Agenda and minutes
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No. | Item |
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Introduction |
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Introduction and apologies Minutes: No apologies were received. |
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Declarations of interest Minutes: There were no declarations of interest. |
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Minutes of the previous meeting Minutes: The minutes
of the meetings on 7 December and 21 January were agreed. Matters
arising – 7/12/20: Supplementary budget adjustment. On 13 January Commissioners had agreed a proposal that the financial provision for accrued annual leave contained in the second supplementary budget, and agreed at the December meeting, be reduced to £650,000. |
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Election transition - Welsh General Election (Coronavirus) Bill - Impact on Senedd Commission Minutes: ·
Commissioners
were provided with an assessment of the impact of the Welsh Government’s Welsh
General Election (Coronavirus) Bill (“the Bill”) on the Senedd Commission.
These related particularly to the Bill’s provisions to shorten the dissolution
period, to extend the power to vary the date of the election and to extend the
period within which the Senedd must hold its first meeting after the poll. ·
Commissioners
considered key decisions as preparation for the Bill’s potential enactment.
These related predominantly to an election period which would be comprised 7
April – 28 April (‘pre-dissolution’) and 29 April – 5 May (the shortened
dissolution period). During this period, strict spending restrictions will
apply to all candidates under electoral law. 2.
Commissioners noted that there
should be a level playing field for all candidates during the election period,
as far as possible, to ensure a fair election and equality of opportunity for
all; and that as the Bill would create an unusual circumstance, additional
Rules and guidance would need to be issued relating to the election period. 3.
Commissioners agreed the principle
that, during the pre-dissolution period, Members
should only be provided with those resources necessary to carry out Senedd
business related to the purpose of shortening dissolution as expressed in the
Explanatory Memorandum to the Bill; that is: ·
to be able to fix a date for the poll for the
election if there is a need to postpone the election for a reason relating to
coronavirus; and ·
to enable the current Senedd to respond, if required
to do so, to the unfolding public health issues leading up to the election. ·
To implement the principle, Commissioners agreed
that: a) for the election period (dissolution
and pre-dissolution combined), each Member may retain access to their existing
ICT profiles. These profiles would be restricted to remove access to social
media, webmail accounts and intranet (dissolution intranet will still be
available). In addition, each MS may nominate one of their staff to similarly
retain their current profile with restrictions to enable support to be
available in the event of a Senedd recall (this
could be comprised of part-time staff to make up to 1 FTE, but must include the
support staff’s full contracted hours which combined may not exceed 1 FTE). The
support staff nominated may not themselves be a candidate. These provisions
would be in addition to the current provision of up to 4 temporary ICT profiles
per Member nominated for individuals. Robust reminders were to be issued to
Members of their responsibilities to ensure their accounts are used in such a
way that protects them from risk of complaint or a complaint being upheld; b)
access to the Senedd estate will be restricted from
7 April, but that Members and their staff would have their building passes
disabled rather than returning them. In the event of a recall, passes would be
reactivated; c) Members and their staff should pack up their offices by the 6 April, within the requirements of Covid regulations, removing personal items ... view the full minutes text for item 2. |
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Review of initial effectiveness of Communications and Engagement Strategy Minutes: 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. |
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COVID-19 Update Minutes: Commission were provided with an update on arrangements in place whilst the Senedd continues to operate under the current Welsh Government regulations and guidance. Matters raised encompassed preparedness for the next phases of restrictions, staff welfare (including impacts of home schooling, caring responsibilities, bereavements, and illness), dynamic redeployment and re-prioritisation of activities, and the pressures being felt across the organisation. |
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Commission strategic direction Minutes: Commissioners
noted that they will consider at the next meeting reflections on the 5th
Senedd to support the development of the strategy for the Commission over the
period of the next few years. To inform this paper, Commissioners agreed to
meet with officials individually to capture their reflections on what has been
learned through the most significant pieces/key aspects of work of the
Commission during the period of the fifth Senedd, and to identify matters that
might shape the direction of travel alongside drivers for change for the
foreseeable future. |
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Ty Hywel windows replacement feasibility study Minutes: 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. |
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Changes relating to the Public Health (Wales) Act 2017 (smoking ban) Minutes: Commissioners noted information which outlined changes to legislation relating to the smoking ban, with particular regard to the smoking shelter on the Tŷ Hywel estate. They felt that the Commission for the Sixth Senedd should consider whether the smoking shelter is an appropriate facility for the Senedd estate. |
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Papers to note: |
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Executive Board update (RAD decisions) Minutes: Commissioners noted the routine summary of recruitment decisions provided to each Commission meeting. |
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Draft ARAC Minutes November 2020 Minutes: Commissioners noted the routine update of a meeting of ARAC. |
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Response to PAC's report on the 2019-20 Annual report and Accounts Minutes: Commissioners
noted the Commission’s response to the PAC report, which had been provided
since the last meeting. |
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Remuneration Board Consultation on the Determination Minutes: Commissioners noted the letter and consultation from the Remuneration Board. |
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Any other business Minutes: ·
Decisions
on ICT provision for the 6th Senedd – Commissioners agreed proposals
for ICT provision to Members, which had been considered at the previous meeting
and discussed further in the interim. Personal Computers Decision 1: a
laptop computer should now be the standard offering - one per Member, plus a
one each for support staff up to max of 6.
Additional machines may be purchased utilising Office Costs (this would
include the ability to use existing purchases which remain within their
supported lifespan for returning Members).
Decision 2:
Members have the option to swap one laptop for a desktop computer. · Decision
3: That all group office staff be supplied with a laptop. · Decision
4: Members can swap their standard laptop for a Microsoft Surface
Pro, but, given the higher cost of this device, would give up the tablet device
(I-Pad) from their allocation. Computer monitors and docking stations ·
Decision 5:
a desktop monitor and docking station (+keyboard and mouse) is provided with
each laptop at the individual’s main place of work. ·
Decision 6: Members
are allocated one further monitor and docking station at a second location
(e.g. home). Apple devices ·
Decision 7:
In exceptional circumstances, Members, or their support staff, who have more
knowledge and experience of using the Apple OS than Windows, are able to choose
one Apple device instead of a Windows device (one per Member including their
staff). Senedd applications and training available are designed primarily for
Windows. Software ·
Decision 8:
Members are allocated a personal Office365 licence, plus a licence for their
shared mail box (“The office of…”). In addition to this they are allocated up
to a maximum of six further licences for each of their support staff. ·
Decision 9:
Adobe Creative Cloud, if needed, per Member (allocated to a support staff). Printers ·
Decision 10:
Members are allocated two Multi-Functional print Devices (print, scan and
photocopy) and one monochrome laser printer. Tablet Devices ·
Decision 11:
Members are allocated one Apple I-Pad (unless a Member has chosen a Microsoft
Surface Device). Mobile Phones ·
Decision 12:
Each Member is allocated a suitable mobile phone handset (Apple or Android)
together with a monthly call contract that will provide for unlimited UK calls
and text messages and 16GB of mobile data pm.
Broadband ·
Decision 13:
That a suitable network connection is provided to the Member’s Constituency
Office(s) (max of 2). ·
Decision 14: Broadband
will not be provided to a Member’s main residence (except in exceptional
cases). Returning Members who currently have Senedd broadband at home will have
two months following the election to make replacement arrangements. Exceptions will be assessed on a
case by case basis. Specific circumstances that may justify the provision of
broadband to a Member’s main residence could include: · Conventional
broadband not being available at the location, requiring the use of different,
more costly technologies, · More
than one member residing at the property necessitating more capacity for remote
working, or · Other family members not being able to use the home broadband when the Member requires ... view the full minutes text for item 9. |