Present: Initial Presiding Officer

Mr R Coulter

Mr J Fee

Mr F Molloy

Mr P Robinson MP

Mrs E Bell

In the Chair: Initial Presiding Officer

In Attendance: Mr T Evans, Ms G Campbell, Mr Cosgrave, Mr Johnston.

Ms Benson, Mr Rogers, Mrs Angus and Mr O'Reilly attended for part of the meeting.

The Initial Presiding Officer welcomed Mr Cosgrave, the new head of administration, on temporary secondment from DFP.

1. The minutes of the sixteenth meeting were accepted without change.

2. MATTERS ARISING

2.1 It was agreed to include in the next APN a reminder that all items placed in Members' pigeonholes should be enveloped and personally addressed to the Member concerned.

2.2 The Initial Presiding Officer informed Members that he had written to the Secretary of State, following the Shadow Commission's meeting with the Stormont Area Group.

2.3 The Initial Presiding Officer has written to and subsequently met with Mrs Robinson to discuss her concerns about the behaviour of a Member of the Gift Shop House Committee.

3. STAFFING

3.1 The Initial Presiding Officer referred to Mr Hunter's note which sought clarification on the status of NICS staff, currently on secondment to the Assembly, and the position of Mr Oakey, the Examiner of Statutory Rules. The Initial Presiding Officer agreed to speak to Mr Oakey.

3.2 The Shadow Commission were unable to reach a consensus on what should be the status of the current staff post-devolution. The Initial Presiding Officer asked for specific proposals.

3.3 Mr Robinson proposed that:

'Posts presently filled by staff on loan from the NICS will not be subject to public advertisement, however all future vacancies shall be filled by public advertisement.'

The proposal was not carried with two Members (Mr Coulter and Mr Robinson) voting for and three Members (Mrs Bell, Mr Molloy and Mr Fee) voting against the proposal.

Mr Fee proposed that:

'Posts presently filled by staff on loan from NICS shall be offered to the present staff, on fixed term secondments for up to three years, after which they will be subject to public advertisement. All future vacancies shall be filled by public advertisement.'

This proposal was carried with three Members (Mrs Bell, Mr Fee and Mr Molloy) voting for and two Members (Mr Coulter and Mr Robinson) voting against. It was agreed that the Initial Presiding Officer should take legal counsel's advice on this proposal and then communicate the Shadow Commission's decision to all staff.

4. PENSIONS BILL

4.1 The Initial Presiding Officer referred to Mrs Angus' minute which advised that the Assembly Secretariat should lead in writing the instructions for O.L.C. Members agreed that the Commission is legally responsible for the introduction of a Pensions Bill and that it is not, as Mr Ferguson's note suggests, a joint responsibility shared with the Minister for Finance and Personnel. It was agreed that DFP should be formally asked to undertake the work required to bring forward a draft Pensions Bill and, at the same time, to explore the option of using Westminster expertise on a consultancy basis.

5. ESTIMATES

5.1 The Shadow Commission considered DFP's request for sight of the detailed Estimates paper. It was agreed that the part of the Estimates which refers to the maintenance of Parliament Buildings, could be provided but that the Shadow Commission would establish the precedent from other legislatures before deciding whether to release the detailed Estimates.

5.2 Mrs Benson tabled a number of short papers relating to Members' salaries and O.C.As. It was agreed that the finance note on end of year arrangements for O.C.As could issue, subject to inclusion of provision for "exceptional circumstances" and guidance should be prepared on the verification of O.C.As. Permission was also given for the release of payroll details to CINTRA and GAD subject to security clearance of the CINTRA personnel involved.

5.3 Mrs Benson tabled a note on the need for a resolution on Assembly salaries and allowances. Members felt that a determination on pay and salaries may only require a confirmation of the business motion of 22 February 1999 '"that this Assembly will accept the recommendation of the Senior Salaries review Body in respect of the salaries and allowance for Minister and Members."

6. PRINTING AND PUBLISHING

6.1 The Initial Presiding Officer referred to the paper on the tendering of the printing and publishing contract, tabled at the meeting. It was agreed that Mrs Bell, Mr Molloy and Mr Robinson would be involved in the selection process.

7. ASSEMBLY SOUND AND VISION CONTRACT

7.1 The Shadow Commission agreed that the Government Purchasing Agency (GPA) should start the process of tendering for the Assembly's sound and vision contract. Mr Robinson stressed the importance of GPA ensuring that the competition is open and fair.

8. ANY OTHER BUSINESS

8.1 The Initial Presiding Officer agreed to circulate a job specification for the post of head of Security. It was agreed that Members will come back with comments to the Initial Presiding Officer on an individual basis.

8.2 The Initial Presiding Officer tabled a request from the Northern Ireland Unionist Party (NIUP) for a Party room and an adjacent Party Leader's office. Mr Waddell to talk to NIUP and the UKUP and bring back a proposal to the Shadow Commission.

8.3 Mrs Bell asked for an update on the 'Cost of the Troubles' exhibition. The Initial Presiding Officer explained that exhibitions are not covered in the existing regulations. It was agreed that a set of proposals for exhibitions needs to be considered by the Shadow Commission.

8.4 A progress paper on internet services, annunciator system, networking services and links with Westminster was noted.

8.5 Mr Coulter asked if groups, only requiring tea and biscuits, could be facilitated in Parliament Buildings in the evenings and at weekends. The Initial Presiding Officer explained that the Shadow Commission would need a proposal.

9. DATE OF THE NEXT MEETING

To be arranged for week commencing 22 March 1999.