Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Helen Finlayson, 029 2089 8705
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: Rhodri Glyn Thomas declared an interest in the discussion on the catering contract at item 5. Although he did not have a direct interest in any of the organisations that had tendered for the contract, he had corresponded as an Assembly Member with Commission staff about the matter. |
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Minutes of the previous meeting Supporting documents: Minutes: Minutes
of meeting – 16 June 2011 Matters
arising from the meeting on 16 June 2011 |
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Assembly Commission annual report and accounts Supporting documents:
Minutes: The Commission discussed the
draft Annual Report for 2010-11. It was
noted that a separate process would be followed for the accounts for the same
period. The Assembly Commission Audit
Committee of which, Angela Burns, the Commissioner with responsibility for the
budget and governance was the Assembly Commission’s representative, would
scrutinise the accounts. The annual
report and accounts would then be drawn together into a single publication
which would be published on 14 July. In addition to the Commission’s
statutory responsibility to prepare and submit the annual report and accounts,
Commissioners wanted to ensure that the publication reached as wide an audience
as possible and this would be achieved by providing an on-line version which
would take the form of an interactive timeline and would be fully
accessible. In addition, a summary
document would also be prepared which would be available to the public. The narrative provided a review
of activity in 2010-11 which would be valued by those looking at the history of
the Assembly. Commissioners provided
some specific comments which would be included in a revised version. In addition, Iwan Williams would discuss some
specific amendments suggested by Sandy Mewies. Action: Iwan Williams to discuss the
amendments suggested by Sandy Mewies.
Claire Clancy to amend the narrative as suggested during the meeting. |
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Draft Commission strategy 2011-16 Supporting documents:
Minutes: Claire Clancy introduced the
paper which provided a draft, high level strategy for the next five years. It was noted that the new Commission Strategy
would be underpinned by service plans for each of the Assembly’s service
areas. These would provide objectives
against which performance would be measured.
The three strategic goals were agreed by the Assembly Commission though
further work was requested on the wording of the third goal in order to make it
more positive. Commissioners also suggested
a fourth strategic goal in relation to the Assembly as an “ambassador” for
Wales. The draft Strategy detailed how
the goals would be delivered by Commission staff. The aim had been to set out the Commission’s
expectations and provide clarity to aid delivery of the strategic goals. A number of suggestions were offered by
Commissioners about this approach. It
was agreed that a revised version of the draft strategy would be prepared for
the Commission’s next meeting on 14 July. Action:
Claire Clancy to provide revised draft version of
the Assembly Commission Strategy. |
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Draft Commission budget strategy Minutes: Claire Clancy introduced the
paper. It was noted that in order to
provide property, staff and services to the Assembly, the Commission would need
to consider its priorities which would drive the strategy. Their priorities would inform more detailed
work on the budget which would be considered in more detail during the coming
months. The Commission noted the
experience in implementing the existing strategy and the measures taken to reduce
the overall budget to date.
Commissioners were concerned that a further reduction in staff headcount
was likely to affect services to the public and to Members. The Assembly is now a legislature with
additional powers and the Assembly Commission needed to be confident that it
had the resources to deliver its services over the next five years. Value for money and efficiency would be
paramount. The need for sufficient flexibility
in the budget to support core functions was discussed. The impact of known increases such as
inflation, salary increments, rent and depreciation on fixed assets were
noted. It was expected that the 0.2 per
cent comparator with the Welsh block would provide sufficient flexibility to ensure
the delivery of the required services.
However, it was agreed that further discussion was required and a paper
was commissioned for the next meeting of the Assembly Commission on 14 July. Action: Claire Clancy to prepare a paper for the next meeting. |
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Update on current issues Supporting documents: Minutes: This paper provided the
Commission with an update on a number of ongoing key issues: Flow
of information – The Commission noted that the
First Minister had agreed to provide access to Welsh Government officials by
the Research Service when pursuing requests on behalf of Assembly Members. The Assembly Commission was pleased to note
that the issue had been resolved. Security
Issues – The Commission considered the position
outlined in the report and noted that formal negotiations on shift changes for
security guards had been on-going since October 2010. The proposal would reduce the overtime bill
and increase efficiency and the Assembly’s ability to provide improved security
cover across the estate. A number of security
guards had accepted the new working pattern.
The Presiding Officer had received correspondence from the PCS Union
which had been shared with Commissioners.
A formal response to the correspondence would be prepared. The Commission agreed that the negotiations
should proceed as sensitively as possible. Grant
of catering contract – The Commission noted that the
contract had now been awarded. Bilingual
Services – A meeting had been held with the Welsh
Language Board on 15 June prior to the publication of the report on the Board’s
investigation on the translation into Welsh of the Record of Proceedings. It was noted that the Board had found the
Assembly to be in breach of its Welsh Language Scheme. The Commission would be discussing the issue
in full at its meeting on 14 July. Vulnerable
Witnesses – The Commission noted the vulnerable
witness programme which would provide guidance to Assembly committees and staff
on how witnesses should be treated when interacting with the Assembly. The protocol was welcomed by the Assembly
Commission. |
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Schedule of contracts Supporting documents: Minutes: This item was deferred until the
meeting on 14 July. |
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Minutes of Remuneration Committee Minutes: The minutes were noted. |
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Assembly Commission rolling programme Supporting documents: Minutes: The rolling programme was noted. |
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Any other business Minutes: The Commission noted that
Memorandum of Understanding between the Assembly and the Wales Governance
Centre would be agreed shortly. |