Minutes of Proceedings

Present: Lord Alderdice (Initial Presiding Officer)

Mrs E Bell

Rev R Coulter

Mr J Fee

Mr F Molloy

Mr P Robinson MP

In the chair: Lord Alderdice

In attendance: Mr N Carson, Mr T Evans, Ms G Campbell

1. Minutes of the 18 September meeting were accepted without change. A set of

minutes to be placed in the library.

2. Matters Arising

- The Presiding Officer clarified that members are representing the interests of the whole Assembly and not individual parties. The Presiding Officer will announce at the next sitting of the Assembly, that minutes will be placed in the library and a statement on any substantive issues will be made at future meetings of the Assembly.

- A note on the three main external contracts, Macmillan Media, Mount Charles and Lisburn Securities, was tabled at the meeting. Members were surprised by the extent of the services covered in the Mount Charles contract and asked for a more detailed paper to include potential cost of default. Lisburn Securities contract details were noted.

- Members agreed that complaints from members and Assembly staff should be handled by the Presiding Officer and Secretariat senior management with a nominated officer logging complaints from the public. Mr Carson to arrange.

- Members agreed that the need for childcare facilities must be established before any decisions are taken. Mr Evans to bring a sample survey questionnaire to the next meeting.

- Members noted that Central Personnel Group has been commissioned to prepare a paper by 1 October.

- DFP move has now started and will be completed by end of October/early November. At the end of the meeting Members toured the building to assess accommodation options.

3. Shadow Commission' Remit - Stormont Estate

Mr Evans introduced the paper tabled at the meeting. The main issues for the Commission are; control of the Stormont Estate, the Secretary of State's call on accommodation, the increasing needs of the First Minister and Deputy First Minister once the Executive has been formed and the reducing requirement of the SOS and Northern Ireland Office. Members agreed that ownership, vested in the Commission, would be desirable but responsibility for determining usage was essential. Members asked that a meeting be arranged with Mr Murphy to discuss the need for amendments to clause 75 of the Bill.

4. Library Service

Raised by Mr Fee who suggested that the Assembly needs a research facility similar to the House of Commons arrangement. There was some discussion around the capacity and capability of the existing library facility and it was agreed that there is a requirement, not for additional librarian skills, but dedicated research staff. Mr Carson to consider.

5. Members highlighted the need for brochures/guides on the history of Parliament Buildings to be available to the public. Assembly Information Service to take forward. Members also asked about the availability of video recordings of Assembly speeches and debates. Members inquired about the IT facilities which will be available to members. They would like to have access to the Parliamentary On-Line Information Service (POLIS). It was agreed that Allan Black should be invited to the next meeting.

6. SSRB Study

Members agreed that there should be a composite response from the Shadow Commission. Critical areas to include office allowances, start-up costs, pensions and wind-up allowances. Mr Carson informed members that these are covered in SSRB's remit. Members to come back with comments and Secretariat to draft a response to be discussed at the next meeting on 1 October. The Presiding Officer due to meet Hay Management on 2 October.

7. Any Other Business

There was a general discussion on the procedures for appointing the First Clerk.

8. Date and time of next meeting

The next meeting arranged for Thursday 1 October at 9.30 am. Venue to be confirmed.

Committee Clerk