Present: Initial Presiding Officer
Mr P Robinson MP
Mr R Coulter
Mr J Fee
Mr F Molloy

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

Apologies: Mrs E Bell

1. Minutes of 2 November and 18 November meetings were accepted without change.

2. MATTERS ARISING

2.1 Crown Status and Copyright Orders

The Initial Presiding Officer confirmed that the Commencement Order has now been signed and that any requirement to comply with the 1996 Licensing Order is removed once the Commission is treated as a Crown Body.

2.2 Fire Precautions

Mr Robinson reported that there was a bottle neck at the West Door during the last fire drill on 8 November. Mr Waddell to provide a report for the next meeting.

2.3 Catering and Functions Committee

The Committee has agreed the terms of reference for the Prior Options Study which should be completed by the end of January 2000.

2.4 Pensions Bill

Mr Evans reported that the Pensions Trustees are meeting on 29 November to complete their scrutiny of the Pensions Bill. The Commission agreed to meet the Trustees on 30 November to finalise the content of the Bill.

2.5 Wheelchair Access

It was agreed to defer discussion on the DOE report.

2.6 Development of the Stormont Estate

The Initial Presiding Officer reported that the car park and Newtownards Road alterations should be completed for June 2000. A transport engineering consultant has been appointed and preliminary drawings have been submitted to Road Service. It was agreed that DOE should be asked to progress this issue as quickly as possible because of concerns about the risk of accidents at the turning circle.

2.7 Handbook Covers

Mr Cosgrave agreed to check if all handbook covers have been issued.

2.8 Stationery Ordering Procedures

Mr Cosgrave confirmed that sample packs and order forms had issued to all Members.

Mr Robinson raised the recent incident of up to 800 letters being sent to UUP representatives and proposed that Officials should follow up the matter with the police. Mr Molloy registered his concern about the misuse of Party-headed stationery. The Initial Presiding Officer suggested that there were three issues; use of Assembly stationery for Party Political Purposes, potential fraud, and the possibility of a police investigation.

2.9 Official Report

The second bound volume is now available.

2.10 BBC Proposal

The Initial Presiding Officer reported that there may be legal problems with the BBC proposal going back to the 1933 Stormont Estate Act and that he has asked Speaker's Counsel for advice. It was agreed that Mr Evans should inform the BBC of the potential legal impediments.

2.11 Press Conference Area

It was agreed that DOE should be asked to work up a costed proposal for consideration by the Commission.

2.12 Festival of Speed

The Initial Presiding Officer reported that Mr Tyndall had agreed to include a number of the Stormont Residents on the planning group.

2.13 Jim Aiken

It was agreed that Mr Evans should consult with the Stormont Residents on Jim Aiken's second proposal after speaking to Mr Robinson.

2.14 Childcare Provision

Mr Fee tabled a proposal submitted by Professor McWilliams and Ms Jane Morrice. It was agreed that a scheme, based on the Child Support Agency model, should be put in place with effect from devolution, which can be reviewed after a period of time. Mr Millar to consider the respective merits of a cash and voucher based scheme. Mr Fee proposed an annual enrolment scheme to facilitate financial planning.

2.15 Payment of Expenses for Attendance at Conference

The Initial Presiding Officer reported that he had written to John Semple requesting that expenses for attendance at conferences are paid from Transition Programme funds and also asking for a one or two day refresher course.

2.16 Elton John Concert Profits

This item was deferred.

2.17 Christmas Cards

Christmas cards are available for purchase from the Printed Paper Office.

3. SECURITY ISSUES

3.1 The Initial Presiding Officer raised the issue of a potential security risk over the coming months and reported that he had taken responsibility for bringing in Lisburn Securities to cover the Front, East and West Doors. Members agreed to report to the Initial Presiding Officer any thoughts on potential areas of vulnerability in the building and to advise Members and their staff about the importance of wearing security passes at all times.

3.2 Mr Molloy suggested that the way staff had been informed about the use of Lisburn Securities could have been handled more sensitively. The Initial Presiding Officer reported that he had a good meeting with the Doorkeepers to explain the need for additional security.

3.3 The Initial Presiding Officer reported that Mr Semple had been unable to offer any advice on security vetting and that the Tinnelly European Court of Human Rights case had not provided a set of principles which the Commission could adopt. The Initial Presiding Officer is meeting Mr Ingram on 7 December to discuss security vetting.

4. MEMBERSHIP OF THE COMMISSION

4.1 The Initial Presiding Officer reported on his meeting with the Joint Chairmen of the Standing Orders Committee at which he agreed to bring to the Commission a proposal to change the Commission's voting arrangements with the objective of addressing the proportionality issue.

4.2 The following proposal was unanimously accepted by the Commission with immediate effect:

Ÿ Each of the Commission Members to carry a voting strength equivalent to the number of elected Members in the party to which they belong. This would not preclude individual Members of these Parties from allocating their vote to a Commission Member from another Party, emphasising the principle that the Commission's role is to serve the Assembly and not individual Parties.

Ÿ In those instances when a Commission Member is not present for a division the Member, by prior arrangement with the Speaker, could indicate which Commission Member would carry their voting strength.

Ÿ The smaller Parties, by prior arrangement with the Speaker, would allocate their block vote to an individual Commission Member. Again this would not preclude individual Members of smaller Parties from allocating their vote to another Commission Member.

Ÿ The proposal would not afford the smaller Parties or individual Assembly Members advance notice of issues which will go to a vote or allow them, for each division, to nominate which Commission Member would carry their vote.

4.3 It was agreed that once the Standing Orders Committee had endorsed the new voting arrangements a note would go out to all Members.

5. LEGISLATON

The Initial Presiding Officer reported that the Commission will have no legal cover to pay Party Allowances from devolution until the Financial Assistance to Political Parties Bill is enacted. Mr Millar to investigate if there are any legal ways of paying Party Allowances in the interim period.

Members agreed to check if they will remain on the Commission post-devolution and therefore be available to lead on the introduction of the various Determinations and Bills. Mr Millar confirmed that OCAs will be available at the start of the financial year on a block basis net of staff salaries, rent and rates. Mr Millar to consider a separate budget for Members' contributions to Party staff pension schemes reflecting Westminster arrangements.

6. STAFFING

6.1 The Initial Presiding Officer reported that Mr Semple has now accepted the Commission's proposal that the promotion of civil servants within the Assembly will be recognised by the Northern Ireland Civil Service for all posts below the Senior Civil Service. The Initial Presiding Officer confirmed that no more NICS staff will be drawn in on 3 year secondments but asked the Commission to approve a number of 6-9 month secondments while the open recruitment of priority vacancies is completed. Members endorsed the proposal on the understanding that the Commission's policy of open recruitment is in no way compromised.

6.2 The Commission agreed that taster advertisements should be run in the week commencing 6 December. Mr Fee emphasised the importance of using the media to promote the range of career opportunities in the Assembly to the wider Northern Ireland community. It was agreed that Members will be copied the press release and Commission Members will receive a briefing in advance of any media coverage.

6.3 Members agreed to consider the appointment of the Clerk at the earliest opportunity.

7. SOUND AND VISION

7.1 The Commission agreed a further one month (6 February - 6 March 2000) extension of the current Macmillan contract. The Commission endorsed Mr Cosgrave's proposals on the purchase of the Sound and Vision equipment and the next stage of the evaluation of tenders process. It was agreed that GPA should now write to the four companies involved in the tender process.

8. ANY OTHER BUSINESS

8.1 The Commission endorsed the Initial Presiding Officer's proposal to use rooms 240, 256 and 283 to accommodate new secretariat staff. The Initial Presiding Officer suggested that the Commission will need to consider the medium / long-term accommodation issues.

8.2 The Commission did not approve Ms Jane Morrice's requests for room 256 and a trolley service.

8.3 The Commission approved a request from Lord Alderdice for a Saturday tour, Newtowncrommelin Presbyterian Women's Association - 6 May 2000.

8.4 A request to hold the World Cross Country Run in Stormont Estate on 8 January 2000 was approved.

8.5 Members endorsed Mr Black's proposal for the provision of BBC 24 hour News TV and BBC radio channels coverage on the Assembly's TV distribution system.

8.6 The Christmas Carol Service will be on 17 December in the Senate Chamber.

8.7 The Initial Presiding Officer informed Members that an IT company has offered a free lap top computer to all Assembly Members. Mr Evans to take advice from the House of Commons Commission before any decision is taken.

9. DATE OF THE NEXT MEETING

It was agreed that the Initial Presiding Officer would call a meeting to involve the Pension Trustees in the week commencing 29 November.