Agenda and minutes
Venue: Committee Room 4 - Tŷ Hywel. View directions
Contact: Liz Jardine
No. | Item |
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Introductions, apologies and declarations of interest Minutes: Apologies were received
from Manon Antoniazzi
(Chief Executive and Clerk) and Elisabeth Jones (Chief Legal Adviser). There were no declarations
of interest. |
|
Communication note to staff - Gareth Watts Minutes: Gareth Watts would
draft a note of the Management Board discussion for the staff news page. |
|
Minutes of the Previous Meeting Minutes: The
minutes of the 7 December Management Board meeting were agreed as a correct
record. Progress
on actions arising from the previous meeting were given: ·
The Governance team had reviewed
the ROAP template, were content that it was fit for purpose generally and that
the capacity review ROAP was an isolated case where further information would
have been useful. They were not proposing a substantive change; ·
Signage to communicate
information on harassment and the Dignity and Respect policy would be
considered following the Standard’s Committee consultation on their Inquiry into the
Review of the Code of Conduct for Assembly Members; and ·
Inter-related risks had been
reviewed and a reframed paper for staff was being jointly prepared by
Management Board members. |
|
Electoral Reform Minutes: Adrian Compton provided
the Board with an outline of the paper going to the Commission meeting on 22
January, to update them on the work on Assembly Reform programme and the
decisions to be made on the final scope and approach of a public consultation on
the Expert Panel’s recommendations, and other issues around reform legislation.
Commissioners would consider at
their meeting in July whether to introduce an Assembly reform Bill and the
overall scope of any legislation. The Board discussed the
timeline for consultation and preparation work being undertaken. Officials were
exploring the wider resources needed to support delivery of a reform Bill,
although beyond that it was not possible to predict what policy decisions might
be and the resulting impact on resources. The Llywydd was having
discussions with political parties and Business Committee on the approach and
timing for seeking an explicit mandate from the Assembly for the Assembly
reform work. ACTIONS: ·
The
Board recommended clarifying the impact on resources where known, and
highlighting the implications around the consultation period timescale. ·
Sulafa
Thomas to add a requirement for resource implications to be covered in the
Commission paper template and re-circulate it with the guidance on paper
preparation. |
|
Capacity Review Oral
item Minutes: Dave Tosh thanked everyone
for their input into the report, which would be presented to Commissioners on
22 January. They would be asked to ratify and support the four key themes
identified in the review. Following this, the actions arising from the report would lead to
the next phase of the review, looking at the implications of the findings and
resources needed to take it forward, develop a realistic action plan and a way
of delegating actions to deliver outcomes. Other
pressures on the organisation would need to be evident in the paper to help
prioritisation, including those not yet defined but which would impact on
resources, such as Brexit and the Assembly reform programme and some
flexibility should be built in to allow for priorities to change. It was also
important to reflect accurately the whole structure of the organisation and how
all service areas supported the work of the Assembly. A
Steering group would be tasked to consider how to take forward the outcomes of
the review with representation from each of the Directorates. ACTIONS: Dave Tosh to develop the
Terms of Reference for the Steering group for phase 2. |
|
Financial Management Report December 2017 Minutes: Nia
Morgan gave a brief outline of the FMR for December, reiterating that the
financial position remained highly challenging, but the Investment Fund surplus
had improved as a result of an update to reported forecasts, and provided a
more sensible buffer for any unknown future costs. The Board were asked to inform Nia of any emerging changes to
the forecasts or emergency spend, in advance of the meeting of the Investment
and Resources Board the following week. New spreadsheets were being introduced to facilitate more
accurate budgeting and forecasting for 2018-19 and the Board were asked to
consider how to make savings on budgets across Directorates to provide a
contingency fund. Management Board were also given advance notice that work on
the 2019-2020 budget would be commencing soon. |
|
Investment and Resources Board Update Oral
Item |
|
Media Grid Electronic
presentation Minutes: Non
Gwilym gave an overview of current grid that captured corporate and business related communications
activity to facilitate planning. The
Assembly had been very busy during
the past week,
which had included numerous visits, a Facebook Live Event with over 2000 individual
views and a number of comments and questions, and the launch of the Lobbying
Report. While the following week was less demanding,
there were a number of consultation launches and Committee Reports coming in
the next few weeks. |
|
Corporate Risk Update Minutes: Gareth
Watts advised that the corporate risk register would be presented to ACARAC in
February and the Board agreed that there was no need for a deep dive review by
ACARAC on this occasion. |
|
Management Board/Commission Forward Work Programme Paper
to note |
|
Any other business Minutes: Dave provided an outline
of the senior team strategy meeting in December, which had provided an
opportunity for extended discussion on the capacity review, structure of the
organisation and next steps. Consideration was also given to the relationship
and decision making responsibilities of Management Board and the Investment and
Resourcing Board and Manon Antoniazzi was preparing a proposal paper. The Llywydd had indicated
that she was keen to explore the potential of taking plenary to another
location in Wales. A provisional timeline would be spring 2020 and it would
require extra funds to support, should it go ahead. Dave Tosh and Adrian
Crompton to provide an assessment of cost and resourcing implications for the
Commission to consider. The next meeting would be
held on 8 February. |