MINUTES OF THE SIXTY SEVENTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 7 DECEMBER 2010 AT 2.18PM IN ROOM 106
Present:
The Speaker
Mr Peter Weir
Mr Pat Doherty
Mr Pat Ramsey
Mr Sean Neeson
Apologies:
Rev Dr Robert Coulter
In Attendance: Mr T Reaney, Mr T Logue, Mr R Stewart, Dr McGrath, Mr J Stewart, Mr C McKenna, Ms S McDonnell, Ms C McGowan and Ms C Dodson. Ms F Leneghan was present for Items 1 – 5. Ms L Anderson was present for Item 6.
1. DECLARATION OF INTEREST
The Speaker sought any declarations of interest from the Commission in relation to items of business being discussed. Members declared an interest in relation to matters relating to the financial support and pensions for Members of the Northern Ireland Assembly. Staff declared an interest in relation to pay issues.
2. CHAIRMAN’S BUSINESS
The Speaker informed Members that he would be requesting that all officials with the exception of the Clerk/Director General, the Director of Resources and the Head of Human Resources to leave the meeting during discussions relating to Pay and Grading.
3. MINUTES
The minutes of the meeting held on the 23 November 2010 were agreed without amendment. Mr Ramsey expressed concern at the level of detail provided in the minutes, particularly on significant issues and asked that a fuller minute of Commission meetings be provided in future.
4. MATTERS ARISING
4.1 Commission Report – Financial Support and Pensions
The Members noted support received from Political Parties for the final draft Report on the Financial Support and Pensions for Members of the Northern Ireland Assembly and also the date for consideration by the Assembly of Monday 13 December 2010. Members agreed that Mr Logue would liaise with them to seek a Commission Member to move and wind on the Motion.
4.2 IFRP Bill Progress
The Clerk/Director General provided Members with an update on the development of the Assembly Members (Independent Financial Review and Standards) Bill. The Commission noted that Mr Weir, Ms Caul, Mr Logue, Mr Stewart and Mr Widdis had given evidence to the Ad Hoc Committee on behalf of the Assembly Commission on Monday 29 November 2010.
4.3 Correspondence with Chair of OFM/DFM Committee
The Commission considered the response which had issued to the Chair of the OFM/DFM Committee and agreed that Mr Logue would confirm with the Clerk to the Committee that the Chair was content with the response given on the matter.
4.4 Correspondence from Chair of Employment and Learning Committee
The Commission considered the issues raised in the correspondence from Ms Dolores Kelly relation to the use of electronic devices in Committee rooms and agreed that a response should be drafted and issued on the matter.
The Director of Resources informed the Commission that a pilot exercise was currently being planned in conjunction with the Committee Chair’s Liaison Group to examine the feasibility of introducing new technology into Committee Rooms and he would provide a further update at the next meeting. Mr Ramsey also suggested that further consideration be given to the use of electronic devices during Plenary Sessions. Mr Neeson highlighted that some Members may have difficulty using the new technology. The Clerk/Director General advised the Commission that in such cases, Members would have the option of retaining the use of hard copy documents.
Mr Ramsey also sought clarification on the status of the internet cable replacement. The Director of Resources informed the Commission that today was the deadline for the submission of tenders for the exercise which he hoped would then commence prior to the Christmas Recess. The Director of Resources informed the Commission that priority would be given to improving the speed of web browsing.
All Officials were asked to leave the meeting apart from Trevor Reaney (Director General), Richard Stewart (Director of Resources) and Sinead McDonnell (Head of HR).
5. NORTHERN IRELAND ASSEMBLY PENSION SCHEME
Officials returned to the meeting.
Ms Anderson joined the meeting.
5.1 Dual Mandate Members
The Director of Resources informed Members that the enactment of the Northern Ireland Assembly Members Act 2010 on the 5 July 2010 had altered the employment conditions of MLAs who are also MPs and that the Assembly Pension Trustees has proposed a range of rules for application in respect to those dual mandate Members. Ms McDonnell confirmed that the Pension Trustees were content with the proposals outlined. Following consideration it was agreed that a further week would be given for Members to consider the matters raised in the paper.
5.2 Memorandum of Understanding
The Director of Resources provided the Commission with the detail relating to the current arrangements for the provision of administrative support to the Assembly Members Pension Scheme and Pension Trustees. Following consideration it was agreed that the proposed interim Memorandum of Understanding is agreed pending a full review of the pensions administration service.
Ms Anderson left the meeting.
6. CLERK’S UPDATE REPORT
The Clerk/Director General presented the Commission with a copy of his monthly update report and drew Members attention to several matters, namely:
6.1 Preparations for Assembly Elections 2011
The Director of Clerking and Reporting informed the Commission that a working group of secretariat staff had been developing an Election Action Plan to ensure that the Commission and the Secretariat were fully prepared for the effective transition to the new mandate. It was noted that the final Election Action Plan would be provided to an early Commission meeting.
6.2 Legislation
The Director of Clerking and Reporting provided Members with an update in relation to the volume of legislation moving through the House and the associated additional demands on Members and the Secretariat.
6.3 Broadcasting Service
The Clerk/Director General informed the Commission that the tender rerun for the Broadcasting service contract had completed and was currently within the ‘stand still’ period under procurement regulations. Subject to there being no challenge during the ‘stand still’ period the contract would then be awarded.
6.4 Business Continuity Planning
The Director of Facilities/Keeper of the House provided Members with an update in relation to the development of the Business Continuity Plan and advised that a paper detailing arrangements and associated risks, particularly in relation to not having a dedicated back-up facility, would be presented to an early Commission meeting.
6.5 Ormiston House
The Director of Facilities/Keeper of the House provided Members with an update in relation to progress relating to the disposal of Ormiston House.
6.6 ‘House on the Hill’ Documentary
The Clerk/Director General informed the Commission that feedback to date on the BBC documentary ‘House on the Hill’ on the Northern Ireland Assembly had been positive. The Director of Engagement highlighted that although he had had no editorial control in relation to this external production, he hoped future in-house productions as part of the new Broadcasting Contract would take account of a wider range of functions under the direction of the Commission.
6.7 Car Parking
The Director of Facilities/Keeper of the House provided Members with an update in relation to exploring alternative car parking facilities within the Stormont Estate and advised Members that he was awaiting a response from the Department of Finance and Personnel on the matter.
7. SPENDING REVIEW 2010
7.1 Overview of Assembly Commission Budget/Early Reductions
The Clerk/Director General provided the Commission with a draft budget for the period from 2011/12 to 2014/15 in light of the work that had taken place on the Spending Review exercise, the on-going initiatives within the Assembly and the wider public sector financial pressures. The budget included the savings as set out in the PowerPoint presentation tabled at the previous meeting.
Following discussions, the Commission considered a range of potential savings for 2010/11 which could be implemented immediately, namely:
| Table 1: Description of Expenditure | Amount in 2010/11 |
On-going Annual Saving |
£’ 000 |
£’000 |
|
| Advertising | £90 |
£140 |
| Printing and publication – WIB production | £3 |
£11 |
| Newspapers | £6 |
£23 |
| Bottled water at Committee Meetings | £1 |
£4 |
| Photographic costs | £14 |
£21 |
| Bursary scheme | £10 |
£10 |
| Travel | £3 |
£12 |
The Commission also considered a reduction in the use of fresh floral displays within Parliament Buildings, with the exception of a permanent fresh display within the Great Hall.
The Commission also considered a range of savings proposed in relation to printing and publication costs, as outlined in table 2 below. Mr Ramsey also proposed that further consideration should be given to the current mechanism for distributing research papers to Members and suggested that a central library point could accommodate the provision of papers on an ‘on demand’ basis.
| Table 2: Description of Expenditure | Amount in 2010/11 £’ 000 |
On-going Annual Saving £’ 000 |
|---|---|---|
| Printing and publication – removal of the provision of printed copies of plenary and committee support documents to Secretariat staff | £6 |
£22 |
| Printing and publication – removal of the provision of printed copies of the Daily Lists | £4 |
£14 |
| Printing and publication – removal of the provision of printed copies of the Marshalled Lists | £1 |
£2 |
| Printing and publication – removal of the provision of published Acts for Members | £1 |
£5 |
| Printing and publication - move to new headed paper, away from the current cream paper and envelopes | £1 |
£5 |
The Commission also agreed that further consultation should be initiated with Members in relation to costs charged under Office Cost Allowance relating to costs for broadband, stationery and IT consumables.
Following further discussion, t he Commission agreed an outline budget for the next four years which represented an overall cost reduction of 13.3% in real terms by 2014/15 with a real cut of 30% on non-staff, administration costs. The Commission also agreed that the outline budget should now be communicated to the Executive for inclusion in the impending draft budget.
7.2 Support Services Contract
The Director of Facilities/Keeper of the House provided an update to Members in relation to the structure of the Support Services contract and pricing mechanism.
Following consideration, it was agreed that potential short-term savings as outlined within the paper could be explored further. Members agreed that this exercise would provide valuable information in relation to defining any future catering contract specification.
Mr Weir requested further detail on the impact of applying an increase to the existing tariffs within each of the catering outlets within Parliament Buildings (i.e. 10% in the first instance). In relation to justification, he proposed that consideration is also given to conducting a comparative pricing analysis to benchmark the cost, quality and environs of catering provision within Parliament Buildings as compared to meals purchased elsewhere.
7.3 Members Costs
The Commission noted the paper which provided a further explanation in relation to the type of expenditure included under ‘Members Costs’ category and those allowances and expenses which would fall within the remit of the Independent Financial Review Panel.
8. ANY OTHER BUSINESS
8.1 Use of Assembly Envelopes
Mr Weir informed the Commission that a Member of his Party had raised an issue relating to the use of Assembly envelopes and it was agreed that a postmaster would issue to all Members clarifying the rules governing the use of Assembly envelopes for business purposes.
8.2 Authorisation for Overnight Accommodation
Mr Ramsey sought clarification in relation to Members obtaining authorisation for overnight accommodation in light of recent adverse weather conditions and it was agreed that a postmaster would issue to all Members detailing guidance on the matter.
8.3 Correspondence from Northern Ireland Commissioner for Children and Young People
The Head of the Commission Support and Compliance Unit informed the Commission that correspondence had been received from the Commissioner for Children and Young People requesting the Commissions endorsement of their participation policy of intent which outlines a commitment to involve children and young people in the decision making process.
The Director of Engagement highlighted the work of the Youth Assembly and following discussion, Members endorsed the participation policy in principle and agreed that a meeting with the Commissioner should be organised to take the matter forward.
Meeting ended at 5.45 pm
9. DATE OF NEXT MEETING
Time and date of the next meeting to be arranged.
Tony Logue
Head of Commission Support and Compliance Unit