1. Minutes of previous meeting
2. Matters Arising
3. Trade Union Consultation
4. Salaries and Allowances
5. Exhibitions
6. Guidance on functions
7. Accomodation Options
8. Staffing
9. Estimates
10. Any Other Business
11. Date of Next Meeting

Present: The Speaker
Mrs Eileen Bell
Rev Robert Coulter
Dr Dara O'Hagan
Mr Jim Wells
Mr John Fee

In the Chair: The Speaker

In Attendance: Mr T Evans, Miss C Nolan, Ms G Campbell.
Mr Cosgrave, Mr Millar and Mr Waddell attended for part of the meeting.

The Speaker confirmed that work on the children's playground car park and vehicle entrance has now been completed.

The Speaker informed Members that work on the development of a specification of requirements is being progressed and that Mr Waddell has consulted with Lynn Garvie, head of the Scottish Parliament Procurement Section, on this matter.

It was agreed that the Catering and Functions Committee should be invited to an early Commission meeting to present the findings of the Prior Options study.

Mr Fee agreed to liaise with Mr Waddell on the required changes to facilitate the Minister for Finance and Personnel's relocation within Parliament Buildings.

The Speaker reported that Lynn Garvie had spent the previous week examining the Assembly's procurement procedures. Rev Coulter and Mr Fee confirmed that they had a very helpful meeting with Ms Garvie and it was agreed that she should be invited to a future Commission meeting to present the findings of her report.

The Speaker confirmed that he had raised the issue of Whips' staff passes at a recent Business Committee meeting. Rev Coulter asked if Ministers' advisers could have access to the East upper plateau car park on sitting days. It was agreed that the Commission would consider written requests on an individual basis.

The Speaker reported that the five interns are actively involved in project work and that an evaluation of the pilot scheme is under way.

Mr Cosgrave is considering the need for general awareness training within the secretariat.

The Speaker reported that the Committee on Procedures had asked why the Commission's draft Standing Order excluded Chairpersons and Deputy Chairpersons of Standing and Ad Hoc Committees. It was agreed to recommend to the Procedures Committee that Chairpersons and Deputy Chairpersons of any Statutory Committee, the Public Accounts Committee and the Audit Committee should be excluded.

Mr Evans to consult with the Stormont Residents' Group on the proposal.

It was agreed that NICVA should be invited to make a presentation to Members, Members' staff and the Secretariat and that a leaflet should be sent out in advance of the presentation.

Mr Evans reported on current arrangements in the Dail, Westminster and the Scottish Parliament for supporting non government bills. It was agreed that a ballot system would need to be in place to control the number of Private Members' Bills. The Speaker agreed to write to the Procedures Committee on this issue.

3.1 Mr Millar introduced a paper on trade union consultation. It was agreed that the Commission will consider applications from any trade union seeking negotiation rights.

4.1 It was agreed that Mr Millar should take legal advice on the proposal to follow the annual uprating arrangements in Scotland and Westminster where salaries are increased in line with the Senior Civil Service pay movements with allowances reflecting the changes in the Retail Price Index.

4.2 The Speaker outlined arrangements in Westminster for paying Government and Opposition Whips and also the purpose of the Short Money scheme. Mr Fee proposed that any review of the current Party Allowance scheme should take account of the need to increase the research budget. The Speaker agreed to explore with the Executive the issue of payment of Whips.

5.1 The Commission agreed that the first floor area at the east staircase can be used for exhibitions lasting up to two weeks. Requests to stage exhibitions of a longer duration will be considered by the Commission on an individual basis. Mr Evans to liaise with the project manager for the Bi- Centenary of the Act of Union exhibition.

6.1 Members considered a paper setting out the current position in regard to processions / parades in Parliament Buildings. It was agreed that requests to hold processions or parades will be considered by the Commission on an individual basis.

7.1 Annex C will be vacated by 21 November and refurbished by the Christmas Recess. The Valuation and Lands Agency (VLA) has valued the vacant bank building at £600 - 700 k. It was agreed that the VLA should be instructed to bid for the property within the valuation limit.

7.2 The economic appraisal of the Assembly's long term accommodation requirements is moving forward on the basis that 150 - 200 staff will need to be accommodated outside of Parliament Buildings.

8.1 The selection panel for the Clerk to the Assembly post agreed arrangements for the consideration of one appeal. Rev Coulter proposed and Mr Fee seconded the proposal that Mr Wells attends, in an observer capacity, the selection interviews for the Clerk to the Assembly post.

8.2 The Commission considered a paper setting out the options for taking forward the Assembly's recruitment programme. It was agreed to use an external agency in the short term and at the same time to build up the capacity of the Assembly's in-house recruitment service.

9.1 It was agreed to delay the presentation of the Assembly's Estimates until after the Christmas Recess. The Speaker asked members to give consideration to the directorate which they would like to lead on when the Estimates are presented to the Assembly.

10.1 The Commission approved the following requests to hold events in the Stormont Estate:

• Northern Ireland Prison Service Sports Association - to hold European Cross Country event on 4 November 2000.
• GOAL, a third world relief organisation - to hold one mile charity run on 25 December 2000.
• Proposal from a registered charity called Forest of Belfast to participate in a wildlife sculptures programme.
• The Commission approved a request from Rev Coulter to use the Members' bar for a drinks reception for the Reservists and Cadets Association Northern Ireland on 26 October 2000, 7.30 to 8.00 pm.
• Members considered the latest Christmas Card sample. Mr Wells agreed to provide an alternative card for consideration.
• The Commission approved a request for a temporary secondment of a Health and Safety specialist.
• Dr O'Hagan introduced a paper on alternative energy sources. It was agreed that a paper should be prepared on the implications of moving to an alternative energy source and the issues around energy conservation and recycling policies.

Friday 10 November 2000; 11.30 - 1.30 pm.
Monday 20 November; half an hour after the rise of House.

4 October 2000 / Menu / 10 November 2000