Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Liz Jardine
No. | Item |
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Introductions, apologies and declarations of interest Minutes: A welcome was given to
Sulafa Thomas, who was attending the meeting to present the Fifth Assembly
transition dashboard. Apologies were received
from Gareth Watts (Acting Head of Governance and Audit) and Adrian Crompton
(Director of Assembly Business) joined the meeting during the Service Planning
item. There
were no declarations of interest. |
|
Communication note to staff - Siân Wilkins Minutes: Siân Wilkins would
draft a note of the Management Board discussion for the news page. |
|
Minutes from the 1 June meeting Minutes: The
minutes of 1 June meeting were agreed as a correct record. |
|
Fifth Assembly Transition Dashboard Minutes: At
their January meeting the Management Board had agreed to receive dashboard
style reports on Fifth Assembly transition preparation to enable the Board to
keep up to date on progress, review resources and target them to the best
effect to ensure successful delivery of Fifth Assembly responsibilities.
Progress was being managed by Service Heads with responsibility sitting with
'strand leads' to coordinate the individual strand areas of pre-dissolution,
dissolution period, election, Member welcome and induction, early business and
procedural advice, Royal opening and operational preparations. Sulafa
Thomas, who was coordinating the Fifth Assembly transition preparations,
presented the dashboard and asked the Board to consider resource requirements
during the transition period, taking into account 'business as usual' needs;
where there was surplus capacity that could be moved to support the project;
and how to match skills with delivery needs appropriately. The Board agreed
that it was important to consider whether there was a need to temporarily
reallocate resources to alleviate the bigger pressures, in both pre-dissolution
and post-election periods. Action:
·
Management Board to be clear
about what the key deliverables for each strand are as these develop; ·
Service Heads to assess where
there would be surplus capacity, so Management Board can ascertain what
resource would be available and how to match need with skill, to ensure
everything needed was delivered at each stage of the transition; and ·
The Management Board note to
staff to flag that staff should initially approach their Service Head to
identify their interest in becoming involved with the Fifth Assembly transition
work. |
|
Service Planning Minutes: As part of the annual planning
cycle, Management Board reviewed the Service plans for each service area in
order to understand the range of activities planned for the rest of the Fourth
Assembly. Dave Tosh complimented the authors for their work and asked the Board
to consider how the service planning process was working and discuss: ·
whether
there were obvious risks that stood out? ·
did the plans reflect the capacity
planning process and outcomes? ·
how
well were dependencies described and were they reflected in each other’s
plans? ·
what
were the opportunities, innovations and efficiencies coming out of them? The overall view of the Board were that the plans were
effective in translating the Commission’s goals into a tool for managing each
service area, but might be improved further to make them more useful for the
wider organisation. The Board agreed that there was a need for more clarity
around dependencies, that they linked clearly in each related service plan and
were identified at an early stage in the planning cycle. A focussed exercise,
similar to that undertaken for capacity planning, was suggested. Actions: the outputs
from the discussion would be collated and shared with Management Board after
the meeting and would be built into the guidance for development of service
plans. |
|
Financial Management Reports - April and May 2015 Minutes: The Board noted the
management reports and commented that the dashboards were useful. |
|
Any other business Minutes: Bedwyr Jones advised the Board
that the new telephone system would be live on 6 July. The next meeting of the
Management Board would be held on 6 July. |