Agenda and minutes
Venue: Committee Room 5 - Tŷ Hywel. View directions
Contact: Liz Jardine
No. | Item |
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Introductions, apologies and declarations of interest Minutes: Apologies
were received from Non
Gwilym (Head of Communications), Nia Morgan (Head of Financial Services), Matthew
Richards (Head of Legal Services) and Chris Warner (Head of Policy and
Legislation Committee Service). There
were no declarations of interest. Manon
Antoniazzi thanked
everyone for their efforts to keep working during the extreme weather
conditions; staff arrived on site to prepare for Committees before the closure
of the estate, and many worked productively from home. Special mention was made
of the Security staff, many of whom went the extra mile to keep the building
safe and operational. |
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Communication note to staff - Kathryn Potter Minutes: Kathryn
Potter would draft a note of the Management Board discussion for the
staff news page. |
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Minutes of the Previous Meeting and action log Minutes: The minutes of the 8 February Management Board meeting were
agreed as a correct record. Progress on actions arising from the previous meeting were
given. Three staff meetings had been arranged in the first week of March to
discuss the second phase of the capacity review and enable staff to feedback.
They would also feed into the work on values and engagement, to be discussed
further on 16 April. |
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Finance and budget update Minutes: Catharine
Bray presented an updated financial management report for the year to 31
January taking into account spend decisions of the Investment and Resourcing
Board (IRB). A contingency for costs, such as maternity leave, had been
ring-fenced to be paid centrally. The Board were advised that although
allocations for the new financial year were being finalised, it might be
necessary to ask for more savings on budgets in-year. Dave Tosh
outlined the MoSCoW prioritisation process that IRB were using to assist in
identifying a project’s priority based on scoring against sets of criteria, to
help determine the investment programme for the coming year. It was a tool to
help in thinking and applying a formality to the process. The ‘could do’ items
would need more discussion and would depend on funds available. ACTION: Dave Tosh to circulate the MoSCoW tool to Board members. |
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Review of KPIs Minutes: Dave Tosh
presented a discussion document on proposed new indicators and modifications to
existing indicators, with a view to identifying whether they adequately met
performance measure needs. In
many cases, the KPIs remained unchanged as they were appropriate measures that
could not be significantly improved. The ideal was to move from volume based to outcome based
measures that would reflect
levels of improvement, better engagement and greater awareness, for example. This was
not always easy to achieve, as was also the experience of the Scottish
Parliament and NI Assembly, who had been consulted during the review. Areas
that were more difficult to measure included, for example, the effectiveness of
engagement. It was
agreed that more time would be taken to assess priorities before making
substantive changes to the KPIs. It was also agreed they should be rationalised
downwards. In the meantime, any changes would be minimal. The KPIs
would be reported annually in the Annual Report and Accounts, published in
July. ACTIONS: in
advance of next year’s Annual Report and Accounts, a number of focused
outcome-based indicators would be developed, and Non Gwilym and Natalie
Drury-Styles to work particularly on rationalising the engagement KPIs. |
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Capability Review Minutes: Hayley
Rees presented an update on the interim review of capability provided to
Management Board on 19 October, making further recommendations on building
organisational capacity based on the Learning Needs Analysis conducted from May
to December 2017. The
current budget challenges and themes established from the Capacity Review had
influenced the review in highlighting the need for greater alignment of
capability planning to business priorities. The review considered the current
offering and a learning needs analysis consultation had been undertaken to
identify gaps in current skills and knowledge, based on organisational
priorities. As a
result, a framework of learning had been developed, with five key learning
pathways, aimed at building employee capability and improving organisational
performance. To enable this to be taken forward the Board agreed the
following recommendations: ·
capability planning, through learning and development
forecasts, to take place annually; ·
learning and allocation of resources would be aligned with
the framework; ·
a restructure of budgets to: ·
provide a contingency budget to service heads to support
learning that could not be forecasted, initially administered by HR; ·
capture all corporate licences and awards administered by HR
to better reflect L&D expenditure ·
devolve administration of memberships and subscriptions to
service areas. ·
annual authorisation by the Head of HR on all individual
learning of £3,000 or more, with a claw back arrangement to recoup if staff
leave within a time period; ·
improve evaluation and measurement of performance, with increased
line management accountability; ·
an L&D champion in each service area to coordinate and
advocate learning. The Board also asked HR to look at possible alignment between
staff and AMSS induction and other training, to review the secondment budget, and
to ensure that distribution of budget across services took account of where
training in certain skills cost more. (ACTION) The Board welcomed the recommendations and thanked Hayley and
the L&D team for all their work on the review. |
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Capacity Review Phase II Discussion Minutes: Dave Tosh
led an interactive session to discuss the main themes to come out of the report,
which the Phase II Steering Group were focussing on. The Steering Group were
undertaking a ‘deep dive’ into each theme to develop proposals for change or
action and identify how this would be done. The Board
were asked to contribute their thoughts to help shape the deeper thinking on
each theme. The Steering Group would be meeting again on 14 March. |
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IRB Update Oral Minutes: The Board
were advised that the expectation was to meet the budget target for the end of
the financial year and delegations would be issued to Heads of Service before
the end of the month. It was noted that the Emergency Bill might affect budgets
in relation to additional translation, late sittings, security and other
resources. It had
been agreed
to fund the Chwarae Teg – Fair Play Employer Benchmark for
the initial 12-month period following consideration of the benefits to be
gained, but would look at it again ahead of renewal, as there were concerns
that there was not a long-term need for the service when compared to other
areas that required equalities resources. Following
a meeting with the Commissioners, the location of the National Museum
Diplodocus installation had been resolved. |
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Media grid Oral/presentation |
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Forward work programmes - MB and Commission Papers
to note |
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Executive Board and Leadership Group Terms of Reference Minutes: Following
a consultation on the change of structure and responsibilities of the senior
boards, a note from the Chief Executive had been circulated to Heads responding
to the feedback. The changes would take effect after Easter and Board members
were invited to let Manon Antoniazzi or the Directors know if they had any
further queries. |