Mr C Wilson asked that Mr R Hutchinson be permitted to attend the meeting and some future meetings as an observer, in order to be able to be an informed substitute as necessary. Agreed on the basis that this facility would be available to all parties and would be limited to elected members only.

1. MINUTES OF PREVIOUS MEETING

Item 4: paragraph 4 to be amended to read "Mr Robinson indicated that a motion might be forthcoming on Agriculture or Pig Farming".

Mr McGrady who had raised the above amendment also pointed out that a discussion regarding Whips' meetings had not been recorded, in particular the timing of the meeting and the manner in which it had been called. The Initial Presiding Officer said it was clear a number of members were unhappy about the timing of the meeting and how they were informed about it, others were unhappy about having them at all. Mr J Wilson noted that he had asked for the meeting but wanted to make it clear that he had not called the meeting. Mr Robinson suggested the Initial Presiding Officer should not become involved in Whips' meetings and that they should conduct and organise themselves. In describing the job of a Whip he also said that Whips should not organise the business of the Assembly, that should be decided by a Business Committee.

There was discussion regarding some other comments made at the last meeting which some members would have preferred to have been minuted. The Initial Presiding Officer requested, for the future, if a member wished a specific comment to be noted they could indicate this at the time.

2. MATTERS ARISING

Party Seating in the Chamber: advice from DOE is that if the tables were changed to benching the horseshoe effect would be lost. The Initial Presiding Officer has asked for drawings to clarify this matter.

Christmas Cards: a galley proof was circulated and some suggestions were made for its improvement. No suggestions had been received from those not wishing to use the Parliament Buildings card. It was later suggested that the new logo (see below) might form the basis for an alternative design. It was agreed the Initial Presiding Officer should deal with the remainder of the detail.

Security: members have been reminded in All Party Notices (APN/2) that everyone, except elected members, entering Parliament Buildings, must pass through the magnetometers. Mr Maskey asked what the reason was for a heavy security presence today and noted that there were armed RUC officers in the building. The Initial Presiding Officer responded that he was not aware of any reason for an increased security presence, and would make enquiries but also reported that following the Omagh bombing he had asked for a report on security within the building. One of the recommendations was that 2 RUC officers should have a presence in the building, and that he had accepted this. Mr Robinson asked that it be recorded that he felt it appropriate that the RUC should provide the Assembly with security and it was not for others to second-guess the RUC in determining need.

Business Diary: the changes requested have been put into effect.

Headed Paper: the subject is covered under Item 4.

Approaches by Lobby Groups: members will be advised in All Party Notices (APN/3) of the procedure to be adopted.

Accommodation: the subject is covered under Item 5.

3. FUTURE PLENARY MEETINGS

The Initial Presiding Officer sought the guidance of the Committee on how best to deal with the Order Paper, he suggested 3 options:

- agree the Order Paper at the meeting of CAPO on a Monday evening a week in advance of a plenary;

- CAPO could express its views on a draft but changes could be made in consultation with Whips on a Thursday morning; or

- CAPO could be asked to agree any changes either by a further meeting or by phone but the latter was often difficult.

Mr J Wilson said agreeing the Order Paper with Whips would give them ownership, which would be wrong. Mr McGrady pointed out that CAPO is purely advisory that the Initial Presiding Officer has the final say. The Initial Presiding Officer said that as it is clear the Committee on Standing Orders intends to have a Business Committee which would make decisions it would be his intention to regard CAPO as an embryo Business Committee. Mr McGrady did not want to find a situation where one committee makes a decision only to find another committee changing that decision. Mr Robinson suggested following the system employed at Westminster whereby business is planned 2 weeks in advance and which allows, under exceptional circumstances, the Speaker to make changes. The Initial Presiding Officer concluded with the views that the Order Paper should be anchored in CAPO.

The Initial Presiding Officer suggested a number of options for business for a future plenary meeting, which prompted discussion as to whether further meetings should be held prior to those required for reports. Mr C Wilson asked that it be recorded that he has no difficulty with set piece debates but hoped that debates will not be sanitised to the extent that other more contentious issues will be avoided; Mr Robinson was in agreement. Mr Maskey felt the Assembly should not proceed with other business until the mandatory tasks called for in the Agreement have been dealt with. Mr Wilson asked that it be recorded that a view has been expressed within the UUP that the Assembly should not be having regular and routine meetings creating space which then has to be filled but that he would like to consult further with all the party on the matter. Mr McGrady said that while he had not consulted with his party his initial reaction was that the Assembly should not meet every week just to fill gaps. The Initial Presiding Officer said that, as a consensus could not be reached, and in order to give members time to consult with their parties, CAPO should meet again later in the week to discuss. Agreed.

4. HEADED NOTE PAPER

A sample notepaper, compliment slip and business card using a linen plant logo was circulated and approved. The Initial Presiding Officer made it clear that the only necessary proposal was for use during the shadow period and that the matter would be revisited at a later date. After discussion, two versions of the notepaper were proposed, one with only the logo and one with the New Northern Ireland Assembly and address pre-printed. This can be available from Monday 12 October. It will also need to be established if the compliment slips and business cards will come out of the Assembly account or Office Cost Allowances. This will be discussed later. The Initial Presiding Officer advised members that the headed paper cannot be used to put party symbols on but that it will be possible to consider personalised and bilingual versions. Mr C Wilson asked if the compliment slips and business cards could be produced in a linen textured paper; to be looked into. Mr P Robinson and Mr J Wilson both asked that it be recorded that they were disappointed that the Committee could not agree on headed stationery which reflected Parliament Buildings. It was agreed that the design would be used, for the present. Colour copies are to be provided to the Committee members. The possibility of using the logo on the Christmas Card is also to be explored.

5. ACCOMMODATION

The Initial Presiding Officer advised the Committee that the Shadow Assembly Commission is to meet with the DFP officer responsible for moving the department out of the building and has also asked for a revised floor plan of the 3^rd Floor. It was agreed rooms should be allocated to parties and not individual members and that the Shadow Assembly Commission should consult with parties regarding the proposed floor plans. The Commission will now take the matter of accommodation forward.

6. REMEMBERANCE DAY AND CHRISTMAS CAROL SERVICE

Remembrance Day: the Initial Presiding Officer reported that a Remembrance Service has traditionally been held in Parliament Buildings on 11 November and sought the advice of the Committee on its continuance. After discussion the Committee agreed the service should continue in its usual format at least for this year and that the Assembly should, in some way, be represented.

Christmas Carol Service: the Initial Presiding Officer mentioned that he had received a letter suggesting a joint choir from St Columb's and St Eugene's Cathedrals in Londonderry could assist the Assembly in celebrating the Christmas season. The matter will be returned to.

7. ANY OTHER BUSINESS

To be addressed at the next meeting.

8. DATE OF NEXT MEETING

The next meeting will be on Thursday 8 October 1998 at 9.00 am.