Shadow Assembly Commission Minutes of Proceedings
22 March 1999
MINUTES OF THE EIGHTTEENTH MEETING
MONDAY 22 MARCH 1999 AT 10.00 AM
Present: Initial Presiding Officer
Mr R Coulter
Mr J Fee
Mr F Molloy
Mr P Robinson MP
Mrs E Bell
In the Chair: Initial Presiding Officer
In Attendance: Mr T Evans, Ms G Campbell, Ms Benson, Mr Black, Mr Johnston,Mr Waddell,Mr Rogers.
Mr Hunter and Mr O'Reilly attended for part of the meeting.
There was a 30 minute adjournment at 3.00 pm
1. The minutes of the seventeenth meeting were accepted without change.
2. MATTERS ARISING
2.1 Stormont Estate
The Initial Presiding Officer referred to the Secretary of State's recent correspondence on the Simply Red concert. It was agreed that Mr Evans would represent the Commission on the Steering Group.
Mr Evans to consult the Stormont Area Group on the Pavorotti proposal. It was agreed that the Stormont residents should be given an assurance that there would be no further concerts for at least twelve months.
The Shadow Commission endorsed two requests from Weight Watchers (NI) and the Stormont Area Group to use the Stormont Estate.
Mr Robinson asked why some coaches had been denied access to the Estate.
2.2 Printing and Publishing
The Initial Presiding Officer confirmed that the Stationery Office were the preferred bidder for the Printing and Publishing contract and would give a presentation at the end of the meeting.
2.3 Sound and Vision Contract
Members agreed that the new Sound and Vision contract should be for three years with the option to extend for two additional twelve month periods.
2.4 Head of Security
It was agreed that Members would come back to the Initial Presiding Officer with comments on the job specification and vetting procedures.
2.5 Cost of the Troubles Exhibition
Mr Waddell to prepare a revision of the regulations for tours to facilitate exhibitions.
2.6 Functions
Mr Coulter tabled a proposal to extend the evening menu to include high tea and tea and biscuits. Mr Waddell to consider an appropriate revision of the regulations.
2.7 Mount Charles
It was agreed that if the Members' dining room was not being used in the evenings the facility should be withdrawn with the basement restaurant remaining open to 7.00 pm. Members had some concerns about Mount Charles' charging policy.
2.8 IT
It was agreed that Mediawave should be awarded the contract to provide real time internet audio and video streaming for the Assembly. The annunciator system will be available from week commencing 29 March on all standard televisions and monitors in the Central Hall, Members' dining room and coffee house.
3. STAFFING
3.1 The Initial Presiding Officer updated Members on his recent meeting with staff when he communicated the Shadow Commission's decision of 2 March. Mr Rogers tabled a staffing paper which identified 75 priority vacancies which need to be filled in readiness for devolution. Members considered what would be the status of the NICS staff recruited to the Assembly from 22 February up to the Appointed Day and agreed the following:
Ÿ directors to consider which of the 75 priority vacancies need to be filled immediately;
Ÿ NICS staff recruited to any of the priority vacancies, in advance of devolution, will be offered up to three year secondments from the Appointed Day;
Ÿ NICS staff need not have physically taken up posts in the Assembly but the loan arrangement must have been agreed prior to devolution;
Ÿ from the Appointed Day all Assembly appointments will be by public advertisement including the residual priority vacancies not filled prior to devolution;
Ÿ from the Appointed Day temporary secondments from the NICS will only be used as a fall back arrangement until posts are filled by public advertisement
Ÿ may need to consider additional benefits to encourage NICS staff to take up temporary secondments (12-16 weeks).
3.2 Mr Fee registered his concerns that some Assembly posts were not being offered to the wider community but agreed not to dissent from the Shadow Commission's decision.
3.3 Mr Rogers took Members through the staffing paper and the following was agreed:
Ÿ no nationality requirement for any Assembly posts save in exceptional circumstances;
Ÿ work to start on draft job specifications and advertisements;
Ÿ papers required on terms and conditions and pre-selection checks to include health requirements and security vetting, drawing on existing best practice;
Ÿ need to establish which trade unions have Members working in Parliament Buildings; and
Ÿ the Initial Presiding Officer to meet Mr McCusker, NIPSA.
4. SALARIES AND ALLOWANCES
Ms Benson to prepare a paper based on the Commission's discussion on salary levels for posts not provided for in the Shadow period and which are unlikely to be included in the SSRB report. Ms Benson also to prepare a draft determination of salaries and allowances for consideration by the Shadow Commission at its next meeting.
5. ESTIMATES
Ms Benson reported that the House of Commons Commission does not release detailed estimates to Treasury. It was agreed to follow Westminster precedent, however the Commission would be content to meet the Finance Minister and/or the Permanent Secretary.
The Shadow Commission received a request from the UKUP for sight of the detailed estimates. The Commission agreed that the estimates should not be released to any Party as is the practice at Westminster.
6. PENSIONS
DFP have agreed to lead in the drafting of the required legislation. Ms Benson to prepare a paper on the administration of the scheme and the management of the Pension fund on receipt of advice from the Government Actuary Department.
7. ACCOMMODATION
7.1 The Shadow Commission content with the size of the Ministerial furniture in Mr McFall's office. Mr Waddell to order ten sets of Ministerial furniture and, in the interim, bring up sufficient desks from Corporation Street. Mr Waddell agreed to identify suitable furniture for Chairmen. The Commission delegated responsibility for this issue to the Initial Presiding Officer.
7.2 Mr Waddell tabled an accommodation proposal in response to an earlier request from the NIUP. The Initial Presiding Officer agreed to meet both the NIUP and UKUP before any decisions are taken.
7.3 Members content with the paper on the proposed new pass system. Comments required on the fire precautions paper.
8. ANY OTHER BUSINESS
Ÿ The Initial Presiding Officer informed Members of the recent door closing issue and the request to release the statements of the doorkeepers
Ÿ Nominations required for the Refreshments House Committee.
9. DATE OF THE NEXT MEETING
Monday 29 March at 2.30pm in Room 135
TOM EVANS
Clerk to the Shadow Commission
