Agenda and minutes
Venue: Conference Room D - Tŷ Hywel. View directions
Contact: Liz Jardine
No. | Item |
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Introductions, apologies and declarations of interest Minutes: There were no apologies. |
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Communication note to staff - Dave Tosh Minutes: Dave Tosh would
draft a note of the Management Board discussion for the news page. |
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Minutes of 22 June Meeting and 6 July Meeting Minutes: The
minutes of the 22 June Management Board meeting were agreed as a correct
record. The minutes of 6 July required a
clarification and would be cleared out of meeting. |
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International Work Programme Minutes: Manon welcomed Al Davies
to the meeting to present the work programme for 2017-2020. It was intended to
complement the Framework for the Assembly’s International Engaging during the
Fifth Assembly, which had been presented to the Commission on 15 May, and was
designed to reflect the Assembly as a small but progressive and innovative
international legislature that was open and outward looking. The proposed work
programme was sufficiently flexible to accommodate additional engagement and
activity as necessary, with consideration having been given to the impact of
Brexit and alternative links. Value for money was always
considered in the forward planning and, although it was a high level draft at
this stage and not budgeted in detail, it would be delivered within the current
engagement budget. Management Board was
invited to discuss and suggest amendments or additions to the work programme. The Board agreed that the
work programme presented good value for money, recommending that current staff
that speak other languages could be used to support the international team. |
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Corporate prioritisation and communication - discussion Oral
item Minutes: Aligned to the budget
situation, Dave Tosh led a discussion on some early thinking on how to improve
investment prioritisation, following requests from the Commission and Audit and
Risk Assurance Committee (ACARAC) for more visibility of decision making. He
and Gareth Watts were developing a set of criteria to demonstrate a proposed
method of prioritisation - a way of collectively discriminating between and
ranking the high priorities. A set of proposals would
be presented for Management Board to consider, to include a qualitative
decision making process to help prioritise and give reassurance to stakeholders
on how priorities were determined. ACTION: Heads to review how they
were currently delivering their service plans, to see if it could be done
differently to release resource, or not done at all in order to give capacity
for new priorities, taking into account impact on other service areas. The Board then discussed the
plan for the all-staff meeting to be held on 21 July. |
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Financial Management Report - June 2017 Minutes: Management Board discussed
the June Financial Management Report. There was continued pressure on the
budget, which was expected to remain for the rest of this financial year. Nia
Morgan reiterated the need for careful management of budgets and investment
plans. The Investment and Resources Board (IRB) were meeting in August to focus
on this year’s capacity plans, resource requirements and planned investment
projects, with the aim of agreeing the absolute priorities for investment,
whilst retaining some financial capacity for unexpected needs. It was agreed
that an additional Management Board, ahead of IRB, would be useful to assess
the relative priorities across all investment needs. These meetings would also
inform further discussion with Commissioners on the detailed budget proposals
going forward, priorities and timeframes. ACTION: Heads and Directors
to provide a summary position of the latest assessment for the resource
requirements identified in the March capacity planning exercise, highlighting
what was still essential and what has changed, if there were alternative ways
of fulfilling the resource or no longer needed, risks and implications. |
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Staff Survey results Minutes: The Board considered the
outcomes of the sixth staff survey and discussed plans to respond to the
findings. It has been a positive survey considering the pressures that staff
were under within the climate of significant constitutional change and
uncertainty. The 2017 survey was based on selected questions from the Civil
Service People Survey and was identical to the 2016 and 2015 surveys in order
to allow comparisons over time and benchmark with other public sector
organisations. Highlights included an 82% response rate and 74% engagement
index score, both significantly higher than the Civil Service scores of 65% and
59% respectively. The report would be
published internally to staff on 21 July and service specific data reports
would be available to Heads shortly. |
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Corporate Risk Minutes: Management Board undertook
its regular review of the corporate risk register, which had been updated to
reflect the current status of risks. At its meeting in June,
ACARAC had reviewed the summary risk register noting the movement in risks,
also receiving an update on the ongoing discussions at Management Board on the
combined impact of the risks being faced. Additionally, they had carried out a
critical examination of the organisation’s preparedness for the General Data
Protection Regulation due to come into force in May 2018. ACARAC were satisfied
with the action plan, commenting that it was well advanced compared to other
organisations. The Board agreed the
changes and the recommendations proposed. |
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Digital Task Force recommendations - our response Paper
to follow Minutes: A presentation had been
given to Commissioners on 17 July to review the recommendations from the
Digital Task Force. Further work was now being done to consider the cost and
resources needed to implement individual recommendations. More detailed information
on the practicalities and resource implications would be presented to
Commissioners in the autumn to enable them to respond. ACTION: Non Gwilym to circulate
that work in due course for input. |
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Communications Planning Grid Presentation Minutes: Non Gwilym presented a
communications grid that would be shared with Management Board on a regular
basis, for consideration, as a forward look of all news worthy items that need
proactive planning for. ACTION: Heads to review and
consider any additions; that need more publicity or may become news-worthy. |
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Any Other Business Minutes: Chris Warner informed the Board
that the National Library had confirmed the establishment of the National
Assembly for Wales archive. He thanked everyone who had contributed to the work
on it. |
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Paper to Note: Management Board forward work programme |