted as the official badge of the Northern Ireland Assembly before work on the Assembly award can be completed. Members agreed to consult with Parties.

2.7 Fair Trade
Members reflected on the Fair Trade photo call held on 26 March which involved members of the Commission and the Catering and Functions Committee, War on Want (NI) and the Queen's University Tearfund group. The Speaker reported that War on Want may wish to hold a Fair Trade exhibition in Parliament Buildings.

2.8 Audit on Disabled Access
It was agreed that a separate meeting should be arranged to discuss Ms Cleland's paper on disabled access. Mr Evans reported that awareness training for Doorkeepers, Events and Co-ordination Mount Charles staff is being arranged following a very positive meeting with Ms Lewsley.

2.9 Messaging Service
An Assembly Clerk has been identified to work to the Head of Administration on this project. The necessary research and tender documentation to be completed by mid/end of June 2001.

2.10 Use of Constituency Offices during Election Campaign
Mr Millar reported that he had received no response to the guidance note issued on 12 March. The Speaker referred to the Scottish Parliament guidance on this matter which had been circulated to Commission members. It was agreed that a reminder, referring to the earlier guidance note, should be circulated once the date of the General Election has been announced.

2.11 Party Allowances
The Speaker agreed to raise at the next meeting of the Business Committee the ongoing consultation process on Party Allowances.

2.12 Mr Loughran's correspondence
Mr Loughran to be invited to an early Commission meeting to discuss the issues raised in recent correspondence.

2.13 Use of Canteen on Sitting Days
It was agreed that consideration of the regulations for the use of the basement canteen and Members' facilities should be delegated to the Catering and Functions Committee. The Committee will present to the Commission any recommendations to change the existing regulations. It was also agreed that the review of the regulations for tours at Parliament Buildings should explore the viability of extending the Assembly shop's opening hours to facilitate early evening tours.

2.14 Security Issues
It was agreed that the draft Information Security paper should be circulated to Commission members and Whips for comment directly to the Head of Security.

2.15 Auction of artefacts
The Speaker confirmed that £4,048 had been raised from the sale of the low value artefacts and will be returned to the Consolidated Fund. It was agreed that the two members of the public, who had contacted the Commission office as a result of the press coverage, should be invited to view the remaining items.

2.16 Review of Terms and Conditions
Members cleared the revised draft Terms of Reference. It was agreed that Mr Fee, Mrs Bell, the Clerk to the Assembly and / or Head of Administration should sit on the selection panel.

2.17 Jim Aiken Proposal
Mr Evans advised that the Eagles concert will go ahead on 29 June and that the Stormont Residents will be informed of the event.

2.18 Childcare
Commission members to consult with Parties on the proposals set out in Mr Millar's paper.

2.19 Student Intern Programme
The Commission noted the evaluation of the Student Intern Programme and agreed that Mr Cosgrave should proceed with planning for next year's programme. A meeting to discuss future developments to be arranged with Rick Wilford, Queen's University to involve the Commission and Party Whips.

3. PROCUREMENT ISSUES

3.1 The Commission noted the paper setting out the list of current contracts and an assessment of the current procurement arrangements. It was agreed that this matter should be deferred until the Clerk to the Assembly has had the opportunity to consider and then present definitive recommendations to the Commission.

4. POPPIES AND LILIES

4.1 The Speaker outlined the options available to the Assembly Commission. There could either be a neutral environment where no symbols or demonstrations of the various cultures are displayed or the Commission could opt for an environment which recognises all traditions.

4.2 Against this background the Speaker put to the Commission the proposal that:

'Over the Easter period the two floral displays in the Great Hall would be replaced by Lilies with an appropriate reference to the National Graves Association and the history of the Lily. This practice would then be replicated in November when Poppies would also be displayed in the Great Hall.'

4.3 Dr O'Hagan put forward an a second proposal that:

'A basket of Lilies would also be available free of charge.'

4.4 Members agreed that they would need to consult with Parties on both proposals.

5. ACCOMMODATION ISSUES

5.1 The Speaker reported on his meeting with the Minister for Finance and Personnel following receipt of the economist's quality assurance report on the Economic appraisal. It was agreed that a detailed response should be prepared for consideration at the next meeting.

5.2 Mrs Peacocke and Ms Cleland presented a paper setting out the work required to progress the short, medium and long-term accommodation plans. Members endorsed the proposals set out in the paper with the agreement that the Commission would receive regular progress reports.

Mr Fee arrived at 19:05. Mr Wells arrived at 19:10.

6. ANY OTHER BUSINESS

6.1 Mr Evans circulated a letter from an Assembly Clerk expressing concern about the recent Assembly Clerk competition. It was agreed that the member of staff should be asked to put his concerns in writing for consideration by the Commission.

6.2 Mr Fee expressed concern about the current practice of compulsory retirement at the age of 60. It was agreed that the terms of reference for the review of terms and conditions should be modified to take on board this issue.

6.3 Members approved a request from the Society of Editors to hold an event in Parliament Buildings on Sunday 21 October 2001.

6.4 Mr Evans to reply to the correspondence between Mr Ó Cuív, TD and Mr Mallon which was directed to the Commission office by OFM/ DFM for response.

6.5 Members agreed to consider the draft Whitley Constitution and to reply directly to Mr Millar.