WEDNESDAY 7 OCTOBER 1998 AT 2 PM

ROOM 152, PARLIAMENT BUILDINGS

3. Appointment of Clerk/Deputy Clerks
1. Minutes of the Third Meeting
2. Matters Arising
4. Staffing Options Post-Devolution
5. Accommodation - 3^rd Floor Proposal
6. Library Research Facility
7. Mount Charles Contract
8. Shadow Commission Remit
9. Information Technology Specification
10. SSRB Study
11. Any Other Business
12. Date of Next Meeting

Present: Initial Presiding Officer

Ms E Bell

Rev R Coulter

Mr J Fee

Mr I Molloy

Mr P Robinson MP

In the Chair: Initial Presiding Officer

In Attendance: Mr N Carson, Mr T Evans, Mr G Martin, Mrs O Sterritt

3. Appointment of Clerk/Deputy Clerks: Mr Hunter, Central Personal Group and Mr O'Reilly, DFP, came in at the start of the meeting for this Agenda item. There was a general discussion on the paper tabled at the meeting.

1. Minutes of the Third Meeting of the Shadow Commission were accepted.

2. Matters Arising

Childcare: The Presiding Officer asked for comments on the questionnaire provided by Playboard. Mr Evans to produce final draft questionnaire.

DFP MOVE: The Presiding Officer welcomed Ms Taylor, DFP, and Mr T Pearson, DOE to the meeting. The Presiding Officer represented the Commission's concerns about the slippage from the original and most recent timetables for DFP's move from Parliament Buildings to Rathgael House and the problem of overcrowding on the second floor.

Members emphasised the need for a definitive timetable highlighting when individual rooms will be vacated and that the move should be completed by the end of October. Ms Taylor and Mr Pearson undertook to provide the Commission with a plan by Friday 10 October.

Parliament Buildings: Members to consider list of artefacts at the next meeting. Mr Waddell will prepare a paper on the Post Office and Parliament Buildings shop facility after his meeting with Post Office Counters.

4. Staffing Options Post-Devolution: This Agenda item was deferred until the next meeting.

5. Accommodation - 3^rd Floor Proposal: Mr Waddell tabled a proposed plan of the third floor room allocation for parties. After some discussion and amendments Members reached agreement on the allocation of accommodation. It was agreed that Commission members would communicate the plan to parties.

6. Library Research Facility: The Presiding Officer introduced the discussion paper tabled at the meeting. Mr Carson reported on his meeting with Mr Jardine, Chief Executive, NISRA (Northern Ireland Statistical Research Agency) who has agreed to produce a paper on how NISRA can support the Assembly's research needs. Mr Evans to visit the House of Commons Library on 15/16 October. Members suggested buying into existing information and research services as on option. Members agreed that a research facility needs to be aligned with the Assembly's Information Systems Strategy.

7. Mount Charles Contract: The Presiding Officer welcomed Mr Annan, Managing Director of Mount Charles, to the meeting and explained that the Commission wanted the opportunity to express concerns about certain aspects of the current service and to offer ideas on how the Assembly needs could be better addressed. There was a constructive discussion on how the catering arrangements could be improved. Mr Evans to provide Mr Annan with a list of agreed action points. The agreed list was:

- Mount Charles to produce a brief on non-smoking rules in Parliament Buildings.

- Members dining room to be open all day and into the evening on days when the Assembly is meeting or is in committee.

- range and quality of food in Members dining room to be improved.

- Members bar to be open morning to early evening, Monday to Friday.

- Members lounge - coffee and scones available all day.

- lunches in the basement restaurant to be available into the afternoon, snack service available 2-5pm and high tea from 4pm.

- suitable menu and beverages for people who require a low fat or sugar free diet.

- better range of products in the basement shop.

8. Shadow Commission Remit: The Presiding Officer referred to the Commission's meeting with Mr Murphy and the notification of the Bill amendments to be put down in the Lords. There is no mention of clause 75. Mr Evans to check whether further amendments dealing with clause 75 are planned.

9. Information Technology Specification: Allan Black joined the meeting to answer questions on the paper tabled at the meeting. The Commission endorsed the specification in the paper and members agreed to feedback to parties. Agreed that individual members can make a business case for a higher specification. Parties' facilities to be upgraded and IT training for members will be raised at CAPO.

10. SSRB Study: The Presiding Officer circulated to members his response to SSRB. He raised SSRB's request for copies of the Agendas and minutes of the Shadow Commission meetings. Members agreed that they could be released to SSRB.

11. Any Other Business: The Presiding Officer raised two issues - car parking and interim arrangements for the accommodation of the Executive Support Team. To be considered by the Commission at its next meeting.

12. Date of Next Meeting: The next meeting was arranged for Wednesday 14 October at 10.30 am in Room 152 Parliament Buildings.

TOM EVANS