Present:

Lord Alderdice (Initial Presiding Officer)

Mr I Davis

Mr D Ford

Mr B Hutchinson

Mr A Maginness (representing Mr M Durkan)

Mr A Maskey

Ms J Morrice (representing Prof M McWilliams)

Mr A McFarland (representing Mr J Wilson)

Mr E McGrady MP

Mr F Molloy

Mr M Morrow

Mr P Robinson MP

Mr D Watson

Mr C Wilson

Mr N Carson

Mr G Martin

Miss A Moore

1. MINUTES OF PREVIOUS MEETING

The minutes of the previous meeting were agreed.

2. MATTERS ARISING

Party Seating in the Chamber: a revised plan showing a bench seating arrangement for the Chamber was circulated. The Initial Presiding Officer reported that the suggestion that the gaps in the front row of the current desking be closed is being investigated. The spaces are wider than one panel width and there may not be sufficient walnut remaining for the veneer. The Initial Presiding Officer also proposed that the Shadow Assembly Commission should set up a sub-committee early in 1999 to look at Chamber layout issues.

Accommodation: the accommodation moves appear to be on target with the final move out of the 3^rd floor to be completed on 1 November. The Committee were asked to feedback details of any difficulties to either the Initial Presiding Officer or to the Shadow Assembly Commission.

Headed Notepaper: the Initial Presiding Officer reported that he would like to improve the quality of the emblem and positioning of the print on the headed notepaper. It was agreed that in order to make business cards available quickly it may be possible to have sheets pre-printed over which members can print their own details and have cut to size. The issue of who should pay for business cards and compliment slips is still to be resolved.

Mr Robinson asked that samples of the stationery options available at Westminster be requested.

Ms Morrice enquired about the earlier request to look at the use of recycled paper. The Initial Presiding Officer agreed to check on this.

The Initial Presiding Officer reported that negotiations are still in progress with the Royal Mail regarding pre-printed/prepaid envelopes. Those present were asked to remind their party members that once available the envelopes will have a monetary value and need to be stored securely. They should only be used for Assembly business and a note to this effect will also be included in All Party Notices.

Visit by President Havel: the subject is covered under Item 4.

Conduct of Business: the Initial Presiding Officer confirmed that he had written to the Committee on Standing Orders to let them know that the use of certain language in the Chamber had been raised and that the Committee on Standing Orders might wish to consider the matter.

3. FUTURE PLENARY MEETINGS

The Initial Presiding Officer reported that the First Minister and Deputy First Minister are unlikely to have a report to put before the Assembly on Monday 26 October but that there is the possibility of a statement. He said that he would allow a debate following such a statement or if a statement was not to be made that a relevant motion relating to the deadline of 31 October could be debated instead. Mr C Wilson suggested the motion proposed by the UKUP would be suitable.

The Initial Presiding Officer indicated that in the absence of a statement and if no other motions more specific to 31 October are received before 5.00 pm on Tuesday 20 October then only the UKUP motion could be chosen for debate. There was a lengthy discussion about business and the length and timings of debates on 26 October and whether or not the business should continue on 27 October. The Initial Presiding Officer confirmed that the business would include:

the presentation of a report by the Committee on Standing Orders;

a debate on either a statement by the First Minister and Deputy First Minister or a motion; and

an adjournment debate.

Timings, etc, will be considered by the Initial Presiding Officer on Thursday 22 October and further consultation with CAPO might be sought at short notice.

4. VISIT OF PRESIDENT HAVEL

The visit by President Havel was discussed briefly. It was agreed the UUP, SDLP, DUP and Sinn Fein should each be allowed 4 members to represent the party, the Alliance Party and UKUP should each be allowed 2 representatives and the UUAP, NIWC and PUP should have one representative each.

5. ANY OTHER BUSINESS

Telephone Directories: telephone directories are to be provided for each member/party room.

Bar Snacks: the provision of sandwiches in the Bar to be considered.

6. DATE, TIME AND VENUE OF NEXT MEETING

The next meeting will be on Monday 26 October at 6.30 pm in Room 152.