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MINUTES OF THE FORTY NINTH MEETING OF THE ASSEMBLY COMMISSION HELD ON 7 MAY 2002 AT 3.00 PM IN ROOM 106 Present: Apologies: In the Chair: In Attendance: Mr A Moir, Mr T Evans, Mrs D Pritchard Mr P Carlisle, Mr A
Black, Mr S Burrowes, Mrs A Peacocke, Ms F Hamill, Ms G Campbell, Ms C McGivern
and Mr E Hobson. 1. MINUTES OF THE LAST MEETING The minutes of the last meeting on 16 April were agreed. 2. CHAIRMAN'S BUSINESS 2.1 Event in Hillsborough Courthouse on 22 May. The Speaker advised members that Parliament Buildings is to be presented with a conservation award by the Minister for the Environment on 22 May. As the Speaker is unable to attend it was agreed that the A/Clerk to the Commission would contact members to ascertain if a Commission member would be able to attend to receive the award. The member would be accompanied by the Clerk to the Assembly. 2.2 Draft Policy Statement on use of the Internet and E-mail Facilities The Speaker advised Members that the policy statement had been withdrawn from the Intranet. It would be re-considered and then submitted to the Commission for approval. 2.3 Change of Party by Mr Peter Weir The Speaker advised members that Mr Weir had written to advise that he had joined the DUP and that his vote in relation to Commission business should be re-allocated to Mr Wells. 3. MATTERS ARISING 3.1 Ormiston / Accommodation A paper was tabled setting out the revised traffic forecast analysis. This indicated that there was a slight rise (from 42% to 51%) in the percentage of people expected to travel from the south ie via Hawthornden Way/Upper Newtownards Road, and in terms of trip generation the number of vehicular trips would be likely to be less than originally assessed. Mr Peter Robinson MP, MLA (as the elected representative for the area) joined the meeting at 3.22 pm and discussed the residents' concerns with Commission members. The various scenarios were discussed. The Commission agreed that their preferred option was for ingress and egress via Hawthornden Way with Pirrie Road strictly for emergency use only. It was hoped that this would alleviate some of the residents' concerns. The Speaker thanked Mr Robinson for his advice and assistance. (Dr O'Hagan had joined the meeting at 3.25pm) It was agreed that the consultants would be instructed to prepare a submission to Roads Service and that the residents should be advised of the Commission's decision. A project plan on use of the temporary accommodation would be prepared for the next meeting. 3.2 Recruitment Update A paper setting out the schedule for recruitment to the NI Assembly up to Summer 2003 was tabled. Members noted that this would entail around 50 competitions covering over 200 posts. It was agreed job specifications would be copied to Commission members in advance of advertisement and that Commission members would be given one week to submit any comments on these. The Speaker asked that a monthly progress report on recruitment be submitted to the Commission. Mr Evans was asked to advise Assembly staff, the Trade Union Side and the NI Civil Service of the Commission's decision to extend the recruitment programme to summer 2003, as discussed in the schedule. The A/Clerk to the Commission was asked to consult Commission members about their participation in the selection panels for Information Officer and Clerk to the Commission. Mr Black advised that papers would be submitted to the Commission on starting salaries/salary scales for IT staff and researchers. It was agreed that this would not delay the competition to recruit research staff and this should go ahead as scheduled. 3.3 Parenting Room Mrs Peacocke advised that the building work should be completed by 16 May in advance of Ms Gildernew's return. 3.4 Education Programme Mr Evans advised that he was meeting Department of Education officials on 14 May to discuss the recruitment of the Education Officer and that this would be advertised next week. Members considered the draft job specification and agreed that it should be re-worded to reflect a two year contract or secondment opportunity. 3.5 Review of Terms and Conditions Mr Moir advised that a draft copy of the final PWC report had been received and that he and Mr Evans had met PWC to discuss it. He has asked PWC to provide an Executive Summary and a paper highlighting where the terms and conditions differed to those in the Civil Service. It was agreed that the Executive summary would be presented to members and that the Commission would agree the key principles which management would then progress. There was a brief discussion about the position of Assembly staff standing for election. It was agreed that this should be explored further and that the approach taken by other legislatures to this issue should be ascertained. A paper would then be submitted to the Commission for consideration. 3.6 Assembly Commission Questions The position in relation to questions to the Assembly Commission was noted. 3.7 Assembly Business Plan It was agreed that members would submit any comments to Mr Moir who would then proceed with the business plan. 3.8 Euro This was deferred again until Mr Fee was present. 3.9 Withdrawal of Police on Non-Sitting Days Mr Evans explained that he had met the Area Commander to discuss this and had set out the concerns about the withdrawal of police on non-sitting days. He would follow this up in writing and would copy the letter to the Commission. The Speaker advised that if this approach was not successful then a meeting would have to be requested with the new Chief Constable, once appointed. 3.10 Assembly Portrait It was agreed that arrangements should be made for members to view samples of the work of the two artists and the Commission would then decide which should be given the work. 3.11 Information Officer Mr Black advised that discussions were ongoing to recruit a temporary Information Officer and that he would report back to the Commission when these had been concluded. 3.12 Staff Photograph The Speaker advised members that Mr Loughran Head of the NI Civil Service was happy for former Assembly staff to be included in the photograph and he would arrange for a circular to be issued to staff once the date for the photograph had been arranged. 3.13 Visit to Canada The visit would have to take place at the end of September/beginning of October and it was agreed that the A/Clerk should check availability of Commission members. 4. SSRB REPORT / PARTY ALLOWANCES 4.1 There was a discussion about the options for handling the report. These included -
Assembly Members may wish to table amendments to any such motion. 4.2 It was agreed that a paper, setting out in summary the recommendations in the SSRB report and the relevant costs, be prepared for the next meeting. Any members not able to attend the next meeting were asked to submit their views in writing to the A/Clerk. 4.3 It was also agreed that a paper on party allowances be prepared for discussion at the next meeting. 5. FIRST REPORT OF THE NI ASSEMBLY COMMISSION 5.1 Members agreed that additional photographs should be commissioned for inclusion in the report. These would include committees at work; library; a tour of the building. The cover for the report was selected by members. The contents were agreed subject to some amendments/additional material to be submitted to the A/Clerk by Mr Moir. 6. EQUAL OPPORTUNITIES POLICY 6.1 A number of amendments to the main document and Annex were agreed. Dr O'Hagan undertook to advise the A/Clerk of the source of the definitions set out in the Annex. The remaining two parts of the document not agreed would be discussed again at the next meeting. 7. HOUSE COMMITTEE ON ENVIRONMENTAL BEST PRACTICE 7.1 Members agreed that the Committee be set up and that nominations should be sought from the Parties. 8. REPORT FROM THE STANDARDS AND PRIVILEGES COMMITTEE 8.1 It was agreed that this be discussed in more detail at the next meeting when Mr Fee was available. 9. DISSOLUTION OF THE ASSEMBLY - BOOKING OF TOURS AND FUNCTIONS 9.1 Mrs Peacocke was asked to check the procedures at Westminster and submit a further report to the next meeting. 10 USE OF THE LIBRARY ON SITTING DAYS 10.1 The Commission considered a letter from Ms McWilliams asking if Members support staff, Whips support and party researchers could use the Library on sitting days. In view of the advice from the Head of Research and Library Service that this would not cause any difficulties it was agreed that the policy should be changed to accommodate use of the Library as requested. 11 ANY OTHER BUSINESS 11.1 It was agreed that the Cancer Care event being sponsored by Dr Hendron could take place on Sunday 13 October, and that the exhibition, "A Tale of Two Churches in the Heart of the City" could be held from 7 October to 4 November, subject to sponsorship by a Member. 12. DATE FOR NEXT MEETING It was agreed that this would be on 21 May. Debbie Pritchard |
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