5. The Report and evidence of the Committee are published by the Stationery Office by order of the Committee. All publications of the Committee are posted on the Assembly’s website: (archive.niassembly.gov.uk.)

6. All correspondence should be addressed to the Clerk of Standards, Committee on Standards and Privileges, Committee Office, Northern Ireland Assembly, Room 284, Parliament Buildings, Stormont, Belfast BT4 3XX. Tel: 02890 520333; Fax: 02890 525917; e-mail: committee.standards&privileges@niassembly.gov.uk

Introduction

1. The Committee on Standards and Privileges has completed its review of the Rules on All-Party Groups and All-Party Assembly Groups at the Northern Ireland Assembly.

2. The purpose of the Committee’s review was to clarify the Assembly’s rules in respect of All-Party Groups. The terms of reference of the review were as follows:

• To define the purpose and role of All-Party Groups and All-Party Assembly Groups;
• To establish whether there continues to be a need for the two different types of groups;
• To examine the arrangements for the establishment of such groups (and, in particular, consider whether the application forms and guidance notes are fit for purpose);
• To consider the role of the Committee on Standards and Privileges in approving such groups;
• To consider how the approval of such groups and their subsequent meetings should be publicised;
• To consider the requirements for the registration and updating of the group’s details;
• To consider or make recommendations in relation to how best such groups are administered and supported;
• To clarify the degree of entitlement and support available to these groups;
• To consider how any rules governing such groups should be managed/monitored; and
• To introduce such changes and to make such recommendations in relation to the rules relating to such groups as appears to the Committee to be necessary.

3. As a result of this review the Committee has agreed new clarified rules on All-Party Groups of the Northern Ireland Assembly. The rules set out the purpose of All-Party Groups; the means by which these groups should be established; certain rules in respect of how these groups should operate; and details in relation to the support that such groups are entitled to receive. The rules are included at Annex 1 of this report.

Background

4. During the six months from September 1998 much of the necessary preparatory work for devolution was undertaken by the ‘shadow’ Assembly. Included in this work was consideration of the issue of All-Party Groups and All-Party Assembly Groups. The shadow Assembly’s Committee to Advise the Presiding Officer (CAPO) considered and agreed the rules relating to these groups. The rules were that such groups must be open to all Members to join, if they so wish. When first formed, there must be a minimum number of Assembly Members (ten) and the founder members must come from all three political designations in the Assembly (Unionist, Nationalist and Other). The officers of the group should be declared, as well as any financial assistance, other material assistance or supporting staff. The group must elect its officers every 12 months and elections must be announced in an All Party Notices. There was to be two types of groups: those exclusively for Assembly Members (All-Party Assembly Groups), and those whose membership is open to third parties as well as Assembly Members (All-Party Groups). The groups would cease to exist two months after the first meeting of a new mandate unless a fresh application was made.

5. This approach was approved by the shadow Assembly on 22 February 1999, further to a motion tabled by the Initial Presiding Officer. Having agreed the motion, the shadow Assembly’s draft application form and guidance notes on All-Party Groups came into force. The application form and guidance notes largely mirrored those that were then in place in the House of Commons. Consequently, there were references in the application forms and guidance notes which while relevant in the House of Commons were not relevant in the context of the Northern Ireland Assembly. Nonetheless it has been this application form and guidance notes which have been used by the Assembly since then.

Conduct of the Review

6. Further to having agreed the terms of reference for the review, the Committee commissioned a research paper from the Northern Ireland Assembly Research Services (see Appendix 2 – Assembly Research Paper together with the annexed Comparative Analysis on All-Party Groups in other legislatures). Having undertaken this research and considered the policy issues the Committee then developed its own draft proposals. The Committee then carried out a consultation on its draft proposals with all Members and All-Party Groups and All-Party Assembly Groups before finally agreeing the Rules in this report.

The purpose and role of All-Party Groups

7. In considering the purpose and role of All-Party Groups the Committee agreed that it was useful for the Assembly to provide a forum for its Members to meet together and with others in order to discuss matters of public interest. While obviously the Assembly and its committees provide a platform for Members to discuss and debate matters of public interest, the Committee agreed that these formal forums could be complemented by having All-Party Groups where Members from a range of parties could meet to discuss shared interests in particular subjects. Furthermore the Committee also recognised that having All-Party Groups not only facilitated this but also allowed for Members to meet and discuss such matters with outside interest groups. Enabling Members to meet with outside interest groups in this way can assist in allowing the Assembly to be better informed in its consideration of these matters. The existence of All-Party Groups therefore supports the achievement of the Assembly’s engagement objectives and strengthens democracy.

8. The Committee also agreed, however, that All-Party Groups are not and should not be formal Assembly groups. They do not have any of the powers of an Assembly Committee (e.g. they cannot summon witnesses or Ministers to attend meetings or to provide documentation and they cannot use the Assembly logo), nor do they have any formal role in policy development. The views of an All-Party Group are not recognised by the Assembly in the way that business conducted through Committees or through plenary is recognised by the Assembly. Any views expressed by All-Party Groups are therefore the collective views of the members of the group. The Committee believes that it is important that All-Party Groups should not attempt to replicate the functional areas covered by the statutory committees lest any confusion arise.

9. The Committee also believes that it would not be appropriate for an All-Party Group to be established if its aim was to further particular commercial interests. This does not mean, however, that All-Party Groups cannot be formed in relation to particular trades, industries or sectors. Ultimately, the approval of the formation of an All-Party Group is a matter for the Committee on Standards and Privileges who will pay particular attention to information provided about a group’s purpose. If the Committee considers that a group is being formed not on grounds of public interest, but, say, to further particular commercial interests, it will not be approved.

10. The Committee therefore agreed that the purpose of All-Party Groups is to provide a forum for MLAs from different parties to meet in order to consider and discuss shared interests in particular subjects.

All-Party Groups and All-Party Assembly Groups

11. The Committee gave consideration to whether there continued to be a need for the two different types of groups (i.e. All-Party Groups and All-Party Assembly Groups). All-Party Groups are groups whose membership is open to Assembly Members and other outside individuals and organisations, whereas All-Party Assembly Groups are groups whose membership is limited exclusively to Assembly Members. While both types of groups exist in name at the Assembly the Committee believes that such a distinction is unnecessary. Not only does the distinction appear to create some degree of confusion but it appears (regardless of name) that all such existing groups are effectively All-Party Assembly Groups (i.e. their membership is solely that of Assembly Members). That is not to say, however, that these existing groups do not have a significant degree of interaction and engagement with outside individuals and organisations. In fact the opposite is the case and the Committee is aware of the extent of the many relationships that existing groups have developed with outside organisations.

12. The Committee recognises the benefits that engagement with outside organisations and individuals can deliver. For these reasons, the Committee has agreed that it is right that groups can choose to be supported by outside individuals and organisations who may wish to organise, attend and participate in meetings. Furthermore, outside individuals and organisations can advise and support groups through the provision of permanent secretarial support and even the provision of financial support or other material benefits, provided of course that this is entirely transparent and properly registered (see paras 19 to 23).

13. However, allowing for all of this does not make the case for why outside organisations and individuals should be able to become formal members of such groups. There are two principal reasons why the Committee believes that outside organisations and individuals should not be able to become members. Firstly, it is the Committee’s view that while outside individuals and organisations can be members of an All-Party Group the possibility remains that an All-Party Group could reach a decision or view that does not reflect the views of the majority of MLA members. The Committee considers that should this situation arise it would undermine the legitimacy of an All-Party Group.

14. Secondly, while it is possible to have policies and mechanisms to ensure that MLAs on All-Party Groups do not seek to use the All-Party Group to advocate or initiate a cause on behalf of any person in return for a payment or benefit (i.e. through the Advocacy Rule), it is not possible to implement these policies and mechanisms in respect of outside organisations and individuals on All-Party Groups. It is the Committee’s view that the legitimacy of All-Party Groups would be seriously undermined if an outside organisation or individual member sought to advocate or initiate a cause in order to secure a personal benefit.

15. Preventing outside organisations and individuals from becoming members of All-Party Groups would not have the effect of limiting their ability to continue their ongoing engagement with these groups. Nor would it appear to impact upon the membership of any existing All-Party Group at the Assembly. However, it would give the Committee greater confidence that All-Party Groups could not be used by outside parties in a way that would be either inappropriate or undemocratic. In addition it would remove a source of unnecessary confusion. The Committee has therefore agreed that there is no longer a need to have distinct All-Party Groups and All -Party Assembly Groups; that from now on all existing and future groups should be known as All-Party Groups; and that their membership shall only be open to Members of the Assembly.

The arrangements for the establishment of
All Party-Groups

16. The Committee noted the existing membership requirements for the establishment of All-Party Groups (as set out in paragraph 4) and agreed that these arrangements continued to be appropriate. The Committee agreed that an All-Party Group must at all times include at least ten MLAs and that all three designations at the Assembly must be represented in the membership. It is important that membership of All-Party Groups is open to any Member of the Assembly that wishes to join.

17. Any MLA who wishes to establish an All-Party Group must organise an initial meeting. This meeting must be open to all Members to attend and be publicised by means of an All-Party Notice. At the meeting the officers of the proposed All-Party Group must be elected. In addition to its elected officers, a group may also agree to have ex officio officers. The officers have lead responsibility for managing the group and ensuring that the group complies with the rules. Groups typically have a Chairperson, Vice-Chairperson, Secretary and Treasurer. However, All-Party Groups may adapt these titles as they wish, and may have fewer or more officers than the four listed. The minimum number of officers allowed is two and one of these must be the Chairperson of the Group who signs the registration form (see Annex 1) which includes a declaration that the All-Party Group will comply with the rules.

18. Following this meeting the registration form should be forwarded to the Clerk of Standards who will put it to the Committee on Standards and Privileges at its next meeting for consideration and approval. In most cases it is expected that recognition will be awarded with immediate effect, but the Committee may refuse recognition if it considers that a group does not comply with the rules or it may defer consideration in order to seek clarification from the group about its application. In any event the Chairperson will be informed of the Committee’s decision.

The requirements for registering and updating the details of an All-Party Group

19. The Committee agreed that the Assembly should continue to maintain a Register of All-Party Groups. The purpose of the Register of All-Party Groups is to give public notification on a continuous basis of the different All-Party Groups that exist, the membership of these groups and other relevant details, particularly in relation to any financial support or other material benefits that an All-Party Group may have received.

20. It is permissible for All-Party Groups to receive financial support or material benefits, provided the benefit is properly registered and its receipt in no way breaches the advocacy rule. The advocacy rule prohibits Members not only from advocating or initiating any matter on behalf of any other person in return for payment or benefit, but also from conferring benefit exclusively upon a body or individual outside the Assembly from which they have received, are receiving or expect to receive a financial or material benefit. A Member whose visit was funded by a non-governmental organisation (NGO) or other agency would not be inhibited in initiating proceedings relating to its work unless the Member sought to raise matters which relate specifically and directly to the affairs and interests of the NGO or agency itself, rather than the problems it was dealing with.

21. Any sort of financial support or material benefit over a value of £250 in a calendar year from a single source should be registered. This would include any donations, loans, credit, gifts, hospitality, overseas visits and goods or services given without charge or at a discount of more than 10% of the normal commercial value (e.g. the provision of secretarial or research support where the salary of those providing the service is met, in whole or in part, by an external organisation or individual).

22. Where services are provided by a public relations agency, or indeed where any services are provided by one organisation on behalf of another, the ultimate client should be named. Where a MLA gains personally from a benefit relating to the activity of a group, he or she should consider whether that benefit falls within the rules applicable to the registration of Members’ Interests, and if so then this must be registered.

23. The Committee is of the firm view that adherence by All-Party Groups to the rules in relation to the receipt of benefits is of crucial importance. Further advice and guidance is available for All-Party Groups if required from the Clerk of Standards.

How All-Party Groups can be administered
and supported

24. The Committee’s role in relation to All-Party Groups is primarily concerned with ensuring that there continues to be probity and transparency in relation to how such groups are established and function. In addition, however, the Committee has noted the existing arrangements and limitations that are in place in respect of the resources and support that are available to All-Party Groups and is content.

Other issues

25. The Committee has agreed that all MLAs who are members of an All-Party Group have a responsibility to ensure that the group conducts itself properly. In particular, the Chairperson of the Group, as signatory of the registration form, will be held primarily responsible for ensuring that the group complies with the rules, including those on registration. Failure to comply with, or contravention of, the rules on All-Party Groups could lead to withdrawal of recognition of a group and could, for the members concerned, be considered as a breach of the Assembly’s Code of Conduct.

Annex 1
The Rules on All-Party Groups

Contents

1. Introduction

2. Membership of All-Party Groups

3. Establishment of All-Party Group

4. The Register of All-Party Groups

5. Operation of All-Party Groups

• Meetings
• Receipt of benefits
• Annual General Meetings
• All-Party Groups in subsequent mandates

6. Services provided to All-Party Groups and use of facilities

7. Compliance with the Rules on All-Party Groups

All-Party Groups

Introduction

1.1 The purpose of All-Party Groups is to provide a forum for MLAs from different parties to meet in order to consider and discuss shared interests in particular subjects. Membership of All-Party Groups is limited to MLAs but, at the discretion of each group, outside organisations and individuals are often welcome both to attend their meetings and to inform and support their work.

1.2 All-Party Groups are not, however, formal Assembly groups. They do not have any of the powers of an Assembly Committee (e.g. they cannot summon witnesses or Ministers to attend meetings or to provide documentation and they cannot use the Assembly logo), nor do they have any formal role in policy development. The views of an All-Party Group are not recognised by the Assembly in the way that business conducted through Committees or through plenary is recognised by the Assembly. Any views expressed by All-Party Groups are therefore simply the collective views of the members of the group. All-Party Groups should not attempt to replicate the functional areas covered by the statutory committees.

1.3 All-Party Groups can be established where members believe that to do so is in the public interest. All-Party Groups may not be established to further particular commercial interests. This does not mean, however, that All-Party Groups cannot be formed in relation to particular trades, industries or sectors. Ultimately, the approval of the formation of an All-Party Group is a matter for the Committee on Standards and Privileges who will pay particular attention to information provided about a group’s purpose. If the Committee considers that a group is being formed not on grounds of public interest, but, say, to further particular commercial interests, it will not be approved.

1.4 It is important that All-Party Groups operate in accordance with good practice and that their activities are transparent. Accordingly, the Assembly will maintain a publicly accessible Register of All-Party Groups which will detail the groups that exist, their members, contact details and any financial or material benefits received.

1.5 While the operation of All-Party Groups is largely a matter for the groups themselves, All-Party Groups and their officers and members must observe the rules on the establishment, registration and operation of All-Party Groups as set out in this document. This is especially important in relation to any financial or material benefits that a group and/or its members may receive. Failure to adhere to the rules in this document could be considered as a breach of the Assembly’s Code of Conduct.

Membership of All-Party Groups

2.1 Membership of All-Party Groups is open at any time to all MLAs. An All-Party Group must at all times include at least ten MLAs and all three designations at the Assembly must be represented in the membership.

2.2 While any MLA may attend and speak at any meeting of an All-Party Group (including the Annual General Meeting of a group), only the members of a group may vote at any meeting. It is therefore the members of an All-Party Group that elect its officers.

2.3 The officers have lead responsibility for managing the group and ensuring that the group complies with the rules. Groups typically have a Chairperson, Vice-Chairperson, Secretary and Treasurer. However, All-Party Groups may adapt these titles as they wish, and may have fewer or more officers than the four listed. The minimum number of officers allowed is two and one of these must be the Chairperson of the group who signs the Registration form which includes a declaration that the All-Party Group will comply with the rules. The Chairperson will also be the designated contact MLA for the group.

2.4 All-Party Groups can choose to be supported by outside individuals and organisations. At the discretion of each group, outside individuals and organisations may contribute to organising meetings. They may also attend and speak at meetings. They can advise and support All-Party Groups, including through the provision of permanent secretarial support. They can even provide financial support or other material benefits, provided this is properly registered. However, they cannot become members of an All-Party Group and therefore cannot vote at any meeting or on any issue. Nor can they offer any payment, reward or benefit of any kind in the expectation that the Group or any member of the group will advocate or initiate any cause or matter on their behalf. It is acceptable, however, to arrange and pay for visits for members of the group where the purpose of the visit is related to the subject matter of the group. In such circumstances, members would be required to register receipt of such a visit on the Register of Members’ Interests. See paras 5.9 to 5.13 for further detail.

Establishment of All-Party Groups

3.1 Any MLA or group of MLAs who propose to establish an All-Party Group must adhere to the following steps:

• The Clerk of Standards should be contacted and provided with the name of an MLA to act as the contact point for a proposed group during the initial part of the application process. The Clerk will provide this MLA with the required registration form.
• A meeting to propose the establishment of an All-Party Group must be organised and the meeting must be open to all Members to attend.
• An All-Party Notice must be issued at least seven days before this meeting takes place, informing MLAs that it is proposed to form an All-Party Group on [TITLE] and inviting MLAs to attend a meeting to discuss the formation of a group and to elect its officers.
• At the meeting the officers of the proposed All-Party Group must be elected. It is for each proposed group to determine its own preferred mechanism for electing officers. In addition to its elected officers, a group may also agree to have ex officio officers.
• The purpose of the proposed group should also be agreed at the meeting.
• Following this meeting the registration form should be completed and forwarded to the Clerk of Standards who will put it to the Committee on Standards and Privileges at its next meeting for consideration and approval. In most cases it is expected that recognition will be awarded with immediate effect, but the Committee may refuse recognition if it considers that a group does not comply with the rules or it may defer consideration in order to seek clarification from the group about its application. In any event the Chairperson will be informed of the Committee’s decision.

3.2 The registration form that All-Party Groups must complete should therefore include details as per the following categories:

• The name of the proposed group;
• The purpose of the proposed group;
• The elected officers and any other officers (together with their party and designation details);
• The members of the group (together with their party and designation details);
• The Chairperson’s contact details (as the group contact);
• The relevant details in relation to any financial or other material benefits of £250 and over received or expected to be received in any calendar year from any single source (including the provision of any secretarial support);
• Further contact information (if applicable – e.g. of organisations providing secretarial support);
• A declaration that the rules will be complied with.

3.3 Advice on the registration requirements should be sought in the first instance from the Clerk of Standards but responsibility for compliance with the registration requirements rests with a group, and in particular with the Chairperson as the officer responsible for signing the declaration that the group will comply with the rules. The Clerk of Standards will enter into the register the details provided but will not be in a position to ensure that groups’ details are compliant, or to alert groups to deficiencies in their entries.

3.4 A group should not meet, unless authorised to do so by the Clerk of Standards, between submitting its application to the Committee on Standards and Privileges and being accorded recognition as an All-Party Group.

The Register of All-Party Groups

4.1 The Assembly will maintain a Register of All-Party Groups. The purpose of the Register of All-Party Groups is to give public notification on a continuous basis of the different All-Party Groups that exist, the membership of these groups and other relevant details, particularly in relation to any financial support or other material benefits that an All-Party Group may have received.

4.2 The Clerk of Standards will enter the details registered by groups in the Register of All-Party Groups in the Assembly not later than 7 days after a group’s application has been approved by the Committee on Standards and Privileges.

4.3 Any changes to the initial registration details must be notified in writing to the Clerk of Standards not later than 28 days after the change occurring. This requirement includes the notification of the receipt by the group of any benefit (see para 5.9 to 5.13) and details of any change of officer or of any MLA joining or leaving the group. This requirement is essential to ensure that the public are provided with accurate information in respect of All-Party Groups.

4.4 The Register is available for public inspection in loose-leaf form in the office of the Clerk of Standards at any time when the Assembly is open to the public. It is also available in the Assembly library and on the Assembly’s website.

Operation of All-Party Groups

5.1 Generally speaking how All-Party Groups operate and conduct their meetings is a matter for each group. However, there are certain rules which must be adhered to and these are set out below.

Meetings

5.2 Any MLA may attend and speak at any meeting of an All-Party Group (including the Annual General Meeting) of a group – not just its registered members. In order to ensure that all MLAs are aware that a meeting of an All-Party Group is taking place details of the meeting should be published in advance in the Weekly Information Bulletin and on the day of the meeting on the Assembly Annunciator.

5.3 Where an outside organisation or individual is invited to attend a meeting of an All-Party Group they should be treated in the same way as any other visitor or guest of an MLA to the building and should be accompanied as necessary.

5.4 Meetings of All-Party Groups must be attended by at least two members of the group. If it is discovered, on meeting, that only one member can be present, it is still permissible, for example, for that member to meet with any guests who may have been invited to make a presentation. However, no decisions can be made on behalf of the All-Party Group. Informal meetings should only take place occasionally.

5.5 When planning an event to be held in Parliament Buildings (excluding ordinary meetings of groups), groups will be treated on the same basis as any other external group and any events policy adopted by the Assembly will be applied as if the group was an external body. This may mean that the group incurs charges for an event or that a proposed event may be refused by the Assembly.

Receipt of benefits

5.6 It is permissible for All-Party Groups to receive financial support or material benefits, provided the benefit is properly registered and its receipt in no way breaches the advocacy rule. The advocacy rule prohibits Members not only from advocating or initiating any matter on behalf of any other person in return for payment or benefit, but also from conferring benefit exclusively upon a body or individual outside the Assembly from which they have received, are receiving or expect to receive a financial or material benefit. A Member whose visit was funded by a non-governmental organisation (NGO) or other agency would not be inhibited in initiating proceedings relating to its work unless the Member sought to raise matters which relate specifically and directly to the affairs and interests of the NGO or agency itself, rather than the problems it was dealing with.

5.7 The Group must inform the Clerk of Standards in writing using the form entitled ‘All-Party Groups Update Form – Financial or Other Benefits Received’ within 28 days of receipt of donations or assistance of a value which exceeds £250. Any sort of financial support or material benefit over a value of £250 in a calendar year from a single source should be registered. This would include any donations, loans, credit, gifts, hospitality, overseas visits and goods or services given without charge or at a discount of more than 10% of the normal commercial value (e.g. the provision of secretarial or research support where the salary of those providing the service is met, in whole or in part, by an external organisation or individual). The form is available on request from the Clerk of Standards.

5.8 Where services are provided by a public relations agency, or indeed where any services are provided by one organisation on behalf of another, the ultimate client should be named.

5.9 Where an MLA gains personally from a benefit relating to the activity of a group, he or she should consider whether that benefit falls within the rules applicable to the registration of Members’ Interests, and if so then this must be registered.

5.10 Adherence to the rules in relation to the receipt of benefits is of crucial importance. Further advice and guidance is available for members from the Clerk of Standards.

Annual General Meetings

5.11 All-Party Groups must have an Annual General Meeting at which there should be an election of the officers. Notice of the Annual General Meeting must be announced at least seven days in advance via an ‘All-Party Notice’ informing Members of the time, date and venue of the meeting and the intention to elect office bearers. The elections may take place at any time other than during recess. The Chairperson should then complete the form entitled ‘All-Party Group – Annual Return Form’ and return it to the Clerk of Standards. The form is available on request from the Clerk of Standards.

All-Party Groups in subsequent mandates

5.12 All-Party Groups cease to exist two months after the first meeting of a new mandate unless a fresh application is made.

Services provided to All-Party Groups and
use of facilities

6.1 All-Party Groups may not draw on the resources of the Assembly staff to service meetings, except in fulfilment of the requirements of these rules or where expressly permitted by them, for example, in order to book meeting rooms. In relation to the Clerk of Standards, the services to be provided to MLAs are:

• Guidance on general issues relating to the rules of All-Party Groups.
• Maintenance of the Register of All-Party Groups (in hard copy and on the website).
• Updating individual All-Party Group information on the Assembly website and publishing links to external web pages, if requested by the Chairperson of the All-Party Group.

6.2 All-Party Groups may use, subject to availability, the meeting rooms of the Assembly. However, it should be noted that the Central Committee Office operate a priority system in relation to the allocation of Assembly meeting rooms and any booking made by an All-Party Group may have to be cancelled if it later emerges that a Committee requires a meeting room. In such cases Assembly staff will always endeavour to find an alternative meeting room for the All-Party Group but cannot necessarily guarantee that such an alternative will be found.

6.3 All-Party Groups are entitled to hospitality, subject to the ongoing availability of resources. Hospitality is defined as tea/coffee and biscuits and when meetings take place over lunchtime sandwiches can also be provided. Hospitality must be ordered via the Central Committee Office. Should an All-Party Group fail to notify the Central Committee Office of a cancelled meeting at least three hours in advance of the time set for the meeting, the group will be invoiced for the hospitality. Hospitality ordered directly with the catering service by an All-Party Group will be invoiced to the All-Party Group.

6.4 All-Party Groups must respect the limitations on the use of Assembly facilities:

• Members may make reasonable use of the Assembly’s telephone, fax, photocopying, IT facilities and Assembly stationery in pursuit of All-Party Group business or where expressly permitted by these rules, e.g. use of the All-Party Notice bulletin. However, outside organisations and individuals associated with All-Party Groups are not entitled to use the Assembly’s resources;
• Groups may not make use of the Assembly logo (other than as may be provided for in the Assembly’s terms and conditions on events); and
• Groups may not make use of the Assembly’s audio or broadcasting equipment and there is no provision for the televising or sound recording of their proceedings.

6.5 All-Party Groups are permitted to add links from the homepage of an All-Party Group on the Assembly’s website to an external website on the All-Party Group. However, this is only permitted if the Chairperson of an All-Party Group completes and signs a ‘Request to Link to an External Website’ form. The form is available on request from the Clerk of Standards. The form sets out certain conditions and clarifies that:

• the Northern Ireland Assembly is not responsible for the content of external internet sites;
• the Chairperson of the group has viewed the website to which the link is being provided and is content that the website is appropriate;
• Complaints about the content of external sites (linked from the Assembly’s site) will be directed in the first instance to the Chairperson of the group;
• responsibility for checking links on the Northern Ireland Assembly website to ensure that they are working lies with the Chairperson of the group and that, in the event of discovering a link which no longer works, the Chairperson will inform the Clerk of Standards; and
• the Northern Ireland Assembly reserves the right to refuse to establish links to an external site.

Compliance with the Rules on All-Party Groups

7.1 While all MLAs who are members of an All-Party Group have a responsibility to ensure that the group conducts itself properly, the Chairperson of the Group, as signatory of the registration form, will be held primarily responsible for ensuring that the group complies with the rules, including those on registration.

7.2 If the Chairperson of the group changes, the Clerk of Standards must be informed of this within 7 days and the new Chairperson of the group should, within that same timescale, sign the declaration on compliance with the rules.

7.3 Failure to comply with, or contravention of, the rules on All-Party Groups could lead to withdrawal of recognition of a group and could, for the members concerned, be considered as a breach of the Assembly’s Code of Conduct. Members of All-Party Groups who have concerns about the interpretation of the rules should consult the Clerk of Standards.

Annex 2
All-Party Group Forms

Appendix 1
Minutes of Proceedings
of the Committee

Wednesday, 21 January 2009
Room 135, Parliament Buildings

Present: Mrs Carmel Hanna (Chairperson)
Mr Allan Bresland
Rev Robert Coulter
Mr Jonathan Craig
Mr David Hilditch
Mr Alastair Ross
Mr George Savage
Mr Brian Wilson

In Attendance: Mr Paul Gill (Assembly Clerk)
Ms Hilary Bogle (Assistant Clerk)
Miss Carla Campbell (Clerical Supervisor)
Mr Lindsay Dundas (Clerical Officer)

Apologies: Mr Francie Brolly
Mr Willie Clarke
Mr Paul Maskey

2.02pm The meeting commenced in public session.

6. Review of All Party Groups and All Party Assembly Groups

Members noted the Background Paper prepared by the Clerk.

Agreed: The Committee agreed the Terms of Reference for the Review of All Party Groups and All Party Assembly Groups.

Agreed: The Committee agreed that Assembly Research should be asked to prepare a research paper and make a presentation to the Committee at the meeting on 11th February.

[EXTRACT]

Wednesday, 25 February 2009
Room 135, Parliament Buildings

Present: Mrs Carmel Hanna (Chairperson)
Mr Allan Bresland
Mr Francie Brolly
Mr Willie Clarke
Rev Robert Coulter
Mr Jonathan Craig
Mr David Hilditch
Mr Alastair Ross
Mr George Savage
Mr Brian Wilson

In Attendance: Mr Paul Gill (Assembly Clerk)
Ms Hilary Bogle (Assistant Clerk)
Miss Carla Campbell (Clerical Supervisor)
Mr Lindsay Dundas (Clerical Officer)
Ms Claire Cassidy (Assembly Research)

Apology: Mr Paul Maskey

2.37pm The meeting commenced in open session.

5. Review of All-Party Groups and All Party-Assembly Groups

Ms Claire Cassidy, Assembly Research, presented a research paper to the Committee.

Following discussion the Committee:

Agreed: The Committee agreed to define the purpose and role of All-Party Groups as per the suggestion in the Clerk’s paper.

Agreed: The Committee agreed that it was not necessary to continue to differentiate between All-Party Groups and All-Party Assembly Groups and that these groups should be known as ‘All-Party Groups’ which could be made up of all MLAs or MLAs and representatives from outside organisations as decided by the individual groups.

Agreed: The Committee agreed that following the Review Committee office staff should continue to have responsibility for overseeing the administration of the establishment and registering of All-Party Groups.

Agreed: The Committee agreed to make a recommendation to the Director General that the responsibility for the booking of rooms and hospitality would be more appropriately placed elsewhere within the Assembly.

Agreed: The Committee agreed that committee staff should draw up a draft ‘Guide to the Rules for All-Party Groups’ for Members consideration at a future date.

Agreed: The Committee agreed that there should be a requirement to ensure that All-Party Groups be of ‘genuine public interest’ and that the Committee should therefore retain the responsibility for approving applications for All-Party Groups.

Agreed: The Committee agreed that the Director of Engagement should be asked to give consideration as to how best to publicise All-Party Groups and that this advice should be incorporated into the ‘Guide to the Rules for All-Party Groups’.

Agreed: The Committee agreed that the requirements for the registration and updating of All-Party Groups’ details should be incorporated into the draft Guide to the Rules on All-Party Groups.

Agreed: The Committee agreed to write to the Assembly Commission in order to establish exactly what resources can be made available to All-Party Groups and that this information should be incorporated into the draft ‘Guide to the Rules for All-Party Groups’.

Agreed: The Committee agreed that responsibility for monitoring the rules governing these groups should remain with the Standards and Privileges Committee.

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Wednesday, 11 March 2009
Room 135, Parliament Buildings

Present: Mrs Carmel Hanna (Chairperson)
Mr Allan Bresland
Mr Francie Brolly
Rev Robert Coulter
Mr David Hilditch
Mr Alastair Ross

In Attendance: Mr Paul Gill (Assembly Clerk)
Ms Hilary Bogle (Assistant Clerk)
Mr Lindsay Dundas (Clerical Officer)

Apologies: Mr Willie Clarke
Mr Jonathan Craig
Mr George Savage

2.02pm The meeting commenced in closed session.

4. Matters arising

Review of All-Party Groups and All-Party Assembly Groups

The Committee noted that, on the issues which the Committee agreed should be taken up with the Commission, the Director General and the Director of Engagement, the Clerk would take these forward with the Clerk Assistant.

[EXTRACT]

Wednesday, 9 December 2009
Room 144, Parliament Buildings

Present: Mr Declan O’Loan (Chairperson)
Mr Willie Clarke (Deputy Chairperson)
Mr Allan Bresland
Mr Francie Brolly
Mr Thomas Buchanan
Mr Alastair Ross
Mr Brian Wilson

In Attendance: Mr Paul Gill (Assembly Clerk)
Mr Vincent Gribbin (Assistant Clerk)
Ms Tara McKee (Clerical Supervisor)
Mr Christopher McNickle (Clerical Officer)

Apologies: Rev Robert Coulter
Mr Paul Maskey

1.20pm The meeting commenced in public session.

6. Review of All Party Groups

The Committee considered an update report on its review of All Party Groups and draft Regulations on All Party Groups.

Agreed: The Committee agreed on two amendments to the draft regulations and agreed that the draft Regulations be circulated to all Members for comment.

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Wednesday, 16 June 2010
Room 144, Parliament Buildings

Present: Mr Pat Ramsey (Chairperson)
Mr Willie Clarke (Deputy Chairperson)
Mr Trevor Clarke
Mr Paul Maskey
Mr Alastair Ross
Mr George Savage
Mr Brian Wilson

In Attendance: Mr Paul Gill (Assembly Clerk)
Ms Hilary Bogle (Assistant Clerk)
Mr Michael Greer (Clerical Supervisor)
Mr Christopher McNickle (Clerical Officer)

Apologies: Mr Mickey Brady
Rev Dr Robert Coulter

1.19pm The meeting commenced in closed session.

5. Committee Report on the Review of All-Party Groups

Following an update by the Clerk the Committee considered the draft Report. The Committee noted the Clerk’s clarification in relation to how the Speaker will continue to be entitled to be provided with the support of Assembly staff in relation to his participation on any All-Party Group in his capacity as Speaker.

Annex 1 - Rules on All-Party Groups and associated forms

Agreed: The Committee approved the Rules on All-Party Groups and associated forms and agreed that they should be included at Annex 1 which should form part of the Report.

Introduction and Terms of Reference

Agreed: The Committee agreed that paragraphs 1 to 3 should form part of the Report.

Background

Agreed: The Committee agreed that paragraphs 4 to 5 should form part of the Report.

Conduct of the Review

Agreed: The Committee agreed that paragraph 6, as amended, should form part of the Report.

The purpose and role of All-Party Groups

Agreed: The Committee agreed that paragraphs 7 to 10 should form part of the Report.

All-Party Groups and All-Party Assembly Groups

Agreed: The Committee agreed that paragraphs 11 to 15 should form part of the Report.

The arrangements for the establishment of All Party-Groups

Agreed: The Committee agreed that paragraphs 16 to 18 should form part of the Report.

The requirements for registering and updating the details of an All-Party Group

Agreed: The Committee agreed that paragraphs 19 to 23 should form part of the Report.

How All-Party Groups can be administered and supported

Agreed: The Committee agreed that paragraph 24 should form part of the Report.

Compliance with the Rules on All-Party Groups

Agreed: The Committee agreed that paragraph 25 should form part of the Report.

Committee Powers and Membership and Table of Contents

Agreed: The Committee agreed that the Committee Powers and Membership and the Table of Contents should form part of the Report.

Appendix 1 – Minutes of Proceedings

Agreed: The Committee agreed that Appendix 1 should form part of the Report.

Appendix 2 – Assembly Research Paper

Agreed: The Committee agreed that Appendix 2 should form part of the Report.

Other issues

Agreed: The Committee agreed that the tabled extract of today’s minutes of proceedings should be included in Appendix 1 of the report as well as a further extract from a previous meeting.

The Committee ordered the Report on the Review of All-Party Groups to be printed.

Agreed: The Committee agreed that a copy of the Report should be sent to the current All-Party Groups and All-Party Assembly Groups.

[EXTRACT]

Appendix 2
Assembly Research Paper

Research and Library Services

20 February 2009

Comparative Information on All-Party Groups

Claire Cassidy
Research and Library Service

This paper is prepared for Members of the Committee on Standards and Privileges of the Northern Ireland (NI) Assembly to facilitate their understanding of All-Party Groups both in the NI Assembly and other Legislatures.

Library Research Papers are compiled for the benefit of Members of The Assembly and their personal staff. Authors are available to discuss the contents of these papers with Members and their staff but cannot advise members of the general public.

Summary of Key Points

This paper details a variety of information regarding All-Party Groups in the Northern Ireland (NI) Assembly and other Legislatures. By reviewing the procedures and practices in other Legislatures, a number of issues have been identified which the Committee Standards and Privileges may wish to consider further.

The following paragraphs provide a summary of those key issues:

• An issue which the Committee on Standards and Privileges may wish to consider further is, whether the need remains for two different types of All-Party Group in the NI Assembly. Given the nature of All-Party Groups in other legislatures the Committee may wish to consider creating one universal All-Party Group of which, membership could be made up solely of Members, or both Members and individuals/organisations from outside the Assembly.
• Another issue which the Committee may wish to consider further is whether the administration and support of All-Party Groups should fall within the remit of this Committee, or whether this role would be better placed in another area of the Assembly secretariat.
• If the Committee decides responsibility of All-Party Groups should be part of its remit, the Committee may wish to consider further the degree and type of subsequent support which the Committee staff should give.
• Another option which the Committee may wish to consider relating to the administration and provision of support for All-Party Groups is moving the responsibility for All-Party Groups to another area within the Assembly secretariat all together. It is worth noting that, the use of resources may prove to be similar regardless of who had responsibility for All-Party Groups. However All-Party Groups and everything they entail may fit strategically better within another part of the Assembly secretariat.

Contents

Contents

Introduction

Part One: Northern Ireland Assembly

Support and Entitlement available to Groups

Part Two:House of Commons, UK Parliament

The Register

the Approved List

Support and Entitlement available to All-Party Groups

Part Three: Scottish Parliament

Purpose and Membership of Cross-Party Groups

Support and Entitlement available to Cross-Party Groups

Part Four: National Assembly for Wales

Purpose and Membership of Cross-Party Groups

Support and Entitlement available to Cross-Party Groups

Part Five: Potential Issues For Consideration

Annex A: Table of Comparative Information

Introduction

This paper has been prepared for the Committee on Standards and Privileges by Research and Library Service. The purpose of this briefing paper is to facilitate the Committee’s understanding of the All-Party Groups in other legislatures and to identify any potential issues which the Committee may wish to consider.

The Inquiry

The main purpose of this review is to gain clarity in relation to the registration of groups, maintenance of the register, monitoring changes in relation to groups and defining funding and resources that will be available to them. In addition, to determine if this area of work should remain with the Standards and Privileges Committee or if it would be more appropriate for it to be carried out in a different area of the Northern Ireland Assembly secretariat.

This inquiry was initiated in January 2009 and the Terms of Reference are:

• To define the purpose and role of All Party Groups and All Party Assembly Groups;
• To establish whether there continues to be a need for the two different types of groups;
• To consider or make recommendations as to which area of the Northern Ireland Assembly secretariat should take the lead role in administering and providing support for All Party Groups;
• To examine the arrangements for the establishment of such groups (and, in particular, consider whether the application forms and guidance notes are fit for purpose);
• To consider the role of the Committee on Standards and Privileges in approving such groups;
• To consider how the approval of such groups and their subsequent meetings should be publicised;
• To consider the requirements for the registration and updating of the group’s details;
• To clarify the degree of entitlement and support available to these groups;
• To consider how any rules governing such groups should be managed/ monitored.

Part One: Northern Ireland Assembly

Within the Northern Ireland Assembly at present, there are two different types of All-Party Groups. There are groups titled, ‘All-Party Groups’ which consist of both Assembly Members and individuals/bodies outside of the Assembly, and groups titled ‘All-Party Assembly Groups’ which consist of Assembly Members alone. These groups provide a forum by which Members of the Northern Ireland Assembly and outside organisations and individuals can meet to discuss shared interests in a particular cause or subject.

In February 1999, a Motion was proposed following concerns relating to the membership of such groups and the assistance they received from lobby groups or other interested parties. The purpose of this Motion was to ensure complete probity in relation to the financing of any all-party groups and to ensure financial transparency also.

Guidance notes were subsequently drawn up after the Motion in February 1999, outlining the establishment of such groups and these notes are currently still in use. These guidance notes outline how a group can apply for inclusion on the ‘Register of All-Party Assembly Groups and All-Party Groups’ (the Register) and/or inclusion on what is known as the ‘Approved List’. In practice however, there is no distinction between the two lists. Every All-Party Group in the NI Assembly is registered on one list only. Since the guidance notes and application forms no longer accurately represent the current situation in the Assembly with regards to All-Party Groups, these documents may warrant a revision.

Support and Entitlement Available to Groups

During the last mandate the Committee on Standards and Privileges did not hold any responsibility for the booking of rooms or ordering of hospitality. Each All Party Group, through its own secretariat support, was responsible for organising hospitality and booking rooms for any group meetings through the Central Committee Office. It would seem however, that the current practice is for staff of the Standards and Privileges Committee to book rooms and hospitality for All Party Groups. This practice is still ongoing even after an All Party Notice was issued informing Members that rooms should be booked through the Central Committee Office.

Part Two: House of Commons, UK Parliament

The House of Commons in Westminster also has guidance notes which outline the establishment of All-Party Groups. These groups within the House of Commons have a similar role and purpose to those within the Northern Ireland Assembly. Similarly to the Northern Ireland Assembly, All-Party Groups of the House of Commons can register for inclusion on the Groups’ Register and/or the Approved List.

The Register

Details of All-Party Groups within the House of Commons are recorded on a Register. The purpose of this register is to record which All-Party Groups are recognised by the House, who their officers are and to record what assistance from outside Parliament each group receives. Registration is compulsory where the group includes Members of the Commons (and may include Members of the Lords) from more than one party and has at least one officer who is from the Commons.

The Groups’ Register is compiled and maintained by the Office of the Parliamentary Commissioner for Standards. However, any changes to the rules governing the Groups’ Register are determined by the Committee on Standards and Privileges. Where such changes are substantial they are put by the Committee to the House for approval before being implemented.

The Groups’ Register is usually updated every 4-6 weeks however, during recess and in the period from the dissolution of one parliament to the start of another, updates are less frequent. A copy of the most recent edition is published on the House of Commons web pages. A group’s registry entry shows:

• The title of the group;
• Officers of the group;
• Any financial and material assistance received from outside parliament, and;
• Any relevant gainful occupation of its staff.

The Approved List

The Approved list exists as a result of a Resolution made by the House of Commons in October 1984 and its main purpose is to control the extent to which groups use the House’s facilities and status. As mentioned previously, inclusion on the Register is compulsory for most All Party Groups however, a group may choose whether or not to apply for inclusion on the Approved List. Most All Party Groups are on both the Register and the Approved List, as a group will gain certain entitlements when it is registered on the Approved List.

In order to qualify for these privileges, groups on the Approved List have to register more information and are subject to more rules than unlisted groups. For example, when a group registers for the Approved List, as opposed to the Register, it must declare whether it is an ‘All Party Parliamentary Group’ or an ‘Associate Parliamentary Group’. The group must also include the names of 20 qualifying members , a statement of the group’s purpose, affiliation to the Inter-Parliamentary Union or Commonwealth Parliamentary Association and the date of the group’s last registered Annual General Meeting.

The Approved list is compiled and maintained by the Office of the Parliamentary Commissioner for Standards. Changes to the rules governing the Approved List are determined by the Administration Committee, although where such changes are substantial they are put by the Committee to the House for approval before being implemented. The Approval List is usually updated every 1-2 weeks, when the Commons is sitting and it is distributed to various departments within the Commons but is not published.

Support and Entitlement Available to All-Party Groups

All-Party Groups which are on the Approved List gain a number of entitlements which are not available to those groups which are not on the Approved List. For example, groups will gain the right to use the All-Party Notices to advertise all groups meetings, the right to include the words ‘All-Party’, ‘Parliamentary’ or ‘Associate’ in the groups’ title and a relative priority over unlisted groups in booking rooms in the Palace of Westminster. However, All-Party Groups of the House of Commons are responsible for booking their own rooms for meetings and any hospitality required. This does not fall within the remit of any Committee or their staff.

All-Party Groups may also receive financial or material assistance from outside parliament. However the group must notify the Office of the Parliamentary Commissioner for Standards if it receives from the same source outside Parliament one or more benefits whose total value is £1000 or more in a calendar year.

It is worth noting that, in May 2006 the Committee on Standards and Privileges of the House of Commons published a report after a complaint was made by the Editor of the Times. The complaint alleged that six named All-Party Groups had breached the rules requiring groups for which secretariat services are provided by a public relations company to name in their entry in the Register of All-Party Groups the ultimate client of the company which is meeting the cost of this assistance. The Parliamentary Commissioner for Standards subsequently issued a number of recommendations which aimed to increase the level of information which had to be recorded by groups and hence, increase transparency.

The Commissioner recommended that in the future where a group is assisted by an outside consultancy, the names of any clients of the consultancy with a direct interest in the work of the group should be listed. Similarly, where assistance is provided by a charity or not-for-profit organisation, the name of any commercial company with a direct interest in the work of the group which contributes materially to meeting the central costs of the charity should be listed also. The aim of the change was to ensure that any relationship that could reasonably be viewed as presenting a potential conflict of interest should be recorded in the Register and therefore increase the level of transparency.

The recommendations outlined in this report have yet to be approved by the Committee on Standards and Privileges of the House of Commons. However this report, along with another report by the Office of the Parliamentary Commissioner for Standards, which recommends the amalgamation of the Groups’ Register and the Approved List are to be discussed by the Committee provisionally at the end of February this year. It is believed any changes discussed in the Commissioner’s memorandum will be implemented shortly thereafter.

Part Three: Scottish Parliament

All-Party Groups also exist in the Scottish Parliament, however here they are referred to as Cross-Party Groups. Cross-Party Groups within the Scottish Parliament provide an opportunity for Members of all parties, outside organisations and members of the public to meet and discuss a shared interest in a particular cause or subject.

Purpose and Membership of Cross-Party Groups

A Cross-Party Group of the Scottish Parliament must be parliamentary in nature and its purpose must be of genuine public interest. The membership of a Cross-Party Group of the Scottish Parliament must be open to all Members of the Parliament and must include at least 5 MSPs of which at least one Member must be from each of the parties or groups represented in the Parliamentary Bureau. Groups may contain members from outside Parliament, however the overall membership profile of the group must remain clearly parliamentary in character. Furthermore, at least two Members of Parliament, both members of the Cross-Party Group, must be present at every meeting.

A group must apply to the Standards and Public Appointments Committee through the clerks, for recognition as a Cross-Party Group in the Scottish Parliament. This process of the Committee approving an application of recognition as a Cross-Party Group also occurs in the Northern Ireland Assembly, it does not however occur in the House of Commons. A group must register the following details:

• The group’s name;
• The group’s purpose;
• The elected officers;
• All members;
• Financial or other benefits of £250 and over in any calendar year received from any single source;
• Details of subscriptions, where charged;
• Certain details in relation to any staff employed by the group.

Support and Entitlement Available to Cross-Party Groups

Once a group has been approved for recognition as a Cross-Party Group, the group’s details are compiled and maintained by the clerks of the Standards and Public Appointments Committee. Any changes to the rules governing Cross-Party Groups in the Scottish Parliament are determined by the Standards and Public Appointments Committee.

In relation to the services provided to Cross-Party Groups by the clerks to the Standards, Procedures and Public Appointments Committee, Rule 12 of the Code of Conduct for MSPs sets out the limits of the use of Parliamentary staff resource by these groups. However, the Committee recently recommended updating the guidance notes to make clear that the role of the clerks of the Committee was:

• To provide general advice in relation to Cross-Party Groups;
• To maintain the Register of Cross-Party Groups; and,
• To update individual Cross-Party Group web pages with meeting information, including minutes and agendas (but no other papers) and publishing links to external web pages.

It is not within the remit of the Standards, Procedures and Public Appointments Committee to book rooms or hospitality for Cross-Party Groups. This is done through the Facilities Management Helpdesk.

Part Four: National Assembly for Wales

Cross-Party Groups also exist in the National Assembly for Wales. These groups provide an opportunity for Members of all parties, outside organisations and members of the public to meet and discuss a shared interest in a particular cause or subject.

Purpose and Membership of Cross-Party Groups

Cross-Party Groups may be set up by Members in respect of any subject area relevant to the Assembly. A Group must include Members from three political party groups represented within the Assembly. Cross-Party Groups may also include non-parliamentarians. Cross-Party Groups are not formal Assembly groupings and are not, therefore, bound by any of the Assembly’s Standing Orders.

The Table Office of the National Assembly for Wales processes any Cross-Party Group application forms. The Table Office will also maintain and update the list of Cross-Party Groups within the Assembly according to the registration forms received. A group must register the following details:

• The group’s name;
• The group’s purpose;
• The names of at least three Members from three political parties;
• The names of all other members;
• The chair of the group;
• Any changes to details of the group.

Cross-Party Groups in the National Assembly for Wales do not have to register any financial or other benefits received by the Party or any details in relation to any staff employed by the group. The guidelines issued to Cross-Party Groups however states that these Groups must bear in mind the integrity of the Assembly in considering the acceptance of any monies, gifts or hospitality from outside bodies.

Once an application has been processed, the Table Office will publish the group’s details on the Cross-Party Group web pages. The Table Office will also publish details such as meeting information. However, it is ultimately up to the group to undertake its own publicity wider than this.

Support and Entitlement Available to Cross-Party Groups

Cross-Party Groups of the National Assembly for Wales will have access to the Assembly’s accommodation facilities however they do not have access to any of the Presiding Office staffing services such as translation or committee secretariat. Assembly Building room bookings for Cross-Party Group meetings must be made by an Assembly Member who is a member of the Cross-Party Group. The Assembly Member will also be responsible for all meeting arrangements including meeting and escorting external members of the Group within the Assembly Building.

Part Five: Potential Issues for Consideration

The first issue which the Committee on Standards and Privileges may wish to consider further is, whether the need remains for two different types of All-Party Group in the NI Assembly. The only difference between an All-Party Assembly Group and an All-Party Group is that the former consists entirely of Members of the Assembly only, whereas the latter consists of both Members and individuals/organisations from outside the Assembly. This existence of two types of group may potentially cause confusion and may also add to the administration of such groups. Therefore, the Committee may wish to consider creating one universal All-Party Group of which, membership could be made up solely of Members, or both Members and individuals/organisations from outside the Assembly. The Committee may have concerns regarding the potential interest and level of support of non-parliamentarian members of an All-Party Group. If this were the case, the Committee may wish to consider creating a more stringent registration form which required registering additional information of any outside support received by the group.

Another issue which the Committee may wish to consider further is whether the administration and support of All-Party Groups should fall within the remit of this Committee, or whether this role would be better placed in another area of the Assembly secretariat. At the moment, the Committee process of approving applications for recognition as an All-Party Group may seem like a ‘rubber stamping’ exercise by some and the need for such a process may have been questioned. However, the process of approving applications through the Committee may hold some advantages. These advantages become apparent after examining the processes in other legislatures.

For example, presently in the House of Commons application forms for recognition as an All-Party Group do not go through a Committee process. All-Party Group status is granted by the Office of the Parliamentary Commissioner for Standards, if all required information is provided on the registration form. This lack of Committee approval may be one of the reasons why there are currently over five hundred registered All-Party Groups in the House of Commons. An advantage of passing applications for All-Party Group status through the Committee on Standards and Privileges of the NI Assembly therefore would be the regulation of the number of All-Party Groups and the potential reduction in duplication of groups with similar subject interests. This process in the future may also assist in reducing any potential strains put on Assembly accommodation from a large number of All-Party Groups.

Another issue which the Committee may wish to consider further relates to whether administering and providing support for All-Party Groups falls within its remit, and if so, the degree and type of subsequent support which the Committee staff should give. There are a number of options which the Committee may wish to consider regarding this issue, which are outlined below.

Firstly, the Committee may decide that it and Committee staff should retain the lead responsibility for administering and providing support to All-Party Groups, which is similar to the situation in the Scottish Parliament. If this were the case, the Committee may wish to retain the responsibility of approving All-Party Group application forms, and the creation and regulation of the guidance notes. If this were the case, the Committee may wish to consider that the compilation and maintenance of the list of All-Party Groups remain the responsibility of the Committee Clerks.

If this option was favoured by the Committee, the need to update the guidance notes to clearly outline the exact support which the Committee and its staff give to All-Party Groups, may need to be considered in order to avoid confusion and misinterpretation. Therefore, the current practice for staff of the Standards and Privileges Committee to book rooms and hospitality for All Party Groups, could be clarified. It is worth noting that in the legislatures which have been discussed within this paper, this responsibility lies with the All-Party Group members and their support staff and not with Committee or any other parliamentary secretariat staff.

Another option which the Committee may wish to consider relating to the administration and provision of support for All-Party Groups, is moving the responsibility for All-Party Groups to another area within the Assembly secretariat all together. This option is similar to current practices in the National Assembly for Wales. If this were the case, a completely separate section of the secretariat would have lead responsibility for areas such as, approving application forms, updating and regulating guidance notes for All-Party Groups and publishing the group’s details on the Cross-Party Group web pages. If this were the preferred option the Committee may lose the ability to regulate the number and type of All-Party Group. It may also be worth noting that, the use of resources may be similar regardless of where the responsibility for All-Party Groups is placed. However, the responsibility of All-Party Groups could fit strategically better in another area of the Assembly secretariat.

Comparative Information Regarding All – Party Groups

	Northern Ireland Assembly	Scottish Parliament	National Assembly For Wales	House Of Commons, Westminster
Purpose and role of Cross – Party Groups	There are two types of All – Party Group in the Northern Ireland Assembly, All Party Assembly Groups and All Party Groups. All Party Groups consist entirely of Assembly Members whereas All Party Groups may include outside bodies or individuals as well as Assembly Members. These groups provide a forum by which Members of the Assembly and outside organisations and individuals can meet to discuss shared interests in a particular subject.	Cross – Party Groups provide an opportunity for Members of all parties, outside organisations and members of the public to meet and discuss a shared interest in a particular cause or subject.	Cross-Party Groups may be set up by Members in respect of any subject area relevant to the Assembly.	All Party Groups are informal cross-party groups that have no official status within Parliament. Some groups consist of Members of Parliament, however many groups involve individuals and organisations outside Parliament in their administration and activities.
How are details of the groups recorded?	Details of the different groups are recorded on one Register.	Details of Cross-Party Groups are recorded on one list.	Details of Cross-Party Groups are recorded on one list.	Details of groups are recorded on a Register. Groups may apply for inclusion on the Approved List. Most groups are on both lists.
What details are recorded on the Register?	- The name of the group; - The officers of the group; - Any financial and material assistance received from outside the Assembly; - Any relevant gainful occupation of its staff. - The names of 10 qualifying members; - A statement of the group’s purpose, affiliation to the Inter-Parliamentary Union or Commonwealth Parliamentary Association, - The date of the group’s last election of officers; and - Contact details of a member of the group for correspondence.	- Name of the group; - Purpose of the group; - Elected officers; - All members; - Financial and other benefits of £250 and over; - Details of subscriptions, where charged; - Details in relation to any staff employed by the group.	- The group’s name; - The group’s purpose; - The names of at least three Members from three political parties; - The names of all other members; - The chair of the group; - Any changes to details of the group.	- The title of the group; - Officers of the group; - Any financial and material assistance received from outside parliament, and; - Any relevant gainful occupation of its staff.
What details are recorded on the Approved List?	Not Applicable.	Not Applicable.	Not Applicable.	- The names of 20 qualifying members; - A statement of the group’s purpose, affiliation to the Inter-Parliamentary Union or Commonwealth Parliamentary Association, and; - The date of the group’s last registered Annual General Meeting.
Membership	There must be a minimum number of Assembly Members and the founding members must come from all three political designations in the Assembly. All parties must be able to join at any time.	A group’s membership must include at least 5 Members, of which one must be from each of the parties or groups represented in the Parliamentary Bureau.	A Cross-Party Group must contain at least 3 Assembly Members from different political groups represented in the Assembly.	The minimum number of officers allowed is two (i.e. a Chair and a Secretary). Each officer must be a Member of the House of Commons or the House of Lords and at least one officer must be from the Commons. There is a minimum membership quota a group must meet to qualify for inclusion on the Approved List. - Each qualifying member must be a Member of either the House of Commons or the Lords and may also be an officer. The group must have at all times exactly 20 qualifying members on its Register entry, 10 from the Government party, plus a total of 10 Opposition/Other Members (of which 6 must be from the main Opposition party.
Which area of the secretariat takes the lead role in administering and providing support?	The Register of Cross-Party Groups is compiled and maintained by the Clerk on behalf of the Commissioner for Standards and is regulated by the Committee on Standards and Privileges.	The Standards and Public Appointments Committee.	Cross-Party Groups in the National Assembly for Wales do not receive any Committee support. The Table Office provides a certain level of support.	The Groups’ Register and the Approved List are compiled and maintained by the Office of the Parliamentary Commissioner for Standards.
Who approves such groups?	The Committee on Standards and Privileges approves groups.	Applications for recognition as a Cross – Party Group must be submitted to the Standards, Procedures and Public Appointments Committee for approval.	The Table Office processes any Cross-Party Group application forms.	There is no formal mechanism for approving applications for All-Party Groups. As long as all relevant information is included on the application forms, approval will be granted.
How is the approval of such groups and their meetings publicised?	The Committee on Standards updates the list of All-Party Groups.	The Clerks of the Standards, Procedures and Public Appointments Committee approve and publish subsequent meetings on the individual web pages of the Cross-Party Groups.	The Table Office publishes the details on the Cross-Party websites.	The Office of the Parliamentary Commissioner for Standards will publish a list of the All-Party Groups. It is up to the group to publicise its own meeting time etc.
Updating the group’s details	Any change in registration details should be put in writing to the Clerk of Standards within 28 days of the change occurring.	Any changes to the initial registration details must be notified in writing to the Standards Clerks not later than 30 calendar days after the change occurring.	Any changes to group’s details must be notified to the Table Office, who will then update the Cross-Party web pages.	Any change required to the entry must be put in writing to the Assistant Registrar within 28 days of the change occurring.
Degree of entitlement and support available to these groups	Current practice is for staff of the Standards and Privileges Committee to book rooms and hospitality for All Party Groups.	The Standards and Public Appointments Committee provides the following support: - Provides general advice in relation to Cross-Party Groups; - Maintains the Register of Cross-Party Groups; and, - Updates individual Cross-Party Group web pages with meeting information, including minutes and agendas (but no other papers) and publishing links to external web pages. The Standards, Procedures and Public Appointments Committee does not book rooms or hospitality for Cross-Party Groups. This is done through the Facilities Management Helpdesk.	Cross-Party Groups have access to the Assembly’s accommodation facilities, but any booking for Cross-Party Group meetings must be made by an Assembly Member who is a member of the Group. The Assembly Member would also be responsible for booking hospitality. The cost of any hospitality would also have to be met by the Group – it would not be met through Assembly funds. Cross-Party groups cannot use the Research services of the Assembly.	Groups on the Approved List are entitled to the following: - The right to use the All-Party Notices to advertise all group meetings; - The right to include the words ‘All-Party’, ‘Parliamentary’ or ‘Associate’ in the groups’ title; and, - A relative priority over unlisted groups in booking rooms in the Palace of Westminster. It is the responsibility of All-Party Groups to book room for meetings and hospitality.
How the rules governing such groups are managed/monitored	The Committee on Standards and Privileges would manage the rules.	Any changes to the rules governing Cross-Party Groups in the Scottish Parliament are determined by the Standards and Public Appointments Committee.	The Table Office formalised the Guidance for the establishment of Cross-Party Groups.	Changes to the rules governing the Groups’ Register are determined by the Committee on Standards and Privileges.