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MINUTES OF THE TWENTY FOURTH MEETING OF 1. Minutes of previous meeting Present: The Speaker In the Chair: The Speaker Apologies: Rev Robert Coulter In Attendance: Mr T Evans, Mr G Cosgrave, Mr D Millar, Ms G Campbell
& 1. Minutes of the twenty third meeting were accepted. 2. MATTERS ARISING 2.1 Catering Report Ms Lewsley and Ms Gildernew presented a proposal to increase the wages of Mount Charles staff on the basis of a benchmarking exercise carried out by an independent catering consultant. The Commission agreed that a minimum wage of £5.00 an hour should be applied to all positions, with additional salary increases applied to other positions based on merit. Members also agreed that all future contracts would be signed by the appropriate Commission member and witnessed by the Accounting Officer. 2.2 Security Passes for MEPs and Westminster Parliamentarians Dr O'Hagan tabled a proposal that Northern Ireland residents who are members of the Oireachtas should be provided with security passes. The proposal was endorsed by all members who were present (Mrs Bell, Mr Fee and Dr O'Hagan). Rev Coulter and Mr Wells were absent for this item of business. The Speaker agreed to write to the relevant members to advise them of the availability of a security pass for Parliament Buildings. 2.3 Facilities for Non-Government Bills Mr Evans updated the Commission on his recent meeting with the Head of the non-Executive Bills Unit at the Scottish Parliament. It was agreed to go out to tender for a contract to provide specialist drafting services to support Private Members' Bills and Committee bills. 2.4 Paper on Alternative Energy Sources Mr Doran to be invited to make a presentation to Commission members on the findings of his report on alternative energy sources in the weeks commencing 5 or 12 March. 2.5 Members' Allowances Members agreed that the meeting with Mr Gallagher, to consider the draft guidance on OCAs and Travel and Subsistence for Members, had been helpful. A final copy of the guidelines to be circulated to Commission members for final clearance. Mr Millar to include a cover note, highlighting appropriate points of contact, when issuing the final guidance for insertion in the Members' handbook. 2.6 Poppies and Lilies Dr O'Hagan agreed to provide Mr Evans with contract details of the National Graves Association. The poppies and lilies issue to be discussed at the next Commission meeting. 2.7 Staff Security Passes It was agreed that the Head of Security should review the existing number of security passes and put together a paper on the implementation of the new pass system. 2.8 Off-site Committee Centres Mr Torney tabled a paper setting out proposed locations and indicative costs for individual committee meetings. Mr Wells informed the Commission that the DUP Party would not be availing of the off-site facilities. The Speaker agreed to present the proposal for off-site committee centres to the Liaison Committee on 28 February. 2.9 Assembly Award The Speaker reported on his recent meeting with the College of Arms at Westminster and advised members that the Assembly motif is not a recognised emblem. The Speaker confirmed that it will take a number of months to secure approval of the Assembly motif and for the artist to prepare the Assembly scroll. The Speaker also informed the Commission that the Fire Authority have requested that the Badge of the Fire Brigade be used for the Assembly award. The Speaker has agreed to check with the College of Arms if the fire brigade's badge is a heraldic badge. 2.10 Accommodation for Drivers Mr Evans informed the Commission that the Head of Security had written to all Ministers' drivers and pool drivers informing them of the accommodation arrangements and the new coffee / tea machine which has been located in the basement area of Parliament buildings. 2.11 Fair Trade Dr O'Hagan proposed that the Commission consider highlighting Fair Trade through a media launch. It was agreed that War on Want (NI) should be asked to include reference to the Assembly's commitment to fair trade in its promotional material. 2.12 Audit of Disabled Access A paper to be tabled for discussion at 6 March meeting. 2.13 Messaging Service A scoping paper, setting out terms of reference and timescales for a tender process, to be prepared for consideration at an early meeting. 2. 14 Memorial Service for Tom Benson The Speaker confirmed that a video of the memorial service has been made available to the Benson family. 2.15 Use of Constituency Offices during Election Campaign Mr Cosgrave outlined the arrangements which are being proposed for the House of Commons, Scotland and Wales. The Commission agreed to apply the House of Commons proportional rule ie Members to pay up front revenue costs net of capital expenditure and telephone costs. Mr Millar to produce a guidance note for Members based on Westminster regulations. 2.16 Use of Parliament buildings for Party Fundraising Events The Commission turned down two requests to use Parliament Buildings for Party fundraising events. 2.17 Procurement Report The Commission considered a list of existing contracts submitted by the Assembly's internal auditor. It was agreed that a more comprehensive list of existing contracts, to include details on who has let individual contracts, and an assessment of the existing procurement arrangements to be available for the next meeting. 3. ECONOMIC APPRAISAL 3.1 The Speaker referred to the letters issued to the Police Authority, the Minister for Finance and Personnel and the Valuation and Lands Agency setting out the Commission's decision on the preferred Economic Appraisal option. Mr Cosgrave updated the Commission on the work to finalise the appraisal report prior to submission to the Department of Finance and Personnel's economist for quality assurance. 3.2 Mr Cosgrave informed members that the vendor's solicitor for the bank building had returned the Commission's deposit. The Commission agreed to withdraw their interest in the property. 3.3 The Speaker reported to the Commission on a request from a journalist for detailed information on the Assembly's accommodation plans. The Commission endorsed Mr Fee's proposal that a press briefing should be arranged to present the Commission's short and long-term accommodation plans. 4. PARTY ALLOWANCES 4.1 The Commission deferred consideration of the paper on Party Allowances until all Assembly Members have been consulted on the proposals. It was agreed that a copy of the paper should be circulated to all Assembly Members inviting individual submissions or responses co-ordinated by Party Whips. 5. REVIEW OF TERMS AND CONDITIONS 5.1 The Commission members to provide comments to Mr Millar on the draft terms of reference. 6. ANY OTHER BUSINESS 6.1 The Commission agreed not to exceed to a member of staff's request that they receive the same pay award offered to Assembly clerks appointed through the recent open competition. However this does not rule out consideration of an individual approach to line management seeking a review of salary in respect of current duties and responsibilities. 6.2 A copy of Mr Loughran's letter to be copied to members for discussion at the next meeting. 6.3 The Speaker informed members that the Royal Commonwealth Exhibition will be held on 9 - 16 March. 6.4 Mrs Bell raised the issue of overcrowding by visitors in the canteen on sitting days. The Commission agreed that a note should go out in the APN advising Members of the current regulations with regard to functions and tours. The Speaker agreed to highlight this issue at the next Business Committee meeting. 6.5 It was agreed that a reminder should issue setting out the security arrangements at all entrances to Parliament Buildings. 6.6 it was agreed that there should be a public auction of a collection of low value Assembly artefacts at the Massey Avenue gatelodge. 7. DATE OF FUTURE MEETINGS Tuesday 27 February at 5.00pm in room 106. Tom Evans |
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