Shadow Assembly Commission Minutes of Proceedings
5 July 1999
MINUTES OF THE TWENTY SIXTH MEETING
TUESDAY 5 JULY 1999 AT 2.00 PM
Present: Initial Presiding Officer
Mr R Coulter
Mr J Fee
Mr F Molloy
Mrs E Bell
Mr P Robinson MP
In the Chair: Initial Presiding Officer
In Attendance: Ms G Campbell, Mr T Evans, Mr Cosgrave
Ms L Benson, Mr A Black, Mr N Johnston and Mr A Rogers attended for part of the meeting.
Mr D Sayer DOE attended for agenda item 4.
1. The minutes of the 29 June meeting were accepted.
2. MATTERS ARISING
2.1 Pavarotti Concert
A note to be included in the next APN advising Members of the ticket sales facility in Parliament Buildings. The Commission to discuss access issues at the next meeting.
2.2 Crown Status
The Initial Presiding Officer agreed to write to the Secretary of State to check on progress with the preparation of the two Orders in Council.
2.3 Accommodation
Y The Initial Presiding Officer reported on progress with the implementation of the new security pass system. It was agreed that anyone not holding a new pass and seeking access to the building after 09 July will be issued with a visitors pass and required to apply for a pass immediately.
Y The Commission agreed that the following projects should be completed over the Summer Recess:
- conversion of the video conferencing room, basement room (B6) and toilet facilities (rooms 25a and 26a) into office accommodation; and
- re-location of the Business Office to the accommodation currently occupied by library and research staff.
2.4 Fire Precautions
A trial of the fire drill procedures to take place in late July and October. Notification of the fire drill will go out in the APN. The Health and Safety policy was cleared by the Commission.
2.5 SSRB - Membership of the Commission
Some Members still to consult with Parties on the proposal to address proportionality without increasing the membership of the Commission.
2.6 Meeting with Mr C Wilson
Mr Waddell still to meet with Mr McCartney. Copies of an article in the Sunday World were circulated at the meeting. Members were concerned about Civil Servants being named.
2.7 Pensions Bill
The Commission agreed to meet on Friday 23rd July at 10.00 am and Tuesday 27th July at 2.00 pm to consider the draft Pensions Bill. Shadow Trustees to be invited to both meetings.
2.8 Sound and Vision Contract
Mr Evans informed Members that:
Y MacMillan Media have agreed to an extension of the current contract for 6, 9 or 12 months;
Y GPA has confirmed that the current tender remains valid even if the installation element of the specification is removed; and
Y GPA has secured technical advice from the Central Office of Information (COI). The technical assessment has been arranged for Wednesday 07 July.
It was agreed that GPA should be asked for written confirmation that the tender process remains valid and instructed to negotiate a six month extension of the current contract with effect from 07 July.
2.9 Salaries and Allowances
The Commission agreed to await advice from Speaker's Counsel on the issues raised by the Departmental Solicitor's Office before clearing the draft determination of salaries. Ms Benson tabled a determination of allowances. The Commission agreed that there was need for a more precise definition of research to include reference to attendance at conferences.
Ms Benson tabled a draft Party Allowance Scheme. It was agreed that it may be better to adopt the House of Commons (HOC) scheme and build in provision to cover the transition phase. Commission Members to receive a copy of the HOC's resolution setting out the short money formula and a table highlighting the number of seats and first preference votes per Party.
2.10 Wheelchair Access
Two wheelchairs have been ordered and training is being arranged for the doorkeepers. Mr Fee raised the issue of disabled access at the front door. A report on disabled access to Parliament Buildings to be prepared.
2.11 BBC Proposal
The Initial Presiding Officer referred to earlier correspondence from Michael Cairns, BBC, requesting additional accommodation in the basement. It was agreed that officials should meet with BBC to explore the various options.
2.12 Summer Recess
The Commission endorsed the Keeper of the House's proposal (attached) for opening hours and catering arrangements during the Summer Recess.
3. IT ISSUES
3.1 The Commission endorsed Mr Black's proposal to introduce IT network services for use by Assembly Members within Parliament Buildings. It was also agreed that IT facilities should be provided in Constituency Offices in line with SSRB recommendations. Mr Black to identify the best value for money package, up to a limit of £1,200, to include personal computer, printer, scanner and a video conferencing facility.
4. DEVELOPMENT OF THE STORMONT ESTATE
4.1 Mr Sayer, DOE, presented four options for the provision of access and car parking facilities for the new children's playground situated east of Prince of Wales Avenue. The Commission's preferred option is to create a new vehicle entrance at Summerhill Avenue and build a sixty place car park adjacent to the playground with an overflow car park west of Prince of Wales Avenue. A second option would be to provide similar car parking facilities with access from Prince of Wales Avenue. Members were unhappy with the proposal to allow temporary car parking on Prince of Wales Avenue. Mr Evans to contact DOE's Roads Division.
5. STAFFING
5.1 The Initial Presiding Officer presented a proposal to provide legal advice to the Speaker and the Assembly. The Commission agreed to:
Y continuation of Speaker's Counsel on a call off basis;
Y one year secondment of a legally qualified solicitor;
Y assessment of the Assembly's legal advice requirement over the next 12 months; and
Y immediate recruitment of an Examiner of Statutory Rules.
5.2 Mr Rogers tabled a paper on the Official Secrets Act 1989. Members were content with the proposal to apply a duty of confidentiality but wanted more information on the provisions of the Act. The Initial Presiding Officer explained that, for certain posts, ie Head of Security, full compliance with the Act may be required.
5.3 Mr Rogers presented a paper setting out the aspects of the NICS Terms and Conditions which require adaptation for the purposes of the Assembly. Members agreed that clearance of the letter of appointment should be deferred until the Commission has agreed the Assembly's Terms and Conditions. Mr Rogers outlined the various recruitment procedures and the role of the NICS Recruitment Service The Initial Presiding Officer confirmed that Trade Union consultation arrangements and the promotions issue were still to be resolved.
6. COMMISSION PRIORITIES
6.1 Members agreed that the recruitment of priority vacancies should be progressed. The Commission also endorsed the Initial Presiding Officer's proposals for the allocation of offices to Ministers and Committee Chairmen. Ministers' furniture to be ordered once D'Hondt has been run.
7. ANY OTHER BUSINESS
The Commission cleared the paper on Classification of Functions. Mr Johnston presented a paper on Regulations for Exhibitions. There were some concerns about the proposed location of exhibitions. Members also agreed that there should be a limit on the number of exhibitions but that the Commission should avoid the situation of having to mediate on politically sensitive topics. Mr Johnston and Mr Waddell to bring back a revised paper taking account of the points raised by the Commission.
8. DATES OF FUTURE MEETINGS
Friday 23 July at 10.00 am.
Tuesday 27 July at 2.00 pm.
TOM EVANS
