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Members' Handbook

LEGISLATIVE ASSEMBLY BUILDING

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142. LEGISLATIVE ASSEMBLY BUILDING

In order to preserve the privacy and security of people and property within the Legislative Assembly building, there are restrictions on access to various areas within the building. Security personnel are located in the Great Hall to monitor access to the building. The Speaker of the Legislative Assembly is the ultimate authority on all matters relating to the use of the Legislative Assembly building and may supersede any portion of this Handbook relating to building use at their discretion.

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Only Members of the Legislative Assembly and House Officers have access to the Chamber when the House is in session. Access to the Chamber when the House is not in session occurs only with the express written permission of the Speaker of the Legislative Assembly, Clerk, or Sergeant-at-Arms. Permission must be received by Legislative Assembly security prior to being allowed to enter the Chamber.

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142.1 STAFF

All staff that work within the Legislative Assembly Building shall be issued, and must wear at all times, a permanent security pass which identifies their authorization and clearance to proceed to designated non- public areas of the building unescorted.

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142.2 VISITORS

Visitors wishing to view areas of the building open to the public or participate in a tour of the Legislative Assembly are not required to acquire a pass from security personnel.

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A person visiting the office of a Member, Minister or staff in the Legislative Assembly building is required to inform security personnel and acquire a visitor’s pass. Visitors, while in the Legislative Assembly building, are required to display their Visitor Pass on their person at all times and be accompanied by the person or staff of the person they are visiting at all times.

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142.3 FLAG PROTOCOL

The Office of the Speaker is responsible for all flags displayed at the Legislative Assembly building and precinct. The Canadian flag and the flag of the Northwest Territories are symbols of honour and pride for all Canadians and residents of the Northwest Territories. All flags are treated with respect.

 

The correct procedures for flying the Canadian flag and other flags and standards, including the flag of the Northwest Territories, can be found on the Canadian Heritage webpage on Flag Etiquette.

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The half-masting of a flag is a formal gesture to respect a time of sorrow and mourning.

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There are specific procedures involved when flags are at half-mast. Information on specific procedures for half-masting can be found on the Canadian Heritage website.

 

The Speaker of the Legislative Assembly will approve and direct the half-masting of flags displayed at the Legislative Assembly. This will include, when appropriate for the Northwest Territories, directions issued by Canadian Heritage, Government of Canada.

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Mandatory half-masting will also occur for the following:

  • upon the death of current and former Members of the Legislative Assembly of the Northwest Territories,

  • upon the death of current and former Commissioners of the Northwest Territories, and

  • upon the death of current and former Members of Parliament and Senators who represent, or have represented the Northwest Territories.

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The Speaker of the Legislative Assembly also retains discretionary authority to determine when it is appropriate to half-mast the flags. In exceptional circumstances

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142.4 OFFSITE DEPARTMENTS

Each offsite department is allocated a maximum of six permanent security passes for employees requiring frequent access to the building. These passes are assigned by the Deputy Minister of each department and allow the bearer to proceed to the secure areas of the building unescorted.

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142.5 ACCESS TO OFFICES

Other than in an emergency situation, access to an office by anyone other than the occupant is only permitted by invitation or prior permission of the occupant.

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142.6 MEMBERS' LOUNGE

No one other than Members and Office of the Clerk staff, in the performance of their duties, are allowed in the Members’ Lounge during Session.

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142.7 AFTER HOURS ACCESS

Members, staff, Constituency Assistants and invited guests entering the building after working hours are required to sign in and out at the security desk.

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All occupants must vacate the Legislative Assembly building between the hours of 10:00 p.m. and 6:00 a.m., Monday to Friday. On weekends and statutory holidays the building must be vacated from 6 p.m. to 8:00 a.m.

To allow time for the security officers to perform final patrols and to secure the building, all occupants must vacate the building one half hour prior to the published closing time.

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142.8 ALCOHOL AND CANNABIS

The sale, possession and consumption of alcohol and cannabis is prohibited at all times in the Legislative Assembly Building except as authorized by this policy. 

 

Alcohol and cannabis shall not be sold or distributed from the Legislative Assembly café at any time.

 

Cannabis shall not be consumed in the Legislative Assembly building unless prescribed by a doctor for a diagnosed medical condition.   The smoking of cannabis shall be governed by section 142.9 (Smoke Free Workplace) of this handbook.

 

The Speaker, at his sole discretion, may authorize the serving of alcohol at approved private receptions on the following conditions:

  • The private reception meets the criteria described in Section 142.18 and the Speaker has approved the serving of alcohol, in writing, at least ten days in advance;

  • Alcohol is served by the Legislative Assembly’s catering contractor pursuant to its liquor licence or, if the catering contractor is unable to provide this service, by a third party pursuant to a special event liquor licence;

  • The building is closed to the public at all times during which alcohol is served;

  • The serving and consumption of alcohol during approved private receptions is restricted to the Great Hall and the Members’ Lounge;

  • At least two Legislative Assembly Security staff are on duty at all times during which alcohol is served;

  • The sponsoring Minister, Member or the Clerk of the Legislative Assembly is present at all times when alcohol is served; and

  • That no alcohol be served to persons who appear to be impaired from the use of alcohol or cannabis.

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142.9 SMOKE FREE WORKPLACE

Smoking is not allowed in any area of the Legislative Assembly building.

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Three smoking areas have been designated for the exterior of the building; either side of the concrete plaza on the far side of the flagpoles, and on the far side of the building sign in the front of the building, and a building occupants area located at the rear delivery entrance. Each area is identified by a green line, which forms the non-smoking boundary.

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Members and employees found smoking in the building will be subject to the penalties and provisions of the City of Yellowknife smoking by-law or other sanctions as determined by the Speaker or the Sergeant-at-Arms.

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142.10 USE OF MEDIA AND MEETING ROOMS

A Member who requires the media room or a room for meeting with constituents or other work relating to the Legislative Assembly, may book the room through the Speaker’s Administrative Coordinator. The Speaker retains the prerogative to reassign or cancel bookings without notice.

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There are three meeting rooms available:

  • Committee Room A (Includes recording and interpretive services);

  • Committee Room B; and

  • Caucus Room (Includes recording and interpretive services).

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The services a Member may request include catering, audio/visual set-up, recording and interpretation services. At the time of booking the Member should indicate which services he or she will require. Costs for services will be deducted from the Member’s Constituency Work Expense Allowance.

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Meeting rooms are booked in the following priority:

  • Committees;

  • Caucus;

  • Cabinet.

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No other groups may use the meeting rooms during session. However, at other times during the year, the Executive may book Committee Room A, Committee Room B, the Media Room, or the Caucus Room through the Speaker’s Administrative Coordinator.

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Entrance onto the floor of the Chamber at any time requires the express written consent of the Speaker of the Legislative Assembly, the Clerk or the Sergeant-at-Arms.

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No other groups may use the meeting rooms during session.

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142.11 PUBLIC USE OF THE LEGISLATIVE ASSEMBLY BUILDING

One of the main objectives when the first permanent home of the Northwest Territories Legislative Assembly was envisioned was that of openness and accessibility to the people of, and visitors to, the Northwest Territories. When the Legislative Assembly building was designed, it was envisioned as the Place of the People and in this spirit the Great Hall may be used for non-partisan public meetings, displays and events.

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142.12 THE GREAT HALL

Groups may book the Great Hall for public meetings, displays and events at no charge. Bookings are made through the Speaker’s Executive Assistant and approved by the Speaker.

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Public events are restricted to the Great Hall and require the support of a Member and confirmation by the Office of the Speaker. Government departments wishing to use the Great Hall must have the support of their Minister.

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142.13 LIMITATIONS

The Legislative Assembly will allow public displays and events within the building, subject to the following limitations:

  • all displays or events shall be sponsored by government or non-profit organizations only, and shall be non-partisan in nature;

  • the sale of merchandise will not be permitted;

  • events which solicit funds will not be permitted;

  • all individuals and organizations interested in using the Legislative Assembly for a display or event should submit a formal written request outlining their requirements to the Speaker at least 10 working days prior to the date of the event/display;

  • the request should contain the dates and times requested, the amount of display space required, the purpose of the function, and the reason why the display or event cannot be held in a private facility;

  • a formal letter will be provided by the Speaker within 5 days confirming approval/denial of request;

  • all events within the building must comply with the hours of operation stated earlier, unless otherwise authorized by the Office of the Speaker or Sergeant-at-Arms;

  • events scheduled in the Great Hall during session must be completed one hour before session begins or begin one –half hour after session ends;

  • the use of space within the Legislative Assembly will be considered on a first come first served basis;

  • display space will be allotted for a maximum of 10 consecutive working days. Displays may include photographs, video, written material or sample items. Displays may be staffed although free-standing displays are preferred;

  • setup of all display equipment and material shall be the responsibility of the organizer;

  • the organizer will be responsible for any extra security or janitorial costs that may be necessary due to the display/event;

  • the Legislative Assembly will not be held liable for the loss or damage of any of the exhibitor’s property; and

  • the exhibitor will be liable for damage to Legislative Assembly property.

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All approved event/display organizers must sign the Terms of Use for the Great Hall signifying their agreement to these limitations.

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The Sergeant-at-Arms will inform the applicant, at least five working days prior to the requested event/display date, as to whether the request has been accepted or denied.

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Requests are considered by the Legislative Assembly based on:

  • their interest to visitors and residents;

  • whether or not they put the Legislative Assembly in a competitive position with private facilities; and

  • whether or not they would be suitable with the image of the Legislative Assembly.

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The Speaker of the Legislative Assembly has full and final authority over public use of the Legislative Assembly. The Speaker may deny requests for use of the Building at his discretion.

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142.14 CATERED EVENTS

Catered events in the Legislative Assembly building must be arranged directly with the Legislative Assembly in-house caterer. Costs of catering will be the responsibility of the individual or group making the booking. Arrangements with food vendors outside the Legislative Assembly must be made through the in-house catering service provider.

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Catering is also available for public events in the Great Hall. Event organizers are responsible for making their own arrangements with the in-house catering service provider.

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142.15 SPEAKER'S PREROGATIVE 

The Speaker may cancel any events or displays without notice, based on operational requirements. The Speaker reserves the right to refuse any material that is deemed inappropriate for display in/or around the Legislative Assembly building.

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142.16 CAFETERIA SERVICES

Members are frequently required to work long hours in a day without lengthy breaks, particularly during Session or Committee meetings. Having a cafeteria on-site allows Members to eat regularly and in a healthy way, despite erratic working hours.

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The cafeteria is open to all Members, staff and the general public.

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The cafeteria makes available a full range of meal and snack services during sittings of the Legislative Assembly. When the House is not sitting, the cafeteria provides lunch and snack service.

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During Session, the cafeteria is open from 8:00 a.m. to 6:00 p.m. Monday through Friday.

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At all other times during the year, the cafeteria is open from 8:00 a.m. to 5:00 p.m. Monday through Friday. The Sergeant-at-Arms may approve modified summer, and/or holiday hours for the cafeteria at their discretion.

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142.17 SPECIALTY SERVICES

Members requiring catering service for a meeting with constituents being held in the Legislative Assembly are asked to make arrangements directly with the Legislative Assembly in-house caterer.

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The proprietor of the cafeteria has the exclusive catering rights for the Legislative Assembly. Members wishing to use an outside caterer for larger meetings are also asked to make arrangements through the in-house catering service provider.

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Member’s requests for catering which are not eligible for reimbursement under the Constituency Work Expense Allowance will be billed directly to the Member. If a Member fails to meet that obligation, any outstanding amounts due will be recovered through the Member’s indemnity or other outstanding expenses or allowances.

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142.18 PRIVATE RECEPTIONS

The Speaker may, upon application from a Minister, Member or the Clerk of the Legislative Assembly, approve the hosting of a private reception at the Legislative Assembly based upon any of the following criteria:

 

  • The private reception is held in conjunction with a national or international parliamentary conference, first ministers meeting, a meeting of federal, territorial and provincial ministers or a national meeting of independent statutory officers being hosted by the Speaker, Premier, a Minister, the Clerk of the Legislative Assembly or a statutory officer of the Legislative Assembly;

  • The private reception is part of a larger conference being held in the Northwest Territories that is sponsored by the Speaker, Premier, a Minister, a Member or the Clerk of the Legislative Assembly and which has a direct and obvious connection to the priorities of the Legislative Assembly and the Government of the Northwest Territories; and

  • The private reception is held in conjunction with a larger conference that is taking place predominantly at private venues in the Northwest Territories;

 

Approved applications must adhere to the following conditions:

  • Private receptions will not be authorized for personal celebrations such as weddings, funerals, birthday parties, retirements or anniversaries;

  • The hosting of private receptions will not unduly compete with private sector venues;

  • The private reception is held in conjunction with a national or international parliamentary conference, first ministers meeting, a meeting of federal, territorial and provincial ministers or a national meeting of independent statutory officers being hosted by the Speaker, Premier, a Minister, the Clerk of the Legislative Assembly or a statutory officer of the Legislative Assembly;

  • The private reception is held in conjunction with a larger conference that is taking place predominantly at private venues in the Northwest Territories;

  • The private reception is not for partisan political purposes;

  • The sponsor of the reception shall be responsible for any and all additional costs associated with the private reception including set-up, tear down, additional security, catering, janitorial;

  • The location of the private reception is restricted to the Great Hall of the Legislative Assembly or the Members Lounge and all other non-public areas of the building will be cordoned off; and

  • The serving of alcohol at the private reception must be authorized in advance by the Speaker of the Legislative Assembly pursuant to section 142.8;   

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