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, Miss G Campbell, Mr S Burrows, Mrs A Peacocke, Miss C Cleland.

1. MINUTES OF THE LAST MEETING

The minutes of the thirty-seventh meeting of the Assembly Commission, held on 16 October 2001, were accepted

2. CHAIRMAN'S BUSINESS

Mr Moir presented a paper setting out proposals to address the concerns raised at the last Commission meeting. It was agreed that Mr Moir should take forward the key recommendations and report back to the Commission on a regular basis.

3. MATTERS ARISING

3.1 Review of Terms and Conditions and Pay and Grading

Members reflected on the workshop led by consultants undertaking the review. Mr Evans advised that the consultants would now produce a report on the outcomes of the workshop for consideration by the Commission.

Mr Evans to arrange for Rev Coulter, who was unable to attend the workshop, to have a separate meeting with the consultants. Mr Millar reported that there was ongoing communication with staff about the review through the Intranet.

3.2 Commemoration Inscription

The Speaker reported that he had written to the Barnhill and Wilson families. Mrs Peacocke to ensure that the engraving is completed in time for the unveiling ceremony to be held on 12 December 2001.

3.3 Whitley Council

Mr Cosgrave reported that the Whitley Constitution had been formally adopted at the Whitley meeting on 16 October 2001. He advised that Trade Union Side (TUS) had requested copies of job descriptions in advance of jobs being publicly advertised. The Commission agreed that job descriptions could be copied for information purposes only. A request from TUS for office space to conduct trade union business was rejected due to the critical accommodation problems currently in Parliament Buildings.

3.4 SSRB

Mrs Bell, Rev Coulter and Mr Fee reflected on their meeting with Hay Management Consultants on 31 October 2001. Mr Evans advised that he had met with all the Party Whips regarding the conduct of the review and that SSRB had asked the Commission to co-ordinate the written evidence element of the review.

It was agreed that the Speaker should write to Party leaders and all MLAs on this issue.

3.5 Appointment of Commissioner of Standards

Mr Evans reported on the recent meeting with the Chief Executive of the Equality Commission which he attended with the Principal Clerk for Standards. He also advised that the Standards and Privileges Committee had endorsed the recommendation to extend the remit of the Assembly Ombudsman to cover the responsibilities of the Commissioner for Standards and that, in the interim, the Assembly Ombudsman should be asked to investigate complaints on a case by case basis.

It was agreed that the Speaker should write to the First Minister and Deputy First Minister and the Assembly Ombudsman on this matter.

3.6 Use of the Members' Bar

Notification of the Commission's decisions in respect of the Members' Bar and Press Bar went out in the APN.

It was agreed that the Catering and Functions Committee should present at the next meeting proposals relating to the refurbishment of the Press Bar, the use of the Members Dining Room and access to the Basement Restaurant.

3.7 Members' Satisfaction Survey

Mr Moir informed the Commission that the deadline for the return of completed surveys is to be extended to 23 November 2001.

3.8 Mr Wells' Query re: guided tours

The Commission considered the paper presented by Mrs Peacocke and agreed to amend the existing regulations to permit specified Party and Secretariat staff to escort groups of 6 or less to the Assembly and Senate Chambers. A revised set of regulations to be cleared at the next meeting.

3.9 Poppies and Lilies

It was agreed that a separate meeting should be arranged to consider the poppies and lilies issue and, in the interim, members will consult with their Parties.

3.10 Printing Contract

Mr Cosgrave advised that Mr F Hallett, an official from Westminster, has agreed to act as a technical advisor to the assessment panel.

4. DISABILITY ISSUES

4.1 The Commission considered a paper setting out proposals designed to improve access to and within Parliament Buildings and agreed that a number of short term recommendations should be implemented immediately. The Commission asked for the other proposals to be costed for consideration at an early meeting. It was agreed that the Commission will tour the building as part of the deliberation on the various costed proposals.

5. ACCOMODATION

5.1 Ormiston House

Members reflected on the Public Consultation meeting and the many concerns raised by residents. The Commission agreed that the various access options should be explored with Roads Service.

Mr Evans advised that a follow up meeting with residents had been arranged for 8 November.

5.2 Annexe C

Mrs Peacocke presented a paper detailing options for the provision of transport between Parliament Buildings and Annexe C. Members agreed that there should be a four month pilot with an initial evaluation at the end of the three months.

6. STAFFING

6.1 Assembly Clerk Appeal

The Commission cleared Mr Moir's response to correspondence from an Assembly Clerk on the Principal Assembly Clerk / Assembly Clerk competition.

6.2 Head of Legal Services

It was agreed that Mr Moir should be appointed as Acting Head of Legal Services until a full time appointment is made. Mr Moir to prepare a paper setting out the rationale for appointing a firm / panel of solicitors.

6.3 Contracted Staff Pay Levels

Mr Millar's paper to be considered at the next meeting.

7. ANY OTHER BUSINESS

7.1 Christmas Cards

Mr Carlisle advised Members of the legal advice received in relation to the photograph proposed as one of the official Christmas cards. Members agreed that an advert should be placed in the local press seeking to identify the people featured in the photograph.

8.1 The next meeting will take place on Tuesday 20 November 2001 at 3:00 p.m in room 106.

Tom Evans
Room: 103
Ext: 21930