MINUTES OF PROCEEDINGS - 25th JUNE 2002

MINUTES OF THE FIFTY THIRD MEETING OF THE
ASSEMBLY COMMISSION HELD ON 25 JUNE 2002 AT 4.15 PM
IN ROOM 106

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

In the Chair: The Speaker

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

Ms C Cleland was in attendance for Agenda Items 3.2 - 3.4

1. MINUTES OF THE MEETING ON 11 JUNE 2002

The minutes were agreed.

2. CHAIRMAN'S BUSINESS

The Speaker congratulated members and staff on the debates in the Assembly relating to the First Report of the Northern Ireland Assembly Commission and the successful conclusion of the motions on pay and allowances. The Speaker reminded members of the motion passed by the Assembly calling on the Commission to report on how any additional symbols and emblems can reflect the parliamentary history of Parliament Buildings and the Stormont Estate and asked that members give some thought to this for the next Commission meeting.

3. MATTERS ARISING

3.1 Equality Scheme

Members considered the paper submitted by the Acting Clerk. It was agreed that a copy of the draft Scheme would be circulated to members in advance of the next meeting. Members discussed the period for consultation and were advised that the Equality Commission recommended a minimum period of 8 weeks for consultation. However, the Cabinet Office Guidance on Consultation suggested 12 weeks. Members agreed that if time allowed, the period of consultation should extend over 12 weeks.

Members noted that there would be a requirement for an appropriate allocation of resources to develop and implement the Scheme. It was agreed that the Offices of the Commission and the Clerk to the Assembly should liase on the matter.

The Speaker asked that the Equality Scheme be included on the agenda for future Commission meetings.

3.2 Accessibility

The Speaker introduced the subject and stated that it was unlikely that the matter could be concluded in one meeting due to its size, complexity and the cost of the proposed work. Ms Cleland made a brief presentation to Members on the proposals.

(Mrs E Bell joined the meeting at 16:29)
(Rev R Coulter joined the meeting at 16:30)

The Speaker suggested that the work did not need to be implemented as a single package and questioned the proposed siting of the ramps at the front of the building and the effect on light in the basement, as the ramps would have to be tight to the building to be aligned with the portico entrance. The Speaker also expressed concern about the proposed location of wheelchair bays in the public gallery and asked that the Office of the Keeper re-examine these proposals.

Members expressed concerns about the practicalities of the options, the proposed timescale and the potential costs. Following further discussion, members agreed that detailed consideration of the paper be deferred to allow for a presentation of the proposals to Commission members by the consultant in September, in advance of the next meeting.

3.3 Capital Projects

The Speaker advised members that there were three papers for consideration and invited the Office of the Keeper to speak to the papers.

(Mr Fee left the meeting at 16:48)

(a) Refurbishment of the Basement Corridor

Ms Cleland presented members with two options in relation to the refurbishment of the basement corridor. The Speaker reminded members that the proposed works had been postponed from the previous summer. Members agreed that the Office of the Keeper progress with the option valued at £130,000.

(Mr Fee re-joined the meeting at 16.58)

(b) Additional Accommodation on 4th Floor

Mrs Peacocke spoke to the paper, advising members that additional accommodation for 10 staff could be achieved by converting 2 surplus toilets on the 4th Floor into office space and a shower room.

The need for a shower room was questioned by Commission members and it was explained that a number of members had requested the facility and that it would also be available for use by staff working long hours, affording them the opportunity to refresh themselves.

Members agreed that the work progress during the Summer Recess and stressed the need to ensure that the project remained within budget.

(c) c) Ventilation in the Members' Bar

(Mrs Bell left the meeting at 17:03)

Members expressed concern about the estimated cost of the work given the limited benefits it might deliver. It was agreed that the project would not proceed at this stage and that the rules in relation to the no-smoking area in the Members' Bar should be enforced.

3.4 Press Bar Overspend

(Mrs Bell re-joined the meeting at 17.17)
(Mr Wells left the meeting at 17:17)

Members considered the paper submitted by Mr Evans. They were advised that the work had been completed under a Measured Term Contract and that the final account had not as yet been received. Mr Evans suggested that he and the Office of the Keeper liaise with Construction Service about the final account and that a further paper would be submitted to the Commission once this had been received. Members asked whether there was a need to continue using Construction Service now that the Assembly had it's own Procurement Section and were advised that the Head of Procurement would submit a paper on the Procurement Strategy for consideration at the next meeting.

(Mr Wells re-joined the meeting at 17.25)

3.5 Equal Opportunities Policy Document

Members considered the revised document and there was some discussion about the differences between it and the previous paper. It was agreed that members needed more time to consider the changes and that it should be re-issued to members for further consideration and informal discussion with Members during the recess. The Speaker advised that it would then need to be submitted to the Commission for formal approval.

3.6 Code of Practice for the Use of Assembly Computer Resources

The Speaker advised that this was the first stage in developing detailed guidance on this issue. Members agreed with the Speaker's suggestion that the key issues highlighted in the paper should be emphasised at the beginning of the document. It should then be issued as a draft Code of Practice. Mr Fee proposed that specific advice should be made available to members and their staff on how to control and manage e-mails received. Members agreed the proposal.

3.7 IS Strategy

The Speaker advised that the paper before members was as a result of a request from the Commission for an update. Mr Black spoke to the paper.

Members asked about the role of the Information Office in providing information to the press and its interface with the media. The Speaker advised that this would be considered and clarified following the appointment of the Assembly's Information Officer. The Speaker stated that this was not only an issue for the Commission but also for Committees and advised members that he was meeting the Chairpersons of Committees to discuss the role of the press.

Mr Fee asked that, in considering this matter, further thought should also be given to the use of the Great Hall by members of the press.

3.8 Christmas Cards

(Mr Fee left the meeting at 18:05)

The Speaker circulated examples of potential Christmas card designs and asked that members give thought to the matter during recess. It was agreed that photographs of scenes within Parliament Buildings would be taken during the summer for consideration at the next meeting.

3.9 Subscription to An Phoblacht / Republican News

Mr Wells advised members that he had to leave the meeting to attend another appointment and agenda item 4.3, "Subscription to An Phoblacht / Republican News" was brought forward.

(Mr Fee re-joined to the meeting at 18:18)

There was a detailed discussion about the proposal. The Speaker suggested that the Information Office explore whether there were similar publications of a political nature that might also be made available in the Library and it was agreed that a shortlist of papers that could stocked by the Library be compiled for consideration at the next meeting. This would need to take account of any legal prohibition on publications.

(Mr Wells left the meeting at 18:30)

3.10 Assembly Commission Questions

The Speaker referred members to the reply issued on behalf of the Assembly Commission.

4. ANY OTHER BUSINESS

4.1 European Union Issues

The Speaker advised members of the two recommendations referred to the Commission that had been contained in the Report by the Committee of the Centre into the Approach of the Northern Ireland Assembly and the Devolved Government on European Union Issues. Members agreed that the Deputy Clerk consider the recommendations and submit a paper for the next meeting.

4.2 Tender Exercise for Casual Staff

Members considered the paper and agreed that the term "casual" be changed to "temporary" and that the Head of Personnel proceed with the tender exercise.

4.3 Library Information Pack

The Speaker summarised the issues set out in the paper. Members discussed the format of the pack, the information it should contain and the arrangements for updating it. Members agreed that a draft pack be compiled and circulated to members for consideration at the next meeting, together with further advice on the libraries that might be involved in the project. Rev Coulter suggested that packs could be given to schoolchildren visiting the Assembly and it was agreed that this should be considered by the Education Officers following their appointment.

4.4 Financial Cycle Paper

Members considered the paper and noted the stages in the financial cycle in which the Commission would be involved. It was agreed that Directors liase with their relevant Commission representative about in-year monitoring and future budget requirements. Members agreed that finance should be a standing item on the agenda for future meetings. It was also agreed that the paper on in-year monitoring and Budget 2002, due for consideration at the Commission meeting on 17 September, should be sent to Members at the end of August.

4.4 Wedding Photographs

Members agreed that requests to use Parliaments Buildings for wedding photographs be treated as a request for an event under the rules relating to weddings and should be restricted to Saturday.

(Mr Fee left the meeting at 19:00)

4.5 Arts and Business

The Speaker explained the background to this issue and asked the Commission Office staff to circulate the booklet to members for consideration at the next meeting.

4.6 Environmental Best Practice House Committee

Dr O'Hagan asked that the Environmental Best Practice House Committee meet before the summer recess. Mr Carlisle advised members that he was awaiting the final nomination for membership to the Committee and that, subject to members' availability, the Committee would meet in the following week.

4.7 Invite to attend UN Environment Conference

Dr O'Hagan asked that members note that a member of staff in the Research and Library Service has been invited by the United Nations to assist in the forthcoming World Summit on sustainable development.

5. DATE OF NEXT MEETING

Tuesday 17th September 2002 at 3.00 pm in room 106.

The meeting ended at 19:05

MRS DEBBIE PRITCHARD