MINUTES OF THE THIRTY FIFTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 18 SEPTEMBER 2001 AT 3.00 PM IN ROOM 106

PRESENT:
The Speaker
Mrs E Bell (arrived 15:45)
Dr D O'Hagan
Rev R Coulter
Mr J Fee
Mr J Wells

IN THE CHAIR:
The Speaker

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

Mrs A Peacocke was in attendance for Agenda Item 4

The Speaker welcomed Mr Burrows to his first Assembly Commission meeting since his appointment as Editor of Debates

1. MINUTES OF THE LAST MEETINGS

The minutes of the thirty-third and thirty-fourth meetings of the Assembly Commission, held on the 2 and 17 July 2001 were accepted.

2. MATTERS ARISING

2.1 Request for Wedding Receptions

The wedding reception, approved at the meeting of 2 July 2001, did not take place within Parliament Buildings. Mrs Peacocke advised that a paper identifying all of the costs of extending the existing regulations is being prepared for a future Commission meeting.

2.2 Whitley Council

Members signed off the Whitley Constitution which has now been cleared by Trade Union side.

Members agreed that the meeting at Annexe C with local TU representatives had been useful.

2.3 Messaging Service

Members were advised that development work is ongoing and that a progress report would be tabled later in the autumn.

2.4 Printing Contract

Mr Evans advised that a total of thirteen expressions of interest have been received in relation to the two printing contracts and that tender documentation would issue at the end of September, with a closing date for receipt of tenders in mid-November.

Mr Wells agreed to sit on the assessment panel.

3. SSRB REVIEW

3.1 Members cleared the draft Commissioning letter and terms of reference for the proposed review of pay, allowances and pension arrangements which the Speaker will now send to SSRB. The Speaker reported that OFM / DFM are content with the draft terms of reference.

3.2 Mr Evans advised that the SSRB Secretariat have indicated that they would be able to report by March / April 2002.

4. ACCOMODATION

4.1 The Speaker advised that the contract in respect of Ormiston House had been signed and that the acquisition will be completed on 20 September 2001. The Speaker took the opportunity to thank, on behalf of the Assembly Commission, all those officials who had been involved in expediting this project.

4.2 Mrs Peacocke tabled a paper detailing the immediate issues arising from the planning approval application and the tender process for the temporary accommodation. Members agreed that it was essential to consult with local residents prior to the official notification of the planning application and endorsed Mr Wells' proposal that the MP for the area, local MLAs and councillors should also be invited to this meeting. The Office of the Keeper to arrange a meeting for the week commencing 8 October 2001.

4.3 The Speaker agreed to write to all Members informing them that the acquisition of Ormiston House has now been completed. Rev Coulter agreed to sit on the assessment panel for the temporary accommodation tender process.

4.4 It was agreed that the Clerk should defer his decision on the relocation of the Finance and Personnel directorate to Annexe C until Monday 24 September 2001.

5. STAFFING

5.1 Mr Millar updated Members on progress with the terms and conditions and pay and grading review. Members agreed that the consultants should make a presentation to the Commission at its next meeting. Members endorsed Mr Fee's proposal that the Speaker should write to MLAs informing them of the review and its progress.

5.2. The Commission noted a paper detailing progress with the current recruitment programme. Members agreed to defer a decision on additional recruitment competitions to the next Commission meeting.

5.3. The Speaker advised Members that a number of seconded staff had voiced concerns about their position should the institutions be suspended and they are required to return to the NICS. The Speaker reminded members of the arrangements agreed with the former Head of the Civil Service that NICS staff taking up appointments within the Assembly on promotion would, on return to Departments, retain their promotions. Mr Evans to circulate copies of all relevant correspondence for discussion at the next meeting.

5.4. Mr Wells asked about the position of non-Civil Servants should the institutions be suspended. Mr Moir advised that direct employees of the Commission would be retained for as long as is practicable if the decision is taken to reduce staff numbers.

5.5. The Speaker referred to the recent NIPSA article which erroneously suggested that the Assembly premium was part of last year's pay award. It was agreed that this issue should be raised at the next Whitley meeting to explain that the Assembly premium is a separate arrangement to recognise the unique demands placed on Assembly staff.

5.6. Dr O'Hagan raised the matter of minimum wage levels for contracted staff. A list of all contracted staff and pay levels to be prepared for consideration at the next Commission meeting.

5.7. Mr Evans advised that the Catering and Functions Committee would also be tabling a request for a pay increase for Initial Cleaning Services staff.

6. APPOINTMENT OF ASSEMBLY COMMISSIONER FOR STANDARDS

6.1. The Commission considered a paper tabled by Mr Torney and accepted the recommendation of the Committee on Standards and Privileges that the Assembly Ombudsman and Northern Ireland Commissioner for Complaints is asked to assume the role of Assembly Commissioner for Standards.

7. ANY OTHER BUSINESS

7.1 Members agreed the choice of photographs for the Assembly Christmas cards and asked for detailed costings relating to the preparation of mock ups.

7.2 Rev Coulter advised Members that he had received a number of complaints regarding staff members use of the Members' Bar for meetings. Mr Moir agreed to consider and come back with proposals.

8. Date of Next Meeting

Tuesday 2 October 2001 at 3.00 pm in room 106.

Tom Evans
Room: 103
Ext: 21930