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

Ms G McKibbin, Mr T Gilgunn and Mr P Haggar attended for agenda item 3.

Apologies: Mr F Molloy

1. Minutes of the 13 September meeting were accepted without change.

2. MATTERS ARISING

2.1 Meeting with Mr Howarth

The Initial Presiding Officer's meeting with Mr Howarth, scheduled for 20 September, has been re-arranged for 30 September.

2.2 Crown Status

The Initial Presiding Officer to receive copies of the draft Orders in Council prior to his meeting with Mr Howarth.

2.3 Fire Precautions

A second fire drill is scheduled for October.

2.4 Membership of the Commission

The Initial Presiding Officer informed Members that he had not raised the membership of the Commission issue at the recent meeting with the joint chairmen of the Standing Orders Committee. The Initial Presiding Officer agreed to meet separately with the joint chairmen to discuss the Commission's proposal to address the proportionality issue.

2.5 Meeting with Cedric Wilson

The issue of the missing papers has still to be resolved. The Initial Presiding Officer agreed to write to Mr McCartney.

2.6 Pensions Bill

Mr Evans has arranged to meet the head of the Fees Office at Westminster on 7 October to plan a visit for the Shadow Trustees. A meeting of the Shadow Trustees to be arranged for the week commencing 11 October.

2.7 Catering and Functions Committee

Mr Evans informed Members that he has been asked to prepare a draft report on the progress of the Catering and Functions Committee against its terms of reference. The Catering and Functions Committee is scheduled to meet in the week commencing 11 or 18 October to consider the draft report.

2.8 Wheelchair Access

Members agreed that the draft leaflet on disabled access needs to be more user friendly and include a map and a more diagrammatic presentation. The Commission has still to receive the report on disabled access at the front door of Parliament Buildings.

2.9 Development of the Stormont Estate

The Department of Environment's response to the Commission's proposal to create a new vehicle entrance at Summerhill Avenue was considered. It was agreed that the Initial Presiding Officer should meet relevant DOE officials to resolve this issue and bring back a report to the next Commission meeting.

2.10 Staffing

The Initial Presiding Officer referred to Mr Semple's letter which significantly addresses the Commission's request that the promotions of NICS staff within the Assembly are recognised. Mr Semple's letter also confirms that the Examiner of Statutory Rules will deal exclusively with devolved matters and will therefore be an Assembly appointment. The Initial Presiding Officer agreed to meet with Mr Semple to resolve any outstanding promotion issues and progress the recruitment of the Examiner of Statutory Rules.

2.11 Pavarotti Concert

The Initial Presiding Officer confirmed that letters of thanks to Mount Charles and Secretariat staff have issued. A series of review meetings with Jim Aiken, the statutory agencies and the Stormont Residents' Group have been arranged.

2.12 Security Cameras

The Initial Presiding Officer informed Members that the Chief Constable had agreed to check if the security cameras are still required.

2.13 Handbook Covers

The Handbook covers should be available in three weeks.

2.14 Stationery Ordering Procedures

The Commission endorsed the revised paper on stationery ordering procedures which will include arrangements to monitor volumes. Members agreed that a sample pack of all available stationery should go out with the revised ordering procedures.

2.15 Official Report

The Initial Presiding Officer informed Members that the first bound volume of the Official Report will be available at the start of October.

2.16 Members' Salaries

The Initial Presiding Officer confirmed that the Commission can designate Party Whips as Assembly Office Holders. The Commission agreed on the following designations Assembly Business Managers and Deputy Assembly Business Managers.

2.17 Child Care Provision

A paper on child care provision to be prepared for the next Commission meeting.

2.18 Belfast Festival of Speed

Mr Evans reported on his meeting with Mr Tyndall, the organiser of the proposed Belfast Festival of Speed event. Members were concerned about the potentially high noise levels and risk of damage to the grounds. It was agreed that Mr Evans should consult the Stormont Residents' Group and Mr Tyndall to be invited to the next meeting.

3. SOUND AND VISION

3.1 Mr Philip Haggar, the technical consultant advising on the Sound and Vision contract, took Members through the draft specification. Mr Gilgunn, GPA, provided advice on contractual and procurement issues raised by Members. The following was agreed:

Y Head of Administration to be the named individual for contractual purposes;

Y the contractor must comply with the rules of coverage; and

Y there is a need to develop rules for broadcasters.

3.2 It was agreed that the specification should be amended to reflect the Commission's detailed comments and tender documents finalised and issued as soon as possible. The Commission endorsed the short-listing procedure and agreed that GPA should proceed with the tender process on the basis of the five short-listed companies.

4. BBC PROPOSAL

4.1 The Commission agreed that the Initial Presiding Officer should meet with the BBC to explore the proposals to refurbish and rent corridor B40 and erect a microwave dish on the roof of Parliament Buildings, but only on the basis of a realistic market value. The Commission turned down the proposal to erect a portacabin in the east staff car park.

5. ANY OTHER BUSINESS

5.1 The Commission approved a request from John Kee of History Makers to hold a youth inter-denominational service on 5 or 12 December 1999 and two requests for Saturday tours:

Y Mr Robinson, Church of Ireland Carrigrohane, 23 October; and

Y Mr Boyd, Carnalbannagh Presbyterian Women's Association, 13 May 2000.

5.2 The Commission agreed that Translink's services can be advertised in Parliament Buildings and approved a request from the Blood Transfusion Service to hold a session in Parliament Buildings in the week commencing 15 November.

5.3 The Commission endorsed Mr Waddell's proposal to extend search procedures, currently in place at the main entrance, to the east and west doors and allow all pass-holders and their visitors access via the east and west doors.

5.4 The Commission endorsed the proposals to reduce the Post Office opening hours to 10.00 am - 2.30 pm and allow Assembly staff to book the Members' Dining Room on Fridays during Recess. It was agreed that a paper should be prepared in regard to the proposal to establish a Strangers section in the Members' Dining Room.

5.5 Mr Elder's report on the Commonwealth Hansard Editors Association conference was noted and the Initial Presiding Officer referred to the visit of the Welsh Speaker on 27 September.

6. DATE OF THE NEXT MEETING

Tuesday 11 October at 2.00 pm.

TOM EVANS