Shadow Assembly Commission Minutes of Proceedings
22 October 1998
THURSDAY 22 OCTOBER 1998 AT 10.00 AM
ROOM 152, PARLIAMENT BUILDINGS
Present: Initial Presiding Officer
Ms E Bell
Rev R Coulter
Mr J Fee
Mr P Robinson MP
In the Chair: Initial Presiding Officer
In Attendance: Mr N Carson, Mr T Evans, Mr G Martin
Apologies: Mr F Molloy
3. Appointment of Clerk/Deputy Clerks Mr Hunter, Central Personnel Group came in at the start of the meeting and led the discussion on this Agenda item.
1. Minutes of the Fifth Meeting of the Shadow Commission were accepted without change.
2. Matters Arising
Pre-Paid Envelopes should be available to Members in four weeks. In the short term the Assembly will use one of three mainland companies accredited by the Post Office. The next step will be to accredit a Northern Ireland Company.
Parliament Buildings Members to agree a date to view Parliament Buildings Artefacts. The Ulster Museum will carry out an environmental survey of Parliament Buildings on 22 October at 2.30 pm. Post Office Counters have agreed to set up a Post Office as a satellite of Castle Place. Mr Waddell to raise the issue of the sale of souvenirs in the Post Office.
Mount Charles There was a discussion on the smoking rules for Parliament Buildings. Members agreed that they should consult with colleagues and the Secretariat to check on safety issues before making any decision to change the existing rules. The Secretariat will be updating the fire prevention policy for Parliament Buildings and could incorporate any changes to the smoking rules. It was noted that some party workers, not accompanied by a Member, are using the Members' Dining Room and Coffee Lounge. A reminder of the rules to go out in the APN. Members agreed that invites to charity events should come from the sponsoring member.
Car Parking
There was a discussion on the need to extend access to the upper level car parks. The following was agreed:
- a small number of essential Secretariat staff to have unlimited access to the upper level car parks.
- Committee Clerks, some of the First and Deputy First Minister's support team and nominated Party Workers (larger parties - 3, smaller parties 1) to have access to the upper level car parks on non-sitting days and to Carson's Statue car park on sitting days.
Passes will not be transferable. Secretariat to consider opening access to Parliament Buildings via the East Wing door.
Security
Mr Coulter and Mr Robinson asked that their concerns about the lack of staff with a security background, to cover the Armoury area once Lisburn Securities are off-site, be minuted. There was a discussion on security arrangements and Mr Carson agreed to produce a written brief on security procedures for the Armoury.
Mileage Claims/Start-up Costs The Presiding Officer informed Members that he had written to Mr Murphy on both issues but had, to date, received no response.
4. Staffing Options
This item was deferred pending further discussions on the appointment of the Clerk/Deputy Clerks.
5. Accommodation
David Ferguson joined the meeting for this item and expanded on his paper tabled at the previous meeting. He informed the Shadow Commission that the requirement for additional accommodation in Parliament Buildings would be a temporary arrangement and that he was actively exploring alternative accommodation for the full Executive Support Team. Members discussed the request and agreed that rooms 217 and 273, already occupied by the Shadow Executive's information service, should be confirmed and that five additional offices should be identified on the second floor. Mr Waddell was asked to develop a plan which would re-locate Secretariat staff on the fourth floor, move Committee teams into their designated second floor accommodation and on a temporary basis house the Shadow Executive in rooms which ultimately will be occupied by Committee Chairs.
6. Library Research
Members noted Edgar Jardine's paper tabled at the previous meeting. Mr Evans tabled a paper on his visit to the House of Commons and the Lords Libraries which sets out initial proposals for the development of the Assembly's research capability. Members noted the paper and endorsed the initial proposals. Members asked to be kept informed of progress.
7. Shadow Commission Remit
The Presiding Officer updated Members on progress with the Probing Amendment on the grounds of the Stormont Estate which he had moved in the Lords the previous evening on behalf of the Commission. Members were copied the relevant extract from the Lords Hansard. The Presiding Officer reported that Lord Dubs, in his response, had stated that the ownership of the Stormont Estate would remain a reserved matter but that there was the potential to identify that part of the Estate which could be controlled by the Commission. Members agreed that the Shadow Commission's Clerk should .explore this matter with DOE officials. The Presiding Officer informed Members that Amendment 342 on Privilege will probably be accepted with the Shadow Assembly having full Privilege from the date of Royal Assent and not the appointed date for devolution of powers.
8. Information Technoloey and Stationery
Mr Black tabled a paper outlining progress on IT and Stationery issues. There was a lengthy discussion on the provision of standard/non-standard equipment. It was agreed that a bulk order should be delayed until the Secretariat had a better understanding of Members' needs.
There will also be no further action on Party requirements until SSRB have reported. Mr Black to liaise with Chief Whips on individual Members' IT needs.
9. Printing and Publishing Services
It was agreed that Mr Carson would arrange for HMSO to make a presentation to the Shadow Commission.
10. Any Other Business
- Day Subsistence Allowance Mr Carson tabled a short paper on this issue. Members agreed that all outstanding claims should be held pending the outcome of the SSRB study. A note will go out to all Members informing them of the Shadow Commission's decision.
- The Presiding Officer tabled a request from the Chief Medical Officer to use Parliament Buildings on 16/17 December to promote Blood Pressure Awareness Campaign. The Shadow Commission endorsed the request.
TOM EVANS
Committee Clerk
