Privileges and Procedures Committee 8th December 2015

KS/MH/355

PRIVILEGES AND PROCEDURES COMMITTEE (22nd Meeting)

8th December 2015

PART A (Non-exempt)

All members were present with the exception of Senator P.F.C. Ozouf , from whom apologies had been received.

Connétable L. Norman of St. Clement , Chairman

Connétable D.W. Mezbourian of St. Lawrence

Connétable C.H. Taylor of St. John (not present for item B3) Deputy J.A. Martin of St. Helier (for items A8, A9, B3 and B4 ) Deputy S.Y. Mézec of St. Helier

Deputy S.M. Brée of St. Clement (not present for item B3)

In attendance -

M.N. de la Haye, O.B.E., Greffier of the States

Dr. M. Egan, Greffier of the States designate

L.M. Hart , Deputy Greffier of the States

A.C. Goodyear, Assistant Greffier of the States (for items A3, A4 and A5) K.L. Slack, Clerk to the Privileges and Procedures Committee

Note:  The Minutes of this meeting comprise Part A and Part B.

Welcome.  A1.  The Committee extended a warm welcome to Dr. M. Egan, Greffier of the

States designate.

Minutes.  A2.  The Minutes of the meetings of 10th November 2015 (Part A and Part B),

18th November 2015 (Part B only) and 25th November 2015 (Part B only), having previously been circulated, were taken as read and were confirmed.

Web-streaming  A3.  The Committee, with reference to its Minute No. A3 of 10th November 2015, of meetings of  received an update from the Assistant Greffier in connexion with the web-streaming the States and  of meetings of the States.

installation of

clocks.  The Committee noted that the closing date for the open tender for filming the States 465/4(13)  Assembly had closed on 7th December 2015, having been extended by one week at

the request of a prospective supplier to afford them time to visit the States Chamber.

The Committee further noted that of the 5 suppliers who had been successful at the pre-qualification questionnaire stage, 3 had formally submitted tenders. All the tenders were due to be reviewed and scored by members of the officer group, which comprised officers of the States Greffe, the Electronics Department, Information Services and Procurement.

The officer group intended to select a preferred supplier before Christmas and the Assistant Greffier of the States would circulate the officer group choice to the Committee by electronic mail for it to take the final decision. If the Committee had any queries or issues in respect of the choice of preferred supplier, a formal meeting would be arranged.

The Committee noted the position accordingly.

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Installation of  A4.  The Committee, with reference to its Minute No. A4 of 10th November 2015, digital clocks  received an oral update from the Assistant Greffier in connexion with the installation in the  of digital clocks in the States Chamber.

Chamber.

465/4(13)  The Committee noted that the Assistant Greffier had met with the 2 suppliers, who

had expressed an interest in providing the digital clocks, and had discussed the potential capability of the relevant software. Further, extended, conversations would be required with both suppliers before a decision could be made.

The Committee noted the position and expressed the view that whichever supplier was ultimately selected, the system should not be too complex.

States  A5.  The Committee, with reference to its Minute No. B2 of 13th October 2015, procedures:  received an oral update from the Assistant Greffier concerning the Sub-Committee review.  reviewing Standing Orders and States procedures.

465/4(14)

The  Committee  noted  that  the  Sub-Committee  had  been  due  to  meet  on  8th December 2015, but the meeting had been postponed due to Senator P.F.C. Ozouf 's absence from the Island.

The Committee recalled that the Sub-Committee was scheduled to hold a workshop with all States members in January 2016. Mindful of Senator Ozouf 's commitments, which made it difficult for him to attend Sub-Committee meetings, the Committee suggested that the Assistant Greffier of the States and Deputy J.A. Martin of St. Helier should take the matter forward.

The Committee noted that, following the attendance of the Bailiff before it on 13th October 2015, it had been agreed that the Sub-Committee should also review the Standing Order relating to declarations of interest.

The Committee noted the position and indicated that it was keen for this matter to be progressed.

Composition  A6.  The Committee, with reference to its Minute No. A3 of 13th October 2015, and election of  received an oral update from the Deputy Greffier on the activities of the Sub- the States  Committee on the Composition and Election of the States Assembly.

Assembly.

465/1(201)  The Deputy Greffier advised that the officer group had not been able to meet until

19th  November  2015,  due  to  the  heavy  workload  of  officers  from  the  Chief Minister's Department. Consequently, it had not been possible to draw up reform proposals and meet with the Sub-Committee in advance of 1st December 2015, when a session with States Members had been due to take place.

The Committee agreed that the Sub-Committee should meet with the officer group on 15th January 2016, with a view to the next presentation meeting with States Members taking place in February 2016. The Sub-Committee would consider four possible options for reform.

Although the delay was disappointing, it was agreed that having laid a strong foundation, it was preferable to take the time to get the proposals right, rather than rushing them due to time constraints. The Committee remained of the view that if a consensus was unable to be reached, it would not proceed to lodging a proposition.

The Committee noted the position.

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Benchmarking.  A7.  The Committee, with reference to its Minute No. A5 of 13th October 2015, 1275(468)  received an oral update from the Deputy Greffier on benchmarking. The Committee

recalled that it had agreed that an assessment panel should be established to conduct a  benchmark  self-assessment,  developed  by  the  Commonwealth  Parliamentary Association.

The  Committee  further  recalled  that   Deputy  S.M.  Brée  of  St.  Clement  had volunteered to establish a panel to progress this matter in conjunction with the Deputy  Greffier.   The  Committee  noted  that  Senator  Z.A.  Cameron, Deputy M. Tadier of St. Brelade and Deputy J.M. Maçon of St. Saviour had put themselves forward as members of the panel, and that the inaugural meeting thereof had taken place on 4th December 2015, with a further meeting due to be held on 9th December 2015. The Committee noted that the Bailiff had made a submission to the panel and it would make recommendations to the main Committee in due course, once it had completed its initial assessment.

Greffier of the  A8.  The Committee, mindful that it was the last meeting that the Greffier would States.  attend, as he was due to retire on 18th December 2015, expressed its best wishes to 422/2(282)  him for the future and its appreciation for the efficient and effective way in which

he had served the Committee over the last 13 years. The Chairman particularly drew attention to the Greffier's sterling work on the reform of Standing Orders and the States of Jersey Law 2005 and indicated that without his professional support, the transition to Ministerial government in 2005 would have been very problematic.

The Committee endorsed the Chairman's sentiments and voiced its appreciation for all that the Greffier had done.

Meeting dates.  A9.  The Committee agreed its scheduled meeting dates for 2016 as follows:

- 12th January

- 9th February

- 15th March

- 19th April

- 17th May

- 7th June

- 5th July

- 2nd August

- 6th September

- 4th October

- 8th November

- 6th December

It was noted that all the meetings would be held in the Blampied Room, States Building at 2.30 p.m., unless members were otherwise advised. It was agreed that additional meetings could be arranged if required.