Present: Initial Presiding Officer

Mrs E Bell

Mr R Coulter

Mr J Fee

Mr F Molloy

Mr P Robinson MP

In the Chair: Initial Presiding Officer

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

Mr Millar attended for part of the meeting.

Ms Roberts and Mr Tyndall attended for agenda item 3

1. Minutes of the 28 September meeting were accepted without change.

2. MATTERS ARISING

2.1 Meeting with Mr Howarth

The Initial Presiding Officer reported on his recent meeting with Mr Howarth.

2.2 Crown Status

Latest draft Orders will be available this week and will be copied to Members for final comment.

2.3 Fire Precautions

The Initial Presiding Officer reported a number of problems with the evacuation procedures during the security alert on 8 October. The next fire, drill is scheduled for 22 October. The Commission endorsed a proposal to stage a series of unannounced security alerts.

2.4 Membership of the Commission

The Initial Presiding Officer has arranged to meet the joint chairmen of the Standing Orders Committee on 3 November.

2.5 Meeting with Cedric Wilson

The Initial Presiding Officer agreed to write to Cedric Wilson stating that the Commission can take this matter no further.

2.6 Pensions Bill

Mr Evans reported on the first meeting of the Pensions Scheme Shadow Trustees. The Commission agreed to delegate to the Pensions Trustees the task of considering the draft bill.

2.7 Catering and Functions Committee

The Initial Presiding Officer informed Members of the five recent complaints about Mount Charles. It was agreed that the Catering and Functions Committee should be asked to deal with complaints and routine operational matters, supported by the Keeper of the House, but reporting back to the Commission on major policy and contractual issues. The Initial Presiding Officer agreed to meet with Sir John Gorman to inform him of the recent difficulties.

A paper on options for extending access to the Members' Dining Room to be discussed at the next meeting.

2.8 Wheelchair Access

The DOE report on disabled access at the front of Parliament Buildings is to be available for the next Commission meeting.

2.9 Development of the Stormont Estate

The Initial Presiding Officer reported on his recent meeting with Department of the Environment officials when it was agreed that:

Y access to the playground car park should be from the Newtownards Road close to the bunker;

Y traffic lights will be used as a pedestrian crossing and also act as a traffic calming measure;

Y there will be a right turning pocket at the new entrance to reduce the risk of accidents; and

Y the car park will remain closed until after the morning rush hour.

Mr Evans reported that the Stormont residents would prefer the entrance and traffic lights at Summerhill Avenue. It was agreed that the residents should raise their objections during the public consultation phase of the planning application process which DOE officials have agreed to progress immediately.

2.10 Staffing

The Initial Presiding Officer reported on his meeting with Mr Semple who has agreed:

Y to give further thought to the position of staff who return to the NICS having gained promotion in the Assembly, but that recognition of promotions will not apply to the Senior Civil Service;

Y that the Assembly should advertise for the post of Examiner of Statutory Rules immediately following devolution although it may be necessary to review the situation if the Assembly is still in shadow form at the end of Mr Oakey's contract. Any pre-devolution appointment will be made by DFP and a secondment will be arranged to cover the period required to recruit a replacement;

Y to consider the mechanism by which the Assembly can obtain security advice on job applicants and the position of the Assembly in relation to Public Immunity Certificates.

The Initial Presiding Officer confirmed that he has still to meet Mr Ingram on the security vetting issue and will ultimately bring a proposal back to the Commission.

2.11 Security Cameras

The Initial Presiding Officer reported that he is still waiting for advice from the Chief Constable and has arranged to meet the Assistant Chief Constables to discuss general security issues.

2.12 Handbook Covers

The Initial Presiding Officer reported that while he is unhappy with how this matter has been progressed he has been advised that the covers will be available within three weeks.

2.13 Stationery Ordering Procedures

Mr Cosgrave presented a sample pack of all free stationery which will issue with order forms and the agreed stationery ordering procedures.

2.14 Official Report

Copies of the first bound volume are now available.

2.15 Members' Salaries

Nothing further to report at this stage.

2.16 Sound and Vision

The tender documents issued on 8 October and a site visit has been arranged for 21 October. The selection process will be completed by mid-December and, assuming no slippages, the Assembly will be in a position to offer contracts and make the necessary handover arrangements during the Christmas Recess.

All plans are dependent on devolution and the Commission will need to decide at the next meeting if the Macmillan contract needs to be extended. At the meeting the Commission will also need to agree weightings and scores for the evaluation criteria.

2.17 BBC Proposal

The Initial Presiding Officer reported on his meeting with the BBC and informed Members that he has received preliminary advice from Mr Percy Johnston, the recently seconded legal adviser, which indicates that there may be some legal difficulties with the proposal to lease Corridor B42. The Initial Presiding Officer has asked for some further legal research to clarify how tightly the legal impediments may hold the Assembly.

The Initial Presiding Officer also confirmed that on two occasions at the Press Liaison Group meeting he had made an offer to all broadcasters to submit proposals on the use of the Press area.

2.18 Press Bar

The Commission endorsed the proposal to extend the use of the Press Bar to all Assembly Passholders, and their accompanied guests, for a six-month trial period.

2.19 Press Conference Facility

It was agreed that this project should be deferred until there is confirmation of a devolution date.

3. FESTIVAL OF SPEED

Mr Tyndall, Tyndall Promotions, and Sue Roberts, Happenings, presented to the Commission a proposal to hold a Belfast Festival of Speed event in the Stormont Estate on Monday 28 August 2000. The Commission informed Mr Tyndall that they would not make a decision until there had been formal consultation with the Stormont residents. It was agreed that Mr Evans would arrange for Mr Tyndall to meet the Stormont residents before the Commission's next meeting on 2 November.

4. JIM AIKEN PROPOSAL

The Commission agreed that Mr Aiken should be advised to submit a detailed proposal for consideration at an early Commission meeting.

5. CHILDCARE PROVISION

The Commission considered a paper setting out proposals for the provision of childcare support and agreed that a voucher-based system was the most appropriate option. Mr Millar to provide further detail on the total allocation of funds, actual costs of childcare provision, value of individual vouchers and target group (Members, Assembly staff, Party staff?)

Mr Fee agreed to consult Patricia Lewsley on this matter.

6. ANY OTHER BUSINESS

6.1 Mr Cosgrave tabled a proposal to relax the existing rules to allow payment of overnight subsistence for attendance at conferences. Mr Robinson wanted it put on record that he was unhappy about any proposal which compromised the purpose of OCAs. Members agreed to consider for further discussion at the next meeting.

6.2 The Initial Presiding Office raised the issue of the format of the OCAs expenditure profile. Mr Millar agreed to consider for the next meeting.

6.3 The Commission approved a request from David Ford for a Saturday tour and a proposal to advise Members of how they might support the Children's Promise - Millennium Final Hour Appeal.

6.4 The Initial Presiding Officer informed Members that he had asked for ideas on how the proceeds from the Elton John Concert should be spent. Members to consider and Mr Evans to consult with the Stormont residents.

6.5 The Initial Presiding Officer updated Members on the recent building work which has been completed - Greek key panelling in the Chamber, conversion of room 25a and 26a, conversion of the basement areas to facilitate the relocation of the Information Office, Events Co-ordination and the Executive Information Service.

6.6 The Commission agreed that the Remembrance Day arrangements should be the same as last year.

6.7 The Initial Presiding Officer informed Members that he had instigated preliminary work on the production of the Christmas Card.

6.8 Two papers on Networking of Members and the Development of the Library and Research Service were tabled and noted by Members.

7. DATE OF THE NEXT MEETING

Tuesday 2 November at 2.00 pm in Room 152.  

TOM EVANS