Agenda and minutes

Venue: Videoconferece (on Microsoft Teams)

Contact: Lleu Williams 

Items
No. Item

1.

Chair's Introduction

Minutes:

1.1         The Chair welcomed Board members and officials to the meeting.

1.2        The Chair provided an update to the Board on her meeting with the Senedd Commission’s Accounting Officer and Acting Standards Commissioner regarding the rules on the use of Senedd resources.

1.3        The Board noted an update regarding virtual visits to constituency offices. The Board agreed to expand the scope of these visits.

1.4        The Board agreed the minutes of the December meeting subject to one change to paragraph 3.3.

1.5        The Board noted an update on Covid-19 and agreed no further changes were required to the support provided to Members at present. The Board agreed to ask the Members and Members’ support staff representative groups whether there were any issues arising related to the pandemic the Board should consider. The Board asked for an outline of the support provided to be included in the next MBS bulletin.

1.6        The Board deferred the discussion regarding Pension Board trustees to the next meeting.

1.7        The Board agreed to consider the new data protection and privacy notice by email.

1.8        The Board considered dates for future meetings beyond May and agreed to consider holding a strategy away day in early July 2021.

Actions:

·         Secretariat to publish amended minutes.

·         Secretariat to ask Representative Groups for agenda items.

·         Secretariat to include discussion on appointment of Pension Board trustee at March meeting.

·         Secretariat to circulate new data protection and privacy notice by email for approval.

·         Secretariat to include agreed dates in forward work plan.

2.

Emergency legislation on Senedd election

Minutes:

2.1        The Board received an update on the provisions contained within the Welsh Elections (Coronavirus) Bill following its publication on Wednesday 27 January.

2.2        The Board agreed to discuss the impacts arising from the bill with the Senedd Commission before taking any final decisions. In the meantime the Board agreed two decisions in order to provide certainty to Members:

·         The Board agreed those Members who have announced they are standing down at the next election may delay beginning the six week winding up process until the start of the shortened dissolution process. The Board agreed that should those Members require more time to wind up their offices then they should seek agreement with Members Business Support, up to the maximum three months outlined in the Determination.

·         The Board agreed to extend the maximum duration of fixed term staff contracts from 18 months to 22 months. This temporary extension will cease at the date of the election.

2.3        The Board agreed to return to this matter once the bill has been passed by the Senedd.

Actions:

·         Secretariat to include Board decisions in post meeting letter and in correspondence to Senedd Commission and Suzy Davies MS.

·         Secretariat to prepare advice for Board’s consideration at next meeting.

 

3.

Members' Security in Sixth Senedd

Item to be confirmed

Minutes:

3.1        The Board welcomed Kevin Tumelty and James Attridge to the meeting.

3.2        The Board noted the general framework and considerations for security in the Senedd and the issues for which it is responsible for resourcing now and in the next term.

3.3        The Board noted that the approach for security in the next term would continue with existing provisions, as well as following good practice to maintain a holistic approach to security.

3.4        This includes the continued provision of mobile panic buttons in the next Senedd term. The Board emphasised that officials should promote the use of these devices and put in place an engagement plan to encourage their use going forward.

3.5        The Board agreed to continue funding the security measures as currently provided.

Actions:

·         Secretariat to prepare correspondence to Senedd Commission outlining its discussions.

 

4.

McCloud judgement and Members' Pension Scheme

Minutes:

4.1        The Board welcomed Donna Davies to the meeting.

4.2        The Board considered the impact of the McCloud and Sargeant cases on the Members’ pension scheme. The Board agreed to revisit this discussion once the Pension Board has agreed its recommendations to the Remuneration Board.

4.3        The Board agreed formal consultation with scheme members will be required should the scheme rules require any changes.

Actions:

  • Secretariat to prepare advice paper for Board once Pension Board has met and agreed any proposed remedies.

 

5.

Board strategy planning

Minutes:

5.1        The Board welcomed Tom Jackson to the meeting.

5.2        The Board participated in a scenario planning workshop which considered the implications of a larger Senedd to the Board’s work, the impact of such change and any such actions that would be required.

5.3        The Board agreed to undertake a further scenario planning workshop at its next meeting, where it will consider the implications on its work of no constitutional reform.