New PAP members undergo orientation

The Sergeant-at-Arms of the Pan-African Parliament (PAP) has given orientation to the August House’s new members about the Parliamentary estate, ceremonies, and security to outline the various facilities and services offered by the unit.

The new members are Bernadine Nduwimana from Burundi; Hannaa Benkhiar from Morocco; Sarfina Filipe Franco from Mozambique; Mohamed Jama Mursal, Prof Abdi Ismail Samatar, Aden Mohamed Nur from Somalia; as well as Toufiq Salim Turky, Ng’wasi Damas Kamani, and Anatropia Theonest from Tanzania.

The concept of the Serjeant at Arms is enshrined in the Rules and Procedures of the PAP. It is guaranteed in Rule 51(3) and Rule 52 (5). The mandate of the Serjeant at Arms as envisaged will take care of all ceremonies in the House, security, Estate, Parliamentary orderlies, and other general services.

It is an opportunity to present to incoming Members of the PAP the facilities and services at their disposal in these areas and seek to offer them the best services delivery under the circumstances. A number of aspects were covered during the orientation.

CORE FUNCTIONS OF THE UNIT

 – Carries out ceremonial duties as agreed to and in consonance with agreements by the Host Country.

• Upholds Parliamentary Tradition associated with the Office of the Serjeant-at-Arms, the powers, authority and ceremony of Parliament and its Officers, the privileges of Members, and the appropriate access and conduct of visitors.
• Manages risk, protects life and property, and maintains peace and order in the precincts of the House by ensuring a secure environment for the President, Members of the Bureau, MPs, Staff, Service Providers, foreign dignitaries and visitors.
• Ensures that MPs, Staff, and the visiting public have appropriate access and may circulate in the precincts in a safe and unimpeded manner by effective access control systems and allocating parking; enforcing parking regulations; and assisting the local security agencies in controlling traffic.
• Controls the Use of the Parliament and in particular, manages demonstrations in the precincts with the relevant local security agencies.
• Ensures the provision of and manages functional accommodation and related building support services including preservation of historical/heritage items, infrastructure maintenance, cleaning, gardening, and delivery services.
• Manage transport services.
• Manage mail delivery, reception, ushering and gallery services.

PARLIAMENTARY ESTATE

Host Country Agreement: The Government undertakes to provide a dedicated, equipped and furnished permanent structure at its expense to house the Pan-African Parliament Complex.

Permanent Seat of the Parliament: The Project on the Permanent Seat of the PAP was stalled in 2008 following challenges faced by the government. However, renewed efforts this year have taken off and we hope to see much improvement in its development.

Gallagher Convention Centre: The current Precincts at Gallagher Convention Centre are temporary in nature with makeshift arrangements to allow for the operations of the PAP in the interim whilst the permanent Seat of the PAP Building is being pursued. As a consequence, Members are not expected to see fully custom-made Parliamentary Precincts. However, the Precincts are satisfactorily functional for the purpose of the PAP.

Accreditation Centre: For screening all persons prior to gaining access.

Main Access Gate: This is for access control.

Car Parking Facilities: There are limited parking facilities both in the inner perimeter and outer perimeter. Members and VVIP Guests are given priority as duly arranged with the Office of the Serjeant-at-Arms.

Administration and Office Building. This is the main building for all administrative activities and Meetings of the Committees. Areas include the following:

Presidential Area: Offices of the President, Vice President, Presidential Lounge, Presidential Boardroom and offices for the Bureau Staff.

Joint Bureaux Offices. The leadership of the organs of the PAP: Chairpersons, Vice Chairpersons, and Rapporteurs of all Regional Caucuses, Women Caucuses, Youth Caucus and Permanent Committees.

MPs Offices. Each member country is allocated two offices for their MPs and these offices. There is signage to guide Members to these offices.

Committee Rooms. There are nine Committee Rooms allocated for meetings as required.

Members’ Lounge. These is a Members’ Lounge.

Secretariat. The Secretariat is mostly grouped in their functional sectors for good office operations.

There is a Library and documentation centre at the PAP.

Reception Area. The General Reception Area with Visitors’ Area is on the 2^nd Level at the central lobby area.

South African Police Service. Police personnel for the security of the PAP are also accommodated in the Office Building.

Maintenance Service. This is also provided with working space in the building.

Chamber: Lobby, MPs Plenary Area, Presidential Platform, VVIP Guests/Resource Persons, Public Gallery, Lounges, Toilet Facilities, Gymnasium, Medical Station, Support Services.

Restaurant. The restaurant is situated between the Chamber and Administration Building.

There is enough space around the buildings as open-air gardens which are also used as Assembly Areas for Emergency and Evacuation Drills/purposes.

Emergency Exits: All sectors of the buildings have Emergency Exits with armed alarm systems including alarm sirens, smoke detectors and fire fighting equipment. There is signage to guide all.

Smoking. Smoking is permitted in all buildings in the Precincts. However, there are designated areas outdoors for smoking.

MPs’ offices: Each National delegation is allocated two offices. There is signage in the Office Building to guide all in finding each National office.

Internet: The IT Unit has guaranteed WIFI in all areas of the Precincts.

CEREMONIES

Ceremonial arrangements are meant, not only to project the heritage, and symbolic significance of the institution and its image in terms of power, functions, culture, tradition, and norms, but also to instil orderliness, candour, and good conduct in its operations. It is therefore pertinent that due arrangements are developed and implemented to support a smooth, fruitful, and successful conduct of the Session. More so, these arrangements need to be clear to all stakeholders for needed success.

Presidential Platform: This area covers the President, Vice Presidents, Clerk and Clerks-at-Table as well as provision for a Guest of Honour at the level of a Head of State. A podium is also on this platform for presentations that may include projections on screens as duly provided.

The flags of the AU, PAP and member countries adorn the Presidential Platform.

Seating in the Chamber. MPs are seated in the inner segment of the Chamber on the black seats and the area is the exclusive preserve of the MPs except when the President, in line with the Rules of Procedure, grants permission for strangers to enter the Chamber. The only persons allowed in the area include Secretariat Staff involved in servicing Plenary Sittings in the Chamber and with limited access for Media Audio-visual technicians.

Specific seats are allocated and labelled for Chairpersons, Vice-Chairpersons and Rapporteurs. The rest will then remain on a ‘first-come-first-served’ basis.

Public Gallery: The green seats in the Chamber constitute the Public Gallery. No person in the Public Gallery is to participate in the proceedings of the Plenary. And no behaviour that tends to influence the proceedings can include cheering, clapping, photographing, and so on. Persons will be moved from the Public Gallery if found in violation of these instructions.

Ceremonial Gowns, Garb, Accoutrements: The President, Clerk, Clerks-at-Table, Serjeant-at-Arms and the Chamber Service Officers will normally wear ceremonial gowns and garb as determined. However, this will be reviewed by the new Bureau prior to implementation possibly in subsequent Sessions in line with the new Rules of Procedure.

Formal attire: All persons must wear formal attire in the Chamber in recognition of the sanctity of the proceedings and reverence to the authority of the Parliament.

Ringing of Bells: The bells will begin ringing 15 minutes before the start of proceedings in the Chamber to alert Members to take their seats in Chamber prior to the commencement of the proceedings. At the point of entry into the Chamber by the President, another bell will ring for all to stand until the President takes his seat and invites Members to do the same.

Presidential Procession: The President will be led by the Serjeant-at-Arms, Clerks-at-Table and the Clerk in a procession from the Presidential Area to the Chamber. All persons will stop and stand as this procession passes by in reverence to the high office of the President. On entering the Chamber, no other person is to enter until the President takes his seat and declares the sitting open.

Anthem: Every Opening of the Parliament and the participation of high-level dignitaries will be preceded by the AU Anthem and that of the visiting dignitary. All Members will stand during the rendition of an Anthem.

Prayers and/or Minutes of Meditation: This a solemn moment that requires all persons to stand in silence until the President closes this short session.

Swearing in of New Members: Rule 9: Oath or Solemn declaration upon coming into office. Details of the swearing-in will be covered in a rehearsal following this presentation to include the citation of the oath and adornment of the PAP Sash as a symbol of office.

Taking the Floor in the Chamber: As in the Rules of Procedure, Members will stand up to be recognized by the President or as per a pre-developed list of speakers on a subject before the House.

Call for assistance: Any Member that requires any form of assistance in the Chamber other than a motion or contribution to the deliberations, is to raise a sheet of paper and one of the staff members will come to him or her.

Decorum in the Chamber: This is always an absolute requirement in the Chamber.

Suspension/Adjournment: All Members stand and remain at their places until the President’s Procession leaves the Chamber.

SECURITY

The Security of the PAP is vested in the Office of the Serjeant-at-Arms with facilities and services largely guaranteed by the Host Country including the deployment of the South African Police Service on permanence within the Precincts as covered in the Host Country Agreement that states “The Government shall furnish at its own expense such protection as is required to ensure the efficient functioning of the Pan-African Parliament in an atmosphere of security and freedom from the interference of any kind.”

Security in South Africa and Johannesburg in particular has been of grave concern to stakeholders, and the open-source security analyses for the area coupled with Government statistics call for a conscientious awareness by the individual to be very careful and take his or her personal security very seriously.

However, adequate measures have been put at the institutional level to complement responsible behaviour by the individual to ensure his or her security. These measures include:

 All airport shuttles as well as scheduled shuttles between the hotels and the precincts of the PAP shall be provided with security escort.

There shall be visible policing at the designated hotels as well as increased Police presence in the Midrand general area during the period.

The Precincts will be adequately secured and all persons accessing and working within the Precincts are advised to adhere to the security measures in place including access control, searches, car parking, emergency and evacuation drills, etc.

 All persons are advised to desist from carrying large cash around and avoid displaying opulence in public places.

All persons are also advised from seeking assistance from unknown persons at banking areas and ATM points.

The use of Foreign Exchange Bureaux especially at the airport should be done guardedly, and care taken to preserve one’s own security.

It is advisable to make use of bank cards and avoid giving them to persons who may move away from you e.g., a waiter in a restaurant or at a pay point in a shop. Never lose sight of your card under any circumstances.

All persons are advised of excesses in their social conduct, especially in public places such as bars, restaurants, entertainment places, and even in hotels, particularly with strange or unknown persons or comfort persons.

All persons are advised to make use of the official transport provided and stay within the lists of hotels approved.