Shadow Assembly Commission Minutes of Proceedings
29 June 1999
MINUTES OF THE TWENTY FIFTH MEETING
TUESDAY 29 JUNE 1999 AT 2.00 PM
Present: Initial Presiding Officer
Mr R Coulter
Mr J Fee
Mr F Molloy
Mr P Robinson MP
In the Chair: Initial Presiding Officer
In Attendance: Ms G Campbell, Mr T Evans, Mr Cosgrave
Ms L Benson and Mr N Johnston attended for part of the meeting.
Mr J Hamilton, Mr T Sexton and Mr D McCartney attended for agenda item 3.
Apologies: Mrs E Bell
1. The minutes of the 8 June meeting were accepted.
2. MATTERS ARISING
2.1 Catering and Functions Committee
Mr Evans updated Members on the Committee's recent visit to Westminster.
2.2 Pavarotti Concert
The Initial Presiding Officer updated Members on preparations for the Pavarotti concert. It was agreed that Central Hall and the Long Gallery could be used for corporate hospitality with the Members' Dining Room and balcony reserved for Assembly Members. Mr Evans to check with the promoter about setting up a ticket sales facility in Parliament Buildings. A note on the concert arrangements to go out in the APN.
2.3 Crown Status
The Initial Presiding Officer has not received a reply from the Secretary of State.
2.3 Industry and Parliament Trust
Members agreed that IPT can continue their consultation with Party Whips. The Initial Presiding Officer referred to the International Association of Business and Parliament lunch reception on 02 July.
2.4 Accommodation
The Initial Presiding Officer updated Members on progress with the implementation of the new security pass system. Passes for all Members have been processed but there has been a poor response from Party staff. It was agreed that a reminder of the new pass arrangements should go in the APN and that new passes should be issued from 30 June.
2.5 MPs and MEPs Access
Agreed to defer a decision until the Initial Presiding Officer has received a substantive response from the Scottish Parliament and Welsh Assembly.
2.6 Fire Precautions Policy
It was agreed that there should be a test of the evacuation procedures, involving Secretariat an Party staff, over the summer to be repeated with Members after the recess. A draft Health and Safety policy was tabled for consideration and clearance at the next meeting of the Commission.
2.7 SSRB / Membership of the Commission
The Initial Presiding Officer presented a proposal to address the proportionality issue.
Y Each of the four major Parties to carry a voting strength equivalent to the number of elected Members. This would not preclude individual Members of the larger Parties from allocating their vote to a Commission Member from another party, emphasising the principle that the Commission's role is to serve the Assembly and not individual Parties.
Y In those instances when a Commission Member is not present for a division the Member, by prior arrangement with the Speaker, could indicate which Commission Member would carry their voting strength.
Y The smaller Parties, by prior arrangement with the Speaker, would allocate their block vote to an individual Commission Member. Again this would not preclude individual Members of smaller Parties from allocating their vote to another Commission Member.
Y The proposal would not afford the smaller Parties or individual Assembly Members advance notice of issues which will go to a vote or allow them, for each division, to nominate which Commission Member would carry their vote.
It was agreed that the Commission Members would discuss this proposal with Party colleagues.
2.8 Meeting with Mr C Wilson
The Initial Presiding Officer tabled letters from Mr Wilson and Mr Roache expressing their discontent about the non return of certain papers by the UKUP. It was agreed that Mr Waddell would go back to Mr McCartney and, if the situation is still not resolved, the Initial Presiding Officer agreed to speak to Mr McCartney.
2.9 Meeting with Mr Murphy
A copy of the Hansard of the Appropriation debate was tabled for comment at the next meeting. Members generally content with Mr Murphy's input.
3. PENSION SCHEME
3.1 Mr Hamilton, DFP, introduced the draft Pensions Bill which had been circulated in advance of the meeting. Mr Hamilton, Mr McCartney and Mr Sexton replied to a number of questions from Commission Members on the detail of the draft Bill. It was agreed that the Commission would need more time to consider the Bill before coming back to Mr Hamilton with substantive and detailed comments.
3.2 The Commission agreed that there were a number of issues which needed to be resolved:
Y is it for the Commission or the Assembly to appoint Trustees?
Y what will be the mechanism for introducing the Bill to the Assembly, the Commission or the Minister or Finance; and
Y which Committee would take the Committee stage of the Bill or would it be a Committee of the whole Assembly?
3.3 It was agreed that a separate meeting of the Commission and the Shadow Trustees should be arranged during the Summer Recess to consider the Pensions Bill in detail.
4. SOUND AND VISION CONTRACT
4.1 The Initial Presiding Officer updated Members on the advice provided by GPA and the Departmental Solicitor's Office on the issues raised at the last Commission meeting:
Y GPA has met with Michael Macmillan and agreed that the existing contract can be extended for 6, 9 or 12 months;
Y the current tender remains valid even if the installation element of the specification is removed; and
Y independent technical advice from the Central Office of Information (COI) has been secured.
4.2 It was agreed that the technical assessment of the current sound and vision equipment should happen immediately and the Head of GPA should be asked to confirm in writing the advice at para 4.1 of the minutes.
4.3 The Initial Presiding Office informed Members that there was now a satisfactory solution for the provision of sound and vision facilities in the Senate Chamber.
5. SALARIES AND ALLOWANCES
5.1 Ms Benson took Members through the latest draft determination of Salaries. It was agreed that Members would consider the draft and sign off at the next meeting. The Initial Presiding Officer agreed to explore the issues raised by the Departmental Solicitor's Office.
5.2 Ms Benson took Members through the draft determination of allowances. There was a discussion on some of the difficulties with Members' mileage and subsistence claims. The Commission agreed that a note should go out in the APN advising Members to consult the Finance Office before incurring travel expenses on Assembly Business. It was also agreed that the Commission would examine the determination in detail shortly before it is brought forward as a resolution.
5.3 Draft guidance for Members on OCAs was tabled. It was agreed that Members would discuss any concerns with Ms Benson.
5.4 Ms Benson tabled a paper on Financial Assistance for Political Parties. Members agreed that a Party Allowance Scheme should be drafted on the basis of the current arrangements uplifted by 2.5%.
5.5 Ms Benson presented the latest mock up of the Members' Handbook cover. It was agreed that the motif should be smaller and the motif and text centred.
6. COMMISSION
6.1 A paper on Commission priorities was tabled. Members agreed to consider and discuss at the next Commission meeting with a view to identifying issues to be resolved prior to the Summer Recess and work which will need to be progressed over the summer period.
7. ANY OTHER BUSINESS
7.1 Two requests for Saturday tours (Mr J Wells and Mr E McGrady) were granted. The Commission agreed that the Initial Presiding Officer would have delegated authority to approve subsequent requests for Saturday tours.
7.2 Members agreed a proposal to provide wheelchairs in Parliament Buildings. Appropriate training will need to be provided for the Doorkeeper staff.
7.3 A request from the BBC to host a reception for the Commission was turned down on the grounds that it might compromise the tender process for the Sound and Vision Contract.
7.4 The following AOB items were deferred for consideration at the next Commission meeting:
Y Summer Recess - opening hours.
Y Summer Recess - catering arrangements.
Y New Works - priority work to include conversion of video conferencing room and basement room B6 into office accommodation.
Y Official Secrets Act - paper tabled at the meeting for consideration.
TOM EVANS
