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.

Ms Benson, Mr Johnston, Mr Rogers, Mrs Robinson and Mr White attended for part of the meeting.

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

2. MATTERS ARISING

2.1 Stormont Estate

Y The Shadow Commission considered and agreed to a request from the NIWC, PUP and Alliance Parties to erect a mobile billboard outside the Prince of Wales Avenue gates as long as the billboard was not obstructive, defamatory or offensive. It was agreed that the Initial Presiding Officer could authorise protests up to the steps of Parliament Buildings on the same basis.

Y Mr Evans to meet representatives of the Stormont Area Group on 29 March to discuss the Pavorotti proposal and to attend the first meeting of the Simply Red Concert Steering Group on 1 April.

Y The Shadow Commission agreed to accept the 'Reconciliation' sculpture but wanted to consider a number of location options.

Y Members enquired about the purpose of the raised rotunda area at the west wing upper car park.

Y It has been agreed that security will contact Mr Waddell if a coach arrives at the Prince of Wales Avenue or Massey Avenue entrances and there is no prior authorisation / notice.

Y The Shadow Commission agreed to Bloomfield Collegiate's request to use the Stormont Estate on 24 April.

Y The issue of providing a script for tours of Parliament Buildings, and whether it should be provided in Irish, was considered. Mr Robinson asked that it be put on record that there is no-one visiting the building who cannot speak English. The Initial Presiding Officer agreed to bring back to the Commission a paper setting out all of the issues.

2.2 Printing and Publishing
The Stationery Office have installed IT kit in the Sub Editor's room, completed a dry run of the Official Report and produced a proofed copy of the Standing Orders.

2.3 Head of Security
It was agreed that the Initial Presiding Officer would finalise the job specification for the Head of Security, if there were no comments from Members by the end of the week.

2.4 Mount Charles

Y The Initial Presiding Officer clarified the business hours for the Members' Dining Room and the Basement Restaurant as agreed by the Commission on 07 October 1998.

Y Mount Charles to prepare a policy on pricing and validating bills for evening and weekend functions.

Y The Initial Presiding Officer informed Members that a 24 hour service would be available for the week of 29 March.

Y Members stated that there have been problems with the availability of seats in the Basement Restaurant on days when there are a number of tours. The Initial Presiding Officer agreed to check on the signage for the Members' till, explore the option of reserving seats for Members in the Basement Restaurant and/or providing the Basement Restaurant menu in part of the Members' Dining Room.

Y The Initial Presiding Officer to check on the agreed list of staff who have access to the Members' facilities and check with Mount Charles which staff are using the Members' Dining Room and coffee lounge.

2.5 Refreshments Committee
Five nominations received for the Refreshments Committee: Paul Berry, PJ Bradley, Michelle Gildernew, Sir John Gorman and Cedric Wilson, who will be invited to an early meeting of the Commission. It was agreed that Mr Coulter would ask Sir John Gorman if he would be prepared to chair the Refreshments Committee.

2.6 Accommodation

Y It was agreed that the Shadow Commission would revisit, in the Autumn, the issue of providing a gymnasium facility.

Y The Shadow Commission to consider, at an early meeting after the Easter Recess, the provision of a Press Conference facility in the basement area.

Y The Initial Presiding Officer informed Members that he had already met Mr McCartney and has arranged to meet Mr Wilson to discuss accommodation issues. The Initial Presiding Officer has also written to Mrs McWilliams on the door closing issue.

3. STAFFING

3.1 Members endorsed the revised staffing priorities paper and noted papers on recruitment and selection procedures and character assessment / criminal record checks. Mr Cosgrave tabled a specimen application form for discussion at the next meeting of the Commission.

3.2 It was agreed that training on recruitment and selection should be arranged for Commission Members and Assembly staff who will be involved in panel interviews. A separate Commission meeting, dealing exclusively with staffing issues, to be arranged.

3.3 The Initial Presiding Officer informed Members that he will meeting NIPSA officials on 30 March when he will offer a meeting with the Commission. A separate discussion paper on Trade Union representation to be tabled at an early meeting of the Commission.

4. SALARIES, ALLOWANCES AND PENSIONS

4.1 Ms Benson tabled a paper on 'Remuneration of Assembly Members' and a covering memorandum which asked the Commission to approve a draft Section 47 determination of salaries and allowances and to decide whether Party Whips should be remunerated.

4.2 It was agreed that Ms Benson, on receipt of the SSRB reports, should complete the draft Section 47 determination and add Assembly Commissioners to the list of paid office-holders. Members agreed that Party Whips should be remunerated but wanted to consult Parties on the proposal to apply a differential pay-scale to reflect Party strengths. Ms Benson to put a proposal to the Joint Chairmen of the Standing Orders Committee setting out the office-holders of the Assembly.

4.3 The Initial Presiding Officer informed Members that he had asked Mr Murphy to confirm that it is within the legal competence of the Assembly to pass a bill / resolution to permit the payment of Party allowances.

4.4 Mr Coulter and Mr Fee to clarify with the First Minister and Deputy First Minister their understanding of what is involved in taking forward, jointly with the Commission, a Pension Bill or determination of salaries and allowances.

5. CROWN STATUS

Members agreed that the Commission should apply for Crown status but that it should not preclude the Assembly from complying with statutory regulations eg health and safety.

6. REPORT FROM THE GIFT SHOP COMMITTEE

6.1 Mrs Robinson presented to the Shadow Commission the Gift Shop Committee's report and highlighted the key recommendations.

Y establishment of an Assembly Gift Shop in the Senate's south division lobby;

Y as an interim arrangement expansion of the product range in the basement shop and the establishment of a display area in the Senate rotunda area; and

Y development of a purchasing policy.

6.2 Members endorsed the recommendations, projected costings and timescales with a number of provisos. The Gift Shop Committee to give further consideration to the location of the counter / till and the provision of additional display facilities in the Members' Dining Room, Senate rotunda area and the basement. The Shadow Commission also wanted clarification on whether locking the rear door of the division lobby contravened fire regulations.

6.3 Mrs Robinson informed the Shadow Commission that the Gift Shop Committee had been divided on two issues; the wording of the report in relation to the sourcing of products and whether the words accompanying the logo should be available in English and Irish. Also that there were concerns that the Committee was not representative of Party strengths. Members agreed that:

Y all other things being equal there should be a preference, where possible, for local sourcing;

Y Mrs Robinson to report back to the committee that the Irish language issue is for further consideration by the Shadow Commission; and

Y the Shadow Commission to consider Party representation when establishing other House Committees.

A paper on tours was tabled for discussion at the next meeting of the Commission.

8. ANY OTHER BUSINESS

Y A paper on the Assembly and Business Trust was tabled. Members agreed to consult with Parties and come back to Mr Cosgrave who will arrange for Alan Barr to speak to the Commission on this issue.

Y It was agreed on a three month trial to waive the requirement to envelope major consultation documents placed in Members' pigeonholes

Y The issue of access to the public gallery to be revisited.

Y The Initial Presiding Officer tabled a request from NIPSA to establish an information desk in Parliament Buildings. It was agreed that no decision should be taken until the Commission has decided on the broader Trade Union representation.

Y It was agreed that the wording on the cover of the Members' Handbook should be in gold print. The Initial Presiding Officer to decide on the layout of the front cover and Members to comment on the content of the handbook.

Y It was agreed that the Assembly should tender for banking services and, in the interim, use the DFP preferred bank, without prejudice.

TOM EVANS
Clerk to the Shadow Commission