Present:

Lord Alderdice (Initial Presiding Officer)

Mrs E Bell (representing Mr D Ford)

Mr M Durkan

Mr R Empey

Mr B Hutchinson

Mr A Maskey

Mr E McGrady MP

Prof M McWilliams

Mr M Morrow

Mr P Robinson MP

Mr D Watson

Mr C Wilson

Mr J Wilson

In attendance:

Mr N Carson Mr G Cosgrave

Miss A Moore Mrs G Campbell

1. TRAINING FOR WHIPS

Mr Cosgrave suggested a 2 stage approach to training for Whips. Stage 1 would involve inviting senior Whips from Westminster, Oireachtas, the European Parliament and one of the European Regional Parliaments as part of a one day programme to give presentations on the models used in their respective parliaments. Stage 2 would involve study visits to one or more of these Parliaments to allow individuals or small groups to get some infield training. The Committee indicated they were satisfied with this approach. It was suggested Stage 1 should include both Whips and Deputy Whips and Stage 2 should be for Whips only, timing would have to take account of the business of the Assembly and that the training should be tailored to the unique circumstances of the Assembly. Mr Cosgrave agreed to begin work on building the programme.

Mr Cosgrave left the meeting.

2. MATTERS ARISING FROM THE MEETING OF 15 SEPTEMBER

Party Seating Arrangements in the Chamber: the Initial Presiding Officer reported that DOE are looking at the implications of closing the gaps in the inner horseshoe in order to create 2 extra seats. Mr Robinson suggested that the seats should go to the DUP and SDLP as a lower percentage of their members have front row seats. The Initial Presiding Officer explained the contents of a letter he received from Mr Maskey that suggested:

- the Independents should not have a front row seat;

- the UKUP and Alliance Party should have their front row allocations reduced by one seat each;

- 2 member parties should have second row seats only;

- parties should be seated in alphabetical order; and

- seats should be allocated proportionally according to party size.

Mr Empey mentioned that the current arrangement leaves one of the UUP isolated on one side of a lobby door, which they find unsatisfactory. There was also a suggestion that a central table might be put in place and that the inner horseshoe seating should be changed to benching. The Initial Presiding Officer cautioned against changing the furnishings at this time and suggested that it would be appropriate to wait to see how the current arrangements are working out. It was also suggested the matter might more properly fall to the Shadow Assembly Commission. Mr C Wilson asked for a report on how the seating numbers would be affected if the inner horseshoe was changed to a bench arrangement. Mr Watson indicated the UUAP are content with the seating arrangements at the moment but that he would keep the matter under review. The Initial Presiding Officer said, as there was no widespread agreement on any revised seating arrangements that the matter would be returned to again; in the meantime Mr Carson was asked to keep a file of any suggestions from parties on seating arrangements.

Photographers: it was reported that as far as could be ascertained no one had been in the gallery taking photographs without permission during the last plenary session.

Speakers: the Initial Presiding Officer suggested a number of ways to give backbenchers an opportunity to make their maiden speech, ie:

- a major debate on a general issue such as the block grant;

- a series of "take note" debates with speakers being chosen from the backbenchers by ballot; or

- regular adjournment "debates" lasting 30 minutes to one hour where members could be chosen by ballot for 10 minute speeches on a subject of their choice.

It was agreed that while these options were not mutually exclusive regular "adjournment" debates would be the best option and that the Initial Presiding Officer should exercise a degree of discretion in the ballot process. It was further agreed that party leaders and Ministers would be excluded from the ballot. Members wishing to be included in the ballot should give their name plus the subject of their speech to the Initial Presiding Officer.

There was a suggestion that it may be possible for a speaker to share speaking time with another member, similar to the arrangement operated in the Dail but at present Standing Orders do not allow for this.

Child Care Facilities: the Shadow Assembly Commission had discussed the issue. The Clerk to the Commission is undertaking some research on need for childcare provision for both Assembly members and staff. He is also researching provision elsewhere.

Third and Fourth Floors: DFP will begin to move out on 23 September, and it is hoped that both floors will be cleared by early November. A specific timetable of moves has been requested in order that the work necessary to enable occupation by the Assembly might be co-ordinated. The Shadow Assembly Commission will take on responsibility for this.

Telephones: an updated telephone list is being prepared and should issue shortly. There was some confusion regarding the availability of voice mail, to be looked into.

Cash Dispenser: Mr Carson reported that the Bank of Ireland has indicated they may be interested in installing a cash dispenser and the Ulster Bank will visit the building to establish feasibility. The Northern Bank and First Trust have already declined the invitation.

Security - Visitors: it has not been possible to establish any further details of visitors being unaccompanied in the building on 14 September. If however there are similar occurrences in the future they should be reported, with specific details.

Security - Firearms: as specific details are not available it has not been possible to establish if firearms have been carried into the building by any member on behalf of another. A reminder about firearms will go into the handbook for members.

Mr Robinson asked who in the building has the power to search. To be checked.

Gym Facilities: DOE are in the process of looking at siting gym facilities and a press conference area in the basement. In the meantime changing rooms, toilets and showers used by the catering staff will be made available for use by members. It may be possible to provide locker facilities if required.

3. UNITED UNIONIST ASSEMBLY PARTY

A Whips office has been made available on the first floor. Mr Waddell should be advised of furniture requirements.

In order for the UUAP to have representation on committees other than the Committee to Advise the Presiding Officer a change in the Initial Standing Orders will be required. Once the Secretary of State approves an amendment to the Initial Standing Orders as suggested by the Committee on Standing Orders a business motion will be put before the Assembly by the Presiding Officer.

4. SHADOW ASSEMBLY COMMISSION

The Initial Presiding Officer reported on the first meeting of the Shadow Assembly Commission:

- the quorum has been set at 4;

- the appointment of a Clerk to the Assembly was discussed; and

- members will consider use of the building;

- research into childcare facilities has been initiated.

5. PRESS LIAISON GROUP

The Initial Presiding Officer reported as follows on the press liaison meeting of 17 September:

- it was agreed that the Press Room should be an area for working press only along with those providing Secretariat support, party press officers and special advisers. Members would of course have access;

- there was some contention about the Press Bar being a No Smoking area, a degree of flexibility will be operated until a designated smoking area is made available;

- there was a request that the Press Bar should be for working press with Assembly members permitted access by invitation only and that working press should be allowed to bring their own guests into the bar. It was emphasised to the press that Assembly members have access to the entire building. Their request could therefore not be acceded to;

- the press asked that some tables in the Members Dining Room be set aside exclusively for use by the press and their guests. It had been explained to them that members were unlikely to accede to this request.

The Initial Presiding Officer reported that DOE are looking at the possibility of providing a press conference facility in the basement and that "on air/off air" lights will be installed outside the TV and radio studios.

The Committee did not agree to allow members of the press access to the Members' Dining Room. Members also indicated they were unhappy at being interrupted by members of the press while at lunch in the basement restaurant. The Initial Presiding Officer said he would ask the press to respect members' privacy while at lunch.

There was some discussion about the allocation of and use made of press studios. Ms McKibbin will monitor the situation. It was agreed directional signs plus semi-permanent door signs would be provided.

6. NEXT MEETING OF THE ASSEMBLY IN PLENARY

The Initial Presiding Officer reported that he has received no indication from the First Minister and Deputy First Minister that a plenary meeting should be called for 28 September, it is therefore likely the next meeting will be on 6 October. Mrs Bell pointed out that part of the Transition Programme has been organised for that date. To be looked into.

7. ACCESS FOR LOBBY GROUPS

Access for lobby groups was mentioned. To be returned to.

8. ANY OTHER BUSINESS

Circulation of CAPO Papers: the Initial Presiding Officer reported that some party staff have asked to be included on the circulation list for CAPO papers. It was agreed one extra copy should go to each Whips office.

Letter from Mr G Loughran dated 15 September: the Initial Presiding Officer advised the Committee that Mr McFall wishes to meet with a group of members over dinner on 15 October to discuss matters within his Portfolio. The Whips agreed to give names plus reserves, 2 from each of the larger parties and one from other parties, to Mr Carson.

Photocopying Facilities: there was discussion about the disappearance of one of the photocopiers. To be investigated. Mr Carson pointed out that only the supplier should move photocopiers as the guarantee will be invalidated if moved by unauthorised persons.

Fax Machines: there were some suggestions that fax machines were proving volatile. To be checked.

Evening Functions: Mr Empey enquired about the position regarding use of the building for evening functions. The Initial Presiding Officer said that bookings were avoided for the Central Hall and Members' Dining Room during the week. The Long Gallery could be made available more readily, providing its use does not conflict with the business of the Assembly. There is no charge for use of rooms, a charge will however be made for staff costs involved in opening the building outside normal hours. Responsibility for this matter will fall to the Shadow Assembly Commission; in the meantime details of charges can be obtained from Mr Victor Bull.

Members' Dining Room: Mr Robinson expressed concern about the standard and variety of food available. Mr Carson said this and some other concerns would be mentioned to the caterers.

Christmas Cards: a number of options were circulated to the Committee for consideration. A photograph of the building taken at night was the preferred option. Mr Carson undertook to try to source a more attractive version of this photograph. It was accepted that this may not appeal to all parties and that there may be a need for a second Christmas card.

Stationery: there was no agreement on which design to use and in the absence of any other suggestions it was agreed in the interim both designs would be provided and the Secretariat will continue to use the current stationery. Mr Carson undertook to pursue other options for a logo for the Assembly. To be returned to.

9. DATE, TIME AND VENUE OF NEXT MEETING

The next meeting will be on Tuesday 29 September at 9.30 am in Room 152.