MINUTES OF PROCEEDINGS - 3rd APRIL 2001

MINUTES OF THE TWENTY SEVENTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 3 APRIL 2001 AT 5.00 PM IN ROOM 106

PRESENT:
The Speaker
Mrs E Bell
Dr D O'Hagan
Rev R Coulter
Mr J Fee (arrived 17:25)
Mr J Wells (arrived 17:25)

IN THE CHAIR:
The Speaker

IN ATTENDANCE:
Mr T Evans, Mr A Moir, Mr G Cosgrave, Mr P Carlisle, Mr D Millar, Mr A Black, Miss G Campbell.
Mr J O'Neill, Mrs A Peacocke and Ms C Cleland were in attendance for Agenda item 4.

1. The meeting commenced at 17:20. The minutes of the twenty sixth meeting of the Assembly Commission, held on the 27 March 2001, were accepted with one amendment to paragraph 2.17.

2. MATTERS ARISING

2.1 Catering Report

It was agreed that the Catering and Functions Committee need to establish whether the timescales in the draft critical path are achievable. The Commission to receive interim progress reports.

2.2 Facilities for Non-Government Bills

Mr Evans has met with the Clerk of Bills to agree how the project should be progressed.

2.3 Paper on Alternative Energy Sources

A paper to be prepared for the next meeting setting out the operational implications of implementing the proposals in Mr Doran's paper.

2.4 Security Passes

The Head of Security to provide a progress report on the implementation of the new pass system for the first meeting in May. Members to provide comments on the draft Information Security document direct to the Head of Security.

2.5 Off-site Committee Centres

Mr Evans to meet with the Clerk to the Committee on Procedures to discuss this issue.

2.6 Assembly Award

Members agreed that the flax flower emblem should be adopted as the official emblem of the Northern Ireland Assembly.

2.7 Fair Trade

Mr Carlisle to follow up with War on Want on the proposal to hold a Fairtrade exhibition in Parliament Buildings.

2.8 Audit on Disabled Access

Members agreed to meet in the week commencing 9 April to discuss this issue.

Dr O'Hagan left the meeting at 17:25.
Mrs Bell and Mr Fee arrived at 17:25.

2.9 Messaging Service

Members noted the interim report and agreed to provide comments to Mr Evans or Mr McAteer.

2.10 Use of Constituency Offices during Election Campaign

Members agreed that a reminder on the use of constituency offices should issue when the date of the election is announced.

2.11 Party Allowances

The Speaker advised that he had raised this issue with the Business Committee and reminded Whips that the deadline for responses is the end of April.

2.12 Mr Loughran's correspondence

Mr Loughran to be invited to meet with the Assembly Commission after the Easter Recess.

2.13 Use of Canteen and Other Facilities

It was agreed that consideration of the existing regulations should be delegated to the Catering and Functions Committee.

Dr O'Hagan returned to the meeting at 17:45.

2.14 Auction of Artefacts

The Speaker confirmed that the members of the public who had expressed an interest in the artefacts, had been contacted. The Office of the Keeper is to provide an update at the next meeting.

2.15 Review of Terms and Conditions

The Speaker advised that consideration of the retirement age has been included in the terms of reference. It was confirmed that Mr Fee, Mrs Bell, the Clerk to the Assembly and the Head of Administration will sit on the Assessment Panel.

The Speaker advised that the grading exercise for Assembly Clerks was nearing completion. The consultants to meet with Mr Moir before completing their report, which will then be tabled at an early Commission meeting.

Mr Moir to consider the staffing issue raised by the Chairman of Enterprise, Trade and Investment Committee. Mr Cosgrave agreed to look at the pay and conditions of the Doorkeepers.

Rev Coulter left the meeting at 17:50.

2.16 Jim Aiken Proposal

The Speaker advised that there was a great deal of interest in this particular concert and that a number of seated and standing tickets had been made available to the Assembly for sale, which will be managed by the Events Co-ordination unit. Members agreed that 50% of the tickets should be reserved for Members for a period of 3 weeks with the remainder being available on a "first come, first served" basis. A note to go out in the APN advising Members and staff of the arrangements for the purchase of tickets.

2.17 Childcare Scheme

Members agreed that the following changes to the Childcare Scheme should be made:

the age limit to be reduced from 14 to 12; and

the maximum number of eligible children to be 2.

The Commission will review the operation of the Childcare Scheme at the end of the current financial year.

Rev Coulter returned to the meeting at 18:15.

2.18 Student Intern Programme

Party Whips and Prof Wilford (QUB) to be invited to an early meeting after the Easter Recess.

2.19 Mr Evans confirmed that the Assembly Clerk who had expressed reservations about the recent Committee Clerk competition has been advised to write to the Commission detailing his concerns.

2.20 The Clerk to the Commission has replied to Mr O' Cuív in relation to the recruitment competition for Researchers.

2.21 Members agreed to forward comments on the Whitley Constitution directly to the Director of Finance and Personnel.

3. POPPIES AND LILIES

3.1 Members reported that they had consulted with Parties on the two proposals tabled at the last meeting, the first having been presented by the Speaker, namely 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".

With the second proposition from Dr O'Hagan that:

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

3.2 Rev Coulter and Mr Wells stated that they would not be supporting either proposal. Mrs Bell advised of her meeting with representatives from the Alliance, NIWC, PUP and UUAP Parties when it was agreed that she should present the following amendment to the first proposal:

Delete everything after Lilies to read "Over the Easter period the two floral displays in the Great Hall would be replaced by Lilies".

Mr Fee stated that he would support the amended proposal. Rev Coulter and Mr Wells advised that they would require the matter to be deferred until they could consult with their Assembly Parties. Dr O'Hagan confirmed that she would like the vote to proceed.

The meeting was adjourned at 18.50 and resumed at 19:15.

3.3 The Speaker reminded members of the weighted voting procedures and then put the first question:

"That the vote be deferred".

Rev Coulter (28) and Mr Wells (21) voted for with Mrs Bell (16), Mr Fee (24) and Dr O'Hagan (18) voting against the motion.

In favour - 49
Against - 58

The motion fell.

3.4 The Speaker put the second question, the amendment standing in Mrs Bell's name, namely that:

"Over the Easter period the two floral displays in the Great hall would be replaced by Lilies".

Mrs Bell (16), Mr Fee (24) and Dr O'Hagan (18) voted for with Rev Coulter (28) and Mr Wells (21) voting against the amendment.

In favour - 58
Against - 49

The amendment was carried.

3.5 The Speaker put the third question, the original proposal as amended, namely that:

"Over the Easter period the two floral displays in the Great Hall would be replaced by Lilies".

Mrs Bell (16), Mr Fee (24) and Dr O'Hagan (18) voted for with Rev Coulter (28) and Mr Wells (21) voting against the amended proposal.

In favour - 58
Against - 49

The amended proposal was carried.

3.6 The Speaker put the final question, the motion standing in Dr O'Hagan's name, namely that:

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

Dr O'Hagan (18) voted for with Mrs Bell (16), Rev Coulter (28) and Mr Wells (21) voting against the motion. Mr Fee (24) abstained.

In favour - 18
Against - 65
Abstentions - 24

The motion fell.

3.7 Mr Wells enquired about the procedures for convening an emergency meeting of the Assembly Commission. The Speaker advised that there were no agreed procedures but that any Commission Member could request a meeting which he would convene as soon as practicable, subject to the availability of the members.

4. Accommodation issues

4.1 The Speaker introduced Mr John O'Neill, the independent adviser to the Assembly Commission on the economic appraisal, who provided an analysis of the DFP economist's quality assurance report.

Mrs Bell left the meeting at 20:10.

4.2 Following Mr O'Neill's presentation it was agreed that officials should draft a reply to DFP's quality assurance report and that the Commission should meet with the Minister for Finance and Personnel at the earliest opportunity.