Present: Initial Presiding Officer

Mrs E Bell

Mr R Coulter

Mr J Fee

Mr P Robinson MP

In the Chair: Initial Presiding Officer

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

Mr N Johnston and Mr D Millar attended for part of the meeting.

Apologies: Mr F Molloy

The Initial Presiding Officer welcomed Mr Denis Millar who has replaced Ms Benson as temporary Director of Finance and Personnel.

1. MINUTES OF THE LAST MEETING

Minutes of 05 July meeting were accepted with one change to the list of attendees. Members also agreed a change to the minutes of 29 June meeting.

2. MEETING WITH MR MURPHY

The Initial Presiding Officer updated Members on his meeting with Mr Murphy on 21 July. The Commission is to continue with preparations for devolution while exercising sensible controls in terms of expenditure and drawing in of NICS staff. Mr Murphy has agreed to uplift the Party support premium by a one-off contribution of £1500 which Parties can use to cover travel expenses incurred in attending the recent political talks at Westminster. Money to be drawn down in August.

3. MATTERS ARISING

3.1 Crown Status

The Initial Presiding Officer confirmed that work on the two Orders in Council is being progressed and that he has requested copies of the draft orders.

3.2 Accommodation

APN/38 included a reminder that current security passes are valid only up to 09 July. It was agreed that Assembly staff should be ready to process a significant number of passes in the week immediately after the recess.

3.3 Fire Precautions

Notification of the fire drill went out in the last APN. The fire drill will take place in week commencing 26 July.

3.4 Membership of the Commission

All Commission Members have consulted with Parties on the proposal to address the issue of proportionality without increasing the membership of the Commission. The Initial Presiding Officer agreed to outline the proposal and the reaction of Parties when he meets the joint chairmen of the Standing Orders Committee in early September.

3.5 Meeting with Cedric Wilson

Peter Waddell has been informed by Mr McCartney that all appropriate papers have been forwarded to Mr Wilson. The Initial Presiding Officer agreed to meet with Mr McCartney.

3.6 Pensions Bill

It was agreed that this matter should be deferred until September.

3.7 Sound and Vision

The Central Office of Information (COI) has been commissioned to carry out an audit of the existing sound and vision equipment to include an assessment of the market value of the equipment and whether it has a reasonable shelf life (3-4 years). On receipt of COI's report the Commission will be in a position to purchase the equipment and run with the current tender process for the operation and maintenance of the sound and vision equipment. Members agreed that the cost of providing tapes to broadcasters should be recovered.

3.8 Salaries and Allowances

Members received a further draft determination of salaries and allowances reflecting advice from the Departmental Solicitor's Office. It was agreed to review this issue at an early meeting after the summer recess.

3.9 Wheelchair Access

It was agreed that a leaflet should be prepared highlighting disabled access points in Parliament Buildings. The Initial Presiding Officer informed Members that he had written to medical colleagues for comments on the content of the first aid training programme and ideas on the provision of an emergency medical service linked to the Ulster Hospital.

3.10 BBC Proposal

The Commission is content to receive a proposal from BBC on the potential refurbishment of corridor B40. The Initial Presiding Officer raised with the Commission the possibility of using the bunker as a media centre.

3.11 Development of the Stormont Estate

Mr Evans has met DOE officials to confirm the Commission's preferred options for the provision of access and car parking facilities for the children's playground.

Y new entrance at Summerhill Avenue plus a 60 space car park with overflow facilities west of Prince of Wales Avenue;

Y same car parking facilities with access from Prince of Wales Avenue.

Some Members have received positive feedback from parents on the children's playground. Mr Fee asked for details on the cost of the playground.

3.12 Staffing

The Initial Presiding Officer updated Members on his meeting with Mr Semple and Mr Carvill on 26 July. They have agreed that additional NICS secondees can commence training (2-3 days per week) in September and once there is a definite date for devolution staff will then be seconded on a full-time basis. Mr Semple and Mr Carvill have also agreed to come back with a formal response on the promotions issue in September.

The Initial Presiding Officer informed Members that a legally qualified solicitor will come on secondment from the NICS on 13 September and that the recruitment of an Examiner of Statutory Rules is being progressed. The Initial Presiding Officer also confirmed that he had raised with Mr Murphy the potential difficulty of an Examiner of Statutory Rules being responsible for both transferred and non-transferred matters. Mr Murphy agreed to come back with a response in September.

A Paper on the Official Secrets Act was tabled at the meeting. The complete set of NICS Terms and Conditions was not tabled because of the volume of paper. Mr Rogers to investigate the possibility of electronic access. Meetings between Assembly Officials and NIPSA representatives on trade union consultation are continuing.

4. PAVAROTTI CONCERT

The Commission endorsed the following proposals covering access arrangements on the day of the concert:

Y only pass holders will have car access to Stormont Estate via the Stoney Road entrance;

Y sitting day rules will apply to the upper plateau car parks;

Y staff with a ticket or staff required to work at the concert will use the east staff car park;

Y Members' guests with a ticket can enter the Estate either in a Member's car, via park and ride facilities or on foot by Prince of Wales Avenue;

Y Members' guests without a ticket will only gain access to the Estate in a Member's car;

Y the Members' Dining Room and Long Gallery will be available for meals booked in advance by Members. The balcony casement windows will be left open but there will be no access to the balcony for health and safety reasons;

Y Mr Evans to issue a guidance note advising Members to contact the Commission Office for details on access, car parking, ticket sales and meal arrangements.

5. ANY OTHER BUSINESS

Y A revised in-year requirement of £23 million was tabled. This figure is predicated on 01 November devolution date with the original full year estimate of £36 million remaining.

Y Members considered a paper on Partners' access and agreed that passes should be provided. Passes will be applied for in the same way as for existing pass holders.

Y Mr Robinson expressed concern about the presence of security cameras in the ground floor corridor adjacent to the west wing entrance. The Initial Presiding Officer agreed to check with the security services if there is still a need for the cameras and also if there are plans to install security cameras in other parts of Parliament Buildings.

Y Members asked why there has been a delay in providing handbook covers.

Y The Commission approved requests for passes for four NIO senior Press Officers and temporary access to the upper plateau car park for a staff member of the Deputy First Minister's Office.

Y The Commission approved, on a cost recovery basis, a request from the BBC to use the Senate Chamber to film a new programme called 'Straight Up' to be transmitted on 25 August.

Y Members asked for the paper on stationery ordering procedures to be re-drafted to mirror House of Commons arrangements.

Y The Commission approved a request from Mr Poots for a Saturday tour. A paper to be prepared on the cost of weekend tours.

6. DATE OF THE NEXT MEETING

Monday 13 September at 2.00 pm.

TOM EVANS