SHADOW COMMISSION

MINUTES OF THE FOURTEENTH MEETING

FRIDAY 29 JANUARY 1999 AT 10.00 AM

Mr Coulter

Mr Fee (left meeting at 10.40 am, returned at 11.30 am)

Mr F Molloy

Mr P Robinson MP (left meeting at 11.30 am)

In the Chair: Initial Presiding Officer

In Attendance: Mr T Evans, Ms G Campbell

Mr Ferguson, Mr Hunter and Mr O'Reilly attended for part of the meeting

Apologies: Mrs E Bell

1. The minutes of the eleventh meeting were accepted without change. The minutes of the thirteenth meeting were accepted with one revision. Para 4.5 to read "Members expressed a preference for an A4 leather cover".

2. CHAIRMAN'S REMARKS

The Initial Presiding Officer outlined the extent of business to be covered at the meeting and advised that the Commission needs to communicate to the First Minister and Deputy First Minister the accommodation requirements of the Assembly post devolution.

3.1 Gift Shop

The Presiding Officer reported that the Gift Shop House Committee had its first meeting on 27 January.

3.2 Members' Handbook

Members confirmed that an A4 leather cover was the preferred option and agreed that each company should provide a mock up.

3.3 European Dinner

Members expressed concern about the limited number of Assembly Members who attended and suggested changes in the invitation arrangements.

3.4 Visit to Westminster

Mr Evans tabled a draft programme. Mr Evans to liaise with individual Members on accommodation and travel arrangements.

3.5 Gymnasium

Members invited to attend a meeting with the Fitness for Industry organisation on Thursday 4 February at 9.30 am as part of the gymnasium feasibility study. The Initial Presiding Officer informed Members that the Civil Service Sports Club are keen to offer their facilities to Assembly Members.

3.6 Security

No further breaches of the security procedures.

3.7 Postal Arrangements

Problems with third floor mail collection resolved. Parliament Buildings Post Office opened on 21 January. A list of services provided by the Post Office will be circulated. The Bank Of Ireland Auto Teller will be in service from early March.

3.8 Office Cost Allowances

SSRB report will not be available before the end of February. Estimates for 1999/2000 will be circulated in advance of the next meeting.

3.9 Information Technology Training

The Commission was informed that Members receive personalised notification of training places and telephone reminders.

3.10 Information Technology

A progress report on the networking of Members PCs was tabled. An advice note on access to the Internet has been circulated to all Members. The Commission is awaiting advice from the Office of the Data Protection Registrar. The "Deposited Papers" arrangements are now in place.

3.11 Ministerial Furniture

Members will view Ministerial Furniture on Tuesday 2 February.

3.12 DFP Cleaners

The DFP cleaners now re-instated in Parliament Buildings.

3.13 Mount Charles

The Press bar now serviced by the basement restaurant staff. The Members' Dining Room and Members' bar now available if the coffee lounge is busy. Members enquired about the availability of audio-visual resources.

3.14 Legal Counsel

The Initial Presiding Officer updated Members on his meetings with Nicolas Hanna, QC.

3.15 Official Report

The Initial Presiding Officer informed Members that a sub-editor (Irish) has been appointed and that an advertisement for a sub-editor (Ulster Scots) will be in Belfast Telegraph on Friday 5 February and the Belfast Telegraph, Irish News and Newsletter on Tuesday 9 February.

3.16 Refurbishment of the Press Conference Facility and Basement Area (West)

The Commission agreed that plans to refurbish the Press Conference facility and basement area should be progressed in readiness for a tendering process. The decision to go ahead will be dependent on the response from the First Minister and Deputy First Minister on the need for a basement press conference facility, the availability of resources, and the development of the Assembly.

4. ACCOMMODATION / SECURITY PASSES

4.1 The Commission advised Mr Ferguson that the rooms on the first and second floor, allocated to the Shadow Executive on a temporary basis, will be required for the purposes of the Assembly. The Commission asked Mr Ferguson to consult the First Minister and Deputy First Minister on a number of issues; who would be responsible for taking a Pensions Bill through the Assembly and would the Executive make use of an upgraded basement press conference facility.

4.2 A proposal for a new security pass system was tabled. It was agreed that Mr Waddell should purchase the necessary equipment, which will be required whatever system is adopted. Mr Ferguson's request for permanent passes for Officials requiring regular access to Parliament Buildings was agreed.

5. APPOINTMENT OF CLERK

5.1 Mr Hunter informed Members that Roger Sands, a Clerk in the House of Commons, has agreed to act as an expert panel member. Members to provide comment on the psychological assessment documentation by Tuesday 2 February.

6. STAFFING / PENSIONS

6.1 The Initial Presiding Officer updated Members on a recent meeting with Mr Semple and the allocation of Assembly Clerks to the various departmental committees and procedural offices. Members emphasised the importance of going to public advertisement to fill posts and expressed concern that civil servants, outside Belfast, may be blocked from applying to the Assembly. The Initial Presiding Officer agreed to write to Mr Semple on specific instances reported by Members, and to bring to the Commission a paper on the Assembly staffing needs.

6.2 The Commission considered a paper on pension arrangements for Assembly Members. It was agreed that work should start on drafting a Pension Bill and advice is required from CPG on trustee issues.

7. STORMONT ESTATE

The Commission has now written to the Stormont Area Group agreeing to an early meeting. Date to be agreed at the next Commission meeting. Members endorsed a DOE proposal for the refurbishment of the ornamental gates.

8. SIMULTANEOUS TRANSLATIONS

8.1 A paper on simultaneous translation had been circulated in advance of the meeting. The Initial Presiding Officer explained that he had informed the joint chairman of the Standing Orders Committee that a report, setting out how simultaneous translation facilities could be established, is now available.

9. ANY OTHER BUSINESS

9.1 The Commission agreed to Mr Donnelly's request for a car park pass and to Mount Charles' proposal for a healthy eating week.

9.2 Mount Charles to be asked to include VAT in their quotation for outside functions.

9.3 The Commission decided not to give permission for two fundraising events outside Parliament Buildings.

10. DATES OF FUTURE MEETINGS

Friday 12 February at 2.30 pm, Abbey Gardens, Westminster.

Friday 19 February at 10.00 am, Room 152, Parliament Buildings.