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MONDAY 18 DECEMBER 2000
Members present:
Mr Richard Allan, in the Chair
| Mr Ian Bruce |
Mr Neil Gerrard |
| Mr Andrew Miller |
Mr Ian Stewart |
The Committee deliberated.
1. Provision of scanners
Resolved, That the Parliamentary Communications Directorate do prepare a paper setting out the cost of providing high-speed scanners and other expensive items of IT equipment for Members to share, and describing possible technical barriers.—(Mr Ian Stewart.)
2. Dissolution arrangements
The Committee further deliberated.
Resolved, That the Committee, having considered the draft guidance circulated by the Serjeant at Arms (INF/320), recommends that the following amendments be made [new or revised
text in bold]:
1. Ex-Members may enter the precincts to collect their computers and correspondence as well as papers from their lockers and filing cabinets but may not work here or use the telephones from the day after the day of dissolution. The Parliamentary Communications Directorate cannot support computers during the dissolution period. In the Palace of Westminster all Members' rooms will be locked, but can be opened on request to the nearest Security Officer or to Security Control (Extension 5311). In the case of the outbuildings, the Attendant on duty will open the rooms on request.
[No change to paragraphs 2 to 13; paragraph 14 revised to read as follows:]
14. PDVN accounts for Members and their staff will be suspended. The Parliamentary Communications Directorate (PCD) can advise Members and their staff who wish to make a local copy of any data held on the central PDVN systems. Such copies can be made until the day after the day of Dissolution.
[New paragraphs 15 to 17, as follows]
15. Members and their staff who have e-mail accounts on PDVN will not be able to access PDVN to collect that e-mail. If they choose to set up an external e-mail account, PCD can advise Members and their staff on the procedure for automatic redirection of e-mails from their PDVN account to their external account. Ex-Members should ensure that any private e-mail account they use during the period of Dissolution does not in any way imply that they are a sitting Member. They should also ensure that any private account does not redirect mail back to their Parliamentary account.
16. Voicemail accounts will be withdrawn during the period of Dissolution. Members and their staff may set up a simple message on their voice mail lines informing the caller that the office is closed and giving a number where the ex-Member may be contacted but there will be no facility for storing or retrieving messages or forwarding calls. Members and their staff will be responsible for setting up these messages with advice from PCD.
17. Links to Members' websites from the Parliamentary website will be cut from the day after dissolution. The Fees Office will issue guidance for Members who have websites funded from the Office Costs Allowance.
[No change to former paragraph 15 (now paragraph 18) and Annex A]—(The Chairman.)
Resolved, That the Parliamentary Communications Directorate do consider shutting down the 1234 number for retrieval of voicemail messages during the period of dissolution.—(The Chairman.)
Resolved, That the Parliamentary Communications Directorate do prepare a technical guidance note for Members, explaining how to set up redirections for e-mails and voicemails.—(The Chairman.)
3. Acceptable Use Policy for the PDVN
The Committee further deliberated.
4. Library book loans
Resolved, That the Committee endorses the Librarian's proposals for retrieving outstanding loans as set out in her paper (INF/317).—(The Chairman.)
5. Joint meeting with the House of Lords Library and Computers Sub-committee
Resolved, That the Committee do meet concurrently with the House of Lords Library and Computers Sub-committee on Tuesday 6 February 2001 at 4.15 pm, to discuss proposals for the redesign of the Parliamentary website.—(The Chairman.)
6. Visit to the Parliamentary Press
Resolved, That the Committee notes the invitation to visit the Parliamentary Press in Southwark.—(The Chairman.)
[Adjourned till Monday 15 January 2001 at Five o'clock.
MONDAY 15 JANUARY 2001
Members present:
Mr Richard Allan, in the Chair
| Mr Ian Bruce |
Mr Michael Connarty |
| Mr Neil Gerrard |
Mr Andrew Miller |
| Mr Ian Stewart |
The Committee deliberated.
1. Remote access: VPN and Citrix
Resolved, That the Parliamentary Communications Directorate do compare the costs of remote access using a Virtual Private Network with those using Citrix.—(The Chairman.)
2. Dissolution arrangements
The Committee further deliberated.
Resolved, That the Committee notes that certain of its members believe that it is time to reconsider the convention by which Members cease to have access to Parliamentary services in the period between dissolution and a General Election; but that the issue is largely outside the remit of the Committee and would be better discussed in the next Parliament.—(The Chairman.)
3. Acceptable Use Policy for the PDVN.
Resolved, That the revised draft Policy (INF/322), as amended, be sent to all Members without delay.—(The Chairman.)
4. Provision of scanners
Resolved, That the Committee, having considered a paper by the Parliamentary Communications Directorate (INF/323), agrees that PCD should circulate to Committee members an example of a hand-written letter scanned by the PCD scanner, and that Mr Stewart should do the same with a letter scanned by a Salford Borough Council scanner.—(Mr Ian Bruce.)
5. Access to House facilities for ex-Members
The Committee further deliberated.
Resolved, That the Chairman do inform Mr Benn that the Committee would consider his proposals for access to Library facilities for ex-Members under certain circumstances; but that the Committee was minded not to recommend granting access to the Library's lending and research facilities.—(Mr Ian Bruce.)
[Adjourned till Monday 29 January at half-past Four o'clock.
MONDAY 29 JANUARY 2001
Members present:
Mr Richard Allan, in the Chair
| Mr Ian Bruce |
Mr Neil Gerrard |
| Mr Andrew Miller |
Mr Ian Stewart |
The Committee deliberated.
1. Access to House facilities for ex-Members
The Committee further deliberated.
Resolved, That the Chairman do recommend to the Speaker that ex-Members who have served in the House over a period of fifty years or more but who do not become Peers on retirement be granted access to the House of Commons Library, but not to its research or lending facilities.—(The Chairman.)
2. Dissolution arrangements
The Committee further deliberated.
Resolved,
— That all PDVN accounts of Members and their staff in the current Parliament be disabled at dissolution and re-enabled after the election;
— That accounts of Members not returned at the election be re-enabled for one week only;
— That Members returned at the election be asked which of their staff's e-mail accounts should continue to be "live" and which should be deleted;
— That PCD do assess the security risks of the above procedures;
— That links to Members' websites from the Parliamentary website be disabled during dissolution; and
— That, after dissolution, the Library do add a rubric to the constituency locator and other lists of Members to make it clear that the names given are those of ex-Members who have no status as elected representatives once Parliament had dissolved, and that the exact form of words be agreed with the Fees Office, which would also be issuing advice to Members concerning their web sites.—(The Chairman.)
Resolved,
— That PCD do prepare a new draft describing only the "Out of Office" method for forwarding e-mails;
— That PCD do draft a standard set of words for ex-Members to use after dissolution, advising senders of e-mails that their messages would be forwarded to the ex-Member's new account but inviting them to re-send their messages direct to that account;
— That PCD do undertake further research into how to maximise mailbox capacity and that PCD do investigate the possibility of "bouncing" e-mails off the firewall; and
— That PCD do meet with representatives of the three main political parties' IT advisers, to discuss technical issues concerning dissolution and to share best practice.—(The Chairman.)
3. Provision of scanners
Resolved, That the Parliamentary Communications Directorate (PCD) do prepare an estimate of the cost of adding a scanning facility to photocopiers on the parliamentary estate, for comparison with the cost of providing a similar level of service by purchasing a number of HP 9100 scanners.—(The Chairman.)
[Adjourned till Tuesday 6 February at a quarter past Four o'clock.
TUESDAY 6 FEBRUARY 2001
Members present:
| Mr Richard Allan |
Mr Neil Gerrard |
| Mr Andrew Miller |
The following members of the House of Lords Library and Computers Sub-Committee were also present, pursuant to paragraph (5) of S.O. No. 142 (Domestic Committees):
| The Earl of Erroll |
L. Hobhouse of Woodborough |
| The Earl of Listowel |
Lord Lucas |
| Baroness Rendell of Babergh |
Lord Renfrew of Kaimsthorn |
1. Appointment of Chairman
Resolved, That, at this day's sitting, Lord Renfrew of Kaimsthorn do take the Chair.—(Mr Richard Allan.)
2. Parliamentary website
Resolved, That the Committees thank representatives of the EPIC Group plc for their presentation of proposals for the redesign of the parliamentary website.—(Lord Renfrew of Kaimsthorn.)
Resolved, That, despite concern about the search facility and reservations about the image of the Lords displayed, the Committees are broadly content with the proposals presented by the EPIC Group plc.—(Lord Renfrew of Kaimsthorn.)
Resolved, That it would be preferable for the House of Lords and House of Commons to proceed with the next phases of the website redesign project jointly; That the Committees recommend that the House of Commons do now give a clear indication that it wishes to proceed with implementation and that it make preparations for securing the necessary funding; and That the Information Committee do discuss these issues with the Director of Finance and Administration and justify the expenditure to the Finance and Services Committee, if required.—(Lord Renfrew of Kaimsthorn.)
Resolved, That a group of Peers do meet to resolve concerns about the layout and content of the Lords homepage.—(Lord Renfrew of Kaimsthorn.)
Resolved, That the Committees do hold another concurrent meeting when the first phase of the contract has been completed, to consider implementation.—(Lord Renfrew of Kaimsthorn.)
3. Access to Parliament on the Internet: domain names
Resolved, That the Committees take note of the paper by Mr Allan (INF/328) but that they defer detailed consideration to a later date.—(Lord Renfrew of Kaimsthorn.)
[Adjourned till Monday 12 February at half-past four o'clock.
MONDAY 12 FEBRUARY 2001
Members present:
Mr Richard Allan, in the Chair
| Mr Ian Bruce |
Mr Tim Collins |
| Mr Michael Connarty |
Mr Neil Gerrard |
| Mr Ian Stewart |
The Committee deliberated.
1. Dissolution arrangements
Resolved, That the Parliamentary Communications Directorate (PCD) do ask all Members before dissolution which of their staff's accounts they would want re-enabled if they were to be returned at the election; and That PCD do not re-enable any staff account after the election without specific authorisation from a Member.—(The Chairman.)
Resolved, That e-mails sent after the general election to people who were no longer Members be forwarded, assuming that the former Member had provided a forwarding address, for the same period that paper mail was to be forwarded.—(The Chairman.)
2. Parliamentary website
Resolved, That the Chairman do write to the Director of Finance and Administration, setting out the benefits of proceeding with the implementation phase jointly with the House of Lords, and inviting him to consider how to make the necessary financial provision.—(Mr Neil Gerrard.)
3. Members' IT provision
Resolved, That, given that the Senior Salaries Review Body report on Members' pay and allowances might well not be debated before a May general election, and given that it was reasonable to assume that central provision of IT equipment for Members might not be in place for Members immediately after a May general election, the following provisions be made:
— the catalogue of IT equipment for sale to Members should be revised and, if possible, priced more competitively;
— the catalogue should offer packages of compatible equipment, not just single items;
— the Chairman should write to the Chairman of the Finance and Services Committee, setting out the case for central provision, a properly resourced Members' IT support unit, and for the Virtual Private Network project; and
— new Members should be advised, during their induction process, to bear in mind when obtaining IT equipment that there was a possibility of central provision in the medium term.—(The Chairman.)
4. Development of POLIS: proposed survey of Members
Resolved, That the Committee, having considered a paper by the Director of Information Systems (Library) (INF/330), agrees that the Library should undertake the proposed survey in early March and that it should conduct a series of follow-up surveys or focus groups with new Members in the new Parliament.—(Mr Tim Collins.)
5. Library book loans
Resolved, That the Committee, having considered a paper by the Librarian (INF/331), supports the continuing efforts by the Library to recall overdue book loans, agrees that the Librarian should consider writing to the various Whips Offices with the names of offenders, and supports the withdrawal of lending rights from offenders when appropriate.—(The Chairman.)
6. PITCOM exhibition
The Committee further deliberated.
[Adjourned till Monday 5 March at half-past Four o'clock.
MONDAY 5 MARCH 2001
Members present:
| Mr Ian Bruce |
Mr Neil Gerrard |
| Mr Andrew Miller |
Mr Ian Stewart |
In the absence of the Chairman, Mr Gerrard was called to the Chair.
The Committee deliberated.
1. Dissolution arrangements
The Committee further deliberated.
Resolved, That the Parliamentary Communications Directorate (PCD) do advise Members who wish to redirect e-mails from their Parliamentary account that external accounts should be set at maximum capacity.—(Mr Neil Gerrard.)
2. PDVN quarterly reports
Resolved, That the Committee takes note of the combined Parliamentary Data and Video Network (PDVN) quarterly report for July to September 2000 and October to December 2000 (INF/334).—(Mr Neil Gerrard.)
Resolved, That the Parliamentary Communications Directorate (PCD) do consider undertaking quarterly surveys of PDVN users and that it do report back to the Committee at a later date with proposals.—(Mr Ian Bruce.)
[Adjourned till Monday 19 March at half-past Four o'clock.
MONDAY 19 MARCH 2001
Members present:
Mr Richard Allan, in the Chair
| Mr Ian Bruce |
Mr Michael Connarty |
| Mr Neil Gerrard |
Mr Gwyn Prosser |
| Mr Ian Stewart |
The Committee deliberated.
1. Dissolution arrangements
Resolved, That the Committee approves the draft guidance prepared by the Fees Office for Members who have set up websites using the Office Costs Allowance (INF/335).—(The Chairman.)
Resolved, That the Committee accepts the views of Parliamentary Communications Directorate (PCD) that the software for "bouncing" e-mails off the PDVN firewall and redirecting them to Members' external accounts is a simpler method of forwarding e-mails than using the "Out of Office Assistant" facility, and agrees that it should be installed; That, by Wednesday 21 March, PCD do notify all Members by e-mail and paper mail of the steps they should take if they want incoming e-mails to be redirected to external accounts; That a notice be placed in the All Party Whip drawing attention to the re-direction facility; and That calls to the PDVN Helpdesk may temporarily increase as a result and that PCD should note the staffing and resource implications.—(The Chairman.)
2. Information Systems Strategy Group
Resolved, That the Committee takes note of a paper by the Clerk (INF/336) and agrees that the Chairman do write to the Board of Management, proposing that the Information Committee act as a channel for Members' views on what the Strategy should provide.—(The Chairman.)
3. IT provision for Members/Senior Salaries Review Body report
Resolved, That the Committee warmly welcomes the recommendations of the Senior Salaries Review Body relating to IT provision for Members.—(The Chairman.)
Resolved, That it is desirable in principle for the Parliamentary Communications Directorate to consult with the Committee on the specification of IT equipment procured for Members if the SSRB's recommendations are to be put into effect.—(Mr Ian Stewart.)
Resolved, that the Chairman do write to the Leader of the House:
— indicating strong support for the SSRB's recommendations on IT provision, and encouraging the Leader of the House to bring motions before the House before it was dissolved, giving effect to those recommendations;
— pointing out that the SSRB's proposals on IT provision and on allowances could be considered in isolation from its proposals on Members' pay;
— suggesting that new Members should be the first to benefit from centrally-provided equipment; and
— suggesting that the Whips should resolve competing claims for priority amongst re-elected Members.—(The Chairman.)
[The Committee adjourned.
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