MINUTES OF PROCEEDINGS - 19th MARCH 2002

MINUTES OF THE FORTY SEVENTH MEETING OF THE ASSEMBLY COMMISSION

HELD ON 19 MARCH 2002 AT 3.00 PM IN ROOM 106

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

In the Chair:
The Speaker

In Attendance:
Mr A Moir, Mr G Cosgrave, Mr T Evans, Mr P Carlisle, Mr D Millar, Mr S Burrowes, Mr A Black, Mrs A Peacocke, Ms G Campbell, and Ms C McGivern.

1. MINUTES OF THE 5 MARCH 2002 MEETING

The Speaker asked whether the minutes represented a true and accurate record of the last meeting.

Mr Fee stated that he did not believe the minutes to be an accurate record on the basis that:

the minutes recorded his request for a vote at a much later stage in the proceedings than he recollected; and
he did not recall proposing shamrocks.

The Speaker outlined the procedures with regard to the acceptance of minutes, namely that the chairman proposes the minutes and, where there is not consensus, a Member can put an amendment which is then voted on, or the unamended minutes can be put to a vote.

Having received no amendments the Speaker put the motion that the minutes as drafted be adopted. Mrs Bell (5 votes), Rev Coulter (28 votes), Dr O'Hagan (18 votes) and Mr Wells (25 votes) voted for the motion with Mr Fee (24 votes) voting against the motion. The motion to accept the minutes was carried by 76 votes to 24 votes.

2. CHAIRMAN'S BUSINESS

2.1 Recruitment Update

The Speaker advised Members that Mr G Cosgrave and Mr D Millar would be returning to their home departments within the next few weeks. Members asked that the minutes record the Commission's appreciation of their work during their time with the Northern Ireland Assembly and wished them every success in their new postings.

2.2 Senior Appointments

The Speaker advised the Commission on the outcomes of a number of recent recruitment competitions for senior appointments:

Deputy Chief Executive, Mr Evans to take up post on 15 April;
Deputy Clerk, Mr Reynolds to take up post on his return from Kosovo;
Clerk Assistant , Mrs Dunwoody to take up post immediately.

Members noted the correspondence from the Speaker in his capacity as chairman of selection panel for the Deputy Clerk competition.

2.3 Publication of Members' Allowances

The Speaker advised that all Members had been issued with details of the allowances claimed for the past three years and that they had been asked to consult with Finance office by 29 March 2002 if they had any difficulties with the data. Members endorsed the Speaker's proposal that details of Members' allowances, covering the past 3 financial years, be published on the Assembly website as soon as is practicable after 29 March 2002.

2.4 Fixed Car Profit Scheme (FCPS)

Mr Millar advised that the Fixed Car Profit Scheme will cease from 5 April to be replaced by a new statutory annual mileage rate (AMR) scheme. The Commission endorsed the proposal that any tax liability is paid at source. A note to go out in the next APN advising Members of the new arrangements.

2.5 Reimbursement of Home Telephone

Mr Millar advised of the change in Inland Revenue rules regarding the reimbursement of home telephone bills. From 1 April reimbursement of the line rental cost will be paid through salaries and taxed at source. A note to go out in the next APN advising Members of the new arrangements.

2.6 Personnel Matters

The Speaker advised the Commission that a qualified accountant has been secured, on a temporary basis, to head up the Finance Office and also that a Head of Personnel needs to be brought in to cover the period required to fill both positions through open advertisement. The Commission were also briefed on a number of staff-related matters.

3. MATTERS ARISING FROM THE MINUTES OF 19 FEBRUARY 2002

3.1 Membership of the Commission

The Speaker confirmed that the Standing Order dealing with appointments to the Commission had been adopted by the Assembly.

3.2 Mothers' Room

The Speaker advised that Mrs Peacocke was currently looking at options on the 3rd floor which could be converted for use as a Mothers' Room.

3.3 February Monitoring Round

The Speaker advised that the surrender of excess funds by the Assembly had been noted in the schedule to the February Monitoring Round. The Speaker also confirmed that he had written to the Minister of Finance and Personnel advising that the notified allocation of an additional £90,000 was incorrect.

3.4 Retirement of the Clerk Assistant

The Speaker advised that the event had been very well attended and reported that Mr Barnes had been delighted to receive a lifetime pass. Mr Wells stated that it had been a wonderful occasion and congratulated all involved in the organisation of the event.

3.5 Aiken Proposal

Mr Evans reported that he had received no negative feedback about the proposed event from the Stormont Residents' Group and advised that tickets would be available for purchase from the Events Office on the same basis as last year's concert arrangements. A note to go out in the next APN.

3.6 Education Programme

The Speaker advised that the meeting with Education Officials has yet to take place.

3.7 Printing contract

Mr Wells reported that the price negotiations with the Stationery Office have now been finalised. Members agreed that the tender be awarded to the Stationery Office with the proviso that the Assembly's printing requirements should be reviewed over the next 18 months.

The Speaker thanked Mr Wells and Mr Cosgrave for the time and effort they devoted to this exercise.

3.8 Review of Terms and Conditions

The Speaker advised that the consultant's report would be available to Members before Easter.

Mr Cosgrave reported that TUS had indicated that they were unhappy about not being granted access to the draft interim report. Mr Fee stated that he had asked to attend that meeting but had not been advised that it was being held. It was agreed that a further meeting be held with TUS and that Mr Fee should attend on behalf of the Assembly Commission.

Mr Fee enquired whether there were any further Whitley Council minutes. Mr Cosgrave explained that the latest minutes were currently in draft format but agreed to seek TUS's agreement to have draft Whitley minutes copied to Commission Members on a "without prejudice" basis.

3.9 SSRB

The Speaker advised that he had received correspondence from SSRB detailing changes to the structure of Senior Civil Service pay bands which will require a new Salaries Determination for 2002 / 03. It was agreed to defer any action until the Commission has had time to consider the SSRB's report.

3.10 Party Allowances

The Speaker advised that the Office of the Assembly Commission is seeking to arrange a meeting with OFM/DFM.

3.11 Assembly Commission Questions

Members received copies of responses to five questions tabled for written response by the Assembly Commission.

3.12 Assembly Corporate Plan

Mr Moir thanked members for their input to the Corporate Seminar and confirmed that he would prepare a report for consideration at the second meeting after the Easter Recess.

3.13 Taxi Service

Members agreed to discuss this at the next meeting.

3.14 Euro

Members agreed to discuss this at the next meeting.

3.15 DTI Proposal

Mr Carlisle advised that he was in discussion with the World Wildlife Fund about a green purchasing seminar. Dr O Hagan reported that she had attended a seminar on Sustainable Development and asked that this be a substantive item at the next meeting. Mr Evans agreed to re-issue the paper setting out proposals for a house committee on Environmental Best Practice.

3.16 Cultural Displays

Mr Fee circulated a paper explaining the historical background to the white lily known as Lilium Longiflorum and proposed that:

"Lilium Longiflorum be displayed in Parliament Buildings during Easter week."

The Speaker advised that he could not accept the proposal as it would have the effect of rescinding the decision taken at the last Commission meeting. Mr Fee asked for the Speaker's ruling on the acceptability of a proposal to display Lilium Longiflorum as part of the floral displays over the spring period. The Speaker confirmed that he could accept such a proposal if it had a specific timescale. Dr O'Hagan stated that she would not be supporting such a motion as it was so far away from the intention of the original motion relating to the lily ie promotion of equality of opportunity and parity of esteem. Mr Wells stated that he would be delighted to reach a situation where symbols of both communities are recognised provided they do not represent paramilitary organisations.

After further discussion Mr Fee agreed to withdraw his motion.

3.17 Withdrawal of Police on Non Sitting Days

The Speaker advised that he is continuing to pursue this matter.

3.18 Rowel Friers Collection

Members agreed to a temporary exhibition in the Long Gallery with the restoration work being carried out on an incremental basis.

3.19 Information Officer Recruitment

Mr Black provided comparative information about private sector pay scales in relation to the posts of Information and Deputy Information Officer posts. Members agreed that the scales in the job specification are appropriate.

3.20 Childcare Scheme

Members were advised that the changes approved at the last meeting would take effect from 1 April 2002.

3.21 Equal Opportunities Policy Statement

Members agreed to review the suggested revisions proposed by Dr O'Hagan and discuss at the next meeting.

4. CLERK TO THE ASSEMBLY COMMISSION POST

4.1 The Speaker advised that, in light of Mr Evans taking up post as Deputy Chief Executive, it was imperative that the Clerk to the Commission competition is progressed as a matter of urgency. Mr Fee stated that he would like to review the job specification. Members agreed to sign off on this process at the next meeting.

5. ACCOMMODATION

5.1 Deferred until next meeting.

6. ANNUAL REPORT

6.1 Deferred until next meeting.

7. STAFFING

7.1 Deferred until next meeting.

8. ANY OTHER BUSINESS

8.1 Advertisement in specialist papers/ magazines

Dr O Hagan advised that she had received a complaint from the editor of Lá in relation to the Irish Language Assistant Editor recruitment competition. Members agreed that, in the future, for all specialist posts, advertisements should be placed in the relevant papers and specialist publications.