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: There were no
apologies. There were no
declarations of interest. |
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Communication note to staff - Mark Neilson Minutes: Mark Neilson would draft a note of the Management Board discussion for the news page. |
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Minutes from 7 March Management Board Minutes: The
minutes of the 7 March Management Board meeting were agreed as a correct
record. |
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Minutes of Governance Statement Session 22 February Minutes: The
minutes of the Governance Statement session on 22 February were agreed as a
correct record |
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Main items |
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Fifth Assembly Preparations Minutes: Sulafa Thomas presented a set of documents that had been prepared as the
overarching framework principles for the governance of the organisation, rules
of conduct for Commission meetings and the delegation of functions to the Chief
Executive. These had been reviewed and updated from the Fourth Assembly in
light of experience and best practice and would be presented to the new
Commission for approval at its first meeting. Management Board discussed the framework and recommendations. Gareth Watts said he would strongly advocate recommending to the
Commission that the upper limit at which the Chief Executive and Clerk could
authorise capital expenditure should be increased from the current £1million
threshold. This would reflect increases in delegated limits elsewhere in
the public sector and, in particular, bring the Assembly Commission more in
line with the arrangements at the Scottish Parliament. The Scottish
Parliamentary Corporate Body has delegated to their Clerk and Chief Executive
the authority to approve capital expenditure up to £10million and contract
awards in excess of £5million. The Board agreed to reflect this in the documentation and also ensure
that the wording generally was consistent with the draft strategy paper.
Management Board also agreed to: ·
present a bilingual set of documents for the Commissions consideration
of how they wish to receive papers going forward; ·
include mention of the Remuneration Board and also the DPO’s involvement
in Commission meetings; ·
remove the qualification on FOI from disclosure of Directors; ·
bring forward the paragraph on Commissioners responsibilities (currently
para 5 Annex A)to make more explicit the importance of the role. Finally, Sulafa
Thomas asked that Heads ensure the Members’ intranet pages were up to date and
to identify staff that could be made available at short notice for the Member
welcome events and Royal Opening. |
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Staff Survey 2016 Minutes: The Board discussed arrangements for the
next staff survey. The survey
work well last year with the response rate being very high at 93%. The Board
agreed the recommendations that: ·
the survey would run over a four
week period from Monday 16 May to Friday 10 June; and ·
the questions, content and
reporting format would remain the same to enable a direct comparison to last
year's survey, with additional information added to the sub-heading themes to
provide clarity and context to future surveys. It was agreed that the analysis of results would be
presented to the Commission in the autumn. The Board also received an update on the
progress of the Investors in People assessment, which was going well although
no formal feedback had been received. The interviews with staff were due to
finish 22 April. |
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Terms of Reference MB and IRB Minutes: Dave Tosh presented revised ToRs for
Management Board (MB) and Investment and Resourcing Board (IRB). These were
discussed with a view to ensuring they described correctly the current
responsibilities and membership. The ToRs for both boards were agreed with a clarification of MBs
contribution to strategic thinking. The Board also considered the benefits of
continuing the Scenarios Group, which had been established to focus on the
implications of the Fifth Assembly transition. It was decided that Management Board should take on the
additional responsibility in the role of Scenario planning. It was
also agreed that Management Board would endeavour to reach more definitive
positions on posts during capacity planning so that decisions can later be
taken by Heads without reference back to IRB, in cases that are clear. Actions: ·
Dave Tosh to update the ToRs as above and reflect the link between
internal resources and investment decisions and also clarify the levels above
which matters need to go to IRB (cross-referencing to the scheme of
delegation). The review of Commission papers should be added to the standing
items grid; ·
Dave Tosh and Anna Daniel to agree wording in relation to programme
boards; and IRB
forward plan to be included in the meeting note to MB. |
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Assurance Framework Minutes: The Board approved the
revised Assurance Framework and
agreed the future approach to assurance mapping. The Framework would be
presented to Audit and Risk Assurance Committee (ACARAC) at its April meeting. |
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Corporate Risk Minutes: The current corporate risk register and dashboard were reviewed and it was
agreed that good progress had been made with the identification and active
management of corporate risks. Chris Warner would provide a ‘risk on a
page’ (ROAP) on safeguarding for the Board to consider at its next review of
risk. The Board discussed risks around the EU referendum and
guidance was currently being prepared for staff and Members as a matter of
priority. The ROAP was agreed. The transition to the Fifth Assembly was imminent and
there were areas of concern around delivery of responsibilities. Heads were
asked to address these in their areas if and where flagged. The Financial management ROAP was agreed with a few additions. |
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Efficiency and Effectiveness Minutes: Dave Tosh presented a review of the approach to capturing, monitoring and
tracking the efficiency and effectiveness of the
organisation, following a request from the Chief Executive and ACARAC. The outcome would be presented to ACARAC at its June
meeting. It was agreed to include a section
on the work on performance management. |
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Winding up the meeting |
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Any other business Minutes: Chris Warner advised the Board that a first draft of the
Annual Report would be available for review and comment by 22 April and Anna
Daniel would be circulating a revised draft of the Commission strategy. Dave Tosh advised that the Siambr refresh was reaching the
end of its process. The next Management Board meeting would be on 12 May. |