MINUTES OF THE THIRTY SEVENTH MEETING OF THE ASSEMBLY COMMISSION HELD ON TUESDAY 16 OCTOBER 2001 AT 3:00 PM IN ROOM 106

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

IN THE CHAIR:
The Speaker

IN ATTENDANCE
: Mr T Evans, Mr A Moir, Mr G Cosgrave, Mr M Barnes (16:30), Mr P Carlisle, Mr D Millar, Mr A Black, Miss G Campbell, Mr S Burrows, Mrs A Peacocke.

1. MINUTES OF THE LAST MEETING

The minutes of the thirty-sixth meeting of the Assembly Commission, held on 2nd October 2001, were accepted

2. CHAIRMAN'S BUSINESS

2.1 The Speaker outlined his concerns about a number of recent management problems. It was agreed that Mr Moir should take on board the views expressed by the Commission and bring back specific proposals to the next meeting.

3. MATTERS ARISING

3.1 Review of Terms and Conditions and Pay and Grading

Mr Evans to arrange for the Commission to meet with the consultants in the week commencing 22 October 2001.

3.2 Commemoration Inscription

Mr Fee and Rev Coulter to provide Mr Evans with the appropriate family contacts. It was agreed that the necessary preparatory work should proceed as soon as possible.

3.3 Requests for Wedding Receptions

Mrs Peacocke presented a paper highlighting the additional cost implications of extending the existing regulations for wedding receptions beyond immediate family members. The Commission agreed that the existing regulations should remain.

3.4 Whitley Council

Mr Cosgrave advised Members that the first meeting of the newly constituted Whitley Council had just met and that he would provide a briefing at the next Commission meeting.

3.5 Messaging Service

Mr Black outlined progress on the design and development of an Assembly Messaging Service. It was agreed that a representative sample of Members of the Commission, the Business Committee and the Board of Management should take part in a pilot exercise using existing technology.

Mr Wells asked whether it was possible to overcome the difficulty of tracing calls received on mobiles which currently default to the central switchboard.

3.6 SSRB

Mr Evans advised members of the timescale for the review process following his meeting with the SSRB Secretariat and Hay Management Consultants. He reported that he had written to all Party Whips to advise them of the review and that he would also be meeting with Whips to discuss the conduct of the review.

3.7 Appointment of Commissioner of Standards

Dr O Hagan and Mr Wells reported that the Standards and Privileges Committee were currently consulting with Parties on the mechanism for the appointment of the Commissioner for Standards.

3.8 Use of the Members' Bar

Mrs Peacocke tabled a paper on the use of the Members' Bar. It was agreed that Officers should continue to have access to the Members' Bar but that the facility should not be used for meetings. The Commission also agreed that the Press Bar opening times should be extended to allow for morning tea, coffee and scones to be served.

The Commission agreed that the Catering and Functions Committee should present proposals for the extension and refurbishment of the Press Bar. Members agreed to defer consideration of a paper on the refurbishment of the basement corridor until the New Year.

3.9 Members' Satisfaction Survey

The Clerk advised that 36 returns had been received to date and that the closing date for replies was the end of October. The Clerk will then present the survey findings to the Assembly Commission.

3.10 Mr Wells' Query re: guided tours

Mrs Peacocke to prepare a discussion paper on the existing regulations for consideration at the next meeting.

3.11 Response to Oral and Written Questions

Mrs Peacocke to prepare a paper on the current usage of Committee Rooms for consideration at the next meeting.

The Rev Coulter left the meeting at 17:05.

4. ACCOMODATION

4.1 Ormiston House

Mrs Peacocke advised the Commission of the remedial work to the Ormiston House site which has already been completed since the purchase of the property and also advised Members of the format for the public consultation meeting in Campbell College.

4.2 Temporary Accommodation

The Commission considered a paper on the outcome of the sift process to identify the companies to be invited to tender for the temporary accommodation contract and endorsed the recommendation that four companies should be invited to submit tenders.

4.3 Annexe C

The Speaker reported that he planned to visit Annexe C to meet the Finance and Personnel staff who have indicated that separation from colleagues in Parliament Buildings is their major concern. The Commission agreed that fully costed proposals for the provision of transport between Parliament Buildings and Annexe C should be available for the next meeting.

5. STAFFING

5.1 Staff Survey

Members noted the paper presented by the Clerk.

6. DISABILITY ISSUES

6.1 Members noted the paper on disabled access at the Front entrance to Parliament Buildings which will be considered at the next meeting.

7. POPPIES AND LILIES

7.1. The Speaker outlined the arrangements already determined by the Commission for the display of poppies and lilies. Mr Wells stated that he wished the issue to be discussed in advance of the Remembrance Day service to allow the Commission the opportunity to consider its position with regard to the Poppy and the Lily.

7.2. Dr O' Hagan confirmed that she had no difficulty with the current arrangements for Remembrance Day going ahead on the understanding that, at a future date, there are discussions on reciprocal arrangements for the Easter Lily. The Commission agreed that the existing arrangements in regard to the Poppy and Lily should remain and that this issue should be subject to substantive consideration at a future Commission meeting.

8. ANY OTHER BUSINESS

8.1 Printing Contract

Members considered a proposal tabled by Mr Wells and agreed that the tender process should proceed as planned.

9. DATE OF NEXT MEETING

Wednesday 7 November at 3.00 pm in room 106.

Tom Evans
Room: 103