MINUTES OF PROCEEDINGS - 20th NOVEMER 2001

MINUTES OF THE THIRTY NINTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 20 NOVEMBER 2001 AT 3:00 PM IN ROOM 106

PRESENT:
The Speaker
Dr D O'Hagan
Rev R Coulter
Mr J Wells
Mr J Fee (16:30)

Ms P Lewsley and Ms J Morrice were in attendance for Item 2

APOLOGIES: Mrs E Bell

IN THE CHAIR: The Speaker

IN ATTENDANCE:
Mr T Evans, Mr A Moir, Mr P Carlisle, Mr D Millar,
Miss G Campbell, Mr S Burrows, Mrs A Peacocke, Ms C Cleland,
Mr G Colan-O'Leary (in attendance for Item 3)

1. MINUTES OF THE LAST MEETING

The minutes of the thirty-eight meeting of the Assembly Commission, held on 7 November 2001, were accepted.

2. PRESENTATION OF PROPOSALS FROM CATERING AND FUNCTIONS COMMITTEE

2.1 Ms Lewsley and Ms Morrice presented a series of papers on behalf of the Catering and Functions Committee. The Commission endorsed the following proposals:

Members' Dining Room

The Members' Dining Room to be split on a pilot basis with one section remaining as the formal dining area and the other section being converted to a bistro area with table service. Two designated staff from the larger Parties and one from each of the smaller Parties to be permitted to use the bistro area. The current guidelines to be amended to allow all Secretariat staff to use the Members' Dining Room on any Friday.

Press Bar

The Press Bar to be refurbished in line with the Catering and Functions Committee's proposals and the adjacent atrium area also to be developed. Work to commence in the Christmas Recess.

Visitor Access to the Basement Restaurant

The current regulations which restrict the number (6) of visitors which can accompany a Member to the basement restaurant on sitting days to be extended to cover the full working week (Monday - Friday). Also the numbers of tour visitors which a member can sponsor to be increased from 20 to 25.

Catering Contract

The Commission endorsed the recommendations of the assessment panel that the Catering Contract should be awarded to Mount Charles from 1 January 2002 for three years.

Ms Lewsley thanked Ms Cleland and Mr Floyd (Office of the Keeper) and Mrs Knox (GPA) for their involvement in the assessment process, which was seconded by Rev Coulter. The Speaker expressed his thanks to the assessment panel and the Catering and Functions Committee.

3. CHAIRMAN'S BUSINESS

3.1 Mr Colan-O'Leary presented a report on his investigation of the incident in the Great Hall on 6 November immediately following the election of the First Minister and Deputy First Minister. Members agreed that the Doorkeepers had dealt with the situation in a very professional manner.

3.2 It was agreed that Commission members should consult with Parties on the issue of whether the Great Hall should continue to be used for press conferences and also to seek comments on the Doorkeepers handling of the 6 November incident.

3.3 The Commission approved a draft Security Policy Statement presented by Mr Colan-O'Leary.

4. MATTERS ARISING

4.1 Review of Terms and Conditions and Pay and Grading

Mr Evans confirmed that the consultants will present a progress report to Commission members on Monday 26 November. The Speaker confirmed that he would be meeting with the consultants in advance of this meeting.

Mr Evans to arrange for Rev Coulter to meet with the consultants.

4.2 Commemoration Inscription

The Commission noted the letters from the Barnhill and Wilson families confirming their approval of the Assembly Commission's proposal to commemorate Senators Barnhill and Wilson. It was agreed that the Commission should contribute to the travel costs of the immediate family who attend the unveiling ceremony on 12 December.

4.3 Whitley Committee

Mr Millar reported that the next Whitley meeting is scheduled for mid-January. It was agreed that the Commission should receive copies of the Whitley Committee minutes once they have been formally adopted.

4.4 Appointment for Commissioner for Standards

The Speaker confirmed that he had written to the First Minister and Deputy First Minister on the proposal to extend the remit of the Assembly Ombudsman to include the work of the Assembly Commissioner for Standards. The Speaker also reported that he had written to the Assembly Ombudsman seeking his agreement to the proposed interim arrangements.

4.5 Members' Bar

Mr Black advised members that work to conceal cabling in the Members' Bar would start immediately.

4.6 Members' Satisfaction Survey

Mr Moir advised that the deadline for the return of the survey had been extended to 23 November 2001. He confirmed that there had been 40 - 50 responses to date and asked Commission members to encourage Party colleagues to complete and return the survey

4.7 Poppies and Lilies

The Speaker confirmed that this matter will be discussed at a separate Commission meeting early in the New Year. It was agreed that members should consult with Parties in advance of this meeting.

4.8 Printing Contract

Mr Wells provided an update on the clarification meeting with the companies who have expressed an interest in tendering for the printing contract and confirmed that the tender process is on schedule.

The Speaker informed members of the recent death of Mr Dave Ware, TSO's senior adviser for the Assembly's printing contract, and advised that he had written to Mr Ware's family.

4.9 Disability Issues

The Commission agreed to consider at the 11 December meeting a paper detailing the design and costings of the more substantial projects necessary to comply with the Disability Discrimination Act. Members agreed that it would be useful to tour the building as part of the Commission's deliberations on the various proposals.

4.10 Christmas Cards

Mr Carlisle confirmed that the people featured in the snow scene photograph had been identified and have given their permission for the photograph to be used for one of the Assembly's Christmas cards. Mr Carlisle also reported that the adult in the photograph had asked if the Assembly would cover travel costs to attend the card launch. The Commission agreed to cover the cost of an economy fare.

It was agreed that last year's arrangements should apply in regard to the availability of the two Assembly Christmas cards.

5. SSRB REVIEW / PARTY ALLOWANCES

5.1 SSRB Review

The Speaker reported that he had written to Party leaders and all MLAs on the written submission element of the review. The Speaker also advised that he would be meeting with the consultants on 20 November 2001. It was also agreed that the Commission should actively consider the information which should be published on Members' allowances.

5.2 Party Allowances

The Speaker advised that a research paper has been commissioned to identify the level of support provided at Westminster to the Government Chief Whip and Opposition Chief Whip. It was agreed to extend this research to clarify the precise arrangements in the Dail, Scotland and Wales.

6. ACCOMMODATION ISSUES

6.1 Ormiston House

Mr Evans reported that a Residents' Liaison Group was established at the recent follow up meeting in Parliament Buildings. Mr Evans and Mrs Peacocke to meet with the Residents' Liaison Committee on 28 November.

It was also agreed that the Speaker should open up discussions with the Royal Ulster Architectural Society on proposals for a design competition.

The Commission agreed that an exploratory meeting with the Roads Service should be arranged to discuss access options.

6.2 Annexe C - Transport Proposals

Mrs Peacocke reported that the transport pilot could be up and running in the week commencing 26 November. It was agreed that guidelines on the operation of the pilot should be prepared.

6.3 Temporary Accommodation

Mrs Peacocke advised that the closing date for receipt of tenders for the provision of temporary accommodation is the 20 December with recommendations on the preferred supplier to come back to the Commission in mid January.

7. STAFFING ISSUES

7.1 Recruitment Programmes

The Commission agreed that the title "Head of Administration" should be changed to "Deputy Chief Executive". Members agreed to consider the content of the job specification for the Deputy Chief Executive and Clerk to the Assembly Commission for final clearance at the next meeting.

7.2 Mr Moir provided an update on progress with the priority recruitment competitions. The Speaker emphasised the importance of filling key posts well in advance of the end of the current mandate.

7.3 Contract Staff - Minimum Pay Levels

The Commission endorsed the recommendation in Mr Millar's paper to pay a minimum of £5.00 per hour to all contract staff.

8. ANY OTHER BUSINESS

8.1 Recycling Scheme

The Speaker advised members that the Northern Ireland Assembly had joined a printer cartridge-recycling scheme.

8.2 Jim Aiken Proposals

Members agreed that additional information was required in relation to proposed events in the Stormont Estate. A representative of Aiken Promotions to be invited to the next meeting.

8.3 The Commission endorsed a request from the Northern Ireland Fire Service to display the US Flag at a ceremony in Parliament Buildings on 1 December, when a donation will be presented to the New York Fire Service.