Meetings

Commissioners were provided with the routine update of recent RAD decisions.

Commissioners were provided with the routine update of recent RAD decisions.

Commissioners noted the routine update provided to each Commission meeting.     

Commissioners noted the routine update, which is provided to each Commission meeting.

The routine update was noted.

Commissioners noted the routine update.

Commissioners noted the routine update.

Commissioners noted the routine update provided to each Commission meeting.

Commissioners noted the latest update from the Investment and Resources Board.

Oral

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.

Commissioners noted the February update from the Investment and Resources Board.

Oral Item

Oral item

Manon Antoniazzi provided an update on the recent meeting of the Investment and Resources Board. There was a need to exert even tighter control on budgets.

The Board had considered various models for the budget profile in future, in response to the recommendations of the Finance Committee and would develop further when more clarity on the budget position was available. This would feed into the Committee’s inquiry looking at other parliaments and how they manage and present their budgets. A letter was also being prepared, to demonstrate to the Finance Committee how the determination underspend had been used this financial year, and explain the context of how the total investment fund was made up.

IRB had discussed their Terms of Reference in light of recommendations from an internal audit taking into account the balance between IRB and Management Board responsibilities. Any new approach to this would be considered at the next meeting, before amending the Terms of Reference.

Action: Nia Morgan to circulate to Management Board a paper outlining the different models

Commissioners noted the IRB update.

Oral item

A brief update was given on the recent meeting of the Investment and Resources Board.

Oral item

Manon Antoniazzi provided an oral update on recent work of the IRB emphasising the need for line managers and Heads of Service to consider carefully all recruitment business cases (“RADs”) before submission due to tight budget constraints in this financial year and the likely constraints in future years.

Oral item

Claire Clancy gave an update on the last IRB meeting, where it had been agreed that a reconciliation chart would be prepared for the following meeting to show the movement of available funds for investment between recent meetings and confirm the most up-to-date investment fund balance. This would enable accurate planning of projects that could be undertaken before the end of the financial year.

The Board approved the robotic camera head replacement for committee room 3, subject to confirmation of the investment funds available.

Action: Management Board members to ensure that Finance have up to date budget projections to end of year.

Claire Clancy provided an update on the Investment and Resourcing Board (IRB) meeting of 3 November. The October finance report had been available and confirmed the investment funds as had been estimated in September. The IRB had considered the funds available for investment and agreed several business cases for essential EFM work that could be brought forward into the current year. In addition, IRB agreed in principle to the costs estimate for the Siambr refresh project, a proportion of which would be invested in ICT equipment in the current year. The costs would be presented to Commissioners on 4 December for their approval.

IRB also approved temporary recruitment cases in EFM, to cover maternity and secondments.

Claire Clancy provided an update on the Investment and Resourcing Board (IRB) meeting held on 20 August. Nicola Callow had reported success in achieving Value for Money targets and, with other under spend available, the Board looked at accelerating the programme of spend on enhancements to the estate.

Claire paid tribute to the Management Board and their teams for the accuracy of forecasts that had allowed the Investment and Resourcing Board to manage the budget so closely.

The IRB had also approved the new structure for the HR team at their meeting. They agreed a business case for the Presiding Officer's Women in Public Life contract and one for both the Media Relations Officer in Communications and Social Media Officer in Front of House.

Oral item

Nicola Callow provided an update on the Investment and Resourcing Board meeting held on 26 June. Two items had been discussed. The Board had asked Nerys Evans (Head of Facilities) to prepare a prioritised list of the programme of works; they agreed to all of the proposed works up to the end of the financial year, totalling £590k, which would be funded from the normal EFM budget plus additional investment.

Wayne Cowley (Project Manager) had presented an update on the HR/Payroll project, outlining the benefits and successes, together with lessons learned. The Board agreed to the allocation of additional funding for the completion of all work on Phase 1. A checkpoint would take place after Phase 1 to evaluate the project and gauge readiness for Phase 2 before the Board made its decisions on further expenditure. An independent review would also be undertaken.  Lessons learned would be shared with Management Board.