MINUTES OF THE NINETEENTH MEETING OF
THE ASSEMBLY COMMISSION
HELD ON MONDAY 22 JANUARY 2001 AT 6.15PM
IN ROOM 106

1. Minutes of previous meeting
2. Matters Arising
3. Pager Service
4. Accomodation Issues
5. Clerk to the Assembly Competition
6. Other Staffing/ Recruitment Issues
7. Any Other Business
8. Date of next meeting

Present: The Speaker
Rev Robert Coulter
Dr Dara O'Hagan
Mrs E Bell
Mr John Fee
Mr Jim Wells was in attendance for Agenda Items 1 & 2

In the Chair: The Speaker

In Attendance: Mr T Evans,
Mr A Rogers was in attendance for Agenda Item 6
Mr G Cosgrave, Mr P Waddell, Mr D Millar, Ms G Campbell and Mrs C McGowan (Agenda items 1, 2, 3,4 and 6).
Mr A Black was in attendance for Agenda Items 1 & 2.
Mr Gerald Colan-O'Leary was in attendance for Agenda Item 3.
Dr P Doran was in attendance for part of Agenda Item 2.

1. Minutes of the seventeenth and eighteenth meetings were accepted.

2. Matters Arising

Mr Evans updated members on the most recent meeting of the Catering and Functions Committee and agreed to bring to the next Commission meeting the Committee's proposals for increasing wage levels for Mount Charles' staff.

2.2 Security Passes for MEPs and Westminster Parliamentarians

The Speaker informed members that he had received several responses to his written correspondence on the provision of security passes for MEPs and Westminster Parliamentarians.

2.3 Jim Aiken Proposal

Mr Evans informed members that the Tom Jones concert is due to take place on Friday 3 August 2001.

2.4 Facilities for Non-Government Bills

The Speaker informed members that it is unlikely that the Assembly will be able to use the Scottish Parliament's drafting service for non-Executive Bills because the value of the contract would then exceed EC thresholds and also the terms of the existing contract specify that Bills are drafted in Scottish law. However, Scottish Parliament officials have agreed to forward a list of the Parliamentary agents currently listed in their contract and also to provide advice on how the Assembly should take forward its own tendering process.

2.5 Christmas Cards

The Speaker informed the Commission that Ms Campbell is currently awaiting photographs taken of Parliament Buildings during the recent snow.

2.6 Paper on Alternative Energy Sources

The Commission considered an interim paper prepared by Dr Doran which set out proposals for the Assembly to sign up as a 'Green Tariff' consumer.

The Commission were, in principle, supportive of the proposal but asked for detailed cost implications before coming to a final decision. Dr Doran to provide a paper with detailed costings by the end of January.

2.7 Party Allowances

Mr Millar confirmed that he had held discussions with some of the Commission members and would present a paper for discussion at the Commission meeting on Monday 5 February.

Members endorsed Mrs Bell's proposal that Mr Millar should meet with representatives from all of the smaller Parties on this matter.

2.8 Members' Allowances

The Speaker informed members that Mr Gallagher will be in attendance at an early meeting to take the Commission through the draft guidance on OCAs and Travel and Subsistence allowances.

2.9 Poppies and Lilies

Mr Evans informed the Commission that he had written to the National Graves Association and agreed to prepare a background paper once he has received the additional information.

2.10 Procurement Report

The Speaker informed members that Ms Garvie would present her report to the Commission meeting on 12 February.

2.11 Staff Security Passes

Mr Colan-O'Leary presented a series of mock-up passes for the Commission's consideration. Following discussion the Commission requested that Mr Colan-O'Leary produce a final mock-up for the meeting on 5 February.

2.12 Assembly Premium

Mr Millar informed the Commission that payments of Assembly Premium would be paid in the January salary.

2.13 Off-site Committee Centres

Mr Evans updated members on the initial research. A substantive paper to be available for the next meeting on 29 January.

2.14 Assembly Award

The Speaker informed the Commission that he would be meeting with the College of Arms next week to discuss design options and agreed to bring back proposals to the next meeting.

2.15 Accommodation for Drivers

Mr Waddell updated the Commission on the current allocation of security passes and accommodation options for drivers. Mr Colan-O'Leary will review arrangements for pool drivers and follow up on options for the provision of tea / coffee facilities in the basement area.

2.16 Fair Trade

Mr Evans to respond directly to correspondence from Dr Paisley and Ian Paisley Jnr on this matter.

2.17 Audit on Disabled Access

Ms Cleland to prepare a paper for an early Commission meeting setting out proposals for taking forward the recommendations of the Construction Service's report on Disabled Access.

3. PAGER SERVICE

3.1 Mr Waddell presented a paper outlining possible options for the provision of a pager service. The Speaker agreed to raise this issue with the Business Committee.

4. Accommodation Issues

4.1 The Speaker referred to the Minister for Finance and Personnel's statement of 22 January on Public Expenditure in which he gave a commitment to provide the Assembly Commission with end year flexibility over a number of years to facilitate the Assembly's accommodation plans.

4.2 Mr Cosgrave updated the Commission on the Economic Appraisal, the bank building and Annex C. The Commission noted the section of the Economic Appraisal dealing with non-monetary factors and the report on proposed refurbishment of the bank building, gatelodge and three portacabins. It was agreed that a first draft of the Economic Appraisal should be available for the next meeting.

4.3 The Commission agreed that the local Whitley Committee should be actively involved in all accommodation plans and invited to visit all proposed temporary accommodation sites.

5. Clerk to the Assembly Competition

5.1 The Speaker reported that the highest rated candidate for the Clerk to the Assembly competition is actively exploring a secondment arrangement. It was agreed that the Speaker, on behalf of the Assembly Commission, should announce the appointment of the Clerk to the Assembly, once the offer of appointment has been formally accepted. A press statement will be prepared for issue to the press network immediately after the announcement has been made.

5.2 The letters, to issue to the four remaining candidates from the final stage of the selection process, were cleared by the Commission.

6. Other Staffing / Recruitment Issues

6.1 Mr Rogers reported that he had met with two GB-based specialist grading practitioners who would be willing to carry out a pay and grading review of the Principal Assembly Clerk / Assembly Clerk posts with the House of Commons Staff Inspectorate providing a quality assurance role.

6.2 It was agreed that Mr Rogers should commission the two specialist grading practitioners to complete the review of the Principal Assembly Clerk / Assembly Clerks posts but that the contract for the organisation-wide review of staff terms and conditions should go out to public advertisement including an entry in the EC Journal. Mr Millar confirmed that the task of preparing the tender specification for the major pay and grading review will take three months.

6.3 Mr Rogers reported that the Assembly had received three tenders for the recruitment provider contract.

7. Any other Business

. The Commission refused a request from the chairman of the Civic Forum requesting access to the Assembly Library for Civic Forum members.

. Mr Cosgrave to prepare an issues paper with regard to the request from a member of staff to receive the same pay offer as the recently appointed Assembly Clerks.

. Mr Cosgrave to issue a holding response to Mr Loughran's letter about the pay offer made to recently appointed Assembly Clerks.

8. DATE OF NEXT MEETING

Monday 29 January 2001 at 6.30pm in room 106.

TOM EVANS
Room: 103