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: Apologies
were received from Nia Morgan, Finance Director and Mair Parry-Jones,
Translation and Reporting Service. |
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Communication note to staff - Lowri Williams Minutes: Lowri
Williams would draft a note of the Management Board discussion for the staff
news page. |
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Minutes of the Previous Meeting Minutes: The
minutes of 12 December Management Board meeting were agreed as a correct
record. The Board clarified the corporate risk action in relation to
preparation of a plan for emerging risks. |
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My Senedd - discussion Minutes: Anna
Daniel and James Griffin gave an update following the establishment and early
work of the MySenedd Board, on the programme to create a world class digital
parliament, its vision to make engagement easier and faster and the roadmap to deliver
the vision. Management
Board was asked to consider how the key challenges affecting delivery of the
programme might be faced, the implications for services areas and level of
ambition and pace of change the Board was willing to support; and the role
MySenedd might play in future of a reformed Assembly. The
programme was working to deliver practical improvements with pace and was
having to respond to the Assembly’s ever-changing context and the evolving
priorities of the Commission. Service areas were feeling the pressure of
delivering with pace and although the responsibility remained with Service
areas to integrate and implement the relevant aspects of the programme, the
Strategic Transformation team could need additional skilled project managers in
future. The Board agreed that this should be kept under review and a case
brought to the Investment and Resources Board if necessary. It
was important that the MySenedd Board matched the ambition of the programme to
the resources and ability to deliver, but bearing in mind the expectations of
the Commission and Chief Executive to progress with pace. The
use of the Agile project management method was proving effective and would help
to deliver that pace, but staff needed a better understanding of the way it
worked. The
programme would be discussed at the Commission meeting on 27 February along
with the Public Engagement Strategy and the Board commented that it was
important that both described the ambitions of the Assembly consistently. ACTIONS:
·
Non
Gwilym to join the MySenedd Board to support effective communications. ·
Dave
Tosh and Gareth Watts to raise awareness and understanding across the
organisation of the way Agile project management works, including the need to
pay attention to governance matters, ahead of staff becoming involved. ·
Dave
Tosh to ensure that the support services, in particular HR and Estates and
Facilities Management, are prepared for the consequential work that flows from
the programme. ·
All
Service areas to consider the resources required to support and deliver the
programme and build into service and team plans and staff objectives. ·
An
update on the programme to be published internally, with the table ‘translating
our vision into practical improvements’ and the ‘personalised portal view’, to
help staff understand the practical benefits. ·
Service
Heads to arrange communication to staff through team meetings or with reference
to the online update. Claire
Clancy congratulated the team on the very good work so far. |
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Public Engagement Strategy for the Fifth Assembly - draft Commission paper Minutes: Kevin
Davies was welcomed to the meeting and, with Non Gwilym, outlined the new
framework to deliver the Commission’s public engagement strategic goal of the
Fifth Assembly, with activities and initiatives to build on the success achieved
during the Fourth Assembly. Over the past year work has been undertaken to
benchmark with other organisation that have expertise in this area, as other
parliaments have not yet done this. The
strategy was due to be presented to the Commissioners and Management Board were
asked to comment and consider any high level activity not yet captured by the
paper. The
Board considered activities relating to corporate social responsibilities (CSR)
and how ambitious the Assembly might be in offering reciprocal benefit to
external organisations that contribute through committee evidence sessions,
network talks, etc. It was recognised that the contribution of the Assembly was
in achieving better public services and legislation through scrutinising. The
Board’s recommendations are included: ·
adding
further context in terms of strengths and weaknesses, trends to respond to and
also outlining levels; ·
including
the clear linkages with the MySenedd programme; ·
rearranging
the content to highlight how much has already been done; ·
establishing
some qualitative methods of evaluation to determine effectiveness; and ·
as
there were consequences for the way committees operated, that it was important
to work with the committee chairs to ensure that strategy would be delivered. ACTIONS ·
Anna
Daniel and Non Gwilym to provide more detail on the link with the MySenedd
programme. ·
Lowri
Williams to consider current CSR offerings and how to better align with the
Assembly’s work The
Board thanked Non and Kevin for the good work undertaken so far. |
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Financial Management Report - December 2016 Paper
to note Minutes: Claire
Clancy outlined the current financial position and that the Investment and
Resources Board were looking at pressures for this and the next financial year.
It is the tightest year due to large scale works and additional resourcing
requirements identified from the capacity planning process. The
Board were asked to ensure the Finance team were provided with accurate and up
to date forecasts from their service areas and to do some early thinking on
capacity plans, and early identifications of any new initiatives on the
horizon. The
work on accommodating the committee structure was on track. |
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Any other business Minutes: The
next Management Board meeting would be held on 2 February. |