MINUTES OF PROCEEDINGS - 19th FEBRUARY 2002
MINUTES OF THE FORTY FIFTH MEETING OF THE ASSEMBLY COMMISSION
HELD ON TUESDAY 19 FEBRUARY 2002 AT 3:00 PM IN ROOM 106
PRESENT: The Speaker
Dr D O'Hagan
Rev R Coulter
Mr J Wells
Mrs E Bell (15:30)
Mr J Fee
IN THE CHAIR: The Speaker
IN ATTENDANCE: Mr A Moir, Mr G Cosgrave, Mr T Evans, Mr P Carlisle, Mr A Black, Mr D Millar, Mr S Burrows, Mrs A Peacocke, Mr J Gibson, Ms C McGivern.
Ms C Cleland was in attendance for items 3 and 5.
The Speaker introduced and welcomed Mr J Gibson (Head of Procurement) and Ms C McGivern (Head of Legal Services) who have recently been appointed to the Assembly Secretariat.
1. MINUTES OF THE LAST MEETING
The minutes of the forty fourth meeting of the Assembly Commission, held on 29 January 2002, were accepted.
2. CHAIRMAN'S BUSINESS
2.1 Membership of the Assembly Commission
The Speaker advised that he had received correspondence from the NIWC and the PUP confirming that they do not wish Mrs Bell to continue to represent their interests at Commission meetings. He informed Members that he had written to the leaders of both Parties inviting them to re-allocate their votes.
2.2 Commission Standing Order
The Speaker advised that the Procedures Committee intends to bring to the Assembly a Standing Order dealing with appointments to the Commission. Rev Coulter agreed to speak in support of the motion.
2.3 Mothers' Room
The Speaker reported that he had met with Ms Gildernew to discuss her request for a Mothers' Room in Parliament Buildings and that he had asked Mrs Peacocke to identify a room which would be available to Members, staff and the public. The Speaker also confirmed that more comfortable seating had already been made available to Ms Gildernew in her office.
2.4 February Monitoring Round
The Commission endorsed Mr Millar's proposal to surrender £1 million.
Members also agreed that the Speaker should write to the Minister of Finance to clarify that the additional money, referred to by the Minister during the budget debate as being required by the Assembly, was inaccurate.
2.5 Retirement of Clerk Assistant
The Commission endorsed the Speaker's proposal that Mr Barnes, Clerk Assistant, be presented on his retirement with a lifetime pass for the Assembly's library.
3. MATTERS ARISING FROM MINUTES OF 15, 22 and 29 JANUARY 2002 MEETINGS
3.1 Aiken Proposal
The Commission was advised that Aiken Promotions had secured Rod Stewart for Saturday 27 July 2002. It was agreed that Mr Evans should liaise with the Stormont Residents' Group.
The Commission turned down a request to hold a Red Bull sponsored go-karting event in the Stormont Estate.
3.2 Press Bar and Atrium
The Commission noted Ms Cleland's progress paper setting out the reasons for the increased costs and delay in re-opening the Press Bar. Mr Gibson to examine the Assembly's current contractual agreement with the Construction Service and recommend any remedial action.
3.3 Incident in the Great Hall
The Speaker reflected on the recent meeting with Press representatives to discuss the management of future press conferences. The Commission agreed to consider the various proposals presented by the Press at an early Commission meeting.
3.4 Commemorative Inscription
Members were advised that Permanent video records of the commemoration ceremony have been forwarded to family members and guests.
3.5 Members' Satisfaction Survey
The Speaker reported that he had received correspondence from the Minister for Education agreeing to the secondment of 1-2 teachers from September 2002. Mr Moir to take forward the detailed planning with senior officials from the Department of Education.
Mr Moir advised that the comments concerning the Business Office, highlighted in the Members Survey, had now been addressed.
3.6 Printing Contract
Mr Wells reported on the deliberations of the assessment panel. It was agreed that Mr Gibson should explore how to take forward future tender arrangements for the Assembly's high value contracts, in consultation with colleagues at Westminster, the Dail, Scotland and Wales.
Mrs Bell left the meeting at 15:45.
The meeting was adjourned at 15:55 for a division
The meeting resumed at 16:55
3.7 Review of Terms and Conditions
Members reflected on the recent meeting with the consultants to discuss the key issues arising from the review. It was agreed that Trade Union Side should receive a verbal update on progress to date and Mr Fee agreed to attend that meeting. The Speaker confirmed that the consultants are now preparing the final report.
3.8 Additional Lighting in the East Car Park
Members noted that the additional lighting has now been installed.
3.9 SSRB / Party Allowances
The Speaker advised that the oral evidence sessions with SSRB had gone well and that the SSRB Report is due at the end of April.
3.10 Party Allowances
A meeting with the First Minister and Deputy First Minister to be arranged.
3.11 Assembly Questions
The Speaker advised that one question for written reply had been received. Members agreed that a holding reply should issue until the information required can be collected and collated.
3.12 Requests for Events
The Commission approved a request to hold the NICS Annual Cross-Country Event in the Stormont Estate.
It was agreed that Mr Evans should advise DFP that the Commission's approval is not required for rallies in the Stormont Estate.
3.13 Assembly Corporate Plan
Mr Moir advised that a corporate planning seminar for senior managers had been arranged for 21 - 22 February 2002. Mrs Bell, Mr Wells and Mr Fee agreed to attend the first evening of the seminar.
3.14 Taxi Service
A paper was tabled for discussion at a future meeting.
3.15 Euro's
A paper was tabled for discussion at a future meeting.
3.16 DTI Proposal
The Commission agreed to facilitate a Green Purchasing seminar.
3.17 Special Advisor to the Speaker
The Speaker advised that the job specification has now been cleared which includes clarification that the Special Advisor works on behalf of the Speaker.
3.18 Senior Appointments
The Speaker advised that two candidates had been listed for the post of Clerk Assistant, Mr J Reynolds and Mrs N Dunwoody.
Mr Fee asked that an updated organisation chart be made available to Members. Mr Moir advised that a staffing paper detailing all current and future recruitment requirements is currently being prepared for consideration by the Commission.
3.19 Cultural Displays
The Speaker advised Members that this matter needed to be addressed at the Commission meeting scheduled for 5 March 2002.
3.20 Withdrawal of Police on Non-Sitting Days.
The Speaker advised that he was disappointed with the Chief Constable's response to his letter and would be following up this matter.
3.21 Rowel Friers' Collection
The Speaker advised that the Commission had been successful in acquiring the collection which will be exhibited in the Long Gallery as soon as the necessary restoration work has been completed.
Mr Fee agreed to speak to Mr Mallie regarding additional drawings from the collection.
Members agreed to move to the substantive agenda items and to revisit the residual Matters Arising business at a future meeting.
4. RECRUITMENT OF INFORMATION OFFICER AND DEPUTY INFORMATION OFFICER
4.1 The Commission cleared the job specification for the Information Officer / Deputy Information Officer. It was agreed that the salary levels should be pitched at a level to attract candidates with the appropriate journalistic experience. Rev Coulter and Dr O'Hagan agreed to be involved in the discussions about shortlisting mechanisms.
Rev Coulter left the meeting at 17:25
5. ACCOMMODATION
5.1 Ormiston House
Mrs Peacocke provided a verbal update on progress with the planning application for the temporary accommodation. It was agreed that Oscar Faber's report on access options should be considered by the Commission before it is submitted to the Roads Service.
5.2 Temporary Accommodation
The Commission endorsed the Evaluation Panel's recommendation but agreed to defer the award of contract until some additional checks have been completed.
6. ANNUAL REPORT
6.1 Mr Evans presented the latest draft of the Annual Report. Dr O'Hagan asked that up-to-date figures be included in relation to recruitment to include a breakdown by grade and gender. Members agreed to consider the draft report in terms of content and presentation for discussion at the next meeting.
7. CHILDCARE SCHEME
7.1 The Commission considered a paper reviewing the current operation of the scheme and agreed that the upper age limit should be raised to 14 with effect from 1 April 2002 with all other conditions remaining unchanged.
8. EQUAL OPPORTUNITIES POLICY
8.1 The Speaker advised that Dr O'Hagan had proposed some amendments to the draft policy and asked members to consider for the next meeting.
9. ANY OTHER BUSINESS
9.1 Two papers dealing with Research Services to Committees and proposals for a House Committee on Environmental Best Practice were tabled.
10. DATE OF NEXT MEETING
10.1 The next meeting will be held on Tuesday 5 March 2002 at 3:00 pm in room 106.
TOM EVANS
