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

IN THE CHAIR: The Speaker

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

Mrs A Peacocke and Ms C Cleland were in attendance for Items 2.5, 2.10 and 3.2 - 3.7

APOLOGIES: Rev R Coulter, Mr A Moir

1. The minutes of the thirtieth meeting of the Assembly Commission, held on the 22 May 2001, were accepted.

2. MATTERS ARISING

2.1 Meeting with the Head of NICS

Mr Evans reported that a meeting with CPG officials has been arranged for 28 June 2001.

2.2 Student Intern Programme

Nothing further to report

2.3 Catering Report

The Commission noted the revised timetable for the re-tendering of the Catering contract. It was agreed that a Commission member should sit on the assessment panel. Mr Evans to approach Rev Coulter on this issue.

2.4 Facilities for Non-Government Bills

Mr Evans advised that he had received a paper prepared by Mr Arnold and will be meeting Mr Patterson with a view to bringing forward an agreed paper to the next Commission meeting.

2.5 Paper on Alternative Energy Sources

Ms Cleland advised Members of the recommendations contained within the paper. It was agreed to ratify the proposals in Ms Cleland's paper subject to any comments received by the next Commission meeting.

The Speaker advised that he had discussed security implications regarding confidential waste with the Head of Security and that appropriate procedures are in place.

2.6 Security Passes

The Speaker advised that the issue of new security passes is progressing satisfactorily. The Head of Security to issue a memo advising that the old passes will expire at the beginning of the Summer Recess.

2.7 Off-Site Committee Centres

The Speaker advised members that the proposal to revise Standing Order 47(7), allowing a committee quorum to be achieved with the use of video conferencing, will be brought forward by the Committee on Procedures on 19 June 2001.

2.8 Assembly Award

The Speaker advised that the Assembly Scroll is being finalised and that the earliest date for the Fire Authority award is 17 July. All Assembly members will be invited to the award ceremony.

2.9 Notification of Events

Mr Black is to table a paper for consideration at the last Commission meeting before the Summer Recess.

2.10 Audit on Disabled Access

It was agreed that Ms Cleland should prepare a paper which presents separately the minimum cost recommendations and the more substantial proposals arising from her original paper on disabled access. Mr Fee asked for the recommendations to be identified which are currently not required under the legislation and those which will come into effect after 2004.

2.11 Messaging Service

The Speaker advised that a paper will be available for discussion at the next meeting.

2.12 Party Allowances

Mr Evans and Mr Millar to prepare a paper for consideration before the Summer Recess.

2.13 Poppies and Lilies

Mr Wells suggested that this matter could be deferred until after the Summer Recess. It was agreed that the Commission should return to the wider issue of how to represent in Parliament Buildings the cultural and historical perspective of both traditions. The Speaker proposed that contact be re-established with the Ulster Museum to establish whether any suitable artefacts might be available. Mr Evans to copy to Members the inventory of available artefacts.

2.14 Whitley Council

The Speaker advised that the meeting with Trade Union officials, scheduled for 26 June, now clashes with the meeting with the Canadian Parliamentary delegation. It was agreed that a separate meeting with Trade Union side should be arranged, to involve as many Commission members as possible, with a formal meeting with the Assembly Commission to take place after the Summer Recess.

2.15 Health and Safety Policy Statement

The Commission approved the Health and Safety Policy statement which will now issue under the signatures of the Speaker and Mr Moir.

2.16 Special Pensions

It was agreed to defer this issue until after the Summer Recess to allow for additional research to be carried out.

2.18 Tax Exemptions

Members noted the correspondence from the Speaker to the Speakers of the Scottish Parliament and Welsh Assembly.

2.19 Replacement of Security Kiosks

Members noted the plans for the proposed replacement kiosk at the Prince of Wales Avenue.

3. ACCOMMODATION ISSUES

3.1 Response to DFP

The Speaker advised that he had not yet received a response to his letter to the Minister for Finance and Personnel on the economic appraisal.

3.2 Assembly Accommodation Plans

Mrs Peacocke presented a position paper setting out progress with the Assembly's accommodation plans. The Commission agreed the following:

• work required to secure the acquisition of Ormiston House to be completed by end June / early July;

• the tender process for the temporary building to be progressed over the Summer Recess;

• the Commission to hold its own public consultation on the Ormiston House development;

• Commission members to visit Annex C once the refurbishment programme has been completed;

• paper to be prepared setting out the proposed occupation of the Gatelodge and Ormiston House temporary accommodation; and

• consideration to be given to the practical implications of discreet functions leaving Parliament Buildings.

3.3 Parliament Buildings - Basement Corridor Refurbishment

Members agreed to defer this matter until after the Summer Recess pending examination of the construction services call-off contract arrangements.

3.4 Replacement Generator

Members agreed to defer this matter until after the Summer Recess.

3.5 Proposal for Water Fountain on the Stormont Estate

Members agreed to the proposal submitted by DFP to use the proceeds from the Elton John concert to erect a water fountain at Glen West.

3.6 Proposal to Close Parliament Buildings during August

Members agreed that Parliament Buildings would not be available for events other than the normal political activities during August 2001 to allow for essential maintenance work to be carried out.

3.7 Correspondence from East Belfast Group

Mrs Peacocke presented a paper in response to the East Belfast Tourism Group's (EBTG) request to have unsponsored access to Parliament Buildings. It was agreed that the Commission should write to EBTG explaining the practical problems of granting their request and offering a meeting to explore other options.

4. SSRB

This item was deferred until the next meeting.

5.1 Grading Review of Principal Assembly Clerks / Assembly Clerks

Members considered the paper prepared by Mr Moir setting out the issues raised during the briefing for Assembly Clerks on the outcomes of the recent grading review. It was agreed that Mr Moir should now respond in writing to all Principal Assembly Clerks / Assembly Clerks communicating the decisions of the Commission.

It was agreed that Mrs Bell should bring to the next Commission meeting a formal recommendation from the selection panel for the Review of Terms and Conditions.

5.2 Response to Assembly Clerk

Members cleared the draft letter to issue to the Assembly Clerk who had raised issues in regard to the recent Principal Assembly Clerk / Assembly Clerk competition.

Mr Fee left at 6.05 pm.

5.3 Equality Issues

This matter was deferred until the next meeting.

5.4 Job Specifications for Clerk Assistant and Deputy Clerk

It was agreed that the Deputy Clerk and Clerk Assistant posts will be advertised after the Summer Recess.

5.5 Staff Attitude Survey

This matter was deferred until the next meeting.

5.6 Head of Procurement

It was agreed to advertise the Head of Procurement post before the Summer Recess. Dr O'Hagan agreed to sit on the assessment panel.

6. Any Other Business

6.1 Access to Galleries

This matter was deferred until the next meeting.

6.2 Events

The Speaker advised members of the visit of the Canadian Parliamentary delegation and that a meeting has been arranged with the Assembly Commission for 26 June, 5.15 to 6.00 pm.

Members, in approving a specific request to hold a wedding reception at Parliament Buildings, confirmed that the existing rules for wedding receptions extended to members of all previous NI legislatures.

6.3 Marie Curie Request

Members turned down a request from Marie Curie to hold a charity abseiling event at Parliament Buildings but agreed that the Speaker should write to Marie Curie to offer alternative support.

6.4 Eagles Concert

Mr Evans updated Members on arrangements relating to the concert.

6.5 Application from the Environment and Heritage Service

Mrs Peacocke advised Members of a request from Environment and Heritage to hold a European Heritage open day in Parliament Buildings on Saturday and Sunday, 8 and 9 September 2001 but that the building was already booked on the Saturday. Members approved the request for its use on Sunday 9 September 2001.

6.6 Freedom of Information Act

Mr Evans reported on a recent meeting with the Assistant Information Commissioner and discussions with other Parliamentary institutions on the implications of the Freedom of Information Act for parliamentary corporate bodies.

7. Date of Next Meeting

Tuesday 26 June 2001 from 3.45 to 5.15pm in room 106, followed by meeting with Canadian Parliamentary delegation in the Private Dining room.