MINUTES OF PROCEEDINGS - 4th OCTOBER 2000

MINUTES OF THE TENTH MEETING OF THE ASSEMBLY COMMISSION HELD ON WEDNESDAY 4 OCTOBER 2000 AT 12.00 NOON IN ROOM 106

1. Minutes of previous meeting
2. Matters Arising
3. Guidance on functions
4. Accommodation
5. Staffing
6. Party Allowances
7. Jim Aiken Proposal
8. Any Other Business
9. Date of Next Meeting

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

In the Chair: The Speaker

In Attendance: Mr T Evans, Miss C Nolan, Ms G Campbell.

Mr Peter Waddell attended for agenda item 4

1. The minutes of the ninth meeting were accepted.

2. MATTERS ARISING

2.1 Stormont Estate

The Speaker confirmed that work on the children's playground car park and vehicle entrance would be completed by the 20 October 2000.

2.2 Pager Service

The Speaker updated members on options explored by Mr Waddell for the provision of a pager service. The Commission agreed that a procurement exercise should now be conducted.

2.3 Functions and Tours

A note on the revised regulations for Tours and notes for Guidance for Functions has issued to all members.

2.4 Ordering of Stationery

Mr Evans reported that rules agreed by the Commission on the use of Assembly stationery and post paid envelopes have now issued to all Members.

2.5 Catering Study

The Catering and Functions Committee are meeting on 5 October 2000 to agree arrangements for the presentation of the catering report to the Commission.

2.6 Accommodation

The Speaker tabled a proposal that the Minister for Finance and Personnel's accommodation needs could be facilitated by his own party. Mr Fee to explore this issue with party colleagues. The Commission agreed the principle that Parties can facilitate their own Ministers within their accommodation allocation.

2.7 Procurement Procedures

Mr Evans reported that the Head of the Scottish Parliament Procurement Section is to spend a week with the Assembly commencing 16 October with a view to helping the Assembly develop its own procurement policy and operational procedures.

2.8 Security Passes

All passes have now issued in respect of the approved list of Government Officials agreed at the last meeting. It was agreed that the Speaker would remind Whips at the next Business Committee meeting of the existing regulations on access to the library. At all times Members, Officers, Special Advisors and Whips Office staff have access to the library. On non sitting days one researcher per Member has access to the Library.

2.9 Trade Union Consultation

Mr Dennis Millar is to bring a proposal to the Commission meeting on 18October.

2.10 University Internships

The five intern students from Queens University have been placed in the Clerk Assistant and Research and Information Directorates. Details of the nature of their projects will be provided to members at the next Commission meeting.

2.11 Equality Issues

Mr Evans reported on his meeting with Patricia Lewsley to discuss equality training for Assembly staff when it was agreed that the Secretariat would look at the need for awareness training for staff. Ms Lewsley has agreed to discuss training needs with other Equality spokespersons from the other Parties.

2.12 Draft Standing Order for the Assembly Commission

The Speaker informed members that he had written to Conor Murphy on this issue.

2.13 Exhibition to Celebrate Bi-centenary of the Act of Union

The Speaker outlined the practical difficulties in holding exhibitions in Parliament Buildings but did identify a potential area on the first floor at the east staircase which members agreed to view in advance of the next Commission meeting. The Commission will then discuss the principle of whether exhibitions should be allowed before considering specific requests.

2.14 Tables in the Senate Chamber

The Commission considered Mr Waddell's note on costings for low tables in the Senate Chamber. It was agreed that a mock up should be prepared before the Commission makes a final decision.

2.15 Women Parliamentarians Conference

Mr Evans informed members that he had written to the Northern Ireland Bureau informing them of the Commission's decision not to fund Members' attendance but that the Conference fee could be paid out of Party Allowance.

2.16 Sinn Fein Request to Divide Room 316

Dr O'Hagan reported that she had discussed options within her party and had reached an agreed outcome.

2.17 Overseas Rate for Foreign Travel

Mr Millar to prepare a paper for the next meeting setting out the various determinations on salaries and allowances which need to be brought forward.

3. GUIDANCE ON FUNCTIONS

3.1 The Speaker referred to Mr Wells' concerns about the decision not to allow the proposed parade of RUC Officers at the sponsored function on Saturday 30 September. The Speaker confirmed that he could not give approval for the parade within the current regulations. It was agreed that a position paper should be prepared on processions/parades within Parliament Buildings.

4. ACCOMMODATION

4.1 The Speaker informed Members that Annex C will not be vacated before mid / end November and will not be available for use until after Christmas.

4.2 Mr Waddell informed Members that he had received the report on the vacant bank building, which indicates that redecoration costs would be in the region of £30k, and that the property would provide accommodation for about 25 staff. Mr Evans reported that he had spoken to DFP officials and that two mobiles could also be made available providing accommodation for an additional 30 staff.

4.3 It was agreed that the Valuation and Lands Agency should now be asked to provide a realistic market value.

4.4 The Speaker reported that he had written to the Minister for Finance and Personnel asking if he would use his vesting authority on behalf of the commission to purchase Ormiston House. The Speaker informed members that an Economic Appraisal, to assess potential options for meeting the Assembly's long term accommodation needs, would take 2-3 months and that the Valuation and Lands Agency have advised that the property cannot be put on the open market until the appraisal has been completed.

4.5 Members raised the issue of decentralising some of the Secretariat's functions. The Speaker confirmed that he had asked the Committee Office to identify 6-7 possible locations around Northern Ireland with appropriate facilities to cater for Committee needs.

5. STAFFING

5.1 The Speaker informed members that Saville and Holdsworth has completed the job analysis for the Clerk to the Assembly post and that the assessment process will take place in weeks commencing 16 for the Clerk to the Assembly post and 23 October with interviews to be scheduled for early /mid November.

5.2 Rev Robert Coulter reported that the sift process for Editor of Debates will take place on Thursday 12 October 2000, in Rm 106. The Speaker confirmed that the recruitment for the Head of Security position has been completed and that an offer will be made to the successful candidate in the week commencing 9 October 2000.

5.3 Mr Evans reported that he had asked Ms McAuley to consider the integrity questionnaire in terms of Equality and Human Rights and that a formal response will be available for the next meeting.

5.4 The Speaker raised the issue of the Assembly's broader recruitment strategy and the need to look for alternatives to the Civil Service Recruitment Service, which is unable to meet all the Assembly's recruitment requirements. Possible options include a private agent or to increase the capacity of the Assembly's Recruitment Office.

6. PARTY ALLOWANCES

6.1 The Speaker will raise the issue of Party Allowances at the Speaker's conference, which is scheduled for the New Year. Mr Evans to establish the mechanisms for requesting SSRB to review all allowances.

7. JIM AIKEN PROPOSAL

7.1 The Commission considered a proposal from Jim Aiken to hold a Tom Jones Concert at Stormont. It was agreed that Tom Evans would consult with the Stormont residents group and report back their views to an early Commission meeting.

8. ANY OTHER BUSINESS

8.1 The Commission approved the request to hold World Cross Challenge on 20 January 2001.

8.2 The Commission agreed in principle, the proposal to introduce the 'Give As You Earn' scheme, but sought further clarification on the practical operation of the scheme. Mr Millar to present an overview of the GAYE scheme at the next Commission meeting.

8.3 The Commission noted Mr Gallagher's minute on Members' Indemnification which proposes to mirror arrangements developed for the House of Commons.

8.4 The Commission discussed the correspondence between the Clerk to the Committee on Procedures and the Health Committee Clerk on the initiation of legislation by individual Members and Committees. Mr Evans will report on facilities for non-government bills in the Dail, House of Commons and Scotland at the next committee meeting.

8.5 The Commission considered a request to endorse a European Language Initiative Parliamentary Dictionary. The Commission agreed that it should be used as a working document by the Editor of Debates but not adopted as an Official Assembly Publication.