Present: Initial Presiding Officer

Rev R Coulter

Mr J Fee

Mr Molloy

Mr P Robinson MP

In the Chair: Initial Presiding Officer

In Attendance: Mr T Evans, Ms G Campbell,

Mr Black, Mr Carson, Mr Johnston and Mr Waddell attended for part of the meeting.

Apologies: Ms E Bell

1. Minutes of the seventh meeting were accepted without change.

2. Matters Arising

Artefacts

Members agreed to view Parliament Buildings Artefacts in the afternoon of Thursday 19 November (meet in Central Hall at 2.00pm).

Car Parking

The Shadow Commission agreed a revision of the rules for the upper level car parks to facilitate transportation of Members to and from Parliament Buildings. The Secretariat will write to party whips outlining the new arrangements. The Shadow Commission also considered three requests for access to the upper level par parks.

Mr Waddell informed the Shadow Commission that a party official had refused to be searched on the day of the most recent plenary. The Initial Presiding Officer agreed to write to the individual and inform the appropriate chief whip.

Accommodation

Mr Waddell tabled an assessment of the existing floor area allocation for each party against which the Commission considered and turned down a specific request from the Women's Coalition for a fourth room on the second floor. Members agreed that future decisions on the allocation of rooms would be on the basis of equity using floor space per elected Assembly Member of each party. Refurbishment on the third floor will take some time and Mr Waddell agreed to liaise with Mr Coulter and Mr Fee.

The Initial Presiding Officer informed Members that Mr Murphy has now responded in the negative on OCA's and more positively on mileage allowances where he is content that the upper limit should be raised to 20,000 miles in line with Westminster. Mr Evans to check with officials on the mileage rate and whether claims will be backdated.

Mr Evans to provide a report for the next meeting. Mr Johnston to visit the Dáil and report back also.

Mr Evans has made provisional arrangements for the Commission to visit the House of Commons. He will check on Members availability in the week commencing 14 December 1998. Mr Evans to find out if the Dáil operates a Commission.

Mr Black tabled a paper on the provision of computers and IT training for Members. The Shadow Commission agreed that smaller parties should have one higher specification computer, rather than one standard machine, and all higher specification equipment to have 17" screens. Mr Black is to prepare a paper on Members' training needs.

Mr Black updated Members on his recent visit to the House of Commons. The Initial Presiding Officer emphasised the importance of putting in place an Enunciator system for the Assembly. There was discussion of the pressure on limited numbers of staff by the many priorities at present. In view of these problems the Initial Presiding Officer agreed to bring to the next meeting a proposal to restructure the Secretariat to ensure that Assembly priorities are able to be better addressed.

3. Draft Policy on Regulations for Visitors

The Commission endorsed the amended draft policy tabled by Mr Johnston. It was agreed that the policies on functions and tours should be circulated in a format which can be included in the Members' Handbook.

4. Library Research

Mr Evans tabled a note of his meeting with Edgar Jardine who has agreed to provide researcher to start in the week commencing 7 December. The Commission agreed that the researcher should spend a placement with the Commons Research and Information Services.

5. Shadow Commission Remit

The Initial Presiding Officer informed Members that, in advance of Report Stage of the Northern Ireland Bill in the Lords, the Secretary of State had agreed that the Shadow Commission would be consulted by DOE on future use of the Stormont Estate and would have a veto. The Secretary of State will be writing to the Shadow Commission on this matter.

6. Any Other Business

A paper on the Assembly's Entry to the new edition of the BT directory was tabled. Members agreed that the Information Service should collate the required information through Party Whips and the Initial Presiding Officer agreed to check whether party affiliation can be included in the directory. The issue of whether or not to put in an entry and format will be discussed at the next meeting.

7. Date of Next Meeting

The next meeting was arranged for Friday 20 November at 10.00 am in Room 152.