The Secretariat

• 1.1
  This Handbook provides:

  • (a)
    an overview of the main duties of various Divisions of the Legislative Council ("LegCo") Secretariat ("the Secretariat"); and
  • (b)
    information on the services for individual Members.
• 1.2
  Relevant circulars will be issued by the Secretariat from time to time.

• 1.3
  The Legislative Council Commission ("the Commission") is a statutory body established under The Legislative Council Commission Ordinance (Cap. 443). It consists of 13 members including the President of the Council ("President") who is the Chairman of the Commission. Its functions include providing administrative support and services to the Council through the Secretariat; providing office accommodation to Members and staff of the Secretariat; and supervising the operation of the Secretariat.
• 1.4
  There are two committees under the Commission to carry out delegated functions. They are the Committee on Personnel Matters and, the Committee on Members' Operating Expenses.

• 1.5
  The Secretariat operates under the supervision of the Commission. The Secretariat's mission is to provide efficient and professional secretariat, research and administrative support for the Council, enhance public understanding of the activities of the Council and ensure an effective avenue for redressing grievances of members of the public.

• 1.6
  As at 1 April 2025, the Secretariat had an establishment of 686 posts and comprised 9 divisions. Secretariat staff are not civil servants but are directly employed by the Commission. They are required to serve LegCo with complete political impartiality and shall not engage in political activities. The working relationship between Members and Secretariat staff should be professional, courteous and based on mutual respect.

• 1.7
  The Secretary General ("SG"), appointed by the Commission, is the chief executive of the Secretariat responsible to the Chairman of the Commission for the administration of the Secretariat. SG is also the Clerk to LegCo responsible for advising the President on all matters relating to the procedure of the Council. The Legal Adviser of the Secretariat is the Counsel to the Legislature who has the general duty of advising the President and the Clerk to LegCo on legal questions arising in relation to the business or administration of the Council. An organization chart of the Secretariat is available on the LegCo Website. The Secretariat offices are located in the LegCo Complex ("the Complex").

Main Duties

• 2.1
  The Secretariat comprises the following three Council Business Divisions, which provide support services to the Council and its committees, and assist Members in handling cases received under the LegCo Redress System:
  • Council Business Division 1 and Public Complaints Office
  • Council Business Division 2
  • Council Business Division 3
• 2.2
  The three Council Business Divisions are each headed by an Assistant Secretary General, and the respective servicing scope of these Divisions are summarized at the end of this chapter.

• 2.5
  Various committees are set up under the Council to assist Members in performing the Council's constitutional functions, including scrutinizing bills and subsidiary legislation, examining and approving public expenditure, and monitoring the work of the Government, etc.
  • There are three standing committees of the Council,¹ namely the Finance Committee, the Public Accounts Committee and the Legislative Council Supervisory Committee. There are two subcommittees under the Finance Committee to assist in examining the establishment and public works proposals submitted by the Government.
  • There are other committees of a standing nature with specific functions stipulated in the Rules of Procedure ("RoP"), including the House Committee, Panels, the Committee on Rules of Procedure, and the Committee on Access to the Legislature's Documents and Records.
  • Panels monitor and examine policy issues. There are currently 18 Panels.
  • The House Committee may form Bills Committees to study bills, or appoint subcommittees to examine subsidiary legislation or any other matters relating to the business of LegCo.
An overview of the functions of various committees is provided at the end of this Chapter.


• 2.6
  The three Council Business Divisions provide the following support services to committees:
  • providing advice to Panel Chairmen and Members on matters and proceedings relating to meetings;
  • preparing meeting agendas and coordinating meeting arrangements;
  • providing background information on discussion items and preparing thematic briefs on particular topics or policy issues to facilitate members in grasping key information and latest developments;
  • compiling minutes of meetings and assisting committees in handling follow-up matters, including liaising with relevant Government departments or organizations regarding enquiries and recommendations made by Members;
  • assisting committees in preparing reports for submission to the Council or the House Committee for consideration;
  • assisting in studying the procedures of the Council and its committees; and
  • providing support services to committees in conducting duty visits both within and outside Hong Kong.

Liaison with District Council Members

• 2.7
  The Council Business Divisions also provide support to meetings held between LegCo Members and District Council members. LegCo Members take turns to meet with members of the 18 District Councils with a view to enhancing mutual communication and collaboration, as well as further strengthening the ties between the Council and the community.

Support for the Legislative Council Redress System

Redress System

• 2.8
  Article 73 of the Basic Law stipulates that one of the constitutional functions of the LegCo is "to receive and handle complaints from Hong Kong residents." Under the LegCo Redress System, Members receive and handle complaints from individual members of the public and deputations who are aggrieved by government actions or policies. They also deal with submissions on government policies and legislation as well as other matters of public concern.
• 2.9
  Members are directly involved in the handling of cases under the Duty Roster Member System and the Ward Duty Member System. In groups of nine, Members take turns to be on duty each week to oversee the Redress System, and to receive and handle representations of and complaints made by deputations. Each Duty Roster Member also takes turns once during his/her duty week to be on "ward duty" for two hours to meet with individual members of the public by appointment, and to give guidance to the Public Complaints Office on the processing of cases.

The Public Complaints Office

• 2.10
  The Public Complaints Office provides support services to Members concerning the operation of the LegCo Redress System. Its main duties include:
  • assisting Members in handling cases received under the Redress System and liaising with relevant Government departments or organizations to follow up on related matters;
  • providing administrative support and advice to Members on case handling procedures; and
  • reporting to Members on the progress of cases, including the preparation of case summaries and related reports for their review.
• 2.11
  In addition, the Public Complaints Office provides support services for the regular meetings held between Members and the Ombudsman. These meetings serve as a platform for the Ombudsman to brief Members on his/her work and to exchange views on matters of mutual concern.

• 3.1
  The Human Resources and Accounts Division is headed by Principal Council Secretary. The main duties of the Division include:
  • executing the Commission's human resources and financial policies; and
  • processing the payment of Members' remuneration and their claims for operating expenses reimbursement.

• 3.2
  The Human Resources and Accounts Division comprises the following two offices:
  • Accounts Office; and
  • Human Resources Office.
• 3.3
  Support services to Members provided by these offices are summarized in the ensuing paragraphs.

• 3.4
  Headed by Accountant, the Accounts Office is mainly responsible for overseeing the general accounting matters of the Secretariat, and processing the payment of Members' remuneration and their claims for operating expenses reimbursement.

• 3.5
  Members' remuneration and reimbursement ceilings for operating expenses are set out in Appendix A.

• 3.6
  A Guide for Reimbursement of Operating Expenses for Members of the Legislative Council ("the Reimbursement Guide") which sets out the guiding principles and arrangements for claiming reimbursement of various types of expenses is in Appendix B, which may also be accessed through Members' Portal.

• 3.7
  Appendix C is an Explanatory Note on Remuneration package for Members of the Legislative Council ("the Explanatory Note"). It sets out the conditions for claiming medical allowance and obtaining the end-of-service gratuity. It also explains the taxability of Members' remuneration package and the deductibility of Members' unreimbursed operating expenses for tax purposes.

• 3.8
  While the monthly remuneration is credited automatically to the bank account designated by the Member concerned before the end of each month, reimbursement of expenses is made, also by direct credit, as soon as a submitted claim is examined and found to be in compliance with the Reimbursement Guide. An electronic submission system is accessible via the Members' Portal for Members to submit claims for reimbursement of operating expenses.

• 3.9
  Members may wish to note that they may claim office operation expenses, setting up and information technology expenses incurred or paid from the day election results are declared, in accordance with paragraph 6 of the Reimbursement Guide. Members may also apply for advance of operating funds to finance their office operation, entertainment and travelling expenses as well as setting up and information technology expenses, details of which are set out in paragraphs 90 to 94 of the Reimbursement Guide.

• 3.10
  Members' reimbursement claims are subject to compliance audit annually. The main purpose of the audit is to ensure that there is no conflict of interest in the use of public funds and, where necessary, interests are properly declared. Briefings are conducted periodically to enhance Members', as well as their staff's, understanding of the requirements of the audit. Further details are set out in paragraph 89 of the Guide.

• 3.11
  The Human Resources Office is responsible for formulating and implementing manpower strategy to meet service needs by attracting, motivating and retaining talents. It is also responsible for planning and arranging training and development programmes to ensure that Secretariat staff have the necessary skills and expertise to provide effective support to Members and the Council on a sustainable basis. In addition, the Office oversees matters relating to staff relations and welfare, performance management, conditions of service as well as human resources management information systems. The Office also assists in servicing the Committee on Personnel Matters under the Commission.

• 4.1
  Headed by Legal Adviser, the Legal Service Division provides independent legal advice and support to LegCo and its committees. The Division also provides in-house legal support to the Commission and the Secretariat. It is directly accountable to the Commission and professionally independent from the rest of the Secretariat. The Legal Adviser is also the Counsel to the Legislature, who has the general duty of advising the President and the Clerk to LegCo on legal questions arising in relation to the business or administration of the Council.

• 5.1
  The Research and Information Division is headed by Head (Research and Information). The main duties of the Division include:
  • providing research and information services to the Council, its committees and Members;
  • conducting research studies, undertaking search tasks and producing write-ups on topical issues and other areas of Members' concern;
  • providing reference and library services for Members, Members' staff and Secretariat staff ("Members and staff");
  • providing members of the public with access to the records of the Council and its committees;
  • developing and managing databases to facilitate searching and retrieval of information relating to Members and Council business;
  • managing the LegCo Website and the LegCo Mobile App to provide timely and up-to-date information on Members, Council business, and other activities relating to the Council and its committees;
  • hosting thematic exhibitions on matters of interest or concern to Members, as well as on evolution of the LegCo business over time to promote the general understanding of the work of the Council and its committees;
  • selecting, acquiring, managing and preserving archival records and information as corporate memory of LegCo;
  • providing reference and access service to archival records and information for Members and staff as well as members of the public;
  • performing records reviews for Access to Information Requests and conducting regular assessments on time-expired archival records according to the established policies of LegCo; and
  • developing and issuing records management guidelines and standards to ensure proper recordkeeping in the Secretariat as well as authorizing records disposal in the Secretariat.

• 5.2
  The Research and Information Division comprises the following three offices:
  • Research Office;
  • Library; and
  • Archives.
• 5.3
  Support services provided by these offices are summarized in the ensuing paragraphs.

• 5.4
  The Research Office provides non-partisan research to the Council and its committees. Research projects are undertaken primarily at the request of the Council, its committees and Members. In addition, research papers on topical issues in anticipation of Members' information need and the Council's current and future businesses are prepared from time to time.

• 5.5
  Several categories of research publications are prepared by the Research Office. For research projects requested by committees and Members, research findings will be presented either in the form of "Information Notes", which provide more elaborate analysis, or "Fact Sheets", which are short papers mainly containing factual information and statistics. The Research Office also undertakes "Research Tasks" at the request of Members, providing a brief summary of research findings on a particular topic for quick reference. In addition, the Research Office initiates its own research projects periodically and presents the relevant findings either as "Research Briefs", which provide a more comprehensive review on broader subject matters, or as "Essentials", which are shorter and more succinct research papers. All these research publications are prepared with a view to identifying major issues of concerns, providing overview of policy developments in Hong Kong, and supplementing with relevant experience in other places for readers' reference.

• 5.6
  Meanwhile, "Numbers and Figures" and "Statistical Highlights" are two further categories of research publications offering quick reference on basic facts and key figures about chosen topics. "Numbers and Figures" are collections of data taken from various credible sources including both official local and international reports; and "Statistical Highlights" are concise commentaries on key statistical indicators on selected topics in graphical presentation for easy understanding of readers.

• 5.7
  In addition to the above research publications, country/city overviews and background briefs are also prepared to provide Members with concise background information in relation to their outbound duty visits and meetings with delegations from outside Hong Kong.

• 5.8
  The LegCo Library is a reference library that offers a full range of library services, including reference, lending and inter-library loan services, for Members and staff. While only Members and staff may borrow books from the Library, members of the public are welcome to visit the Library and inspect the collections. With the advancement of technology, the Library also actively provides information resources beyond print materials. The Library has established the Makerspace and regularly organizes workshops for Members and staff to familiarize themselves with and experience emerging technologies.
• 5.9
  In addition, the Library houses a public exhibition area equipped with virtual reality and other interactive facilities, and regularly hosts thematic exhibitions. Through the collections of the Library and Archives, visitors can gain an in-depth understanding of the historical development of the Hong Kong Legislature and its work over the years.

• 5.10
  The Library has been striving to develop its collections, with a focus on constitutional-related subjects to serve as a knowledge hub on the role, functions, work, people and history of LegCo, and the development of the constitutional systems in the Mainland and other places. The collections also encompass policy-related subjects to assist Members and staff in discharging their duties.
• 5.11
  The Library has a collection of about 50 000 volumes of printed and electronic books and over 350 000 digitized LegCo records. The collections are maintained under four major categories, namely LegCo Records Collection, Constitutional Collection, Basic Law Collection and General Collection.

• 5.12
  The Library has endeavoured to develop different databases to provide users with quick access to LegCo information on the LegCo Website. These databases include:

• 5.13
  The Library also proactively sources and subscribes to a wide range of newspapers, magazines, journals and databases to keep Members and staff abreast of the public sentiments in Hong Kong as well as of the constitutional and legal issues in the Mainland and the rest of the world. Examples of these databases include WiseNews (covering print and web news), Lexis Advance Hong Kong (covering the latest legislation and case law), Database of the National People's Congress, Database of the Chinese People's Political Consultative Conference, Chinese Government Database, Communist Party of China Database, PKU Law and Britannica Online. Members may access the electronic databases of the Library via Members' Portal.

• 5.14
  The Library produces three monthly publications entitled "Stay informed – Latest Mainland policy reports", "Stay informed – Latest overseas policy reports" and "Stay informed – Latest parliamentary news" respectively. These publications aim to keep Members and staff informed of the latest policies, important legislative and financial proposals, major inquiry and audit reports of selected jurisdictions as well as the latest development in the rules and practices of overseas parliaments. Added to these, the Library also prepares a monthly "New Addition List" regarding books newly acquired into its collections, and "Infographics" in Chinese on topical issues and emerging areas alongside recommended reading lists for Members' and staff's reference.

• 5.15
  The Library covers about 910 m². The Ground Floor contains the Public Exhibition Areas and the Collection Area. The Public Exhibition Areas feature exhibitions on specific policy issues or the work of LegCo, along with virtual reality and augmented reality games aiming to introduce LegCo's work. It also houses two miniature models — one showcasing the completed expansion of the LegCo Complex and another depicting the historic moment of unanimous passage of the National Security Bill to fulfil Article 23 of the Basic Law. Additional amenities include a tour guide robot, computer workstations with access to the Library catalogue and electronic resources, photocopiers, printers, and barrier-free facilities.
• 5.16
  Facilities exclusively for the use of Members and staff include the Audio-Visual Room on the Ground Floor, equipment such as 3D printers, drones and laser engravers in Makerspace, as well as the Collection Area and computer workstations on the ground-mezzanine floor. The ground-mezzanine floor also features a Members' Reading Room, providing Members with a quiet area for reading.
• 5.17
  The opening hours of the Library are from 9:00 am to 6:00 pm, Monday to Friday and from 10:00 am to 6:00 pm, Saturday (except public holidays).

• 5.18
  The Library provides content and architecture management for the LegCo Website (https://www.legco.gov.hk), and assists in streamlining the internal work process to enhance the efficiency in information dissemination. Internet users can access via the LegCo Website the latest information on LegCo business and over 350 000 digitized LegCo records, including the Official Record of Proceedings of the Legislative Council; open records of LegCo committees dated back to the 1995-1996 session; and documents considered and/or issued by the Basic Law Drafting Committee and its special groups, the Basic Law Consultative Committee, the Hong Kong Government, professional bodies and academic institutions. The Library also provides content and architecture management for the LegCo Mobile App, which offers personalized notifications to App users regarding the latest LegCo businesses and activities.

• 5.19
  The LegCo Archives was established in 2012 to develop and implement an integrated archives and records management programme for the Legislature. Having selected and preserved over 41 000 records of the Legislature with enduring value, the Archives provides reference, access and copying services for Members and staff as well as members of the public. The Archives also offers guidance and assistance in identifying primary sources on topics relating to its archival holdings.
• 5.20
  For time-expired archival records and those records which have not reached their maximum closure periods but are requested under Access to Information Requests, reviews are carried out by the Archives according to the established policy of LegCo. Information on the newly released archival records is published on the LegCo Website. The Archives provides a reading room for on-site records consultation. Members may also use the reading room to inspect confidential records and information provided to the Council or its committees through arrangement of the respective clerks.
• 5.21
  The Archives welcomes Members' donation of records and material as part of the institutional memory of the Legislature. The donated items will be processed professionally according to international standards and best practices, and preserved in the optimal environment of the Archives Repository for access.
• 5.22
  The Archives displays historical collections in the Public Exhibition Areas on the Ground Floor of the LegCo Library, showcasing interesting facts about LegCo.
• 5.23
  The Archives also provides advice on records management (from records creation to final disposal) and conducts workshops and tours of facilities from time to time to familiarize Members and staff with its services and holdings.

• 5.24
  The Archives offers an electronic Catalogue for Archival Records of the Legislature ("CAROL") to facilitate searching of information and reservation of open archival records for on-site consultation. Users may access CAROL via the LegCo Website. Members may access CAROL via Members' Portal as well.

• 5.25
  The opening hours of the Archives are from 9:00 am to 6:00 pm, Monday to Friday (except public holidays).

• 6.1
  The Media and Public Relations Division is headed by Head (Media and Public Relations). The main duties of the Division include:
  • providing publicity and public relations advice for the Council and its committees on matters concerning Council business;
  • maintaining close liaison with media representatives and managing media facilities in the Complex to facilitate press coverage of meetings and activities of the Council and its committees;
  • handling press and public enquiries in relation to Council business;
  • issuing press releases on all Council business related matters;
  • televising and broadcasting live on the LegCo Website and internal broadcasting system all open meetings and official media briefings of the Council and its committees, and providing live audio/video signals of these meetings and briefings to news organizations for broadcasting and reporting purposes;
  • producing official publications and multi-media publicity materials to inform the public of the work and functions of the Legislature such as the Annual Report, videos and fact sheets on LegCo;
  • providing photographic service for all official events and local visits of the Council and its committees;
  • managing corporate communication strategy; overseeing the official social media, including maintaining the LegCo YouTube Channel for posting video recordings of all open meetings and official media briefings of the Council and its committees and local visits, as well as managing the LegCo Flickr Photo Album, Photo and Video Gallery on the LegCo Website and LegCo Photo Archives on Members' Portal for posting photos of Members' official events and activities for Members' use for promoting the work of LegCo;
  • providing support services for the Parliamentary Liaison Subcommittee, including organizing duty visits outside Hong Kong and receiving delegations visiting Hong Kong; and servicing other Members' meetings with visiting delegations;
  • providing education and visitor services for promoting the work and corporate image of LegCo, such as guided tours of the Complex and "Meeting with Members" programme for the public;
  • maintaining the education facilities in the Complex;
  • developing LegCo branded souvenir items and operating a Souvenir Shop in the Complex to enhance visitors' experience; and
  • providing reception service for visitors.

• 6.2
  Members can reserve Press Conference Rooms 1A and 1B on 1/F of the Complex during office hours (from 9:00 am to 6:00 pm, Monday to Friday, except public holidays) to conduct media briefings on matters relating to Council business. The opening hours of the Press Conference Rooms may vary with the opening hours of the Complex.
• 6.3
  Bookings are processed on a first-come-first-served basis. Members are required to reserve the Press Conference Rooms for holding media briefings through the Members' Meeting Room Booking System ("MRBS") on Members' Portal at least two hours in advance. Each booking shall not exceed two hours. The President and committee chairmen conducting official press conferences will have priority over individual Members to use these rooms. In case a timeslot reserved by individual Members overlaps with the time of aforementioned official press conference, the original booking made by individual Members will be cancelled with an advance notice of not less than three working days (including Saturday but excluding Sunday and public holidays). The Members concerned will receive an email notification for alternative arrangements.
• 6.4
  For follow-up actions by the Secretariat, Members are requested to provide booking details including date, time, venue, Members' names, subject of the media briefing and contact number when making reservations for the use of Press Conference Rooms through MRBS.
• 6.5
  In addition, the public address system in the Press Conference Rooms is available for use during office hours. Members are required to make the request through MRBS at least two hours before the holding of the media briefing, which is subject to a service charge.
• 6.6
  Cancellation of bookings should also be made via MRBS as soon as possible if the reserved Press Conference Rooms or public address system are no longer required.
• 6.7
  Podiums of the Press Conference Rooms are for Members' exclusive use. Any other persons, including visitors and staff of Members, should not use the podiums for any purpose, including conducting media briefings with Members, or posing for photos with Members.
• 6.8
  For enquiries, please contact the General Administration Office of the Secretariat at 3919 3014 during office hours, or contact the Security Control Room in the Complex at 3919 3044 during non-office hours.

• 6.9
  Members and public officers can use the speaker podiums on 1/F and 2/F of the Complex to conduct "stand-up" media briefings. Deputations attending LegCo committee meetings or guests attending official events hosted by LegCo are also allowed to use the speaker podiums, but the interviews must be related to matters discussed at the meetings or related to the events. The use of the speaker podiums is on a first-come-first-served basis and no booking is required. Apart from the above-mentioned situations, persons, including visitors and staff of Members, are not allowed to use the speaker podiums for any purpose, including posing for photos with Members, accompanying Members to conduct briefings or interviews, delivering speeches, and taking photos and videos at the speaker podiums.
• 6.10
  Apart from those attending official events hosted by LegCo, Members' visitors or members of the public are not allowed to conduct media briefings or interviews in the LegCo Complex (including the Main Lobby, all entrances and the "drum area").

• 6.11
  Members can reserve the Press Interview Rooms on 1/F and 1M/F of the Complex to conduct interviews with news organizations when the rooms are not in use for official purposes.
• 6.12
  Members wishing to book these rooms must inform the Division via email at enquiry@legco.gov.hk with booking details. Bookings are processed on a first-come-first-served basis.

• 6.13
  The Division arranges and assists in all official media briefings or press conferences conducted by the President and committee chairmen. The Division will also help coordinate official media briefings by Members after the delivery of the Policy Address and the Budget Speech.

• 6.14
  The Division provides photographic services for all official events and local visits of the Council and its committees. Press marshalling services will also be provided if media representatives are invited.

• 6.15
  The Division compiles and updates a list of LegCo-beat reporters from time to time to facilitate Members to keep contacts with the media for the purpose of carrying out Council business related matters. Members can search and download the contacts of relevant reporters via the online database of "Contact list of LegCo-beat reporters" on Members' Portal.

• 6.16
  Reporters with requests for interviews with individual Members can either approach the Members direct or contact the Division to obtain the contact information of the Members concerned.

• 6.17
  Staff members of the Division will be on duty during meetings of the Council and its committees to provide the necessary assistance to Members, media representatives and members of the public.

• 6.18
  The TV Production Team of the Division provides high-resolution footage download service of all open meetings and official media briefings of the Council and its committees for Members. Footage of the current LegCo session is available through the self-service designated PCs installed at the LegCo Library. Members may contact the Division to download footage from previous LegCo sessions, which is subject to a service charge.

• 6.19
  Photos of open meetings, official media briefings, visits and official events of the Council and its committees taken by the Division are uploaded to the Photo and Video Gallery on the LegCo Website, Photo Gallery on the LegCo Mobile Application, the LegCo Flickr Photo Album, as well as LegCo Photo Archives on Members' Portal. Members are welcome to download and share the photos for Council business related purpose.
• 6.20
  Video recordings of all open meetings and official media briefings of the Council and its committees are uploaded to the LegCo YouTube Channel, while videos taken for local visits and official events are uploaded to the LegCo YouTube Channel as well as Photo and Video Gallery on the LegCo Website.
• 6.21
  General viewers of these photos and videos may also share/link the content on/to other social media sharing websites and mobile applications, blogs or email accounts.

• 6.22
  The Division provides support services to the Parliamentary Liaison Subcommittee.
• 6.23
  House Rule 34 provides for the formation of a Parliamentary Liaison Subcommittee under the House Committee. The size of and procedure for electing members of the Subcommittee are also determined by the House Committee.
• 6.24
  The functions of the Subcommittee are:
  • to promote liaison and develop good relationship with parliamentary bodies in various territories;
  • to consider proposals for the formation of friendship groups with legislatures outside Hong Kong;
  • to deal with all matters pertaining to the activities of parliamentary friendship groups, including sending delegations on visits outside Hong Kong and hosting activities with delegations visiting Hong Kong; and
  • to make recommendations to the House Committee in respect of the above.

• 6.25
  The Division coordinates some of the Members' meetings with visiting delegations referred by government departments and consuls-general in Hong Kong. These meetings provide Members with the opportunities to brief visitors on the work of the Council and the latest developments in Hong Kong.

• 6.26
  To enhance visitors' understanding of the work of the Council, guided tours of the Complex are available for booking by Members for their guests. Circulars will be issued to invite Members to make such bookings via the Guided Tour Booking System.

• 6.27
  The Division provides guided tours for the members of the public and organizes a range of educational programmes for students and teachers. Members can meet with the participants during school visits and educational activities. The Division also regularly holds the "Meeting with Members" programme, allowing Members to gather with students and chat in a relaxed atmosphere. Students are free to discuss with Members topics relating to the work of the Council, social issues and subjects of personal interest. New initiatives are integrated into the programme from time to time to develop different forms of engagement and exchange for students. To support teaching, the Division also organizes activities such as the "Teacher Programme", which includes dialogues with Members sessions, inviting Members and teachers to exchange views on topics of mutual concern.

• 6.28
  Members' visitors are allowed to gain admission to the Complex with the permission of Members. To facilitate and expedite the registration of Members' visitors at reception counters of the Complex for the issue of temporary admission passes, Members are requested to log on to the Electronic Visitor Admission System to enter the information of the visitors and the details of the meetings prior to the arrival of the visitors. For visitors arriving on short-notice or walk-in visitors, confirmation of the Members' Offices will be sought before they are registered and temporary admission passes are issued.

• 6.29
  A Souvenir Shop has been set up in the Main Lobby on G/F of the Complex, offering a variety of LegCo branded souvenirs. Members are welcome to visit the Shop in person or use the online order form to purchase items for personal and official use. The catalogue of souvenirs available for public purchase can be viewed on the webpage of the Shop ( https://app.legco.gov.hk/souvenirshop/english/ss_category.aspx). In addition, the Shop offers souvenirs exclusively for Members' purchase. Members may contact the Shop at 3919 3186 or via email at souvenir@legco.gov.hk to obtain the full catalogue including Members-only items, and the online order form.

• 7.1
  The Translation and Interpretation Division is headed by Head (Translation and Interpretation). The main duties of the Division include:
  • producing the Official Record of Proceedings of the Legislative Council;
  • preparing verbatim records for Council and committee meetings with the aid of the LegCo Intelligent Transcription System ("LITS");
  • translating all Council papers including committee papers, minutes and reports;
  • supervising the provision of simultaneous interpretation services in Putonghua, Cantonese, English and sign language for the Council and its committees;
  • overseeing the provision of translation and on-site interpretation services between Chinese/English and eight languages (i.e. Urdu, Hindi, Nepali, Thai, Bahasa Indonesia, Tagalog, Punjabi and Vietnamese) for committee meetings and scheduled meetings held under the Redress System upon the requests of members of the public who speak these languages;
  • providing consecutive interpretation service for non-bilingual Members at meetings with deputations and overseas visitors, if necessary; and
  • coordinating the compilation of the Drafting and Editing Manual, providing in-house language advice to various Divisions of the Secretariat, and giving input to language training programmes.

• 7.2
  A draft version of the Official Record of Proceedings of the Legislative Council is produced and uploaded to the LegCo website in one working day after each Council meeting. A confirmed version incorporating amendments proposed by Members and public officers is issued within three working days after the release of the draft version. A translated version is published normally within 21 working days after the relevant Council meeting.
• 7.3
  In general, committee papers are translated before the meetings.

• 8.1
  The Administration Division is headed by Assistant Secretary General (Administration). Its main duties include:
  • providing secretariat support for the Commission;
  • providing support services for Members, including corporate administration management policies and implementation, corporate functions planning and catering services;
  • overseeing the estate management and security of the Council's premises;
  • overseeing the improvement/alteration works in the Complex and offices of Members and Secretariat;
  • providing administrative support for other Divisions of the Secretariat; and
  • overseeing the development, support and operation of information technology ("IT") infrastructure and business applications for Members and the Secretariat.

• 8.2
  The Administration Division comprises the following offices/team:
  • Estate Management Office;
  • General Administration Office;
  • Information Technology Office; and
  • Security Office.

• 8.3
  Relevant support services for Members are highlighted in the ensuing paragraphs.

• 8.4
  Members and their staff are issued with access cards for entry to and exit from the Complex (including Members' offices). The number of staff access cards for each Member is subject to a ceiling of 15. All cardholders are required to display their access cards prominently at all times while in the Complex, notify the duty security officer of any loss of access cards, and return the access cards to the Security Office when they cease to be Members or Members' staff.
• 8.5
  Members' staff are allowed to access 9/F to 14/F of the Complex (i.e. Members' office floors); government officials with personalized access passes may access the common areas on Members' floors. During a meeting of the Council, the House Committee or the Finance Committee and one hour before and after the meeting, two staff of each Member are allowed to access the floor on which the venue of the relevant meeting is located (i.e. 1/F or 2/F of the Complex). The relevant Members' staff need not be designated and the Secretariat issues two access passes to each Member for such purpose. The access passes are transferable for use by staff of other Members. Both the Members who lend their access passes to other Members or borrow other Members' access passes are held responsible for the use of those access passes. However, while the Council, the House Committee or the Finance Committee is sitting, all Members' staff are not allowed to enter the relevant meeting venue even they have the access passes.

• 8.6
  All persons seeking to enter the Complex (except persons holding valid access cards issued by the Secretariat) are required to produce their proof of identity to the responsible Secretariat staff for inspection and registration, and to pass through a metal detector archway and have their belongings screened by an X-ray machine at Public Entrance(s) of the Complex. When the Amber or Red Alert is issued by the Secretariat, all persons seeking to enter the Complex are required to go through the security screening procedures (details of the colour alert mechanism: https://www.legco.gov.hk/en/visiting/legislative-council-complex/colour-alert-mechanism.html).

• 8.7
  Members may park their vehicles (with a carpark label issued by the Secretariat and displayed at all times) at the LegCo Carpark ("Carpark") on LG1/F or at the temporary parking spaces under the drum outside Public Entrance 1 of the Complex. Members may apply for and cancel their carpark labels by using the LegCo Administrative Support System ("LASS") (which may also be accessed via Members' Portal). Carpark labels no longer needed should be returned to the Secretariat within seven working days.
• 8.8
  A Member may park only one vehicle at any one time on weekdays (except public holidays) and up to two vehicles on Saturdays, Sundays and public holidays. The second vehicle of a Member must be parked in one of the visitor parking spaces subject to availability and on a first-come-first-served basis, and prior booking is not entertained.
• 8.9
  No riding of bicycle is allowed in any areas managed by the Commission.

• 8.10
  A Member may reserve for their visitors up to two vehicle parking spaces in the Carpark for not more than four hours on any single day from 7:00 am to 10:00 pm. Use of parking spaces is free-of-charge.
• 8.11
  Booking of parking spaces may be made two weeks in advance but not later than 24 hours prior to the intended day of parking, and will be processed on a first-come-first-served basis. For security reason, no overnight parking of visitors' vehicles is allowed. Booking should be directed to the Security Office at 2537 1935 or by email: so@legco.gov.hk.

• 8.12
  There are 32 parking spaces equipped with chargers for electrical vehicles, including four quick charging spaces, 26 medium-speed charging spaces and two slow charging spaces. Users of the charging stations can pay the charging fee through the self-service payment kiosks. Members are advised to drive away their vehicles as soon as possible after charging so that other vehicles may use the chargers. The charges of the parking spaces are as follows:
  
  

  Type of chargers	Quantity	Charges
  DC quick charging	2 (Each can charge 2‍ vehicles at the same time)	$3 per kWh
  Medium-speed charging 32A (3-phase)	26	$2.5 per kWh
  Slow charging 32A (1-phase)	2	$1.7 per kWh

• 8.13
  Members may purchase the LegCo car badge, windscreen label and car body sticker at their own cost (Order Form can be downloaded here: https://www.legco.gov.hk/general/english/sec/corg_ser/handbook/members-handbook-order-form-e.pdf). The costs incurred will be charged to the Social Functions Accounts of the Members concerned. Those items should only be displayed on serving Members' vehicles registered with the Secretariat. Members should notify the Secretariat when there are changes to the registration numbers of the vehicles displaying those items (Form for Notification of Change can be downloaded here: https://www.legco.gov.hk/general/english/sec/corg_ser/handbook/members-handbook-notification-of-change-e.pdf).

• 8.14
  Each Member is provided with a Member's Office on one of the 9/F to 14/F of the Complex, and it should be used for LegCo-related business. Members' Offices are provided either in the form of individual offices or combined offices shared by two or more Members in the Complex. The "User guidelines and conditions for the use of Members' offices in the Legislative Council Complex" are in Appendix D.

• 8.15
  The Chamber and the six Conference Rooms (i.e. Conference Room 1, Conference Room 2 (which may be divided into two conference rooms: Conference Rooms 2A and 2B), Conference Room 3, Conference Room 4, Conference Room 5 (which is for holding closed meetings only), and Conference Room 6) are reserved for meetings of the Council and its committees. Council meetings are normally held in the Chamber. Meetings of committees may be held in the six Conference Rooms.

• 8.16
  The Chamber and all the Conference Rooms will be opened one hour before the first meeting to be held in the relevant venue for setting-up and will be closed 15 minutes after the meeting has ended.

• 8.17
  Members may reserve the meeting rooms set out in Appendix E through the Members' Meeting Room Booking System panel installed outside each of those rooms or via Members' Portal. Members are required to observe the relevant rules and conditions as set out in Appendix F.

• 8.18
  Wellness Room (Room 504 on 5/F of the Complex) is equipped with fitness equipment and shower facilities for Members' exclusive use. No guest is allowed in the room.

• 8.19
  The Roof Garden and the Harbourview Corner on 5/F, as well as the Sky Garden on 11/F of the Complex are open to all Members and staff.

• 8.20
  Two lactation rooms on G/F of the Complex are available for use by female Complex users with valid access cards issued by the Secretariat.

• 8.21
  Coffee Corner (Room 503 on 5/F of the Complex) is for use by Members and directorate staff of the Secretariat. They may invite their guests to the Coffee Corner. Coffee Corner accepts electronic payments only. Members and directorate staff of the Secretariat may pay via Octopus, Alipay, or WeChat Pay.

• 8.22
  Social Functions Accounts for individual Members are set up and kept to record expenses incurred in various social activities, expenses on meals arranged for Members during Council meetings, Guest Day Lunches, food and beverage in the Ante Chamber, as well as expenses on purchasing LegCo branded souvenirs. Members are billed via e-Statements at the beginning of each month for the expenditures incurred in the preceding month.

• 8.23
  The Cafeteria is on G/F of the Complex for all authorized users including Members and their staff, Secretariat staff, reporters and members of the public authorized to enter the Complex. The Cafeteria has a Members' Zone which is for exclusive use of Members and their guests.
• 8.24
  The administrative arrangements for the use of the relevant facilities in the Complex are detailed in Appendix G.

• 8.25
  Steward services are provided during meetings of the Council and its committees.
• 8.26
  Meals are normally served for Members in the Dining Hall on 1/F of the Complex when Council meetings are held. Dining service may be arranged there depending on the progress of Council meetings. The cost for the meals is shared by Members and charged to their Social Functions Accounts.
• 8.27
  Guest Day Lunches for Members and their guests are normally held in the Dining Hall on Mondays and Tuesdays except for summer break and days when official lunches are hosted.
• 8.28
  Luncheons and other social functions are organized on a regular basis to facilitate exchanges between Members and senior government officials as well as other guests or organizations.

• 8.29
  Daily despatch service is provided for Members' Offices in the Complex from Monday to Friday (except public holidays). Members may also collect their mails from the pigeon lockers located in the Receipt and Despatch Office (on G/F of the Complex next to Public Entrance 2).
• 8.30
  To save paper and promote green culture in LegCo, the Secretariat provides soft copies of documents to Members via emails and Members' Portal. Members are encouraged to minimize the use of hard copies as far as practicable.

• 8.31
  The Secretariat will send urgent messages to Members through the central messaging service when necessary. Those messages will be sent to Members' personal mobile phones via the short message service, using "#LEGCO" as the Sender ID.

• 8.32
  The copyright of the LegCo emblem belongs to the Commission. Members may use the emblem for matters related to the Legislative Council. Guidelines on the use of the LegCo emblem together with electronic images of the emblem are accessible via Members' Portal. For enquiries, please contact the General Administration Office at 3919 3018.

• 8.33
  Members are entitled to use the VIP facilities at various immigration control points such as the Hong Kong International Airport. For details, please contact the General Administration Office at 3919 3014.

• 8.34
  The Commission has supported a series of IT initiatives as highlighted below to promote a paperless LegCo and facilitate Members and the Secretariat to streamline workflow and enhance operational efficiency.

• 8.35
  Members' Portal is a one-stop online work platform for Members' use only. On Members' Portal, Members can handle a wide range of LegCo-related business online by accessing the following services/systems:

• 8.36
  Besides Members' Portal, various other IT support services and facilities are provided to facilitate Members' participation in meetings of the Council and committees: