Meetings

The Commission agreed, at its meeting on the 6 November 2023, to a broad statement of principle that the Commission’s core preference is for services to be delivered in-house wherever practicable. 

Commissioners considered the main findings of a scoping exercise and specific issues surrounding insourcing in relation to each of the services concerned, including an estimate of the likely level of complexity and risk associated with insourcing those service areas. They also received the combined estimate for the next stage in an insourcing process, that assumed the work would be undertaken as a single programme covering all in-scope service areas.

Commissioners discussed the information provided and  reflected on the complexity and risks identified in the findings set out in the paper. They considered the relationship to existing contracts, capacity and the dynamic of significant programmes of work already in train. Commissioners recognised that proceeding with the project would require investment funds to be budgeted for, and would be a significant undertaking requiring a great deal of management focus and effort. One raised that the approach would be a huge responsibility in an area the Commission wasn’t set up for, and this a significant risk.

Advice was also provided that the external report had highlighted the potential risk that future business cases arising from an insourcing project might not pass the Value for Money test; in that scenario, a direction from the Commission to the Chief Executive as Accounting Officer would likely be needed to proceed with the work.

The Commission agreed that their preferred position would be to make a ‘hard’ commitment in principle to progress the Commission Services Insourcing Project, and that the timing would be to commence this work mid-way through the next Senedd, recognising that it would then involve phased implementation. Some existing contracts will need to be re-procured in the next few years even if the long-term intention is to bring them in-house.  Decisions in the interim period would be taken with this objective in mind.

Commissioners agreed to discuss the intended approach with party groups and feedback the following day via the secretariat if any concern were raised.

At the 6 November meeting, Commissioners had agreed a number of proposals to be used to update the policy for the use of the Senedd estate, including agreeing to extend the booking window for events from six to 11 months and to curate the allocations, rather than operate a first come first served approach.

Commissioners considered and agreed criteria to be used to assess the suitability of new applications for events held on the Senedd estate. This would be to achieve a more equitable and diverse use of the estate.

The Use of the Estate Policy will be updated with the agreed criteria.

Following consideration of the issues raised in the Use of the Estate Review consultation in September, Commissioners discussed a number of proposals which would be used to update the policy for the use of the Senedd estate. They agreed to extend the booking window for events from six to 11 months, and that allocations should be curated by the Events Team (rather than being first come first served), with criteria to be presented to a future Commission meeting. They also agreed that upcoming events on the estate be published three months in advance where possible.

Commissioners agreed that capacity and flexibility should be built into the system to protect key dates (details of which would be agreed by the Commission at a future meeting) and to accommodate topical/relevant last minute requests for event space.

In response to information about Member appetite for events and changing usage patterns post-covid, Commissioners agreed to move towards utilising one premium event slot a month (Tuesday or Wednesday lunchtime) to pilot ‘marketplaces’ in the Senedd from Easter for the remainder of 2024, replacing the routine use of Dining Rooms for ‘drop-ins’. They also agreed to receive an evaluation of this approach early in 2025 to agree a permanent position. However, they recognised that for some organisations a less public location is more appropriate, and so access to private Dining Room space should not cease entirely.

Commissioners also noted the continuation of the current policy of 10 event slots a week and work to review the categories and process for events including the approach being undertaken to improve the approval process for Welsh Government activity on the estate; work being undertaken to strengthen links between events and Senedd Business; and the suggested approach to longer lead in times for Commission led engagement events.

Changes agreed would form part of an updated, and published, policy for activity on the estate.

Commissioners noted the recent planning applications reviewed and the productive engagement with developers and Planning officers; and the planned Consultation during summer and autumn 2023 by the Local Authority in relation to the Local Development Plan for Cardiff Bay.

Commissioners were provided with an update of the issues raised through the consultation exercise on the use of the estate; and noted a brief summary of the progress already made by the Senedd Events and Venues Team in reviewing many aspects of the process linked to the use of the estate. A further paper would be provided later in the year outlining potential solutions to some of the issues raised.

Commissioners considered a planned consultation exercise to inform a review of the Use of the Estate Policy. This was in response to queries being raised about current requirements on the use of the Estate, future events need, changes since the pandemic on how engagement events are offered and how Members want to use the Estate.

Commissioners approved short and medium term proposals for changes to room bookings.

They suggested that officials be invited to attend party group meetings to receive feedback about Member needs in this area, and encouraged officials to also talk to some of the organisations who had raised queries.

Commissioners also discussed significant regular dates in the annual calendar cycle, and how these might appropriately be reflected within the system. They discussed the value that would come of the engagement exercise, and welcomed that an updated policy proposal would be presented to them in the autumn. The relationship between the number of events that can be supported and the resource available was also highlighted, with a reference to the recent cost reduction exercise discussed earlier in the meeting. 

Commissioners considered the next steps following discussions about the Estate Strategy in November and January. They recognised the inter-dependent relationship between ways of working and the work environment.

Commissioners agreed to formally bring together the Commission’s agile and flexible working ambitions and capacity review together with the accommodation requirements into one Ways of Working strategy and associated delivery programme. They noted the high-level Ways of Working roadmap and business case development process set out and approved the initial elements of this work to be taken forward at pace via an interim action plan. Commissioners discussed the importance of ensuring that the governance around these strategically important matters is robust, and highlighted the importance they place on engagement and consultation throughout the process. In doing so they expressed support for working with partners to understand the needs of all involved.

The action plans would include, in relation to Cardiff Bay accommodation:

•          engaging property consultants to provide specific advice,

•          drafting an occupancy strategy, addressing hybrid working models,

•          engaging our office consultants to offer further advice on moving beyond our current hybrid work pilot schemes,

•          beginning the formal process of establishing Welsh Government requirements for its future use of the Senedd estate and develop options for how to meet those requirements, and writing to the Remuneration Board to express an interest in working closely on future ways of working matters.

In relation to the Senedd’s regional presence the initial plans would include:

•          a project to explore proposals for regional Senedd hubs in North, Mid and West Wales, noting timings in relation to the Colwyn Bay offices, and

•        to formally approach to the Welsh Government about engaging in a partnership approach to develop options for Senedd regional hubs.

Commissioners also agreed that an internal future use review of the Pierhead building should take place.

Following the request of Commissioners at the last meeting, information was provided relating to the future approach to office accommodation in the vicinity of the Senedd. Commissioners agreed that strategic options should continue to be developed.

Commissioners also continued their consideration of a strategic approach to accommodation elsewhere in Wales, and agreed that the function and focus of regional working should be clarified as the basis for future decision making.

Commissioners asked that discussions continue with them ahead of the next Commission meeting.

Commissioners discussed a number of factors pertinent to the development of a Senedd Commission Estate Strategy.

These included long-term office accommodation needs for Members and staff, a more flexible and agile use of accommodation considering the need for a presence on a wider regional basis and use of the Pierhead.

Commissioners provided feedback on the strategic considerations outlined and requested additional information in some areas.

Commissioners noted information about an extension of the Facilities Management Contract by eleven months.

Commissioners considered details of the Cardiff District Heating Scheme, which the Commission had the option to join as the principal “anchor client”.   

The scheme would support delivery of the Commission’s  Carbon Neutral Strategy. Commissioners considered matters connected to the needs of the estate, the source of the energy and the thermal performance of the Senedd and Ty Hywel.

Commissioners agreed that the Commission would join the Cardiff District Heating Scheme, subject to Legal Services agreeing any final changes to the drafting of the proposed contract.   

Commissioners noted the feasibility report which had been undertaken to seek specialist advice to inform a future decision on the budget implications, timing and phasing of work needed to replace windows in Ty Hywel.

Commissioners asked questions about the specification and practicalities of the work needed, and sought confirmation that none of the issues had been identified as a danger. They agreed to defer any decision to proceed to the next Commission, on the basis that funding provision for the project would need to be extended over a number of financial years.

Commissioners noted proposals to make changes to be made to some of the accommodation provided within Tŷ Hywel to provide additional flexibility for Members’ offices.

Commissioners considered proposals for the replacement of windows in Tŷ Hywel, which are nearing the end of their operational life and we are seeing an increasing level of faults and defects that cannot be repaired.

Commissioners agreed that a feasibility study to establish a plan for replacement should be undertaken, and that the outcome be reported back in due course.

Commissioners agreed a proposal for a memorial to Captain Archibald Dickson which had been submitted by Mick Antoniw, AM.

Commissioners had asked for a policy to be drafted regarding the installation of memorials on the Assembly’s estate. They discussed a process by which the Commission would consider proposals and make decisions, and also considered associated guidance for proposers.

Commissioners asked for adjustments to the draft policy, and for it to be circulated for them to agree.   

Commissioners were provided with an update on recent developments around the long-standing proposals for a ‘Star Walk Wales’. Commissioners concluded that they did not feel able to support the development of a ‘Star Walk’ on the Assembly estate.

Commissioners considered a request that had been received seeking agreement in principle, for a statue to commemorate the life and work of the late First Minister Rhodri Morgan, to be installed on the Assembly estate.

Commissioners requested that a policy be developed to provide a process for decision making on future requests for the installation of memorials and statues. In the meantime they were content, in principle, that a statue of Rhodri Morgan, as the first First Minister of Wales could be installed on Assembly land, subject to receiving suitable assurances, such as that a third party should hold the statue in trust and be responsible for it.

Oral item

Commissioners noted the latest update about the ongoing discussions on meeting future accommodation needs of the Assembly and Commission.

Commissioners noted an update about the ongoing discussions on meeting future accommodation needs of the Assembly and Commission.

Commissioners were provided with an update on the exploratory conversations with land owners and answers to questions they had raised at the meeting in June 2017.

At their May meeting Commissioners had agreed to a better managed approach towards a more purposeful use of the Assembly estate.

Commissioners considered proposals for implementing changes to achieve this goal. They agreed that changes should be progressed and highlighted some mechanisms that could be useful in some circumstances, for example linking people with existing Cross Party Groups.

Oral item

Commissioners were provided with an update on work to meet future accommodation needs and noted that exploratory conversations were taking place with land owners. They agreed to receive further information before the summer recess.

Commissioners considered proposals to change the way activity on the estate is managed and prioritised, with an aim that it better reflect the Commission’s engagement priorities, enabling the estate, particularly the Senedd, to be used more purposefully and therefore become a key tool in promoting engagement with the Assembly and encouraging a more diverse audience onto our estate.

Commissioners acknowledged the pitfalls associated with the current way the estate is used, and supported a move to a more strategic approach for the purposeful and effective use of the estate. They identified some particular difficulties from their own knowledge and experience and suggested a number of mechanisms that could be useful in the process of managing activity more effectively. Further work will be done to prepare guidance to support the change.

Commissioners considered information that had been provided in response to queries they had raised at their previous meeting.  They accepted the suggestions made, and identified areas where they would like to receive more detail.

Commissioners considered additional information that had been provided in response to specific issues, queries and questions they had raised at the previous meeting.

Commissioners agreed to rule out an option that was not considered to be a viable route to effectively deliver the identified accommodation needs.

Commissioners identified further areas for more detailed consideration at a future meeting.

Commissioners considered possible approaches for the provision of additional accommodation, and requested further information in order to consider the matter further at future Commission meetings.

Paper 2 – Activity on the Assembly Estate

Craig introduced the paper, on behalf of Natalie Drury-Styles, and asked the Board for comment.

The Commission’s Strategy for 2016-2021 highlights the importance of enabling and encouraging public engagement in the Assembly’s work. To align better with the Commission’s priorities, the paper suggested that the management of events on the estate move to a more pro-active, strategic and considered approach.

The Board discussed the paper, agreeing that this was priority issue for the current Commission. Ensuring that the right balance was struck between the range of events was emphasised, whilst being mindful of carefully managing stakeholder perceptions to any change in the arrangement and organising of events.

To allow sufficient time for further drafting to take place, the paper will be put to the Commission at its meeting on15 May.

Dave Tosh confirmed that he had met with each of the Commissioners to update them on ongoing work. Commissioners requested that a paper be provided with additional background information.

Commissioners took a decision to limit the scope of the work to be done to explore the options for future capacity provision.

Commissioners were provided with a brief update of initial discussions that had taken place and that are planned. Tender responses in relation to work needed on the new ground floor committee rooms were expected imminently, with work anticipated to take place predominantly between Christmas and Easter.

Commissioners considered short and longer term issues associated with the capacity of the Assembly estate. They supported work to improve the provision of committee rooms and agreed that options should be explored to enable future decision making.

paper 3

A number of enhancements and improvements had been made over the last 12 months that had improved the environment for those visiting and working on the Assembly Estate. These included changes to the Tŷ Hywel security arrangements and the reception area resulting in a significantly improved visitor experience and the creation of new meeting rooms for Members to meet visitors to the building, improved signage near the Senedd and the upgrading of some facilities. Following feedback from Members, work had been carried out on the heating system to ensure a more comfortable working environment in the Senedd, Siambr, Committee Rooms and offices. Work would be carried out over the summer recess to refurbish the remaining toilets in Tŷ Hywel.

Commissioners agreed that the Estates and Facilities Management team should consider further areas for improvement as part of ongoing maintenance. The priorities for the remainder of this Assembly should be those areas that were used by the significant number of visitors to the Assembly Estate, such as the Pierhead and the conference rooms in Tŷ Hywel. The team should also consider any feedback arising from the findings in the annual Member and support staff survey, which would be available during the summer recess.   

The team would engage with Party Groups to identify any necessary changes (such as furnishing of AMs and Group Offices) to ensure accommodation continued to meet their needs. Any major work would be carried out during the dissolution period between the Fourth and Fifth Assemblies, to minimise disruption to Members and their staff.

It was also suggested exploring the feasibility of a glass partition being erected in the Siambr Hywel milling area to provide an additional flexible space for events etc.

Paper 2 (parts 1 and 2)

The Assembly Estate must be carefully managed in order to make the most effective use of the facilities available. The iconic buildings are central to the Assembly’s ability to engage with the people of Wales and beyond and in raising awareness of the Assembly as the home of Welsh democracy.

Commissioners discussed the current and possible future demands on the estate and identified a number of matters for more detailed consideration.

Demand for the limited space available can be very high at certain times and varies significantly over the course of the year. It was agreed that the use of facilities such as meeting rooms should be flexibly and creatively managed so that the needs of all users of the estate can be met, particularly during busy periods such as business days when meeting rooms are at capacity. 

A review of the office space available for Commission employees had recently been undertaken to identify opportunities to optimise the use of space. Any changes in the use of space would need to reflect the priorities of the Commission and the needs of the Assembly. Commissioners emphasised the need to think about the future demands on the whole estate, including the presence in North Wales, when making decisions about its management. Arrangements for subleasing on the estate should be reviewed to ensure they are fit for purpose and represent value for money.

It was agreed that the following matters would be explored further:

·         Use of the space in Ty Hywel and the Senedd to ensure the needs of those using the building can be met, particularly during busier periods;

·         Subleasing arrangements in Ty Hywel;

·         The long term lease for Ty Hywel;

·         The Assembly’s office North Wales.

Paper 3

Peter Black introduced a proposal to improve the Ty Hywel entrance and reception area.  It was noted that many of the young people undertaking educational visits were currently required to queue outside the main doors in all weather conditions; that visitors with disabilities were required to use a separate entrance; the current formation which had not been updated for some years allowed significant heat loss and that the security and reception provisions did not provide a good impression for the 100,000 visitors and building users annually.  The business case addressed these issues and how the space between the reception area and the entrance to Siambr Hywel could be put to better use. 

A number of points were raised by Commissioners about the need to take a strategic look at use of the estate and how that might be maximised now and in the future.  While accepting that there were peaks in demand for meeting rooms, the Commission was concerned that some areas were under-used at present. It was agreed that revised proposals should be developed once the accommodation review of Ty Hywel was completed.  The options should tie the Senedd and Ty Hywel together aesthetically to ensure visitors knew that they were part of the same estate and provide value for money as well as maximising the assets available to the Assembly.

Action: Mike Snook to engage Commissioners in further discussions for their input prior to developing the revised proposal.