22 May 2020

Those present:           

• Mostaque Ahmed, Finance Director and Managing Director, Finance, Portfolio and Performance 
• Ian Ailles, Director General of the House of Commons (Chair) 
• John Benger, Clerk of the House
• Isabel Coman, Managing Director of In-House Services and Strategic Estates
• Sarah Davies, Clerk Assistant and Managing Director of Chamber & Committees 
• Mandy Eddolls, Managing Director of HR and Diversity 
• Eric Hepburn, Director of Security for Parliament 
• Tracey Jessup, Chief Information Officer and Managing Director of the Parliamentary Digital Service  
• Edge Watchorn, Acting Managing Director of Participation 
• Penny Young, Librarian and Managing Director of Research & Information 

In attendance:  

• John Angeli, Director of Parliamentary Audio-Video [item 6]
• Marianne Cwynarski, Head of Governance and Central Services and Secretary to the Commission 
• Rhiannon Hollis, Secretary to the Commons Executive Board 
• Clare Jennings, Director of Communications     
• Markos Koumaditis, Human Resources Director [item 4]
• William Newing, Business Change Manager
• Patsy Richards, Decant Director [item 5]
• Emma Sawyer, Private Secretary to the Director General [item 4]
• Charlotte Simmonds, Restoration & Renewal Director, House of Commons, [item 6]
• Katharine Williams, Governance and Compliance Manager 

Meeting

1. Updates and culture reflection

The Commons Executive Board noted the following updates:

• Actions arising from its previous meetings and the work of its sub-groups. 
• Parliamentary business: the hybrid Parliament had gone very well and teams were congratulated on their work. There remained a degree of uncertainty for the future as Members’ differences of opinion had not entirely been resolved. It was not yet known how many Members would return to the Estate from 2 June but the working estimate was up to 400. The House of Lords was expected to continue operating virtually and to introduce remote voting from 15 June.
• ParliamentNow: a new website presenting information from the UK Parliament annunicator system had launched in beta and feedback had been very positive. The teams involved were congratulated on their work.
• Parliamentary Security Department annual review: the annual review was shared with the Board for information.
• Culture reflection: the Commons Executive Board reflected on culture and behaviour. Of particular note were the efforts being made by colleagues to support one another at this challenging time and there had been positive feedback about the standard of communications. However there were also concerns that some colleagues were feeling isolated and worried about the future.

2. Covid-19 and forward planning

The Commons Executive Board noted an update on the House Service’s response to Covid-19. The planning group continued to operate well. The Board noted that there could be significant public interest in Members’ return to the Estate and the arrangements that had been put in place. Risk assessments had been prepared; the overarching review was due to be published the following week, declaring the Estate to be Covid-safe, and managers would be encouraged to share details with their teams. The Board thanked the Parliamentary Safety Team for its excellent work in this area. Also to be published was a statement from Public Health England to the Commission confirming that it had worked with Parliament on the measures put in place.

The Commons Executive Board also considered a set of questions and agreed the following points:

• The Board continued to follow the advice of Public Health England and Government policy and on this basis reiterated that House staff should continue to work from home if possible and that Members’ staff should not come onto the Estate, and committed to providing a monthly update. Arrangements had been made to support those staff required to come on-site so that they were not forced to use public transport and a priority system was in place for users of carpark facilities. The House Service was developing its strategy for longer-term working arrangements based on a review of buildings and on colleagues’ feedback.
• The Board noted a clear steer from the Speakers that there should be no banqueting until at least the end of August and agreed that commercial activities should remain suspended until at least that time. Public access for democratic visitors would also remain suspended for the time being; the Board noted Public Health England’s advice that Members should conduct constituency work remotely, not in constituency offices nor at Westminster. Both matters would be reviewed in June, informed by the work of the Operating Board and the House Service was preparing guidance to Members on what they might do and where.
• The Board noted the important role of Workplace Equality Networks (WENs) in supporting colleagues and helping to identify issues and recommend actions, however anecdotally at least one WEN did not feel it had a clear channel for giving feedback. Some Board champions reported having regular contact with their WEN in recent weeks and all were encouraged to do this. There was also a communications plan to include video profiles of WEN Chairs in forthcoming newsletters which would help to raise their profile with staff. The Board noted that it had often discussed how it valued WENs but that more needed to be done and agreed that the incoming Head of Diversity and Inclusion should be asked to look at the matter and make recommendations.
• The Board discussed the different experiences of colleagues working on and off the Estate and the impact of this on culture. It was easy to see how people’s different experiences might create a sense of unequal treatment or that some staff were of more value than others; the Board felt strongly that the House Service had a common purpose that colleagues were meeting in their different ways according to the guidance set by the Government and Public Health England, and it was important that this message was understood by everyone. Further to that, individuals’ specific concerns would depend on individual circumstances and these matters needed to be addressed. The upcoming Town Halls would be a good place to cover both.

3. All-colleague surveys: update on actions

The Commons Executive Board noted a progress report on actions that came out of the Stress and Wellbeing survey and Everyone has a Voice: culture survey and noted that a summary of the paper would be communicated to colleagues in a forthcoming Newsletter.

4. Review of colleagues’ experience working out of hours

The Commons Executive Board noted an update on progress following the Board’s discussion in December 2019. The Board was supportive of the work that had been done and discussed feedback from colleagues who worked out of hours, both as presented in the paper and anecdotally. Those working out of hours were thought to make up 3-7% of the House Service. The paper recommended alterations to better meet the needs of these colleagues, based on consultation and benchmarking, and while they would not achieve perfect parity they would represent a significant improvement. These included changes to catering, facilities, communications and engagement and improving awareness of wellbeing and learning and development services and tools. The Board agreed that the recommendations set out in the paper should be taken forward quickly and asked the Communications team to raise awareness of the actions being taken.

5. Property strategy, moves and decant accommodation

The Commons Executive Board noted papers updating the Board on the property strategy, moves programme and plans for Member accommodation, including a paper considered by the House of Commons Commission on 11 May.

6. Future broadcastings scenarios and technical options

The Commons Executive Board noted the developing approach to providing both Houses with greater resilience in broadcasting during the current Covid 19 crisis; a separate paper seeking approval for investment in the preferred option from the financial approvers (budget holders, Finance Directors, Director General and both Clerks) would follow. The Board thanked the Broadcasting team for its hard work and agreed to assist the team by liaising with colleagues in the Lords on demands placed on the team by both Houses.

7. Sponsor Body review of Restoration & Renewal plans

The Commons Executive Board noted a press release issued by the Sponsor Body outlining the Sponsor Body’s intention to review the plans for Restoration & Renewal.