Present: Initial Presiding Officer

Mrs E Bell

Rev R Coulter

Mr J Fee

In the Chair: Initial Presiding Officer

In Attendance: Mr T Evans, Ms G Campbell,

Mr Dobson, Mr Hunter and Mrs Elliott attended for part of the meeting

Apologies: Mr Molloy, Mr Robinson MP

1. Minutes of the Eighth Meeting were accepted with one change; Mrs Bell to be listed under apologies.

2. Appointment of Clerk/Deputy Clerk

This agenda item was taken first. Mr Hunter, Central Personnel Group (CPG), summarised the key points from Bob Castle's report on the grading evaluation of the Clerk and Deputy Clerks posts. He informed the Commission that CPG are content with the report in terms of the job descriptions and suggested gradings for the posts.

Mr Hunter then tabled a paper on the status of Assembly staff which set out three possible options; direct recruitment, formal relationship with NICS and a mixed economy. The discussion focused on the benefits of each option as well as the House of Commons and Dail structures. Members agreed that there are two issues for the Commission - the one-off creation of the Assembly staffing and the longer-term human resource strategy.

The Initial Presiding Officer asked Members to give further consideration to both papers and to the issue of whether Assembly posts are to be designated public service. Mr Hunter agreed to provide an additional paper on the wider implications of the following options; secondment of NICS staff, establish a Dail-type Civil Service or the House of Commons model. Members emphasised the need to ensure compliance with employment legislation.

It was agreed that advice should be sought on the criteria and the appointment procedure for legal counsel to the Initial Presiding Officer and Commission.

3. Matters Arising

Artefacts

It was agreed that, once the Ulster Museum has reported on its environmental survey and identified the exhibits it is prepared to offer to the Assembly, the Commission will then decide which artefacts should be returned to Parliament Buildings. The Commission to revisit this issue in the New Year.

Car Parking

The Commission endorsed the new car parking and set down arrangements which will now be circulated to all Members.

The Initial Presiding Officer informed Members of his intention to meet with the individual who had breached the front of house security procedures, and also the relevant Party whip.

Postal Arrangements

The Initial Presiding Officer informed Members of the misuse of postal facilities by certain Parties. It was agreed that consideration should be given to the need to develop rules based on House of Commons regulations.

Accommodations

Mrs Bell informed Members that the Women's Coalition would be applying to the Commission for a room on the first floor, in addition to their three existing rooms.

Office Cost Allowances

It was confirmed that the mileage allowance and limit will be in line with Westminster arrangements and paid retrospectively from 1 July. Mr Evans to check if there will be a pro-rata continuation of OCAs until the appointed day.

Visit to the House of Commons

It was agreed that the visit to the House of Commons should be deferred until the New Year.

Information Technology

The Commission noted Mr Black's report on Members' IT training and the installation of hardware. The Initial Presiding Officer, on behalf of Mr Robinson, raised the problem of the system crashing. There were also some concerns about the effectiveness of the training needs analysis.

Library Research

The Initial Presiding Officer informed Members that Stephen Donnelly, NISRA, is due to start on 7 December. He will spend his first week with the Commons Research Services.

Assembly Entry into the BT Directory/Members' Biographies

The Commission agreed that there should be an entry in the BT Directory comprising a general telephone number for the Assembly followed by the Office of the Presiding Officer, the Executive and Party Offices. Individual Members to be listed by Constituency and in alphabetical order but no Party affiliation to be included. The Commission endorsed Ms McKibbin's proposal to compile biographies on all Members for inclusion on the Assembly website.

4. Secretariat Restructuring

The Initial Presiding Officer tabled a proposed organisation structure for the Assembly which was endorsed by Members. It was agreed that the organisation chart, to include the names of key Secretariat staff, should be circulated to Members.

5. DFP Cleaners

The Initial Presiding Officer welcomed Mr Dobson and Mrs Elliott, DFP, to the meeting. Mr Dobson informed Members that the cleaners had not been retained in Parliament Buildings as it was DFP's understanding that all cleaning must be completed before 9.00 am which was incongruent with their work pattern. The Commission confirmed that cleaning must take place outside of normal working hours which could either be early morning or post 5.30 pm.

It was agreed that Mr Dobson, in liaison with Mr Waddell, should consider how the cleaners could be re-instated in Parliament Buildings.

6. Simultaneous Translations

Mr Evans tabled a short paper on Simultaneous Translation facilities provided by the Dail and the Welsh Office. The Initial Presiding Officer informed Members of Mr Johnston's visit to the Dail and promised a report at the next meeting. It was agreed that Mr Evans should follow up with the Welsh Office on the cost of establishing a Simultaneous Translation facility.

7. Mount Charles

This agenda item was deferred.

8. Any Other Business

- The Initial Presiding Officer tabled Mr Robinson's proposal that the Assembly should host a European Dinner as a gesture of thanks for the recent visit to Brussels. It was agreed that the Initial Presiding Officer should explore this matter with Mr Murphy's office.

- The Commission endorsed a proposal, submitted by DOE, to stage a world cross country event in the Stormont Estate.

- Mr Fee asked that telephones be installed in the Members' Bar and Coffee Lounge.

Please find attached the latest draft of the minutes of the ninth meeting which have been cleared by the Initial Presiding Officer.