Agenda and minutes
Venue: Remote - Digital. View directions
Contact: Sulafa Thomas, x6227
No. | Item |
---|---|
Introduction |
|
Introduction and apologies Minutes: The
chair welcomed Bob Evans, Chair of the Audit and Risk Assurance Committee, and
Sarah Pinch, Chair of the Remuneration, Engagement and Workforce Advisory
Committee, to the meeting. No apologies were received. |
|
Declarations of interest Minutes: There were no declarations of interest. |
|
Minutes of the previous meeting Minutes: The minutes of the meeting in 15 June were agreed. |
|
ARAC Annual Report Minutes: Bob
Evans, Chair of the Audit and Risk Assurance Committee introduced the
Committee’s Annual Report recognising the strength of the Commission’s risk,
control, governance and assurance arrangements during the year and highlighting
a number of strengths including the Commission’s response to Covid-19 and
delivery of the annual audit remotely. Commissioners congratulated Commission
staff on the achievements, and hard work which led to them. Bob
discussed with Commissioners some of the areas the Committee plan to give focus
to in the year ahead, including the management of cyber-security risks, and
development of plans for improved external engagement and communications,
including a higher profile and more responsive social media presence. Commissioners noted the ARAC Annual Report. |
|
REWAC Annual Report Minutes: Sarah
Pinch, Chair of the Remuneration, Engagement and Workforce Advisory Committee,
presented the Committee’s report to the Commission for the first time since the
widened remit was agreed. Sarah discussed some similar themes to those raise by
Bob Evans, reflecting with the Commission on the calibre of the organisation
and its staff and the importance of effective communication and engagement with
the people of Wales. Commissioners noted the REWAC Annual Report. |
|
Covid-19 update Minutes: Commissioners
were updated about the experiences of the previous week’s first hybrid plenary,
which had gone very smoothly and been a testament to hard work and commitment
by everyone involved. They
went on to discuss some of the themes emerging from the Business Committee’s
consideration of future business needs and asked that work be done in
preparation for the autumn term to explore options for delivery. Commissioners
were provided with an indication of necessary adjustments to Commission
services to Members over the recess period and discussed the need for staff to
use accrued leave and to have a period to plan for next steps. Commissioners
reviewed information detailing the impact that Covid-19 has had on this year’s
finances, which had also been requested by the Finance Committee. Commissioners noted the update provided and requested a paper be prepared for their next meeting setting out options for increasing the number of Members able to participate in plenary without the need to be remote in the medium to longer term. |
|
Senedd Commission 2021-22 Budget Strategy Minutes: Commissioners
considered a paper which provided further details on the impact of following
the preferred scenario of reducing the planned increase in the operational
budget to 1%, agreed at the 15 June meeting. Commissioners noted the impact on the overall budget and the project fund as a result of following its preferred strategy for 2021-22, and indicated that detailed prioritisation should be a matter for the next Senedd Commission to be able to shape. They also noted the impact of International Financial Accounting Standard (IFRS) 16 – Leases on the presentation of the 2021-22 Commission Budget, and the letter to the Finance Committee updating the Committee on the Legislation Software Project. |
|
Public engagement during Covid pandemic Minutes: Commissioners
considered a paper which outlined ways in which Commission services could be
adjusted to deliver engagement services virtually, and proposed options for
further engagement in the autumn. They
considered the ways in which the Covid-19 pandemic has impacted the ability for
Commission services to deliver projects and services aimed at engaging the
public in the work of the Senedd. Commissioners
did not feel that there was sufficient evidence of a need to provide a
virtual/hybrid alternative MS Sponsored Events, if restrictions on face to face
engagement and access to the Senedd continue beyond 13 September. However, they
agreed a prioritisation order for on-the-estate engagement services in the event
that restrictions are lifted but social distancing is required as: 1. MS sponsored events and Commission
events 2. Education visits 3. Booked tours 4. General visitors Commissioners
also agreed that the organisers of events currently booked in during the first six
weeks of autumn term should be contacted to make alternative arrangements. Commissioners discussed ways to engage the public
on the impact which Covid-19 is having on Wales, and identifying the public’s
priorities for the future, in relation to the role of the Senedd. Their preferred approach to delivering a programme of engagement in the autumn was to commission research through a citizens’ panel, and they stressed that in particular they wanted engagement activity to focus on reaching those who haven’t engaged with the Senedd in the past. |
|
Papers to note: |
|
Executive Board update (RAD decisions) Minutes: Commissioners noted the routine summary of recruitment decisions provided to each Commission meeting. |
|
ARAC draft minutes Minutes: Commissioners noted the draft minutes of the June ARAC meeting. |
|
Accounting Officer Rules on the use of Senedd Commission Resources Minutes: Commissioners noted the re-drafted Accounting Officer Rules on the use of Senedd Commission Resources, which are issued under the authority of the Code of Conduct for Senedd Members, paragraph 10, by the Accounting Officer of the Senedd Commission under section 138 of the Government of Wales Act 2006. |
|
Any other business Minutes: ·
Members
Pension Scheme Trustees Under the
rules of the Members of the Senedd Pension Scheme and the Terms of Reference for
the Pension Board, the Accounting officer, in consultation with the
Commissioners, is responsible for identifying who should stand as the
Commission representatives on the Pension Board. Nia Morgan’s four year term as
Trustee is due to end on 4 August 2020.
The Terms of Reference for the Board allow for existing Trustees to
continue for a further four years to help retain experience on the Board.
Commissioners were supportive of the Accounting Officer’s proposal that Nia
continue as a Trustee for a further four years. In the
period since the last meeting Commissioners had taken one urgent decision relating
to extending the period of cancellation of face-to-face public engagement
activities. |