MINUTES OF PROCEEDINGS - 8th JANUARY 2001
MINUTES OF THE SEVENTEENTH MEETING OF
THE ASSEMBLY COMMISSION
HELD ON MONDAY 8 JANUARY 2001 AT 2.30PM
IN ROOM 106
1. Minutes of previous meeting
2. Matters Arising
3. Accomodation Issues
4. Clerk to the Assembly Competition
5. Other Staffing/ Recruitment Issues
6. Any Other Business
7. Date of next meeting
PRESENT: The Speaker
Rev Robert Coulter
Dr Dara O'Hagan
Mr John Fee
Mrs Eileen Bell
IN THE CHAIR: The Speaker
APOLOGIES: Mr Jim Wells
In Attendance: Mr T Evans, Mr G Cosgrave, Mr D Millar, Mr A Black, Mr M Barnes,
Mrs C McGowan, Ms G Campbell.
Mr A Rogers was in attendance for Agenda items 4 and 5.
Mrs Judith Eve was in attendance for part of Agenda item 5.
1. Minutes of the sixteenth meeting were accepted without change.
2. MATTERS ARISING
2.1 Clinton Visit
The Speaker praised the Secretariat staff and, in particular, Mr Cosgrave and Mr Johnston, for their efforts in preparing for the recent presidential visit.
2.2 Catering Report
The Speaker confirmed that the new catering contract with Mount Charles is almost finalised and that the Catering and Functions Committee are due to meet within the next two weeks when Trevor Annan will be in attendance. The Commission agreed that a 'Fair Trade' clause should be included in the new contract.
Mr Evans to speak to the remaining members of the Gift Shop Committee about the proposal that the Catering and Functions Committee take over responsibility for the Gift Shop.
2.3 Pager Service
A substantive paper on the options for providing an Assembly pager service will be available by the end of January.
2.4 Security Passes
The Speaker informed members that he had written to Northern Ireland Westminster Parliamentarians and MEP's informing them of the Commission's decision to provide them with access passes. Mr Waddell is to have a mock up available for the Commission meeting on 22 January.
2.5 Jim Aiken
Mr Evans to contact Jim Aiken to establish if the Tom Jones concert is likely to go ahead.
2.6 Facilities for Non-Government Bills
Members noted papers from the Scottish Parliament on the arrangements for the provision of a non-Executive bill drafting service. Mr Evans reported that he is still waiting for confirmation that the Assembly can avail of this facility, however there is some concern that, to do so, could impinge on the responsiveness of the service.
2.7 Trade Union Consultation
The Commission noted the minutes of the last meeting of the local Whitley Committee. Dr O'Hagan updated members on the recent meeting with Doorkeepers which proved useful in highlighting the need for good communication. Mr J Wells also emphasised the need for Doorkeepers to have two set of uniforms due to double shifts and long hours. Mr Millar informed members that issues raised by Doorkeepers were being addressed and that he or Mr Waddell would present an update at the next meeting.
The Speaker informed members that Mr Gerald Colan-O'Leary had taken up the position of Head of Security and would be invited to the next Commission meeting.
2.8 Christmas Cards
The Commission agreed that work on the design of next year's Christmas card needs to be set in train. Ms Campbell is trying to access photographs of Parliament Buildings taken during the recent snowfall which could be used as a front cover. Mr Wells suggested that the Commission could also consider a children's art competition. Members were asked to forward any relevant photographs or suggestions to Ms Campbell.
2.9 Paper on Alternative Energy Sources
Mr Evans confirmed that a substantive research paper will be available by the end of January.
2.10 Party Allowances
Mr Millar to prepare a draft scheme by the end of January following consultation with members and Party Whips.
Mr Black informed the Commission that he had met with Mr Fee to discuss research assistance to Party staff and that a note had issued reminding Parties of the Assembly's existing research facilities.
2.11 Temporary Secretarial / Members Allowances
Mr Evans to arrange a meeting with Bill Gallagher to allow Commission members an opportunity to comment on the draft guidance on OCA and Travel and Subsistence allowances. The amended guidance will then be tabled at a future Commission meeting for final endorsement.
2.12 Stationery
Mr Millar confirmed that a note had issued setting out the agreed arrangements for the supply of stationery direct to constituency offices.
2.13 Poppies and Lilies
Dr O'Hagan provided the Commission Office with contact details for the National Graves Association. Mr Evans to follow up.
2.14 Procurement Report
Mr Evans to arrange for Ms Garvie to present her report to the Commission.
2.15 Staff Security Passes
Mr Waddell to produce mock ups for the next Commission meeting.
2.16 Assembly Premium
Mr Millar informed the Commission that Secretariat staff would receive the backdated premium payment in their January salary. It was agreed that the premium paid to part-time staff would be on a pro rata basis.
2.17 Information Strategy
The Commission congratulated Mr Black on the content and quality of the Information Strategy.
2.18 Off Site Committee Centres
The Commission agreed that the proposals for off site Committee centres need to dovetail with the Economic Appraisal. A paper to be available for the meeting on 22 January.
2.19 Salaries and Allowances
Mr Millar confirmed that Members' salary increases will be paid in the January pay with allowances arrears being processed when Members submit their next claim.
2.20 Assembly Award
Members discussed options for the Assembly Award and agreed that an Assembly Scroll of Honour would best suit the Assembly requirements. Specific design issues will be discussed at the next Commission meeting. The Speaker agreed to write to the Fire Service to advise them of the Commission's decision and to consult on how the presentation should be organised.
2.21 Accommodation for Drivers
The Commission agreed that Ministers' drivers and pool car drivers should be issued with photographic passes which would allow them access to the canteen and press bar facilities during office hours. Mr Waddell is to examine facility options for the evenings to include the provision of a tea and coffee machine in the basement area.
2.22 Fair Trade
Mr Evans informed members that a clause on 'Fair Trade' is to be included in the Mount Charles contract. Dr O'Hagan suggested that War on Want (NI) could advise Mount Charles on suitable suppliers.
2.23 Audit of Disabled Access
The Speaker informed members that Ms C Clelland will be taking forward this work. Ms Clelland to examine the Construction Service's report and bring a proposals paper to the Commission. Mr Evans to arrange a meeting with Ms Lewsley on this issue.
3. ACCOMMODATION ISSUES
3.1 A progress report on the Economic Appraisal will be presented to the Commission on 22 January.
3.2 The Speaker and Mr Cosgrave visited Annex C and are content with the condition of the premises, however further consideration is to be given to the installation of an air conditioning system. It was agreed that the Assembly's researchers should be re-located in Annex C.
3.3 Mr Cosgrave reported that the Assembly's bid for the vacant bank building at Massey Avenue gates has been accepted and that the Commission's solicitor is progressing the exchange of contracts. The Commission approved the proposal to locate the Finance and Personnel directorate in the bank premises. It was agreed that Mr Cosgrave should explore the option of purchasing the Gatelodge close to the Massey Avenue gates and lease the three portacabins located nearby.
3.4 It was agreed that the issue of transportation between Parliament Buildings and any temporary accommodation needs to be considered. Mr Wells enquired about the availability of the former Speaker's residence 'Stormont House'. Mr Cosgrave agreed to explore this option.
3.5 The Speaker informed the Commission that he is meeting the Finance and Personnel Minister on Tuesday 9 January to discuss funding requirements arising from the Economic Appraisal.
4. CLERK TO THE ASSEMBLY COMPETITION
4.1 The Commission, having discussed its approach to the next stage of the selection process, agreed the:
. date for the presentations and interviews (17 January);
. invite letters to candidates;
. criteria to be assessed;
. weightings and minimum standard for individual criterion; and
. topics to be covered during the presentations.
4.2 It was agreed that Mr Rogers should take advice to establish whether Mr Wells can now be actively involved in the selection process or continue as an observer. Final pre-board preparation to be completed at the next Commission meeting on 15 January.
5. OTHER STAFFING / RECRUITMENT ISSUES
5.1 Mrs Eve, chair of the interview panel for the Examiner of Statutory Rules competition, presented the panel's recommendations. The Commission agreed to make a full-time appointment, with a probationary period of twelve months formally reviewed on a quarterly basis.
5.2 Mr Rogers informed the Commission that he is currently seeking to identify expertise in Scotland / Westminster to take forward the pay and grading review of the Principal Assembly Clerk / Assembly Clerk posts.
5.3 The Commission noted the list of competitions scheduled for early 2001 and agreed the schedule of selection arrangements for individual posts to include advertising coverage, composition of panels and recruitment provider. A range of job specifications were also noted.
5.4 The Commission considered the secondment terms for civil servants currently being appointed to Assembly Clerk posts. It was agreed that civil service secondees should retain the higher grade on return to the NICS before the end of their secondment period, if the circumstances dictating an early return are outside their control, eg dissolution of the Assembly.
5.5 It was agreed that statistical information on the recent Principal Assembly Clerk / Assembly Clerk competition can be released to the NICS but that the covering letter needed to indicate the context. The letter to issue under the Speaker's signature.
6. ANY OTHER BUSINESS
6.1 The Commission considered the two questions put down by Mr Ford for written answer on 15 January. Mr Fee to answer questions on behalf of the Commission.
6.2 The Commission endorsed a request from the NI Cycling Federation to stage an event in the Stormont Estate on 15 April 2001.
6.3 Mrs Bell asked if the Assembly Commission was in a position to issue a formal motion of condolence to the family of Tom Benson. The Speaker confirmed that this was a matter for the Business Committee to take forward.
7. DATES FOR FUTURE MEETINGS
15 January 2001, an hour after the rise of House.
22 January 2001, half an hour after the rise of House.
TOM EVANS
