MINUTES OF THE TWENTY FIFTH MEETING OF
THE ASSEMBLY COMMISSION
HELD ON TUESDAY 6 MARCH 2001 AT 5.00PM
IN ROOM 106

1. Minutes of previous meeting
2. Matters Arising
3. Poppies and Lilies
4. Accomodation
5. Review of Terms and Conditions
6. Any Other Business
7. Date of next meeting

PRESENT: The Speaker
Mrs E Bell
Mr J Wells
Dr. D O'Hagan
Rev. R Coulter
Mr J Fee

IN THE CHAIR: The Speaker

IN ATTENDANCE: Mr T Evans, Mr G Cosgrave, Mr P Carlisle, Mr D Millar, Mr A Black.
Mr G Colan-O'Leary was in attendance for Item 2.2.

2. MATTERS ARISING

2.1 Catering Contract

The Speaker advised that the catering contract, to extend the existing contract for a further 12-18 months, has now been signed and that the new wage proposals have been well received by Mount Charles staff. The Catering and Functions Committee will now begin the tender process for the new catering contract which needs to be completed by the end of 2001.

2.2 Security Passes for MEPs and Westminster Parliamentarians

The Speaker advised that he has written to the two members of Seannad Eirann who are resident in Northern Ireland.

2.3 Facilities for Non-Government Bills

Mr Evans advised that an Assembly Clerk is being identified to take forward the tender process for the provision of specialist drafting services. Mr Evans also confirmed that he had advised the Clerk Assistant and Clerk of Bills of the need to consider resources required to support Private Members' Bills and bills introduced by Assembly committees.

The Commission endorsed the Speaker's proposal to extend Ms McCauley's secondment for a further year to cover the period required to recruit the Head of Legal Services.

2.4 Paper on Alternative Energy Sources

Mr Evans to arrange a presentation for Commission members in the week commencing 12 March 2001.

Mrs Bell left the meeting at 5.35 pm to attend the Chamber.

2.5 Members' Allowances

Members cleared the amended draft guidance on OCAs and Travel and Subsistence for inclusion in the Members' Handbook.

2.6 Security Passes

The Commission endorsed the Head of Security's proposals for a dual system for permanent passes with Members and all Assembly staff being provided with a corporate hologrammed pass and representatives of the Executive and the press being issued with passes which do not carry the Assembly's motif. The Commission also accepted the temporary pass proposal for Executive staff requiring only occasional access to Parliament Buildings.

2.7 Off-site Committee Centres

The Speaker advised the Commission of Mr Torney's recent illness. Members endorsed Mrs Bell's proposal that the Commission write to Mr Torney wishing him a speedy recovery.

The Speaker confirmed that he had presented the report on off-site committee meetings to the Liaison Committee when there was some concern that meetings of Assembly committees, conducted by tele-conferencing, may not be properly constituted. Mr Evans to write to the Procedures Committee seeking clarification. It was also agreed that the off-site committee proposals should now be presented to committee clerks.

2.8 Assembly Award

The Speaker confirmed that he had written to the Garter King of Arms requesting that the Assembly motif be recognised as a heraldic badge.

2.9 Fair Trade

The Speaker reported that he had explained to students from Queen's University, lobbying on behalf of Fair Trade, that the Assembly Commission already supports the Fair Trade campaign through its current contract with Mount Charles. It was agreed that Mr Evans should make contact with the student group to advise on the promotional aspects of their campaign. Mr Evans confirmed that War on Want NI had been asked to include reference to the Assembly in its promotional material and that Mount Charles has agreed to include a specific reference to Fair Trade on its menus.

2.10 Audit on Disabled Access

A paper setting out interim proposals was tabled for discussion at the next meeting.

2.11 Messaging Service

The Commission endorsed the terms of reference for the acquisition of an Assembly messaging service. Mr Cosgrave confirmed that an Assembly Clerk will be identified to take forward the tendering process.

2.12 Use of Constituency Offices during Election Campaign

The Commission considered a paper setting out options for charging MLAs for the use of constituency offices during the election campaign. It was agreed not to recover costs from OCAs but that elected Members should be separately charged on a self declaration basis. A guidance note setting out the agreed arrangements to issue as soon as possible.

Mrs Bell returned at 6.00 pm.
Mr Fee left the meeting at 6.05 pm.

2.13 Procurement Report

A report setting out the list of current contracts and an evaluation of the existing procurement procedures will be available for consideration at the next meeting. Members agreed that the printing contract should be extended for a further year to allow for a tender process to be completed.

2.14 Party Allowances

The Commission cleared the covering minute to issue to all Members when consulting on the draft proposals for a new Party allowance scheme. A provisional deadline was set for the end of April with the option to extend the consultation period in the event of a May election.

2.15 Mr Loughran's correspondence

The Speaker agreed to draft a response for consideration at the next meeting.

2.16 Use of Canteen on Sitting Days

The Speaker confirmed that an APN had issued reminding Members of the regulations for the use of the Basement Restaurant on sitting days.

Members expressed some concern about the numbers of visitors using the Members' Bar. It was agreed that the usage of the Members' Bar should be monitored over the next few weeks. In response to Rev Coulter's request it was agreed that the existing regulations for tours should be reviewed.

2.17 Security Arrangements at entrances

The Speaker confirmed that the Head of Security has drawn together an advice note on security arrangements based on Westminster practice.

2.18 Auction of artefacts

It was agreed that the collection of low value Assembly artefacts should be valued and made available to Members and staff for purchase on a first come first served basis.

3. Poppies and Lilies

Mr Evans reported on his meeting with representatives from the National Graves Association. A decision on the proposal to allow Lilies to be sold in Parliament Buildings was deferred pending the outcome of the following actions:

. seek legal advice on the propriety of allowing collections in Parliament Buildings by non-registered organisations;

. explore with the National Graves Association potential audit trail arrangements;

. explore ways of acknowledging the parity of esteem principle within Parliament Buildings; and

. a viewing of existing Assembly artefacts by the Assembly Commission.

The Division Bell sounded at 6.55 pm.
The meeting adjourned until 7.35 pm.
Rev Coulter left the meeting at 7.40 pm.

4. Accommodation

4.1 Mr Cosgrave advised Members that the independent assessment of the economic appraisal had been very positive and that the appraisal report has now been passed to DFP's economist for quality assurance. A copy of the report to be circulated to Commission members. The Speaker advised that he would be meeting with the Minister for Finance and Personnel to discuss the practical arrangements for the transfer of Ormiston House and will then meet with Mr Stewart.

4.2 Mr Cosgrave confirmed that the Departmental Solicitors' office had returned the Commission's deposit for the provincial bank property and is now actively pursuing the transfer of Ormiston House. A report on the short to medium term accommodation plans will be available for discussion at the next meeting. The Commission endorsed Dr O'Hagan's proposal that staff are kept informed of the current position with regard to accommodation plans.

5. Review of Terms and Conditions

5.1 Mr Millar presented draft terms of reference for the review of the Assembly's terms and conditions of employment. It was agreed that the terms of reference should be strengthened to reflect the unique requirements of working within a legislature. It was also agreed that Commission members should be part of the tender assessment panel.

6. Any Other Business

6.1 The Speaker advised that he had received a request for nominations to attend the Secretary of State's Hillsborough Garden Party. Members to provide Ms Campbell with two nominations.

Rev Coulter returned at 8.00 pm.

6.2 The Speaker advised that the proposed concert by Tom Jones had been cancelled. The Commission approved Mr Aiken's request to bring The Eagles to Stormont on 29 June 2001.

6.3 Mr Millar advised that the Assembly's childcare scheme was almost fully subscribed. It was agreed that Members should consult with Parties on the proposals set out in Mr Millar's paper.

6.4 The Speaker advised that TSO has offered free copies of the Inter Trade Ireland Year Book 2001 to all Assembly Members. It was agreed that a note should go out in the APN advising Members to contact TSO if they wished to avail of this offer.

6.5 Members turned down a request from UTV to use the steps outside Parliament Buildings as a backdrop for filming purposes.

6.6 Members received a copy of the evaluation of the Student Intern Programme and will forward comments to Mr Cosgrave.

6.7 Members were circulated with correspondence from Lord Elis Thomas relating to tax exemption for EU travel. The Speaker will reply supporting the decision to extend this to Members of devolved legislatures.

6.8 Dr O'Hagan raised a query about the eligibility criteria for the Assistant Clerk post. Mr Evans agreed to explore this matter.

7. Date of Next Meeting

Tuesday 20 March 2001 at 5.00 pm in room 106.

Tom Evans
Room: 103

20 February 2001 / Menu / 27 March 2001