Minutes of Proceedings

The Northern Ireland Assembly Commission

Meeting Venue: Parliament Buildings, Room 106 

Meeting date: Tuesday, 13 January 2026

Meeting Time: 4.00 pm

Assembly Commission Members:

Edwin Poots MLA, Speaker (Chairperson)

Trevor Clarke MLA

Nuala McAllister MLA

Andy Allen MBE MLA

Officials present:

Lesley Hogg, Clerk/Chief Executive

Steven Baxter, Director of Corporate Services

Tara Caul, Director of Legal, Governance and Research Services

Gareth McGrath, Director of Parliamentary Services

Robin Ramsey, Adviser to the Speaker/Head of Corporate Support

Janet Hughes, Clerical Supervisor

Krystal Clarke, Executive Assistant

Others in attendance:

David Murphy, Chairperson of the Assembly Commission Audit and Risk Committee (ACARC) - joined remotely

The meeting commenced at 4.09 pm.

1. APOLOGIES

Apologies were received from Sinéad Ennis MLA and Colin McGrath MLA.

2. DECLARATIONS OF INTEREST

No interests were declared by Members.

3. UPDATE ON PROPOSED PARTIAL ELECTRONIC ACCESS CONTROL (EAC) SYSTEM FOR PARLIAMENT BUILDINGS

The Speaker noted that the Assembly Commission had previously agreed to the installation of a partial EAC system in Parliament Buildings.  However, as  there had been a delay in the project and a slight increase in costs against those that had been provided for in this year’s Capital budget, the Speaker advised that a paper had been prepared providing an update and seeking confirmation that Members were content to proceed with the award and signing of the contract.

Steven Baxter presented an update paper, noting that there has been long standing recommendations made by; the Police Service of Northern Ireland (PSNI) in their reviews of security at Parliament Buildings in 2010, 2015, 2022 and a Vulnerabilities Assessment 2025; and the Clerk/Chief Executive, to install a full EAC system in Parliament Buildings. 

Mr Baxter noted that the Assembly Commission had, on 30 September 2020, approved the installation of a partial EAC system as opposed to a full EAC system, which he noted would bring the Assembly Commission closer to other legislatures in the United Kingdom and Ireland, all of whom already have systems installed.

Mr Baxter outlined how the proposed system would work in operation.

In relation to the cost of the system, Mr Baxter advised that capital expenditure of £890k was included in the Assembly budget for 2025-26 which was presented to, and approved by, the Assembly Commission at its meeting on 16 October 2024.  He stated that, following that meeting, more detailed costings were received later in October 2024 and the Assembly’s Senior Management Team (SMT) had subsequently approved a Business Case with increased capital costs of £984k, subject to a review of the out of hours work required.

Mr Baxter advised that a full procurement process for the work had now concluded with estimated capital costs of £908k inclusive of professional fees, which he noted was inside the Business Case approved by SMT but slightly more than the initial budget approved by the Assembly Commission in October 2024.

Mr Baxter noted that there was some urgency in awarding the contract as, due to the unforeseen extended tender period and delays in receipt of final planning permission, the project would not now be fully completed in the 2025-26 financial year.  He advised that this would lead to a pressure on the Assembly Commission’s capital budget for 2026-27 and require a reprioritisation of capital projects for that year.  Mr Baxter stated that the impact could be reduced if the hardware for the project could be delivered on-site by the end of March 2026, as this made up a significant proportion of the total costs.

Mr Baxter subsequently sought confirmation from Members that they were content to proceed with the award and signing of the contract.

As per previous discussions on this matter, Lesley Hogg stated that it continued to be her firm recommendation that at least a partial EAC system should be installed in Parliament Buildings as this represented an optimum security and visitor access solution.

Following consideration, some Members requested more time to consult with their respective parties and it was agreed that a further short meeting would be arranged for the following week.

4. ANY OTHER BUSINESS

There was no other business.

5. DATE OF NEXT MEETING

Officials to liaise with Members to agree a further short meeting on the proposed partial EAC system and also a date for the next full meeting.

The meeting ended at 4.25 pm.