MINUTES OF PROCEEDINGS - 11th JUNE 2002

MINUTES OF THE FIFTY FIRST MEETING OF THE ASSEMBLY COMMISSION HELD ON 11 JUNE 2002 AT 3.00 PM IN ROOM 106

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

In the Chair:
The Speaker

In Attendance:
Mr A Moir, Mr T Evans, Mr J Reynolds, Mrs D Pritchard, Mr P Carlisle, Mr A Black, Mrs A Peacocke, Ms F Hamill, Ms G Campbell, Mr E Hobson, Ms C McGivern, Mr S Burrows and Mr Gibson.

1. Apologies were received from Mrs Bell.

2. MINUTES OF MEETINGS ON 7 AND 28 MAY 2002

The minutes were agreed.

(Rev Coulter joined the meeting at 3.12pm)

3. DIRECTORS' SALARIES

The paper from the Clerk about the procedures in relation to the starting pay of Directors was discussed. Members agreed that the starting salary for Directors should be not less than £44,000.

4. CHAIRMAN'S BUSINESS

4.1 Designation under Section 75 of the Northern Ireland Act 1998

The Speaker advised members that the NIO had informed the Commission Office that the Assembly Commission would be designated as a public authority for the purposes of Section 75 at the end of July. A cross-Directorate Working Group, chaired by the Acting Clerk to the Assembly had been set up. The Group had been briefed by the Equality Commission on Section 75 requirements and was meeting Ms Maria Miskelly, the Equality Manager of the Amalgamated Colleges to discuss the practicalities of setting up an Equality Scheme. Ms Miskelly would also meet Commission Members on 18 June to discuss the procedures with them.

4.2 CPU Officers

The Speaker advised Members that the Head of Security had been instructed that no distinction should be made between CPU officers accompanying Members and those accompanying other individuals visiting the Assembly.

4.3 Staff photograph

The Speaker advised Members that the staff photograph had been taken on 7 June and copies would be made available to Commission Members.

4.4 Paintings by Rita Duffy

Members discussed the request by Rita Duffy to display the paintings of wives and partners of Loyalist and Republican paramilitaries in Parliament Buildings. Mr Wells advised that he had some concerns about the proposal and would not support it. Following discussion it was agreed by a majority of the members present that the display should be held in the Long Gallery after the Rowel Friers exhibition.

5. MATTERS ARISING

5.1 PwC Report on Terms and Conditions of Service

A paper tabled by the Deputy Chief Executive was discussed. It was agreed that -

the Report as presented by PwC, but not all the recommendations, should be accepted by the Commission;
a project board should be set up to take forward the development of the Terms and Conditions and Pay and Grading structures and it would report regularly to the Commission; and
an HR specialist should be appointed in the interim.

A detailed implementation plan would be prepared for the first Commission meeting after the summer recess. The PwC Report would be made available to LTUS and a meeting with Trade Union side, with Commission Members in attendance, would be held before Recess.

5.2 Report from the Catering and Functions Committee

Ms Lewsley joined the meeting at 3.40 pm to present the report from the Catering and Functions Committee. It was agreed -

there should be a 3.35% increase in the salaries paid to Mount Charles staff backdated to 30 January 2002;
the retail tariffs currently being levied should be increased by 3.35%;
the open advertisement for tender bids in relation to the review of the Gift Shop should proceed; and
all permanent passholders should be allowed to use the Brasserie from Monday to Friday during the up-coming Recess. The arrangement would then be reviewed.

Ms Lewsley left the meeting at 3.55 pm.

5.3 Starting Salaries for Direct Recruits

A paper was tabled by the Deputy Chief Executive on anomalies in starting salaries arising from policy changes made between recruitment competitions. It was agreed that the standard pay rule in operation for recruitment competitions up to December 2000 should be rescinded and that there should be backdated salary adjustments for the 8 members of staff affected. This decision was taken on a without prejudice basis to the outcome of the Pay and Grading review and LTUS should be advised accordingly. It was agreed that Commission Members should attend the meeting with LTUS to advise them of the decision.

5.4 SSRB Report on Pay and Allowances

The Acting Clerk to the Commission advised Members that the motions relating to the SSRB report had been tabled in the Business Office for debate on 25 June. A motion and draft Statutory Rule were required to increase the Winding Up Allowance from £11,617 to £16,000 as a result of the proposed increase in OCA to £48,000. The Acting Clerk would draft the motion for signature by Members and, as required by the legislation, lay the draft Statutory Rule in the Business Office. The motion would be tabled for debate on 25 June with the other motions relating to the SSRB report. Once approved and made the Statutory Rule would be signed by the Speaker as Chairperson of the Assembly Commission.

5.5 Party Allowances

Members advised that there had been an informal meeting of Commission Members on 5 June to discuss drawing up a revised Party Allowance scheme for debate on 25 June. The Speaker advised that the Members who had signed the motion should agree a paper on a revised Party Allowances scheme, which under the legislation was required to be laid before the Assembly. A paper, prepared by the Head of Finance, setting out a financial analysis of various models was given to Members. It was agreed that the paper on Party Allowances and the financial analysis should be sent to each of the Party Whips.

5.6 Salaries for IT Staff

A paper from the Director of Research and Information about the pay scales for ICT staff recruited by the Assembly was considered. It was agreed that ICT professionals on recruitment by the Assembly should be paid in accordance with NICS ICT salary rates plus an additional £2000.

5.7 Ormiston

Two papers submitted by the Keeper of the House were considered. Mrs Peacocke informed Members that the Planning Service had advised that the change in the planning application, as a result of the decision relating to access arrangements, would be treated as a revised scheme. This would however have to be re-advertised and objections sought. It was agreed that a letter of support, signed by the Speaker on behalf of the Commission, should accompany the revised planning application. It was also agreed that Commission Members should meet councillors from Belfast City Council to discuss the planning application with them.

Members also discussed the paper setting out proposals for the use of the temporary accommodation at Ormiston. It was agreed that the proposals should be discussed with LTUS and then brought back to the Commission.

5.8 First Assembly Report

Members considered the camera ready copy of the First Assembly Report. It was agreed that a motion for debate in the Assembly on 24 June, signed by all Commission Members, should be tabled in the Business Office. The Report should be amended to include a reference to the high level of attendance of Commission Members at meetings and to include the information already published on Members pay, allowances and expenses.

5.9 Equal Opportunities policy document

This would be issued for discussion at the next Commission meeting on 25 June.

5.10 Assembly Diaries

A paper from the Clerk Assistant about the production of an Assembly diary was discussed. It was agreed that -

this should be similar to the Scottish Parliament diary;
it should be provided free of charge to Members;
Directors could purchase diaries for staff from their budgets;
Members could purchase diaries for their staff from OCA; and
diaries should be available for purchase in the Gift Shop.

5.11 Euro

A paper setting out options in relation to the acceptance of the Euro by Mount Charles Catering Ltd was considered. There was a lengthy discussion about the implications of the proposal. Mr Fee proposed:

"that Mount Charles should be asked to facilitate the use of the Euro."

Mr Wells proposed an amendment

"that Mount Charles should be instructed not to accept the Euro."

A further amendment was tabled by Rev Coulter proposing:

"that the Assembly Commission advise Mount Charles that it had no objections to the company accepting the Euro or other currency."

Question put on amendment tabled by Rev Coulter.

Mr Fee, Dr O'Hagan and Rev Coulter voted in favour of the amendment. Mr Wells voted against.

The amendment was carried.

Question put on amendment by Mr Wells.

Mr Wells voted in favour of the amendment. Mr Fee and Dr O'Hagan voted against.

The amendment was negatived.

Question put on motion as amended. Mr Fee, Dr O'Hagan and Rev Coulter in favour. Mr Wells voted against.

The motion as amended was approved.

5.12 Visit to Canada

The Speaker advised that the dates for the visit were 28 September to 4 October and that the Commission Office was liasing with staff in the House of Commons and Senate in Ottawa, the Office of the Quebec Government in London and the Ontario Provincial Parliament about the plans for the visit. It was agreed that the Commission should be accompanied on the visit by the staff from the Commission Office as this would be a valuable training opportunity for the team.

5.13 Recruitment Schedule

The schedule submitted by the Head of Recruitment was noted.

5.14 Report from the Standards and Privileges Committee

Mr Wells and Dr O'Hagan asked that it be noted that they were Members of the Standards and Privileges Committee.

(Meeting suspended at 5.57 pm for vote in the Chamber. The meeting resumed at 6.13 pm)

It was agreed that the Speaker should write to the Chairperson of the Standards and Privileges Committee advising that the Commission considered that there had been a breach of the guidance issued by the Director of Finance and Personnel, noting that no sanction was available to deal with this and welcoming the Committee's intention to amend the Code of Conduct. A similar letter would also be sent to the SDLP stating that there should not be any repetition of this incident.

5.15 European Heritage Open Days

It was agreed that Parliament Buildings should participate in the European Heritage Open Days on 7 and 8 September.

5.16 Withdrawal of police on non-sitting days

Mr Evans advised that he had received a response from Superintendent Irvine and that the decision had not been changed. It was agreed that the Speaker should meet the Chairman of the Policing Board to discuss the Commission's concerns.

5.17 Assembly Questions

The position in relation to questions to the Assembly Commission was noted.

6. ANY OTHER BUSINESS

6.1 Christmas cards

A paper on the design of the Christmas card would be circulated for discussion at the next meeting.

6.2 Russell Report on controls relating to financial support for Members

A paper was tabled from the Head of Finance advising that the Finance Office had accepted in full the recommendations in the Russell Report and that these would be implemented during the Summer Recess. It was agreed that the Speaker would write to Mr Russell thanking him for his assistance. Mr Fee asked if consideration could be given to making photographs of staff available to Members so that they could identify new staff. It was agreed that a paper would be submitted for consideration at a future Commission meeting.

6.3 Scoping paper on Procurement

A paper would be circulated for discussion at the next meeting.

6.4 Pass for the Upper Car Park

The Speaker advised that the request from Mr David Ford MLA for allocation of a pass for the Upper Car Park for his personal assistant had been referred to the Head of Security.

6.5 Events bookings in August

It was agreed that no further bookings for events in August should be taken.

6.6 Passes for lobbyists

It was agreed that a paper would be submitted for consideration at a future Commission meeting on issuing passes for lobbyists.

6.7 Accommodations issues

Mrs Peacocke advised that papers would be submitted to the next Commission meeting on accessibility, the refurbishment of the basement corridor and converting toilets on the fourth floor in to office space.

6.8 IS Strategy

A paper would be submitted to the next meeting updating Commission Members on the Strategy.

6.9 House Committee on Environmental Best Practice

It was agreed that the first meeting should be held before the recess.