Meetings

Commission Governance

This page gives details of any meetings held which will, or did, discuss the matter, and includes links to the relevant Papers, Agendas and Minutes.

Note: Meeting Agenda can change at short notice. Particularly where future meeting dates are indicated more than a week in advance. Please check before planning to attend a Committee Meeting that the item you are interested in has not been moved.

Meeting: 20/06/2022 - Senedd Commission (Item 6)

Rules & Guidance on use of Senedd Resources

Supporting documents:

  • Restricted enclosure 2
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  • Restricted enclosure 4

Minutes:

Commissioners were provided with information about the outcome of the recent review of the Rules and Guidance on use of Senedd resources, following formal consultation.

They noted the purpose of these Rules as to ensure the regularity and propriety of the management of the public money provided to the Senedd Commission and for which the Clerk is accountable as principal accounting officer of the Senedd Commission under section 138 of the Government of Wales Act 2006.

Commissioners were presented with the updated Rules text and with the draft report of the consultation. Commissioners commented on the revised wording relating to the application of judgment and on the importance of consistency in decisions relating to the admissibility of claims.

Commissioners noted the updated Rules and Guidance on the Use of Senedd Resources proposed to be issued by the Clerk and Chief Executive, as the principal accounting officer of the Senedd Commission and in the exercise of powers delegated to the Clerk and Chief Executive by the Senedd Commission, following consultation.

They were informed that the proposed rules would also be provided to the Standards of Conduct Committee and that it was intended apply the updated version of the rules from the beginning of summer recess. At that time both the report and the rules would be published on the Commission website.


Meeting: 09/05/2022 - Senedd Commission (Item 6)

Accreditation Framework / Strategic Partners

Supporting documents:

  • Restricted enclosure 7

Minutes:

Commissioners had requested work be undertaken to develop an accreditation framework for application to inform decision making.

Commissioners considered and approved a framework to be used by Commission Officials in determining whether to endorse or partner with an organisation that promotes a particular cause (or causes). 

Their agreement included:

·         that all purchased services continue under the Commission’s procurement policies; and

·         a general principle that the Commission should not endorse, accredit or partner with charities or other fundraisers unless in accordance with the framework. 

They agreed exceptions to this general principle were the Poppy Appeal and small scale activities such as collections and bake sales.

Commissioners felt the framework would be a useful tool and asked to be sighted on the future assessment of any existing relationships if any did not meet the requirements of the framework.


Meeting: 09/05/2022 - Senedd Commission (Item 7)

Commission Delegation Level

Supporting documents:

  • Restricted enclosure 10

Minutes:

Commissioners agreed to retain the existing delegation level for authorising capital expenditure for projects or contracts.


Meeting: 08/11/2021 - Senedd Commission (Item 7)

White Ribbon and Accreditation approach

Supporting documents:

  • Restricted enclosure 13

Minutes:

Commissioners considered the Commission’s current approach to seeking accreditation, and agreed that a Charities and Accreditation Framework should be developed. This would be to support Commissioners, or Commission Officials, to take future decisions on supporting particular charities and accreditation schemes.

Commissioners also agreed to consider a case for seeking accreditation with White Ribbon UK within that new framework.


Meeting: 12/07/2021 - Senedd Commission (Item 2)

Commission Governance and Procedure

Supporting documents:

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Minutes:

The overarching framework principles for the governance of the Commission, the rules for conduct of Commission meetings and the delegation of functions to the Chief Executive have been refreshed in the light of experience and best practice. This is usual practice following each election, and the Commission is invited to replace the existing documents.

Commissioners agreed to replace existing governance framework documents with updated versions:

·         Governance principles and supporting provisions

·         Rules for conduct of Commission business

·         Delegation of Commission functions

·         Arrangements for the exercise of the Clerk’s functions

Commissioners agreed to review the level of the Delegation of Commission functions at the end of the financial year. They also noted the proposals for communicating with Members about the work of the Commission.

Commissioners were also informed that a note setting out the regulatory framework of the respective role and remits of the Remuneration Board, the Accounting Officer, Commission, the Standards Commissioner and Committee for Standards had been prepared for Groups and would be circulated.

The governance framework would be published to the Senedd website for transparency.


Meeting: 16/06/2016 - Senedd Commission (Item 2)

Assembly Commission governance and procedure

Supporting documents:

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Minutes:

Commissioners considered documents which set out the overarching framework principles for the governance of the organisation, the rules for conduct of Commission meetings and the delegation of functions to the Chief Executive.

 

The Commission agreed updated Governance Principles and Supporting Provisions which had been developed in line with the Corporate Governance Code of Good Practice published by HM Treasury and the Financial Reporting Council’s UK Corporate Governance Code, taking account of the status of the Commission as a body corporate with a “governing board” consisting wholly of elected Members.

 

The rules for the conduct of Commission business were formally adopted by the Assembly Commission.

 

Commissioners considered the draft Instruments of delegation of Commission functions and arrangements for the exercise of the Clerk’s functions. They gave particular consideration to the appropriate level authorised for capital expenditure, and having sought assurance that detail of significant expenditure will continue to be set out as part of the budget process, agreed a figure of £5 million for projects or contracts. This reflects the movement in the level of delegations over the last 10 years, and is in line with the delegation in the parliamentary bodies in both Scotland and Northern Ireland.

 

The Commission agreed that the contents of the paper should be published.


Meeting: 08/03/2012 - Senedd Commission (Item 5)

5 Handling requests for information under the Freedom of Information Act 2000

Supporting documents:

Minutes:

The Commission considered possible improvements to the way requests for information under the Freedom of Information Act 2000 are handled in order to streamline the approach and make better use of Assembly resources.

Most requests are manageable, but a small number generate a  disproportionate amount of work because of their breadth and complexity.

Increasing the amount of information published proactively would be a means of reducing the need to respond to specific requests, whilst also demonstrating the Commission’s continued commitment to openness and transparency.

Commissioners discussed the type of information that could be published proactively. It was stressed that when doing so, care would always be needed in order to balance transparency against proper respect for privacy. It was agreed that Commissioners would be given the opportunity to consider what kind of additional information should be proactively published before reaching a final decision.

It was noted that there are a few cases where the cost of providing the information exceeds the ‘appropriate limit’. It was agreed that in such instances the Commission would, in accordance with the Assembly’s Code on Public Access to Information, not refuse to provide the information (as it would be entitled to do) but would reserve the right to do so if the likely costs were clearly excessive and there were  additional circumstances, consistent with the public interest, which would justify exercising that right.

The Commission also re-iterated that, in accordance with the Code, it will not charge for information, other than in very exceptional cases. It was agreed that information on the cost of handling requests would be gathered, with a view to it being included in future Management Board reports to the Commission.

Actions:

Officials to provide further information on:

·         proposals for proactively publishing additional information;

·         the cost of handling FoI requests.


Meeting: 02/02/2012 - Senedd Commission (Item 3)

3 Reviewing the effectiveness of the Assembly Commission

Supporting documents:

Minutes:

The Commission agreed its Governance Principles and Supporting Provisions in June 2011.  This included a commitment to evaluate the effectiveness of the Commission as a body, as opposed to the effectiveness of the organisation as a whole.  It was agreed that the first formal evaluation would take place after about twelve months.

 

From 2011-12 onwards, it is a requirement that the Commission’s annual report and accounts contain a Governance Statement, which, amongst other things, will outline the governance arrangements for the organisation as a whole.

 

The proposed timescale and methodology for the evaluation was discussed and agreed.  In particular, the first review will take place in the autumn of 2012.  This will be an iterative process, identifying areas for improvement which will be subject to ongoing monitoring.  It will be based on evidence gathered from Members and other stakeholders as well on information provided by the Commissioners themselves.

 

It was agreed that Ian Summers would undertake the evaluation, working with Mair Barnes, and that the approach will be outlined in the Governance Statement in the Accounts for 2011-12.

 


Meeting: 16/06/2011 - Senedd Commission (Item 2)

2 Assembly Commission Governance and Procedure

Supporting documents:

Minutes:

Ian Summers introduced paper two.  He noted that in 2007, the Commission of the Third Assembly agreed principles of governance, ways of working and instruments of delegation to the Chief Executive.  He explained that the principles had been updated to reflect current operational experience from the Third Assembly and best practice set out in the Financial Reporting Council’s Corporate Governance Code 2010.  The updated principles sought to set out clearly the roles and responsibilities of the Assembly Commission, Management Board, Independent Advisers and the Accounting Officer.

 

The Commission discussed the legal status of Independent Advisers.  It asked about the rationale for the ceiling on the delegation of capital expenditure to the Chief Executive and Clerk being set at £1 million, and noted that this covered all capital projects, but that any novel or contentious expenditure would be outside the delegation.  The Commission noted that, as part of the budget setting process and in the course of normal business, Commissioners would have a role in overseeing service delivery and expenditure, particularly within their portfolio areas, and in holding management to account for the delivery of services and use of resources.

 

The Commission agreed that the principle of collective responsibility should be adhered to, and recognised that a key element in the governance principles was to ensure that all Assembly Members were able to engage with the work of the Commission.

 

The Commission agreed to undertake a formal evaluation of its effectiveness after twelve months, including a review of the governance principles and ways of working.  This would be undertaken as part of the annual report and accounts process, and would take account of feedback from Assembly Members.

 

The Commission agreed that Commissioners would ensure that their Groups were updated on the work of the Commission, and that portfolio holders would be willing to attend Party Group meetings to provide updates or listen to Members’ concerns if invited to do so.  The Commission noted that staff would be happy to assist Commissioners in responding to any concerns raised by Members, and that feedback was welcomed as it assisted in the refinement and development of services.  This included any representations relating to the work of the Remuneration Board, or the implications of its Determination.

 

The Commission approved the revised governance and supporting provisions and the revised rules for the conduct of Commission business, subject to a formal review after twelve months.  The Commission also approved the amended delegation of Commission functions and arrangements for the exercise of the Clerk’s functions.

 

Action:  An annotated version of the 2007 principles of governance to be circulated to Commissioners, highlighting updates to key areas.