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 Anna Daniel (Head of Strategic Transformation), Nia Morgan (Head of
Financial Services) and Mair Parry-Jones (Head of Translation and Reporting
Service). |
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Communication note to staff Minutes: Adrian Crompton 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 the 20 July Management Board meeting were agreed as a correct
record. |
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Purpose of the Meeting Minutes: Manon Antoniazzi explained
that the Llywydd had asked her to formalise the capacity planning exercise currently
underway in order to inform the Commission’s discussion of priorities in the
Autumn. This meeting would contribute to
that process by reviewing the outcome of the service planning round in March,
to scrutinise it robustly and test the arguments presented. Manon thanked
everyone for their preparation for the meeting and noted that the
documentation presented a comprehensive picture of what the organisation was
doing, in line with the strategic objectives. This
would inform the next meeting of the Commission, when they would finalise the
budget proposals to go before the Assembly in the autumn. The organisation was currently undertaking a
number of internal reviews across areas and projects, including efficiency and
effectiveness. These reviews would help
to contextualise the budget and provide factual clarity. |
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Youth Parliament Minutes: Non Gwilym presented a
draft paper, due to be discussed at the Commission in September, following the
public consultation on the key principles of a youth parliament. The paper
summarised the results of the consultation, options for the next steps and the
financial, operational and reputational issues to consider. An Equality Impact
Assessment was being prepared with the Diversity and Inclusion team, with feed in
by external stakeholders, to ensure that hard to reach groups were included. Management Board discussed
the options outlined on how an election and the first two years of the youth
parliament might be delivered, either: within the current organisational
resource, de-prioritising, delaying or stopping other activities to accommodate
it; providing alternative support, such as online education resources to
release staff; or through bringing in additional resources (it was recognised
that it would still have an impact on current staff at key points in the youth
parliament year and those with specific skills to support, for example, the
Research and Legal teams). ACTIONS: ·
Non
Gwilym to include in the final paper the options for delivery and describe what
any extra resource would look like; the ongoing committed costs to continue the
parliament once established and the impact on other teams in the organisation. ·
Management
Board members to assist Non in populating the section on the impact on other
teams. |
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Financial Management Report - July 2017 Minutes: The Board discussed the
July Financial Management Report. There were limited financial resources
available for this financial year and the pressure on financial resources was
likely to remain significant through 2018-19 as some costs had been deferred
into next year. Catharine Bray reiterated
the need for careful management of budgets and investment plans and accuracy
and regularity of forecasting. Meetings were being arranged between Finance and
all Service Heads prior to the start of the new term, so that by mid-September
the best possible estimates of the amount and timing of future spend could be
ascertained. ACTION: ·
Heads to ensure that their staff have all the
information and skills needed to forecast accurately. Training on the new
finance system, NAV, could be provided as necessary by the Finance team. |
|
Corporate Prioritisation Minutes: The Management Board
considered the staffing and resource pressures that the organisation was
currently facing, including constitutional changes, the impact of Brexit,
strategic priorities and goals. The Board discussed the list of identified
resources in detail and challenged the arguments for each one. ACTIONS: ·
Heads
to reconcile the Directorate summaries with the resources list to show what is
accounted for in budgets already, and update the list ahead of the Investment
and Resources Board discussion on 17 August. ·
Heads to provide a ‘needs’ list to HR, outlining how a
proposed partnership arrangement with the Northern Ireland Assembly might work
in relation to projects or specific tasks in their areas. ·
Manon Antoniazzi
to prepare terms of reference for the staff review to reflect the discussion
and circulate to Management Board for input. ·
Non Gwilym to prepare a plan for communication
with staff and Assembly Members in September. |
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Any other business Minutes: The Board congratulated
Elisabeth Jones on achieving the highest grade of excellence in her Welsh exam. |