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 Gareth Watts (Head of Governance and Audit). The Board welcomed Catharine
Bray, the new temporary Head of Finance, who observed the meeting. Chris Warner declared an interest for the diversity and
inclusion item as a trustee/Non Executive Director of Chwarae Teg. |
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Communication note to staff - Craig Stephenson Minutes: Craig Stephenson would
draft a note of the Management Board discussion for the news page. |
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Minutes of the Previous Meeting Minutes: The
minutes of the 25 May Management Board meeting were agreed as a correct record. |
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Draft Annual Diversity and Inclusion Report 2016-17 Minutes: Holly Pembridge was
welcomed to the meeting and presented the narrative Report, which would go
alongside the workforce, recruitment and pay analysis data when presented to
the Commission for approval in the autumn. The Report crossed the reporting
period between the outgoing Equality Scheme and the new Diversity and Inclusion
(DI) Strategy of the Fifth Assembly. The DI Team would provide
the Board with the data and Action plan for the Strategy during July and were
working closely with service heads to define and embed objectives from the
action plan into service plans. The draft Annual Report
reflected the breadth and quality of work undertaken across the organisation to
ensure an inclusive parliamentary body for staff and those who used the
services. Highlights included the campaign to increase awareness of mental
health and wellbeing in the workplace, the retention of external awards and
recognition (such as IiP, Stonewall, National Autistic Society and Action on
Hearing Loss Service Excellence) and high profile work around Equality Impact
Assessments (EQIAs). The Report also recognised
areas for continued focus, including the continuing development of the
workplace networks, high profile EQIAs and refocus on subsuming BME Action plan
into wider work. Management Board made
recommendations on the draft Report including: ·
combine
the engagement narrative of outreach and committee work to show the link in
service provision; ·
ensure
that the Report is aligned with the Commission’s Annual Report and Accounts,
and that there is a read across with the recruitment policy and BME Action
plan. Craig Stephenson and Holly to discuss a seat on the reference group to
further the work of the BME Action plan. ·
Non
Gwilym and Holly to strengthen focus on the contribution of DI; and ·
include
information on what the organisation already contributes to the White Ribbon
campaign, and Diversity and Inclusion week in July. The Board asked that, when
the workforce statistics were available, they might inform some of the actions
for the future. |
|
Draft Annual Environmental report 2016-17 Minutes: Management
Board welcomed Nerys Evans to the meeting to present a draft of the tenth
Annual Environmental Report. It demonstrated a continuing trend of reducing the
Assembly’s environmental impacts with good progress on the current five-year
sustainability plan towards the 2021 targets. The
focus in the period had been on better monitoring and analysis to identify
opportunities to make efficiency savings. Benchmarking was an essential part of
the process and work would continue in 2017-18 to benchmark with the other
devolved parliaments. It
was likely that the Assembly would move to ISO 14001 environmental
certification. The
Board recognised that it was necessary to balance the cost of reaching
reduction targets with making improvements in sustainability and, currently,
the Estates and Facilities Management work programme was focussed on
improvements through updating or replacing older equipment to more efficient
appliances as they reach end of life; benchmarking; controls and effective
housekeeping. Management
Board commented on the draft and made recommendations including: ·
reviewing
how the Assembly equates with other comparable organisations, for example Welsh
Government, in relation to the use of vehicles; and ·
clarifying
the increase in water usage for the period as being related to an increase in
staff and visitors. The
Board thanked Matthew Jones for his work on preparing the Report, which would
be presented to the Commission on 17 July |
|
Use of Volunteers as Poppy Partners Paper
to follow Minutes: Manon
Antoniazzi provided an outline of discussions held at the Investment and
Resourcing Board about the Weeping Window poppy installation and approaching
organisations to work with the Assembly to provide volunteers as a customer
interface. Giles Ballisat (Venue Projects Manager) was currently finalising the
legal issues around working with volunteers. |
|
Budget Strategy update Oral
item Minutes: An
update was provided on the Budget Strategy that had been to the Commission
meeting on 12 June. Due to the
considerable financial pressures on the budget and unexpected developments,
officials had considered, with the Llywydd and Suzy Davies AM as lead
Commissioner on the budget strategy, proposals to manage projected costs,
taking into account practicality and risks, and which would allow for more
clarity on capacity and direction. The
Board provided input on the in-year pressures, how they could be managed and
the impact on the strategy for future funding. |
|
Digital Task Force Recommendations Oral
item Minutes: Non
Gwilym gave an outline of the report launched on 21 June by the Digital Task Force,
which contained several
recommendations about how the Assembly presented the large amount of
information and content generated for our audiences. The focus reflected the way that people now
take their news and information in different ways and largely on digital
platforms. Non
thanked all those who had contributed to the report. Together with her team,
they were considering how information was packaged effectively to reflect the
needs of the Assembly’s audiences and how to plan and implement the recommendations.
A communications grid would be brought to the Management Board at all future
meetings. |
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Any other business Minutes: The Audit and
Risk Assurance Board had discussed the relationship between the Investment and
Resources Board and Management Board following an internal audit report on
effectiveness. The Chief
Executive and Directors would consider further and bring the discussion to the
Management Board thereafter. |