MINUTES OF THE TWENTY EIGHTH MEETING OF THE ASSEMBLY COMMISSION
HELD ON TUESDAY 24 APRIL 2001 AT 5.00 PM
IN ROOM 106

PRESENT: The Speaker
Mrs E Bell
Rev R Coulter
Mr J Fee
Mr J Wells

IN THE CHAIR: The Speaker

IN ATTENDANCE:Mr T Evans, Mr A Moir, Mr G Cosgrave, Mr P Carlisle, Mr D Millar, Mr A Black, Miss G Campbell.

Ms C Cleland was in attendance for Agenda item 5.

The meeting commenced at 17:15.  The Speaker advised Members of the death of Dr O'Hagan's father.  Members agreed that a letter of condolence should be sent to Dr O'Hagan.

1. The minutes of the twenty-seventh meeting of the Assembly Commission, held on the 3 April 2001, were accepted.

2. MATTERS ARISING

2.1 Catering Report

The Speaker advised Members of the difficulties in arranging meetings of the Catering and Functions Committee.  Mr Carlisle to consider and prepare a paper on the operation of House Committees.

2.2 Facilities for Non-Government Bills

Mr Evans advised that he had agreed with the Clerk of Bills terms of reference for the tender process.  Officials are scheduled to meet with the Head of the Non-Executive Bills unit in Scotland and will then produce a detailed paper by the end of May for consideration by the Assembly Commission.

2.3 Paper on Alternative Energy Sources

This paper is to be presented to Members at the next meeting.

2.4 Security Passes

The Head of Security to provide an update on the implementation of the new pass system for the next meeting.  The Speaker advised Members that he had met with the Head of Security regarding admissions to the Public Gallery.  The Clerk advised that a paper proposing amendments to current procedures would be presented to Members in mid-May.  Members agreed with Mr Fee's proposal that the role of Party support staff should be part of that consideration.

2.5 Off-site Committee Centres

Mr Evans advised that the Committee on Procedures have considered the matter of video conferencing and will be writing to the Assembly Commission following their next meeting in the week commencing 7 May 2001.

2.6 Assembly Award

The Speaker has written to Garter King of Arms confirming the Assembly Commission's approval of the flax flower as an official emblem of the Northern Ireland Assembly.  The Speaker has also written to the Secretary of State to request that he submits the motif for Her Majesty's approval.

The Speaker advised that he would have a draft Scroll of Honour for consideration at the next meeting.

2.7 Fair Trade

Mr Carlisle advised that an oral question on Fairtrade had been put down for answer on 30 April 2001.  He also reported that a Fairtrade exhibition will take place on 30 April and 1 May with Members and staff  being advised through the Intranet.

2.8 Audit on Disabled Access

Mr Evans to arrange a separate meeting for Commission Members to discuss disabled access issues and IT developments.

Mr Evans advised that Mr McAteer will be meeting with Members on an individual basis to discuss the project.

2.10 Party Allowances

The Speaker agreed to remind Party Whips at the next Business Committee meeting that the deadline for response on the Party Allowances paper is 30 April.  Mr Fee proposed that the deadline be extended.  It was agreed to take legal advise on the issue of backdating of allowances before coming to a decision on Mr Fee's proposal.

2.11 Mr Loughran's correspondence

Mr Loughran to be invited to a May meeting of the Assembly Commission.

2.12 Auction of Artefacts

Mr Evans advised that only one member of the public took up the offer to view items.  An amount of £4,348 was raised through the auction which will be surrendered to the Consolidated Fund.

Mr Millar confirmed dates for future meetings of the assessment panel.

Mr Moir advised that a copy of the consultant's report on the grading review of Principal Assembly Clerks / Assembly Clerks will be available to Members by the end of the week.  It was agreed that the consultants should make a presentation at the next meeting.

Party Whips and Prof Wilford from QUB have been invited to attend the next meeting on 1 May at 5.00 pm.

There was discussion on the emergency debate of 10 April.  Members agreed that all deliberations by the Commission on this issue had been conducted in a very appropriate manner.

The Speaker confirmed the status of the voting preference of all MLAs.  Only four members have written to the Speaker to indicate that they wish their votes to be allocated to another Commission member, namely the UUAP (3 members) and Mr R Hutchinson who have confirmed that Mr Wells will now represent their views.  Mrs Bell emphasised the need for Members to present the business of the Assembly Commission accurately.

Mr Wells gave Members notice that he would be tabling a motion to rescind the Assembly Commissions decision.  The Speaker advised that he was deferring further discussion on this issue until he had taken legal advice.

3. STAFFING

3.1 Assembly Questions

Mr Evans advised that four oral questions had been put down for answer by the Assembly Commission on Monday 30 April 2001, with three questions for written reply on 2 May 2001 and two written questions for 3 May 2001.  Members to provide comments directly to Mr Evans on the draft responses tabled at the meeting.

3.2 Mr Wells agreed to answer the oral and written questions on behalf of the Commission.

3.2 Recruitment

Members agreed to the changes of title relating to the Clerical Officer and Clerical Supervisor competitions

4. Jim AIKEN PROPOSAL (EAGLES CONCERT)

4.1 Mr Evans reported on his meeting with Mr Aiken and Mr Clarke to discuss arrangements for the concert and confirmed that a meeting with the Stormont residents' association is being arranged.  Mr Evans advised that he would provide updates at future meetings.

5. ACCOMMODATION ISSUES

5.1 The Speaker reported on the meeting with Mr Joe Stewart regarding Ormiston House which also involved Rev Coulter, Mr Moir and Mr Evans.  Ms Cleland provided members with a draft document detailing the Assembly Commission's response to the DFP economist's quality assurance report.  Members agreed that they should meet with the Minister of Finance before issuing a formal reply.

Mr Wells left the meeting at 19:00.

5.2 Mr Millar tabled a proposal to relocate the Recruitment Office to the City centre.  Members agreed that this issue required further exploration before a decision could be taken.

6. ANY OTHER BUSINESS

Mr Black presented a paper detailing three options for the provision of DVD recordings.  Members agreed that it was important that a secure and accurate history of proceedings was maintained and that an enhanced version of the preferred option should be adopted.

6.3 Installation of ISDN lines

Mr Black to prepare a paper setting out all of the options for providing home access to the Assembly's IT network.

7. Date of Next Meeting

Tuesday 1 May 2001 at 5.00 pm in room 106.