5. Will the Commissioner provide an update on the availability of rooms and meeting space on the Assembly estate? OAQ52357

There are 32 bookable venues for closed activities and three public spaces across the Assembly estate. An average of 137 meetings are held per week during term time. These can be booked by Assembly Members, support staff, Commission staff and contractors.

I tabled this question because I wanted to urge you, as a Commissioner, to change the policy whereby Assembly Members can only book 10 sessions on the estate in a period of a year. I think this discriminates against Assembly Members who are proactive in arranging events. For example, if I organise 10 events and another Member only arranges one, then that means that there isn't an opportunity for me to arrange my next event, which may be of great importance to the public. I would like to ask you whether that takes into account the Presiding Officer and the Deputy Presiding Officer also, because, very often, we can't find space on the estate because of the lack of space available.

The second question I had on this issue was whether we could have more information about how the estates team approves Assembly Members' activities. I have a concern that the civil service is making decisions over what Assembly Members think is appropriate use of the estate. I'm given to understand that there is guidance available, but on occasion I find that these processes are very, very slow because the estates team has to make a decision as to whether an event is appropriate or not. We as Assembly Members want to advertise these events, to encourage attendance, whilst the estates team is in a bubble discussing what should happen. These are people who are not elected, of course. So, I wanted to know what your thoughts were on that, and what input you have into that process, because I do think that it needs to work more effectively for us as Assembly Members.

Well, operating policies and guidance that have been approved by the Commissioners is what our staff do. They don't make decisions as to whether an event is appropriate or not; they simply operate according to the policy. If you have any examples where you think any decision by any member of staff has been unfavourable to you as a Member, then please do write to me. Note publicly, here, if you so choose, what that was, but do raise that issue with me, and I'm happy to look into that.

In setting a maximum of 10 events for Assembly Members to book on the Assembly estate the intention wasn't to discriminate against Members. Indeed, it was quite the contrary—namely, to ensure that all Members in this place have the same opportunity to book space, because the evidence that we received from Members did demonstrate that some Members would book a huge number of events and would do so regularly, and, mainly, those were Members representing this particular area and representing constituencies around Cardiff. So, we wanted to ensure that there was a level playing field for Members across Wales.

Now, this question was raised in Commission questions the last time we had these questions, and Jenny Rathbone raised the same point. I made a commitment at that point to review this new guidance and to see whether it has a negative impact on the democratic activities of Members in this place. So, I would welcome any correspondence from you, Bethan, with any examples you may have. I would welcome such correspondence from any Members surrounding me with any examples of how these new guidelines have negatively impacted the democratic work that you do, because I can assure you that that was not the intention, and, if it has had that impact, then certainly we will need to review it.