Shadow Assembly Commission Minutes of Proceedings

26 November 2008

THURSDAY 26 NOVEMBER 1998 AT 10.00 AM

ROOM 152, PARLIAMENT BUILDINGS

Present: Initial Presiding Officer

Mrs E Bell

Mr J Fee

Mr P Robinson MP

In the Chair: Initial Presiding Officer

In Attendance: Mr T Evans, Ms G Campbell,

Mr Hunter attended for the early part of the meeting

Apologies: Rev Coulter and Mr Molloy

1. The minutes of the ninth meeting were accepted without change.

3. Designation of Clerk/Deputy Clerks

Agenda items 3, 4 and 5 were taken before matters arising.

The Initial Presiding Officer advised that Members had not received one week's notice of the meeting and it was agreed that a decision on the designation issue should be deferred to the next meeting when all Members are in attendance. It was agreed that the Initial Presiding Officer advised that, in line with the practice elsewhere he would not vote on any business of the Commission but would continue to advise and ensure that matters are properly conducted.

The discussion moved to staffing issues and Ms Campbell and Mr Evans left for that part of the meeting. The Clerk to the Shadow Commission was instructed by the Initial Presiding Officer to minute that there was a general discussion on the Designation issue.

4. Appointment of Clerk/Deputy Clerks

The Clerk to the Commission was instructed by the Initial Presiding Officer to minute that there was a general discussion.

5. Assembly Staffing

The Clerk to the Commission was instructed by the Initial Presiding Officer to minute that there was a general discussion.

Ms Campbell and Mr Evans returned for the remainder of the meeting

2. Matters Arising

Car Parking

Car parking and set down arrangements to go out in the APN.

Security

The Initial Presiding Officer informed Members that he had advised the relevant Party Whip that he will be meeting the individual who had breached the front of house security procedures.

Postal Arrangements

It was agreed that Mr Evans will investigate the House of Commons postal arrangements and regulations during his visit in week commencing 7 December.

Office Cost Allowances (OCAs)

There will be a pro-rata continuation of OCAs until the appointed day. It was reported that Members are unable to enter into employment contracts due to the uncertainty about salaries and OCAs. Mr Evans to check when the SSRB report will be released.

Accommodation

The Initial Presiding Officer will be meeting the Women's Coalition to discuss room allocation.

Information Technology

Members noted a progress report on the installation of PCs and training for Members and support staff.

Library Research

Stephen Donnelly, NISRA, will spend the first week of his secondment to the Assembly with the Commons Research Services.

Assembly Entry in the BT Directory/Members' Biographies

Both issues are being progressed by the Assembly's Public Information Office.

Secretariat Restructuring

The Initial Presiding Officer tabled the finalised Assembly Organisational structure which it was agreed will now be issued to Members.

Simultaneous Translations

The Initial Presiding Officer tabled Mr Johnston's report on his visit to the Oireachtaras. It was agreed that the Shadow Commission's role is not to decide whether a simultaneous translation facility should be in place but to explore how it might be provided if required by the Assembly. Mr Elder, Mr Evans and Mr Johnston are meeting the Welsh Office on 2/3 December.

European Dinner

The Initial Presiding Officer reported that Mr Murphy has no problem with this proposal. Mr Robinson to arrange for someone to contact the Speaker's Office about the detail of the event.

6. DFP Cleaners

Mr Waddell tabled a paper outlining the management options for the reinstatement of the DFP cleaners. The Shadow Commission asked Mr Waddell to progress the option where the cleaners are directly employed and managed by the Assembly.

7. Any Other Business

Stormont Estate

The Initial Presiding Officer tabled the Secretary of State's response on the development and usage of the Stormont Estate which confirms that DOE must consult the Shadow Commission on all proposals. Mr Evans to liaise with DOE officials.

Refreshments at Party Meetings

The Commission endorsed Mr Waddell's note on Refreshments at Party meetings and agreed that approval of expenditure should fall to a nominated Party official.

Ministerial Furniture

The Commission considered how Ministerial Offices in Parliament Buildings should be furnished. It was agreed that a standard suite should be provided and Ministers can then decide if they have additional requirements. Mr Waddell to arrange a viewing of a range of furniture.

Souvenir Shop

The Commission considered a paper by Mr Johnston outlining the various management options. It was agreed that a directly-managed gift shop is the preferred long-term option and that some souvenirs should be available in the Mount Charles shop before Christmas. The Commission agreed that a committee should be established to consider this issue comprising appointed Members and Secretariat staff. Members to inform Mr Evans of nominations.

Date of next meeting

Mr Evans to arrange a meeting for the week commencing 14 December.

TOM EVANS

Clerk to the Shadow Commission