PROCEEDINGS OF THE COMMITTEE TO ADVISE THE PRESIDING OFFICER

TUESDAY 29 SEPTEMBER 1998 AT 9.30AM

IN ROOM 152, PARLIAMENT BUILDINGS

Present:

Lord Alderdice (Initial Presiding Officer)

Mr I Davis (representing Mr R Empey)

Mr D Ford

Mr B Hutchinson

Mr E McGrady MP

Mr M Morrow

Mr C Murphy (representing Mr A Maskey)

Mr P Robinson MP

Mr D Watson

Mr C Wilson

Mr J Wilson

In Attendance:

Mr N Carson

Mrs G Campbell

Mr K Bruce

1. MATTERS ARISING FROM THE MEETING ON 23 SEPTEMBER

Party Seating Arrangements in the Chamber: the Initial Presiding Officer reported that DOE had been asked to estimate how the seating numbers would be affected in the Chamber if the tables were changed to benching. A report is awaited.

Speakers: following a query at the last meeting about whether it may be possible for a speaker to share speaking time with another member similar to the arrangement operated in the Dail the Initial Presiding Officer reported that the Standing Orders for the Dail had been checked and they do not provide for such an arrangement.

Voice Mail: it was reported that those Members who had requested such a facility should now have the service available to them.

Christmas Cards: the Initial Presiding Officer tabled five photographs of Parliament Buildings by night.

It was agreed that the picture would appear on the front of the Christmas Card with the inside left blank to enable Members to print their message, at their own expense, if desired.

Those Members who indicated that they would not be using the Parliament Buildings Christmas Card were asked by the Initial Presiding Officer to submit their own suggestions for consideration.

Security: in response to Mr Robinson's question raised at the meeting on 23 September, as to who had the power to search an individual, the Initial Presiding Officer stated the legal position saying that it was up to the owners of the building, in this case, the Secretary of State, to lay down conditions for entry. If one of the conditions for entry is that a person is required to be searched then the individual in question has a choice of whether or not to submit to a search. If they submit they gain entry if they do not submit they do not gain entry. In the circumstances it was reported that such a search can be carried out by anyone authorised to do so by the owner of the building.

Mr Robinson again highlighted his earlier concerns about firearms having been carried into the building by a Member on behalf of someone else. In reply, the Initial Presiding Officer reported that even if such an allegation had substance, no one could search an individual without their consent - to do so would constitute assault.

Following a security incident which had been brought to his attention, the Initial Presiding Officer asked colleagues to remind those in their respective parties that everyone, except elected Members, entering Parliament Buildings must pass through the magnetometers. On this point Mr J Wilson said that it may be prudent for an updated notice on security matters to be issued to everyone concerned.

On the subject of vetting, Mr Davis asked if those working in Parliament Buildings had received the necessary RUC clearance. The Initial Presiding Officer confirmed that this was the case.

2. ACCESS FOR LOBBY GROUPS

The Initial Presiding Officer reported that various groups had written to the Assembly with a view to making presentations.

He advised colleagues that, in his opinion, it was not appropriate for groups to make such presentations to the Assembly although it may in some instances be appropriate for some Members to sponsor a group meeting which could possibly be held in one of the committee rooms. This suggestion was accepted. The meeting agreed that charitable events could be held in Parliament Buildings as long as they did not obstruct Assembly business, ie, in the evenings or at weekends.

Mr C Wilson expressed concern that the volume of requests for such functions could cause problems. This point was accepted and it was agreed a paper should be drawn up to deal with this and similar difficult areas.

Mr Robinson asked that any dubious requests for use of the building be highlighted and drawn to the attention of the Committee.

3. NEXT MEETING OF THE ASSEMBLY

The Initial Presiding Officer reported the possibility of meeting on Monday 28 September had not materialised but there was need for a meeting week commencing 5 October for a number of reasons:

- to establish a pattern for meetings;

- to consider the report of the Ad Hoc Committee on Procedural Consequences of devolution; and

- to enable backbenchers to participate.

He advised colleagues that an All Party Notice had issued on 28 September on the subject of "Adjournment Debates". This, he said, gave Members, although not Ministers or Party leaders, wishing to participate, the opportunity of submitting their names and subject of speech. Speakers would be selected by ballot prior to the meeting of the Assembly.

The Initial Presiding Officer asked that those entering their name should sign their own submission and the system would be reviewed after a trial period.

He also reported that as the business of the Assembly would not last a whole day with only one or two issues of Standing Orders, the Ad Hoc Committee on Procedural Consequences of Devolution Report and one hour of backbenchers speeches to be dealt with it should meet in the afternoon between 2.00 pm and 6.00 pm. It was agreed that the afternoon of Monday 5 October be set aside for the next meeting. The Initial Presiding Officer agreed to issue notification of the next sitting to all Members following the CAPO meeting. It was also indicated that a motion might be forthcoming on Agriculture or Pig Farming.

The subject of scheduling and notification of meetings was discussed.

Many Members expressed their concern in having difficulty in planning their time effectively because of so many ad hoc meetings and lack of advance notice. The Initial Presiding Officer accepted the comments put forward and agreed that a pattern for meetings should be established, starting with CAPO and asked that it meet on a specific day each week. The meeting agreed that CAPO should meet each Monday at 6.30 pm, when the House is sitting, beginning Monday 5 October 1998.

Mr C Wilson commented on the format of the daily Business Diary asking if the information to be condensed onto one page if possible.

Mr J Wilson indicated that he found the Diary useful but thought wider circulation was needed. Following discussion, it was agreed that the Diary should be issued on a daily basis to Whips as well as being distributed to Party Offices, and each Friday circulated to all Members. It was also agreed that it would be issued on a two week rolling basis. Review of this new system is to be carried out in two weeks' time. The Initial Presiding Officer also reminded colleagues of the Forthcoming Business Notification which is issued to all Members twice weekly. Mr C Wilson pointed out that it would be helpful for such information to be placed on notice boards on each of the floors.

4. HEADED PAPER

The Initial Presiding Officer advised Members of the dilemma he faced in finding a logo for the Assembly stationery which would not be contentious to Members.

The idea of using the Flax Flower, as displayed in both the Senate and Commons Chambers, was discussed as being an option.

Mr C Wilson agreed that this should be pursued.

The Initial Presiding Officer agreed to get examples of this for a future meeting for consideration.

On the subject of headed notepaper he asked that CAPO Members ask their party colleagues to supply Mr Carson with those details they wished to have printed on their stationery, following discussion it was agreed to obtain estimates of the various options available in relation to the printing of letterheads, compliment slips and business cards.

5. REQUESTS TO MAKE PRESENTATIONS TO ASSEMBLY MEMBERS

This subject is covered under item 2.

6. ANY OTHER BUSINESS

Mr J Wilson raised the problem of office accommodation and asked that it be recorded that he had broached this subject at CAPO saying that there was growing unrest in relation to accommodation matters and asked for assurance that work was proceeding as speedily as possible.

Mr Robinson endorsed Mr J Wilson's comments on this matter adding that people were not able to work under the present conditions.

The Initial Presiding Officer reassured all interested parties that moves were taking place every day and would be doing so until the beginning of November. Following discussion it was agreed that the CAPO meeting was not the correct forum in which to deal with this matter and should be discussed at the Shadow Commission meeting on Thursday 1 October.

7. DATE, TIME AND VENUE OF NEXT MEETING

The next meeting will be on Monday 5 October 1998 at 6.30 pm in Room 152.

Deputy Clerk