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UK Parliament

22 October 2020

Decisions of the Commons Executive Board meeting, 22 October 2020.

Attendees        

Those present:           

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

In attendance:  

  • Malin Eliasson, Director of Corporate Finance and Performance [item 2]
  • Eric Hepburn, Director of Security for Parliament [item 1-2]
  • Jane Hough, Head of Business Planning and Performance [item 2]
  • Martina Hunter, Head of Financial Planning and Analysis [item 2]
  • Rhiannon Hollis, Secretary to the Commons Executive Board 
  • Clare Jennings, Director of Communications     
  • Will Newing, Business Change Manager
  • Katharine Williams, Governance and Compliance Manager 

Meeting

  1. Monthly updates

Security                      

The CEB took note of an update from the Parliamentary Security Director and the Chief Digital and Information Officer.

Finance                                                                      

The CEB took note of an update from the Director of Finance.

Parliamentary business                                

The CEB took note of an update from the Clerk Assistant.

Major projects                                 

The CEB took note of an update from the Director of In-House Services and Estates.

Sub-boards                                   

The Acting Managing Director of Governance and Strategic Business Resilience updated the CEB on reports from sub-boards. Board members were asked to ensure numbers of staff working on Estate did not increase.

The CEB formally approved the terms of reference of all boards and sub boards in the paper. 

The CEB noted plans for the development of diversity and inclusion standards for all boards, as well as a system of review. 

The CEB agreed to suggest the deadline for Management Responses to Internal Audit reports move to 4 weeks to allow consultation and fuller responses, but that there would be a clear expectation that the new deadline would be met.

  1. Quarterly theme: Finance

Medium Term Financial Plan            

The Board considered a paper from the Director of Finance.

The Board

  • Noted that the House was likely to be reducing its capital funding requests compared to 2020-21 (subject to further JIB consideration);
  • Noted that revised proposals were being developed for the NEP following the Commission’s decision relating to Richmond House;
  • Agreed to make a case for adjusting the House of Commons baseline to reflect the likely ongoing impact of Covid-19 on its income for 2021-22;
  • Discussed potential sources of funding for Transforming Digital, noting that a more substantive CEB consideration of TD would take place at a later meeting.

Update on the Financial Framework from the Operations Group

The Board discussed and took note of a paper from the Librarian on an approach to setting Strategic

Financial Frameworks. It would be taken forward by the Finance Team as part of the Business Planning

Cycle.

Performance reports                                                                        

The Board discussed and took note of the following reports:

  1. Q2 performance report
  2. Portfolio performance report

Verbal update on revised strategy, strategic metrics and 2021-22 business planning

The CEB took note of an update from the Finance Director and the Clerk of the House.

  1. Reflections, updates and AOB

The Clerk of the House led a reflection on culture and values.

  1. Take note papers

The CEB took note of the following papers:

  1. CEB decision and action log / minutes
  2. Reports from the Commission, Administration Committee and Finance Committee
  3. Sub-board agendas and minutes
  4. Minutes of the Restoration & Renewal Sponsor Body, July-Oct 2020
  5. Trauma Risk Management (TRiM) Arrangements
  6. Leadership engagement and consultation