Meetings

Following agreement by Commissioners of the Senedd 26 communications and engagement campaign in their meeting on 17 February 2025, they discussed the budget to be allocated from the Senedd Commission’s election budget in 2026-27. This would support the delivery of a multi-channel communications and engagement campaign to raise public awareness of the changes to the Senedd and of the Senedd election.

Acknowledging the significance of this topic, it having been raised in plenary several times, Commissioners discussed the need to strike a balance between work to raise awareness of the changes to the electoral system and using resources prudently. They agreed a budget for raising awareness of the changes to the electoral system and new constituencies at the lower level (Option 2).

Commissioners were presented with an evaluation of the event format of the Y Farchnad, which was launched in May 2024 as a pilot following discussion by Commissioners of a number of proposals for a more purposeful and effective use of the Senedd estate.

Commissioners considered the outcomes and agreed the recommended option, to make Y Farchnad a permanent offer following the success of the pilot, which will also assist in accommodating increased demand of meeting rooms as the Senedd expands.

Commissioners were provided with the findings of the Education service’s review. The aim of the review was to understand if the current provision aligned with the Curriculum for Wales implementation, and to better understand the challenges faced by educators, the accessibility of our offer, and the real or perceived barriers that exist in engaging with our services.

Commissioners noted the future provision and by majority agreed:

·         that all groups, including those within a 10-mile radius of the Senedd, should qualify for the travel subsidy;

·         to continue with a priority booking process for Inbound Education Sessions from the academic year 2026/27 to be available for groups with higher percentage of pupils eligible for free school meals; and

·         the recommended Option to implement a 50% rise in the travel subsidy.

The Senedd Commission was asked to approve the development and filming of a behind-the-scenes bilingual documentary about the workings of the Senedd, consisting of four 30-minute episodes, jointly commissioned by ITV and S4C.

Commissioners considered the detail on what is being proposed, and the SWOT analysis of the proposal.

Commissioners agreed the importance of seeking clarity from ITV on the timescale for production and broadcast.

Commissioners tasked officials with seeking clarity from ITV on the timescale and the Llywydd noted that she will have further conversations with Group Chairs about the proposals.

Commissioners discussed and agreed the Communications and Engagement Strategy for the Sixth Senedd. The Strategy has drawn on the achievements of the Fifth Senedd and the many opportunities presented by the pandemic to increase participation and engagement. 

Commissioners discussed the importance of reaching the ‘quiet voices’, and of demonstrating the relevance of the Senedd to the lives of those in Wales.

This Commissioners considered a paper outlining progress that had been made in implementing the Communications and Engagement Strategy. 

Commissioners welcomed the progress and discussed the digital work that had taken place. They raised points relating to gender balance, age and disabilities. Commissioners noted the update provided.

Oral item

Commissioners welcomed an update about preparations for engagement activities for November, which they viewed as being comprehensive and varied. They discussed the significance of reaching out to difficult to reach communities, and were supportive of the approach, which is demonstrating greater participation from a more diverse range of people already.

Commissioners considered a paper which outlined ways in which Commission services could be adjusted to deliver engagement services virtually, and proposed options for further engagement in the autumn.

They considered the ways in which the Covid-19 pandemic has impacted the ability for Commission services to deliver projects and services aimed at engaging the public in the work of the Senedd.

Commissioners did not feel that there was sufficient evidence of a need to provide a virtual/hybrid alternative MS Sponsored Events, if restrictions on face to face engagement and access to the Senedd continue beyond 13 September. However, they agreed a prioritisation order for on-the-estate engagement services in the event that restrictions are lifted but social distancing is required as:

1.        MS sponsored events and Commission events

2.        Education visits

3.        Booked tours

4.        General visitors

Commissioners also agreed that the organisers of events currently booked in during the first six weeks of autumn term should be contacted to make alternative arrangements.

Commissioners discussed ways to engage the public on the impact which Covid-19 is having on Wales, and identifying the public’s priorities for the future, in relation to the role of the Senedd.

Their preferred approach to delivering a programme of engagement in the autumn was to commission research through a citizens’ panel, and they stressed that in particular they wanted engagement activity to focus on reaching those who haven’t engaged with the Senedd in the past.

Commissioners considered a request from the Committee on Assembly Electoral Reform to access funding from the Assembly Commission budget in order to commission public engagement activity to inform its work on the size and capacity of the Assembly and how Members are elected.

Commissioners considered the balance of the proposals, one indicating a preference amongst a group of Members that consideration of the matters around electoral reform should be undertaken in the next Assembly. In conclusion, the Commission agreed the Committee’s preferred option.

Commissioners considered a strategy proposal to improve how the Assembly communicates and engages with the people of Wales, bringing a much greater focus on social media as a means of speaking with and involving the public in our work.

They considered the four drivers identified in the proposals:

a.    To place the Citizen at the core of everything the Assembly does.

b.    To place digital communications at the centre of the Assembly’s operations as a means of facilitating and democratising the engagement process.

c.    To make communications streamlined and consistent - simple, engaging brand messages targeted at specific demographic groups.

d.     To make changes to the structure of the Communications and Engagement Directorate to support a ‘Digital First’ operation and culture; and to continuously improve upon digital competency, skill sets and delivery mechanisms.

Commissioners flagged some elements that they sought assurances about, such as digital exclusion, a social media strategy and the significance of editing in the success of a new approach. They supported the strategy to place a greater emphasis on social media to communicate and engage with citizens; and confirmed that the strategy reflects their engagement priorities.

They also agreed to review the initial effectiveness of this change in strategic direction before the end of this Assembly.

Commissioners received a presentation outlining the process and results of the citizens’ assembly, which had taken place in July.

They considered the three overarching recommendations that had resulted from the event: Citizens’ assemblies; Co-creation; and Specialist Platforms, and their relationship to existing engagement mechanisms provided by the Commission.

Commissioners agreed to share the report’s findings with committee chairs, who could best make use of them; and to seek feedback from them and committee members on appetite for the recommended mechanisms.

They agreed to support in principle broadening the engagement mechanisms available, within the context of ensuring clarity about their purpose and that there would be cost and timing implications if the Assembly wishes the Commission to take forward the recommendations.

Commissioners also agreed to share the report with Business Committee for information and to feedback to participants in the Citizens’ Assembly, in due course.

Commissioners considered proposals for a common communication and engagement approach to support three core areas of activity until May 2021 - Name Change, Votes at 16 and the Welsh General Election 2021.

Commissioners supported the approach in general, acknowledging that specifics would be influenced further by progress of the Bill through stage 3 and 4. They also discussed the relationship to work that would be done by the Committee on Assembly Electoral Reform, and that additional work to understand better the key audiences and their needs would be of benefit.

Commissioners discussed and noted the latest update on the GWLAD Festival programme.

Commissioners noted a further update on plans to mark the 20 year anniversary of devolution in Wales, between July – October 2019.

Commissioners noted an update about arrangements to mark the Assembly’s 20^th anniversary. There would be a further update before the summer recess regarding the autumn events.

Commissioners noted an update about the arrangements to mark the Assembly’s 20th anniversary. They agreed to receive a further update before the summer recess regarding the autumn events, and offered their support as Commissioners to the delivery of arrangements.

Commissioners were supportive of proposals to establish a demographically representative Citizens’ Assembly as part of a programme to mark the Assembly’s twentieth anniversary.

Commissioners agreed to seek views this week from their groups on proposals to hold a Citizens’ Assembly over two days during June/July 2019.

The focus would be on two main issues:

•          the main challenges facing Wales during the next twenty years; and

•          how Welsh democracy and specifically the Assembly can respond better to those challenges i.e. improving Welsh democracy.

Commissioners agreed that officials pursue the establishment of a Citizens’ Assembly in summer 2019, subject to the feedback from groups.

Commissioners considered a paper which provided an update on the public engagement activities delivered by Commission staff on behalf of the Assembly since 2016. They discussed highlights of the main achievements to date and noted progress made on key engagement initiatives since May 2016. Commissioners talked about giving greater profile to areas where the Assembly has led the way on particular legislative issues. They also discussed the opportunity to increase Member awareness of the amount of outreach activity undertaken by Commission staff.

Commissioners confirmed that the strategy reflected their engagement priorities from now until the end of this Assembly, and endorsed the key milestones and completion dates.

Proposals for the Commission’s events programme for 2018-2019, and the approach for the longer term were outlined to Commissioners.

Commissioners discussed developing plans for a democracy festival scheduled for May-September 2019, and the successful launch of the registration drive for the first Youth Parliament election. Commissioners commented on the positive engagement opportunities this was providing.

Commissioners agreed the proposed changes to the events programme including the Assembly’s presence at the major summer events. The Commission agreed to:

- invest in the Senedd@ model;

- decommission the bus;

- maintain investment in key corporate events on the estate;

- develop a proposal to establish a citizen panel on a permanent basis; and

- develop plans for a democracy festival in 2019.

Oral item

Lowri Williams then briefly outlined the basis for discussion at the Management Board meeting in April, when engagement and values would considered in detail.

The latest staff survey indicated a high engagement score but it was also recognised that internal communications was an issue identified in consecutive surveys and a snap survey was underway to gain better understanding of the nature of the concerns. A lot of progress had been made, however, to increase visibility and transparency, such as publishing internally the recruitment authorisations documents. The capacity review was a useful vehicle to help increase engagement through active participation and instil it as a corporate priority.

The Board discussed how to use the forthcoming staff meetings and the format that would meet this objective.

ACTION: Heads to flag the snap survey to staff; the deadline to be extended to Friday 12 January 3pm.

Commissioners considered a paper which set out a strategy to deliver the Assembly Commission’s public engagement strategic goal for the Fifth Assembly, ‘to engage with all of the people of Wales and champion the Assembly’. In particular it proposed frameworks for defining audiences and activities and for evaluating the work.

Commissioners discussed current engagement levels, and supported the drive to become more effective. They reflected on the huge dependence on digital engagement were concerned that some audiences could be excluded. They were keen that face to face interaction should continue to be a significant focus, as well as targeting materials to capture ‘the whole audience’ regardless of knowledge levels.

Senedd.tv was discussed, and Commissioners recognised the importance of the advice and recommendations that would be coming from the Digital Task Force later in the spring.

Commissioners had wide ranging discussions about ways that the democratic deficit in Wales could be addressed, including ways afforded by changes to technology and working with other organisations. The Llywydd also stated that there is an increased effort being made to establish relationships with academic institutions and organisations, such as the Learned Society.

Commissioners confirmed that they were supportive of the engagement strategy and that work plan reflected their engagement priorities.

Kevin Davies was welcomed to the meeting and, with Non Gwilym, outlined the new framework to deliver the Commission’s public engagement strategic goal of the Fifth Assembly, with activities and initiatives to build on the success achieved during the Fourth Assembly. Over the past year work has been undertaken to benchmark with other organisation that have expertise in this area, as other parliaments have not yet done this.

The strategy was due to be presented to the Commissioners and Management Board were asked to comment and consider any high level activity not yet captured by the paper.

The Board considered activities relating to corporate social responsibilities (CSR) and how ambitious the Assembly might be in offering reciprocal benefit to external organisations that contribute through committee evidence sessions, network talks, etc. It was recognised that the contribution of the Assembly was in achieving better public services and legislation through scrutinising.

The Board’s recommendations are included:

·         adding further context in terms of strengths and weaknesses, trends to respond to and also outlining levels;

·         including the clear linkages with the MySenedd programme;

·         rearranging the content to highlight how much has already been done;

·         establishing some qualitative methods of evaluation to determine effectiveness; and

·         as there were consequences for the way committees operated, that it was important to work with the committee chairs to ensure that strategy would be delivered.

ACTIONS

·         Anna Daniel and Non Gwilym to provide more detail on the link with the MySenedd programme.

·         Lowri Williams to consider current CSR offerings and how to better align with the Assembly’s work

The Board thanked Non and Kevin for the good work undertaken so far.

Commissioners were updated about proposals to establish a new youth parliament for Wales; and the development of a Digital Information and News Task Force. These are two key public engagement initiatives that form part of the Commission’s strategy.

Commissioners agreed to develop plans for a Youth Parliament and consult on these early in 2017 with a view to seeing our first youth parliamentarians identified in the second half of the year and the first meeting of the Youth Parliament in 2018. In particular they were keen that specific consideration be given as to how to reach the people who do not usually respond to consultations as part of this development.

Commissioners discussed the plans to for the Digital Information and News Task Force and were supportive of the work it will undertake in order to make recommendations for the future.

A further update regarding both initiatives will be included in a wider discussion about the Assembly Commission’s draft Public Engagement Strategy early in the New Year.

CYPE(4)-18-15 – Private paper 6

This item would be considered next week.

The Commission considered a paper providing an update on public engagement activities. Commissioners recognised that there was a significant level of on-going activity across the Assembly Commission, though it would be a challenge to deliver the ambitious programme of activities before the end of the Fourth Assembly.  Commissioners were pleased to hear about examples of ground-breaking activity, such as the work to promote our committees, which is considered to be the envy of other parliaments.  They agreed that future updates should provide the detailed analysis that supports this position.

Noting that hyper-local and social media were important developments and form part of a larger package of communications to reach new and traditional audiences, Commissioners agreed that their annual report should demonstrate how far-reaching and effective these and other engagement activities had been. 

The Commission agreed that the strategic direction and priorities identified for the engagement work were the right ones and that they were content with the details of delivery activity through to the end of the Assembly which the paper provided. 

Non Gwilym presented a draft paper, due to be presented at the Commission meeting on 9 February, on the public engagement activities delivered since 2011, which highlighted the main achievements and priorities for the remainder of the Assembly. These address specific areas that Commissioners would like to build upon, such as refreshing the Assembly brand and marking the 10^th anniversary and 2016 election.

Management Board provided input to further improve the proposal and link the Commissioner themes, in particular, putting Members at the heart of the work, for example, expanding on Chair's role in committees.

The Board agreed it was important to reassure Commissioners that engagement activities were focussed in the right areas. The branding needed to reflect future possibilities in light of constitutional change and give a consistent message about the brand whilst those changes were taking place.

Non offered to meet with teams after the Commission meeting, to talk about Commissioner priorities and what was being proposed.

Actions:

·      Non Gwilym to further improve the paper by brigading Commissioner priorities into 3 or 4 themes around which to structure the paper. Ensure branding section conveyed that it was at the heart of the organisation's approach to public engagement.

·      Further information to be included: evidence to substantiate claims; reference to capacity and resources; collaboration with Welsh Government; and infographics where appropriate.

paper 3 and annexes

In May 2013 the Commission had agreed to consult young people on the future of the Assembly’s youth engagement work. This was done during Autumn 2013 and had resulted in views being contributed by nearly 3,000 young people from across Wales. The consultation had provided new information about young people’s understanding of and interest in the Assembly and some ideas about how the Assembly could best engage with young people in ways that enabled them to contribute to its work.

Commissioners discussed the proposed approach that had arisen from the consultation and the direct feedback from young people, which was to make youth engagement an integral part of the work Members do, supported by the full range of services the Commission provides. The proposed approach was based upon three main themes:

·         reaching out (to make sure young people could find out about Assembly business and what it meant for them);

·         enabling debate (providing a range of ways for young people to get involved); and

·         feedback for young people about the outcomes of their participation.

An external stakeholder group, comprising umbrella organisations that between them reached over 80,000 young people, had discussed the proposed approach at the end of January and was very supportive of it.

Commissioners considered a number of ideas, including:

·         more support for Assembly Members and Commission staff, including specialist youth work expertise;

·         linking up with other organisations and networks to reach diverse groups, including harder to reach young people;

·         holding events such as “youth day” and awarding certificates to participants; and

·         increasing the range of services available through the www.yourassembly.org young people’s website.

Assembly Members would be able to participate in work if they wished, including the launch event proposed for the Summer Term. The project would continue alongside the normal business of the Assembly so that it was not entirely dependent on Members’ involvement.

Although the approach was significantly different to that which had been initially discussed by the Commission, it was felt that the strategic direction being put forward was right because it was based on young people’s views. Achieving the ambitious vision would require the delivery of short, medium and long term actions. An action plan was being developed by officials.

paper 4 and annex

To inform the Assembly Commission’s work on public engagement and external communications an opinion poll had been conducted in November 2013 collecting data about the public’s knowledge of and engagement with the Assembly. The data had been gathered as part of the quarterly Omnibus survey carried out by Beaufort Research.  

The results, which generally demonstrated limited public understanding of the Assembly, were unsurprising although awareness amongst young people was lower than expected given the significant efforts made in this area across the education system. Commissioners agreed that further work was required to establish the best way to collect this data in future, including whether there was a more effective way of measuring young people’s knowledge of the Assembly. Officials would look at tools that could be used to increase engagement, and at the possibility of whether it might be better to work with an organisation experienced in brand building or product development.

Commissioners agreed that the omnibus survey should not be repeated in March. They agreed to consider whether to conduct further research next year, and the form that research should take.

paper 2

Each year the Assembly participates in a number of events including annual corporate events, roadshows, summer events, initiatives led by the Presiding Officer, partnership and business-related events. Commissioners discussed occasions that would provide opportunities to take forward the Commission’s strategic priorities and raise the profile of the Assembly and Presiding Officer.

A number of significant national occasions and high profile events would be taking place over the next two years. Commissioners discussed whether the Assembly should aim to be involved in these, alongside the established annual corporate events programme. It was felt that participating in activities such as the Womex festival, which would be held in Cardiff the following week, was extremely important as they would provide opportunities to engage with wide audiences and increase understanding of the work of the Assembly.

The Women in Public Life campaign had attracted high profile speakers and brought a lot of attention to both the role of the Presiding Officer and the Assembly, and was entirely in keeping with the Commission's aims.

The Commission discussed ways of encouraging more Assembly Members to support and participate in events on the estate and in their constituencies or regions. It was felt that planning such activities far in advance and giving Members sufficient notice would help to encourage greater participation.

Given that this work played a significant part in meeting the Commission's strategic aims it was agreed that officials would revisit the budget allocated to this activity. Business cases could also be made to the Investment Board for funds from the investment budget.

Action: Officials were asked to work closely with partner organisations to ensure the Assembly is involved in the planning of major occasions. The Presiding Officer would continue to be involved in the development of this work. An events proposal would be presented annually to the Commission for approval.

paper 3

In May 2013 Commissioners agreed that a steering group would be established and tasked with developing ideas for new ways of engaging young people with the work of the Assembly. It was agreed that this work would be driven by young people, who would shape the work and identify the best ways of ensuring that a diverse range of individuals could get involved. This approach would ensure that the process was led by young people and that it would encourage wide participation.

The steering group, made up of organisations representing young people, had met twice.

A consultation was launched online on 18 September, targeting young people and encouraging them to put forward proposals and ideas for the Assembly’s work on youth engagement. The aim was for the ideas generated by the consultation to be discussed by regional focus groups comprising young people.

The evidence gathered and proposals arising from this extensive exercise would be discussed by the steering group who would then make recommendations to the Commission for consideration in the new year.

Commissioners welcomed the approach that had been adopted and were encouraged by the number of participants in the consultation so far. It was felt that greater efforts could be made to engage Assembly Members in the process, particularly in helping to identify harder to reach groups in their local areas.

paper 2 (Part 1, Part 2 and Annex, Part 3)

Ensuring that children and young people understand and take an active role in the work of the Assembly is key to the successful delivery of the Assembly Commission’s goal of engaging with the people of Wales.  

Following a recent review Commissioners received a report on the work of the Assembly’s education service. It was felt that the service undertakes a range of high quality activities it currently delivers, for example by providing opportunities for young people to contribute to matters before the Assembly through committee inquiries, and the outreach work with schools and teachers.

Activities that enabled children and young people to learn about the Assembly and its work were considered to be of great importance and whilst this should continue to be available it should be delivered differently. Commissioners also felt that there was greater scope to develop opportunities for young people to interact directly with Assembly business.

In order to build on this work and strengthen the range of opportunities for young people to engage with the Assembly, Commissioners agreed the following:

• the focus of the Education Service’s work would evolve from being primarily about raising awareness of the Assembly and direct contribution to the national curriculum towards increasing the opportunities to inform and participate in Assembly business;
• the Assembly would continue to make a significant contribution to the delivery of the curriculum by making the extensive range of educational materials openly available to teachers, schools and other interested parties who regularly talk to young people about the Assembly, including Members and their staff.

As part of this work a steering group would be established, tasked with developing ideas for new ways of engaging with young people, for example through virtual participation or a Youth Assembly. It was strongly felt that this work should be driven by young people who would shape the work and identify the best ways of ensuring that a diverse range of individuals could get involved. This would require developing some innovative and creative approaches to the work. 

Commissioners requested regular updates on this work as it develops over the remainder of this financial year.

Commissioners thanked officials for the work that had been completed to inform discussions and assist with their decisions.