Minutes of Proceedings

The Northern Ireland Assembly Commission

Meeting Venue: Parliament Buildings, Room 106 

Meeting date: Friday, 19 December 2025

Meeting Time: 9.30 am

Assembly Commission Members:

Edwin Poots MLA, Speaker (Chairperson)

Sinéad Ennis MLA (joined remotely)

Trevor Clarke MLA (joined remotely)

Nuala McAllister MLA (joined remotely)

Andy Allen MBE MLA

Colin McGrath MLA (joined remotely)

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)

The meeting commenced at 9.37 am.

1. APOLOGIES

There were no apologies.

2. DECLARATIONS OF INTEREST

No interests were declared by Members.

3. BLUE FLAX REFURBISHMENT PROJECT

The Speaker noted that on 2 December he was advised by the Clerk/ Chief Executive that a communication was about to be issued to Assembly Commission Members in relation to the costs of the Blue Flax refurbishment before correspondence and responses to Freedom of Information Requests were issued the following day. 

It was noted that the expenditure of the project had risen to £505,000 (with other costs outstanding) and that the Assembly Commission had not been previously advised of the increase compared to the original business case it had considered.

The Speaker noted that he had met both with the Assembly Commission and the Senior Management Team (SMT) on the issue and Members had agreed to call a meeting to discuss the increased costs

The Speaker asked Lesley Hogg to provide introductory background on the Blue Flax refurbishment project, noting that Steven Baxter would then talk through the other elements of the paper.

Mrs Hogg stated that in February 2022 the Assembly Commission, at that time, had, as part of the its consideration of a business case for the retendering of the Support Services contract, been advised of an initial estimated refurbishment cost for the Blue Flax of £350k. However, Mrs Hogg noted that the subsequent tender exercise was unsuccessful and a revised business case was considered and approved by the Assembly Commission at its meeting on 10 October 2022. 

Mrs Hogg advised that following a failed Blue Flax refurbishment tender process undertaken by the Support Services contractor in September 2024 due to cost, a new tender process was launched and completed in 2025.

Mrs Hogg noted that following the retendering process, SMT approved new costs in May 2025 of £463k which exceeded the initial estimate, and, although the increased cost was still within her delegated authority to approve, she acknowledged that it would have been preferable to have advised the Assembly Commission of the increased costs at that time and she apologised for that not happening.  Mrs Hogg advised that a review of lessons learned would be taken forward in January 2026.

Steven Baxter referred to the paper and provided Members with further detail on the initial tendering and subsequent retendering processes.  Mr Baxter also outlined that the initial estimate, provided to the Assembly Commission in 2022, was a high-level estimate and that the final estimated costs included design and project management costs. 

Mr Baxter noted the final estimated cost of the project was £529k and provided context in relation to the cost increase, outlining a number of contributing factors including inflation within the sector since 2022 and the design finish that was selected.

Sinéad Ennis joined the meeting at 10 am.

The Speaker noted that the Assembly Commission was mindful that it was dealing with public money and it was therefore vital that officials advise Assembly Commission Members where there had been a significant rise in the costs of a project.

Following a collective discussion, Members agreed that SMT should complete the exercise on lessons learnt and report back to the Assembly Commission to ensure that a similar situation does not occur in the future.  Members also agreed that communications around the project could have been stronger and that this should be reviewed for future projects.

Action: SMT to complete the exercise on lessons learnt and report back to the Assembly Commission.

Members also agreed that ACARC should engage with Assembly Commission officials to consider the nature and frequency of budgetary information being provided to the Assembly Commission.

Colin McGrath left the meeting at 10.16 am.

4. ANY OTHER BUSINESS

Governance Training

The Speaker informed Members of an audit recommendation to deliver bespoke governance training to Assembly Commission Members, SMT and ACARC members and that officials would contact Members to agree a date.

Lord and Lady Craigavon’s Tomb

Andy Allen referred to the cleaning and maintaining of Lord and Lady Craigavon’s Tomb and inquired whether it was part of a regular programme.  Mr Baxter advised that a 10-year maintenance plan for Parliament Buildings was being developed which would incorporate maintenance of the Tomb and that, in the meantime, he would speak with the Building Services team in relation to general maintenance.

The Speaker finished by thanking everyone for their efforts throughout the year and wished everyone a Merry Christmas.

5. DATE OF NEXT MEETING

Officials to liaise with Members to agree a date for the next meeting.

The meeting ended at 10.23 am.