Administration of the Landtag
The administration of the Bavarian State Parliament (‘Landtag Office’) is subordinate to the President of the Bavarian State Parliament and is led by the Director of the Bavarian State Parliament. The staff units Bureau of the President (BP 1), Fundamental Issues, Speeches, Special Events (BP 2), as well as Protocol, International Contacts, Medals (BP 3) report directly to the President. The Press Office of the Bavarian State Parliamenti serves as the “point of contact” for the media, radio and television stations. The public is informed of the work of the Bavarian State Parliament via the media.
The Director of the Bavarian State Parliament has been Mr Ministerial Director Peter Worm since 1 April 2009.
The Office of the Bavarian State Parliament is divided into three departments: Department A – Members of Parliament, Personnel, Law and European Affairs, Department P – Parliamentary Services and Department Z – Central Services.
Department A - Members of Parliament, Personnel, Law and European Affairs
The department of "Members of Parliament, Personnel, Law and European Affairs" encompasses the divisions which focus primarily on the legal matters appertaining to the low governing Members of Parliament, personnel law and European law. This department is also home to the Legal Office.
The division for "Matters Appertaining to Members of Parliament" is responsible for the implementation of the Bavarian Act on the Legal Status of Members of Parliament. This primarily includes the distribution of the legally specified financial payments required for the Members of Parliament to perform the tasks of their office, such as the calculation and payment of the monthly remuneration, one-off payments, allowances and other benefits. The division is also responsible for providing the necessary financial support to enable the Members of Parliament and their employees to perform the tasks of their office in terms of the acquisition of information and communication equipment, and manages all of the Members of Parliaments' employment, service and work contracts which serve the purpose of the completion of the parliamentary work. In 2013, the Bavarian State Parliament imposed exemption rules regarding the equipping of Members of Parliament with information and communication equipment and, in particular, the employment of staff in order to support Members of Parliament with their parliamentary work. These exemption rules are amongst the strictest of their kind in the Federal Republic of Germany. The division for Matters Appertaining to Members of Parliament also monitors compliance with these rules. The tasks of the division also include the implementation of a code of conduct for Members of the Bavarian State Parliament which, among others, governs the reliability of the accepting of invitations and other monetary donations, as well as the notification and publication obligations in the context of the ancillary activities of the Members of Parliament.
The primary focus of the division for "Personnel, Health Management and the Balancing of Work and Family Life" is the appointment of personnel to the Office of the Bavarian State Parliament and their supervision. The division is also responsible for the training in the Office of the Bavarian State Parliament. It also organises week-long internships for school students. To help to provide a superior balancing of work and family life, the Bavarian State Parliament is also home to the "MiniMaxi" kindergarten, a professional childcare facility which provides care to the very youngest of infants through to those about to start school. In 2006, the Office of the Bavarian State Parliament was awarded the "auditberufundfamilie" certificate, not only due to its exemplary childcare facilities, but also due to the flexible options it offers for part-time work, for remote working and working from home, as well as a variety of additional support programmes. The division is also responsible for health management in the Office of the Bavarian State Parliament.
The division for "Law, Parliamentary Control Panels, Awarding Office" deals with – in addition to the appropriate specialist divisions – the legal matters appertaining to the Bavarian State Parliament as a constitutional body and with the legal matters appertaining to the administration of the Bavarian State Parliament. The former primarily addresses questions of parliamentary law, the position of the Members of the Bavarian State Parliament, and the position occupied by the Bavarian State Parliament in the Federal Republic of Germany as a whole. With regard to the administration of the Bavarian State Parliament, the primary areas of focus are administrative law, the protection of commercial property, questions of liability and law of contract. For this reason, this division is also home to the Awarding Office of the Office of the Bavarian State Parliament, which is responsible for awarding contracts for public tenders throughout both Germany and Europe, and supports the specialist divisions with the completion of additional awarding procedures. The division is also responsible for supervising the fact-finding committees established by the Bavarian State Parliament, the Parliamentary Control Panel and the G 10 Commission. The Conference of Presidents and Directors is also organised, and its content is coordinated, in this division.
The division for "Federal and European Affairs and Interregional Relations" is responsible for all of the tasks which occupy the Bavarian State Parliament due to its participation in the processes of the levels of the federal system of the Federal Republic of Germany and the European Union. The principal focus of the work here is the organisation and coordination of the parliamentary involvement and control in terms of EU-related matters by the Office of the Bavarian State Parliament. This includes the ongoing monitoring and identification of the processes at the EU level which are relevant at the national level, as well as the appropriate acquisition and preparation of information regarding the differing topics for the Members of Parliament and bodies of the Bavarian State Parliament. The responsibilities of the division primarily include organising the work of the European Committee, which in the scope of a preliminary review, generally takes binding decisions on the EU projects and consultations on which the Bavarian State Parliament makes decisions; it also includes the provision of organisational support to Members of Parliament who represent the Bavarian State Parliament on different international bodies, such as the Congress of the Local and Regional Authorities of Europe (CALRE).
An additional focus of the tasks is on organising the parliamentary involvement with the maintaining of the global partnerships and relations of the Free State of Bavaria with the other states and regions for which the European Committee is responsible.
Since the end of 2010, the Bavarian State Parliament has also maintained a liaison office in Brussels. The "Bavarian State Parliament Office Brussels" monitors projects and developments at the European level which are of relevance at the national level, and informs the appropriate parliamentary bodies so that the Bavarian State Parliament is able to complete its tasks in full. The Bavarian State Parliament Office Brussels also assists with the organisation of foreign meetings and fact-finding trips by the committees and other delegation visits made by the Bavarian State Parliament. The Bavarian State Parliament Office Brussels is based at the Bavarian Representation to the EU in Brussels, which is situated between the European Parliament and Committee of the Regions in the heart of the European Quarter.
Department P – Parliamentary Services
The "Parliamentary Services" department primarily focuses on matters appertaining to the parliamentary bodies.
The plenary division is responsible for the preparation and post-processing of the plenary sittings, as well as the meetings of the Council of Elders and the Committee for the Election of Judges. It is also responsible for the provision of organisational and technical support to the team leading the meetings with the implementation of the agendas.
All of the legislative proposals, parliamentary motions and questions arising in the Bavarian State Parliament are initially forwarded to the plenary division which has been granted management of the matters of the rules of procedure in order to ascertain their validity in terms of the rules of procedure. The appropriate initiatives are subsequently approved for publication and the intended parliamentary process is initiated, as stated in the rules of procedure. The legislative proposals are to be intended for an initial reading in the plenary sitting, and motions are to be forwarded immediately to the committee responsible by the President of the Bavarian State Parliament. Enquiries are forwarded for answering to the responsible portfolios of the state government.
After the subsequent handling in the plenary sitting, the appropriate decisions for legal initiatives and motions are drawn up, and insofar as they are not rejected, forwarded to the state government for implementation. In the case of parliamentary questions, the prompt response by the responsible portfolios is ensured, and the corresponding responses are forwarded to the questioners immediately.
In the committee division, the meetings of the responsible committees (not including the Committee on Federal and European Affairs and Interregional Relations) are organised and, in some cases, prepared according to the appropriate topic. This means that in agreement with the chair of the committee, the agenda is compiled, and that information material is collated for the Members of Parliament regarding all of the items of business. Following the meetings, recommendations for a decision are prepared which serve as the basis for the final decisions in the plenary sitting. The tasks of the committee division also encompass the full completion of the petition procedure – from the checking of the legitimacy, the acknowledgements of receipt, to the requesting of opinion statements from the state government, through to the notification of the decisions to the petitioners. They also encompass the supervision of other bodies, such as the Children’s Commission or study commissions, or the organisation of fact-finding trips and expert hearings which the committees and other bodies complete in order to prepare decisions.
The division of Public Relations, Visitors' Service provides notification of the structure and organisation as well as the functioning and working methods of the Bavarian State Parliament on a wide-ranging basis. A variety of print media such as brochures and leaflets, as well as video films and a detailed online offering including numerous editorial contributions (www.bayern.landtag.de) provide both general and basic information as well as up-to-the minute bulletins. The offering also includes exhibitions, open days at the Maximilianeum as well as fact-finding and discussion-based events.
The Bavarian State Parliament sees itself as being open and in touch with the people. Every citizen is invited to visit their parliament, which provides them with an insight into its operation as a modern, working parliament and into the history of the seat of the parliament, the Maximilianeum. The Visitors' Service is responsible for inviting guests, their supervision and the guided tours. The parliament welcomes over 50,000 visitors each year, including numerous school groups from all over Bavaria. The young visitors benefit from an educational programme which is customised in accordance with their requirements. Teaching material designed for the school pupils and teachers provides assistance with the preparation of and follow-up to their visit. In the "We are the Bavarian State Parliament" role playing game, school pupils can also try their hand at being a "Member of Parliament". To round off a visit to the Bavarian State Parliament, the parliament shop sells a small selection of information materials and souvenirs.
The Shorthand Writers' Service (read document) compiles verbatim records of the plenary sittings and meetings of the fact-finding committees, as well as analytical minutes of the meetings of the standing committees and any further bodies. During the analytical minute-taking, shorthand writers also have to summarise the discussions surrounding exceptionally complex political and legal matters on an objective and generally understandable basis. Analytical minutes provide all of the key contents regarding meetings in a compact, precise and clear way. On this basis they are a valuable basis for the development of motions and legislative proposals. – In the plenary sitting, the shorthand writers not only record the contributions made by the speakers. With greater detail than any video recording, they also record the atmosphere of the sessions by making note of the cheers and the applause. On some occasions, the wording of the speakers is polished, but this takes place as sparingly as possible and its style is not changed. The minutes of the plenary proceedings provide an authentic documentation of the culture of parliamentary debate, and their publication contributes to the transparency of the political decision-making process. – Parliamentary shorthand writers not only have to be able to write quickly, they also have to follow the political action with keen attention to detail, have superb linguistic abilities, and hold a university degree in an academic discipline. When drafting the minutes, they orient their work both to the audio recording and their shorthand. Long-standing experiences prove that a combined approach of this kind is the simplest and fastest way of compiling minutes. – The employees in the technical department of the shorthand writers’ service write up the minutes on the basis of dictation. With the help of specialist software applications, they give the text the final formal polish and therefore ensure the optimum appearance and versatile usability of the minutes.
Department Z – Central Services
The task of the "Central Services" department is to ensure the provision of information as well as the structural, technical and financial conditions for effective parliamentary operations. The department carries out this service task for all of those who work at the Bavarian State Parliament. This includes the Members of Parliament and the employees at the Office of the Bavarian State Parliament, the offices of the parliamentary groups and the parliamentary press office. Department Z is also responsible for the preparation and post-processing of the sittings of the Presidium of the Bavarian State Parliament.
The Library – Documentation – Archive (read document) division serves the purpose of providing information to the Bavarian State Parliament and the citizens. In this context, the Maximilianeum is also home to the Library of the Bavarian State Parliament, which has around 60,000 volumes of specialist literature, 350 current periodicals, 200 daily newspapers from every region of Bavaria, and access to electronic data. The Central Information Service, which adjoins and has organisational links to the library, responds to internal and external enquiries. The parliamentary documentation ensures that all the printed papers and minutes of the Bavarian State Parliament are systematically stored in a database and are also indexed appropriately so that the documents can be retrieved via the internet and/or intranet on the basis of either targeted searches or general search queries. The Archive of the Bavarian State Parliament has legal responsibility for the collection, indexing and long-term storage of the parliamentary manuscripts and administrative records (since the year 1946).
The division for Estates and Events Management and Construction Issues is responsible for the further development of the requirements for parliamentary space through new buildings, refurbishment projects and leases, as well as maintaining the fabric of the Maximilianeum as a protected structure. Space required for the offices and the parliamentary groups is provided, consisting of around 600 offices, 20 conference rooms and meeting rooms in the Maximilianeum and in five further buildings. The Estates Management and Technical Service are responsible for the operation and maintenance of the properties with their various technical facilities, from the emergency power system to the escalators, sprinkler systems and building control systems. The in-house print shop is where the parliamentary printed papers, minutes of meetings, brochures and various other colour documents of the Office of the Bavarian State Parliament are produced, with an annual volume of around 9 million prints. The Officiant Service, Postal Service and Security Service are responsible for providing a variety of services to Members of Parliament, for ensuring the smooth completion of meetings, and for managing visitors' access to the Parliament.
This division is also responsible for the organisation and coordination of internal and external events, including the clarification of the technical and space-related details. The division is also responsible for assigning the meeting rooms, together with the compilation of an overview of the meetings and events each week.
Department Z is also responsible for the budgetary and financial planning of the Parliament (including the drafting and implementation of the budget). This is incumbent upon the division for the Budget, Procurement and Parliamentary Catering. The annual budget of the Bavarian State Parliament is approximately 95 million euros. In addition to the financial payments to the Members of Parliament and the spending on the administration of the parliament, this also includes government grants to the parliamentary groups represented in the Bavarian State Parliament and partial state financing of the political parties. Approximately 27,000 payment transactions are processed every year. As a special service for the Members of the Bavarian State Parliament, the Office of the Bavarian State Parliament also has a driving service consisting of eleven official vehicles, two of which are environmentally-friendly electric cars. Further tasks include the equipping of the meeting rooms with conference furniture and technology, as well as furnishing the offices of the Members of Parliament and the employees of the Office of the Bavarian State Parliament. The department is also responsible for the parliamentary catering service.
The department also ensures the provision of the latest information and communications technology to the Members of Parliament, the administrative staff and the general public. This is incumbent upon the division for Information and Communication Services and Media Technology. A comprehensive electronic information system is now available which is accessible via the worldwide web, and contains all of the information appertaining to the Parliament (www.bayern.landtag.de ).The remit of this division also includes the live transmission of the plenary sittings in the internet via Web TV, which is also offered with full access to disabled persons, as well as the possibility to watch plenary sittings after they have taken place as a video-on-demand service and according to the specific agenda or the speaker. The provision of a modern infrastructure in the buildings of the Bavarian State Parliament is furthermore ensured, so that all of those who work in the Bavarian State Parliament are able to access the right information promptly.