PPC Minutes 22nd October 2009

A-CH/SC/306  133

PRIVILEGES AND PROCEDURES COMMITTEE (38th Meeting)

22nd October 2009

PART A

All members were present, with the exception of Deputy M.R. Higgins and Senator B.I. Le Marquand, from whom apologies had been received.

Connétable J. Gallichan of St. Mary, Chairman Deputy J.B. Fox

Deputy J.A. Martin

Deputy C.H. Egré

Deputy M. Tadier

In attendance -

M.N. de la Haye, Greffier of the States

Miss A-C. Heuston, Clerk to the Privileges and Procedures Committee Note: The Minutes of this meeting comprise Part A only.

Information A1.  The  Committee,  with  reference  to  its  Minute  No.  A2  of  17th  July  2009, technology received a report, dated 12th August 2009 and prepared by the Deputy Greffier of the provision for States, in connexion with the use of computers, laptops and Blackberries in the States States members. Chamber.

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The Committee noted the use of computers and laptops in other jurisdictions, and considered that it could be useful to have access to the Official Report ("Hansard") during  States  sittings.  The  Committee  discussed  whether  members  should  be permitted to bring in their own laptop computers, or whether computers should be installed at each desk in the Chamber. With regard to Standing Order 99, Behaviour of  members  during  meeting,  the  view  was  expressed  that  the  noise  of  laptop computers could cause some disturbance.

The Committee was minded to introduce a trial period during which members would be permitted to use laptop computers in the States Chamber. It was agreed that the Bailiff should be consulted prior to the introduction of such a trial.

The  Committee  also  requested  the  Greffier  of  the  States  to  contact  the Information Services Director, Mr. N. Wells, in respect of the availability of Blackberries at a corporate rate for States members.

Structure of A2.  The Committee received a report in connexion with a recommendation of the reports and Public Accounts Committee in respect of the structure of reports and propositions. propositions:

Public Accounts The Committee considered paragraphs 5.1 to 5.4, and recommendation 2.26, of the Committee report of the Public Accounts Committee: Review of the report of the Comptroller recommend- and Auditor General entitled: "Energy from waste plant: management of foreign ation. currency exchange risks" (P.A.C.1/2009 refers).

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The  Committee noted  that  recommendation  2.26  requested  the  Privileges  and Procedures Committee and the Council of Ministers to ensure that, going forward, reports and propositions would be structured so that key undertakings were clearly stated and binding. The Committee considered the options in respect of revising the structure of reports and propositions, and agreed that the current process was correct. The Committee did agree, however, that if undertakings were made within a report, these should be cross-referenced in the proposition, and, if necessary, a list of key undertakings should be set out in the proposition for approval by the States.

The Chairman was requested to write to the Chairman of the Public Accounts Committee to advise him of the Committee's decision in respect of the above.

The Committee Clerk was directed to take the necessary action.

Referendum: A3.  The  Committee  considered  the  proposition:  Referendum:  position  of  the position of the Connétable s in the States, lodged "au Greffe" by Deputy M. Tadier of St. Brelade on Connétable s in 10th September 2009 (P.146/2009 refers).

the States.

(P.146/2009) The  Committee  noted  that  the  proposition  asked  the States  to  agree  to  hold  a 1240/22/1(51) referendum to seek the views of the electorate on the position of the Connétable s as

members of the States, and to request the Privileges and Procedures Committee to take the necessary steps to implement the referendum.

The Committee discussed Deputy Tadier 's proposition and expressed reservations as to whether the cost estimate it set out was accurate. The Committee noted that the £15,000 to £20,000 estimate had been based upon the amount spent on senatorial elections; however, the Committee recognised that a great number of volunteers gave their time during senatorial elections, and this would not necessarily be the case during a referendum.

The Chairman was therefore requested to write to the Vice Chairman of the Comité  des   Connétable s,   Connétable  J.  Le  Sueur  Gallichan  of   Trinity ,  to request the views of the Comité in respect of whether sufficient volunteers would be available to assist with a referendum, or whether further costs would be likely to be incurred.

The Committee Clerk was directed to take the necessary action.

Provision of A4.  The  Committee  considered  the  proposition:  Provision  of  States  members' States members' lunches at certain meetings and car parking, lodged "au Greffe" by Senator S.C. lunches at certain Ferguson on 7th October 2009 (P.171/2009 refers).

meetings and car

parking. The Committee noted that part (a) of the proposition asked the States to reinstate the (P.171/2009) provision of free lunches for scrutiny panels, the Public Accounts Committee and the 1240/9/1(89) Privileges  and  Procedures  Committee  from  1st  January  2010.  Part  (b)  of  the

proposition requested members to agree to cease the provision of free parking for States members from the same date.

The Committee agreed that it would support part (a) of the proposition as the cost would be met from existing resources, and it was often more efficient not to disrupt a meeting  in  order  to  break  for  lunch.  The  Committee  discussed  part  (b)  of  the proposition, and agreed that this matter should be referred to the States Members' Remuneration Review Body for consideration as part of the remuneration package at its next review.

The Committee agreed that a comment, outlining its views as detailed above, should be presented to the States at the earliest opportunity.

The Committee Clerk was directed to take the necessary action.

States members' A5.  The Committee considered the following matters arising in respect of States facilities. members' facilities:

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1. i n the light of the fact that the communicationsroom,common room and interview rooms were for the use of all Statesmembers,concernwas expressed that membershad left papersandbelongings in the interview rooms whilst they attended tootherbusinessorreturned to the States Chamber, thereby preventing others from makinguseof the facilities; and
2. m  embers continued tousethe "reply toall" option when responding toe- mails, whentheresponsewasnotofrelevanceto all recipients. Itwas noted that therewasoften a cost to processing and retrieving such e- mails when recipients were outside of the Island.

The Chairman was requested to send a memorandum to all States members requesting that the shared facilities in the States Building be left clear when not actively in use, and asking that the "reply to all" option only be used where necessary.