MINUTES OF PROCEEDINGS - 27th NOVEMBER 2001

MINUTES OF THE FORTIETH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 27 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
Mrs E Bell

IN THE CHAIR:
The Speaker

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

Mr J Aiken and Mr R Tierney (Aiken Promotions) were in attendance for Item 2

1. MINUTES OF THE LAST MEETING

The minutes of the thirty-ninth meeting of the Assembly Commission, held on 20 November 2001, were accepted.

2. CHAIRMAN'S BUSINESS

2.1 The Speaker welcomed Mr J Aiken and Mr R Tierney who presented proposals for two outdoor events in the Stormont Estate; a major concert in August 2002 and a sponsored Karting event in September 2002. Members, were, in principle, supportive of another concert but indicated that they would need to know the identity of the artist and also the views of the Stormont Residents' Group before giving final approval. The Commission had some concerns about the timing and stewarding of the proposed Karting event. Aiken Promotions agreed to come back with additional information for consideration by the Commission.

3. MATTERS ARISING

3.1 Members' Dining Room

Members were advised that the proposed pilot is due to commence on 3 December 2001. It was agreed that a note should go out in the APN and that guidelines on the operation of the pilot should be prepared and circulated to Commission members.

3.2 Press Bar and Atrium

Work to commence during the Christmas.

3.3 Visitors' Access to the Basement Restaurant

Mr MacGreevy presented a paper setting out the required revisions to the existing regulations governing visitor access to the Basement Restaurant and Tours arising from decisions taken at the 7 and 20 November Commission meetings. The Commission approved the revised regulations including the requirement for 24 hour notice for written confirmation of the cancellation of a function.

3.4 Catering Contract

The speaker advised that Mount Charles and the unsuccessful bidders had been informed of the outcome of the tender process.

It was agreed that the new contract should be signed by Mr Moir, as the Accounting Officer, and Rev Coulter, on behalf of the Commission.

3.5 Chairman's Business from the Last Meeting

Commission members reflected on their discussions with Parties on issues arising from the 6 November incident in the Great Hall. All Parties were happy with the way Doorkeepers had discharged their responsibilities. It was agreed that the staff should be made aware of the Commission's appreciation of their handling of the Great Hall incident. The Commission agreed that the current police deployment arrangements should remain and resolved to seek the views of the press, through the Press Liaison Group and also Party Whips and staff, on the management of press conferences.

3.6 Commemorative Inscription

The Commission endorsed Mr Fee's proposal that it would be appropriate to invite a number of colleagues who had worked with Senator Barnhill and Senator Wilson. Mr Evans provided an update on preparations for the unveiling ceremony. The Commission also endorsed Rev Coulter's proposal that the families should be asked if they would like to receive a video of the ceremony.

3.7 Members' Bar

Mr Black advised members that the work to conceal cabling in the Members' Bar is under way.

3.8 Members Satisfaction Survey

Mr Moir advised that the returned surveys are being analysed and that he would prepare a paper for an early Commission meeting.

3.9 Printing Contract

Mr Wells reported that Mr Frank Hallet, from Westminster, was providing technical advice to the Assessment Panel and also confirmed that the evaluation criteria had been agreed.

3.10 Disability Issues

The Commission to consider a progress paper at the next meeting.

3.11 Christmas Card Launch

Mr Carlisle advised members on the arrangements for the official launch. Mrs Bell, Dr O'Hagan and Mr Wells confirmed that they would be in attendance at the launch.

3.12 SSRB

Mr Evans provided an update on how the review is progressing. Members reflected on recent meetings with Hay Management.

It was agreed that the Assembly Commission should remain independent of the review process and should therefore not make a written submission to the SSRB. Mr Evans agreed to copy to Party Whips the terms of reference for the review.

3.13 Accommodation

Mr Evans advised that the first meeting with the Residents' Liaison Committee was scheduled for 27 November 2001.

The Speaker reported that he would be meeting with representatives of the Royal Ulster Architects' Society on 10 December 2001. It was agreed that an early meeting with the Roads Service should be arranged to discuss access options.

3.14 Transport Pilot

Members approved the operational guidelines for the transport pilot and agreed that a note should issue in the APN.

4. REVIEW OF TERMS AND CONDITIONS AND PAY AND GRADING

4.1 Members agreed that the consultancy exercise is progressing satisfactorily with the consultants now having a better understanding of the need to fully engage staff in the review process. The Commission agreed that senior management should brief staff on the purpose of the review and on current progress.