MINUTES OF THE THIRD MEETING OF THE
ASSEMBLY COMMISSION HELD ON
FRIDAY  21 JANUARY 2000 AT 10.30 AM IN ROOM 106

Present: The Speaker
Mr Gregory Campbell
Mr John Fee
Rev Robert Coulter
Mrs Eileen Bell

In the Chair: The Speaker

Apologies: Dr Dara O'Hagan

In Attendance: Ms G Campbell, Mr T Evans, Mr G Cosgrave.
Mr A Rogers attended for Agenda Item 4

1. Minutes of the second meeting on 14 January 2000 were accepted.

2.MEETING WITH THE MINISTER OF FINANCE AND PERSONNEL

2.1 The Speaker reported on his meeting with the Minister of Finance and Personnel on 19 January when it was agreed that officials would explore ways in which the Assembly Commission's view that the Assembly should have a separate vote in the NIO's Main Estimates, could be accommodated. The Speaker also informed Members that he had agreed to consider the accelerated legislative process for this year's Appropriation Bill on the understanding that arrangements for future years will allow for detailed scrutiny by Statutory Committees.

2.2 It was agreed that all Commission Members and appropriate officials should attend the next meeting with the Minister.

3. MATTERS ARISING FROM 10 DECEMBER 1999 AND 14 JANUARY 2000 MEETINGS

The Speaker has now written to the former Joint Chairmen of the Standing Orders Committee and all Members to inform them of the Commission's voting procedures.

Mr Evans updated Members on the recent meeting between Department of Finance and Personnel (DFP) officials and the Stormont Residents' Group. The formal planning application process for the proposed car park at the bunker, with access from the Newtownards Road, is about to commence. DFP officials advise that the car park should be ready by June 2000. The Speaker informed Members that the Secretary of State has responded to his letter, indicating his wish to remain within the estate, and advising that the general accommodation issue be raised with the Interdepartmental Accommodation Group chaired by DFP.

3.3 Jim Aiken Proposal

Mr Evans reported that Jim Aiken had met with the Stormont Residents' Group and that they are content for the Michael Flatley event to be held in the estate in July 2000. The Commission agreed in principle that the event could go ahead.

Twenty final applications have been received and the Personnel Office has issued reminders to all Members and Secretariat staff. The Commission agreed that a note should go out to all Members and Party business managers about the scheme and, if Parties decide to provide childcare support for their own staff, to offer to administer the scheme on their behalf.

The Secretariat has received no claims to date.

The Commission endorsed the proposal to obtain similar insurance cover for Assembly Members as exists for elected Members in Scotland, Wales and at the House of Commons.

The guidance notes for Functions to be revised to include a fourth category; functions sponsored by the Speaker, a Minister or the Chair of an Assembly Committee acting in their official capacity. It was also agreed that a note should go out in the APN reminding Members of the need to inform Mount Charles if they are bringing guests to the basement restaurant over the lunchtime period.

The Commission approved:

· the letting of a contract with Bull Information Systems Limited for the supply of equipment and services;

· the specification of equipment to be supplied (some equipment will be subject to the individual needs of Members eg the telecommunications services available at constituency offices); and

· the provision of training services for Members and their staff.

The Commission also agreed:

· the need to work out with the supplier, the nature and timing of the supply and installation programme and the provision of on-site training and a Users Guide document; and

· that Members would meet the costs for telecommunications (installation and usage) where the equipment provided by the Assembly is used to communicate with other sites, including Parliament Buildings.

The Commission agreed to consider the provision of radio pager equipment for use by Members, as a means of facilitating the business of the Assembly eg in making urgent arrangements for Committees. The Speaker asked Mr Black to liaise with the Keeper of the House to determine the options and costs involved, and to report back to the Commission.

3.10 Fire Precautions

The Speaker referred to the guidance note on fire precautions which has recently issued to Members for inclusion in the Members' Handbook.

3.11 Catering and Functions

Mr Evans reported that the Prior Options Study customer needs questionnaire has issued to all Members. It was agreed that credit facilities should also be available in the Basement Shop.

4. COMMISSION SPONSORED BILLS

4.1 The Commission agreed the following response to the points raised by the Finance and Personnel Committee in regard to the Allowances to Members and Office-holders Bill:

· the Bill does not contravene any of the provisions of the existing Northern Ireland Equality Legislation; and

· the provisions of the Bill do not adversely impact on older people.

4.2 The Consideration stage of the Financial Assistance to Political Parties Bill is scheduled for Tuesday 25 January 2000.

4.3 Mr Coulter and Mr Fee will represent the Commission at the Committee stage of the Allowances to Members and Office-holders Bill and the Pensions Bill on 27 January 2000.

5. STAFFING

5.1 There have been 2000 expressions of interest for the initial tranche of job advertisements. The Speaker confirmed that the job advertisement, job specification, interview assessment criteria and application form for the Clerk to the Assembly post have been revised to take account of the amendments agreed at the last meeting.

5.2 The Commission agreed the range of publications to be used to advertise the Clerk to the Assembly post; the Belfast Telegraph, Newsletter, Irish News, the Times, Irish Times and the relevant Parliamentary publications for the European Parliament, Scottish Parliament and Westminster. There are no publications for the Houses of the Oireachtas and the Welsh Assembly. It was agreed that the post should be advertised through the Association of Higher Civil and Public Servants in the Republic of Ireland.

5.3 Mr Rogers to provide advice to inform the Commission's deliberations on the need for bi-lingual job advertisements for Assembly vacancies. The Commission agreed to hold with the present timetable for the advertisement of the Clerk to the Assembly post scheduled for the week commencing 21 February.

6. SOUND AND VISION

6.1 The Commission agreed the final selection process for the sound and vision contract. The selection panel will meet on the morning of 16 February 2000.

7. FUNDING OF POLITICAL PARTIES

7.1 The Speaker advised that the paper setting out a possible scheme for the funding of Assembly Parties was based on two contradictory principles viz the House of Commons 'Short Money' scheme and the Party support scheme operated during the Talks Process. As a result it was an unsatisfactory scheme and should not even be considered. It was agreed that this paper should be set aside and a new proposal developed which best reflects the requirements of the Assembly. Mrs Bell asked for non-executive allowances to be given special consideration in any proposal.

8. BBC PROPOSAL

8.1 The Commission considered a revised proposal from the BBC which includes sole but not exclusive use of corridor B40. The Speaker informed Members that he had received a second proposal from the Press Association which also makes a bid for corridor B40.

8.2 The Commission agreed that the BBC and the Press Association should be advised to meet to agree a mutually acceptable proposal. If the BBC and the Press Association cannot reach an accommodation the Commission will then have to arbitrate.

9. ANY OTHER BUSINESS

9.1 The Commission approved a number of requests to hold events in the Stormont estate:

· Park Life 2000, outdoor sculpture project- October 2000;

· Motor Caravanners Club - 12-14 May 2000; and

· NICS Cross Country Event - 19 February 2000.

9.2 The Commission also approved the following requests for Saturday tours:

· Donovan McClelland, St Comgall's Youth Club - 22 January;

· Sean Neeson, 65 American businessmen - 29 January;

· William Armstrong, Saltertown Presbyterian Women's Association - 20 May;

9.3 The Commission agreed the principle of not providing security passes to lobbyists of Parliament Buildings.

9.4 The Speaker informed Members of the temporary secondment of a NICS internal auditor to develop the Assembly's own audit procedures.

9.5 Members turned down a request from a Member wishing to purchase some of the plates that are used in the Members' Dining Room.

TOM EVANS

14 January 2000 / Menu/11 February 2000