26 November 2020

Those present:           

• Mostaque Ahmed, Finance Director and Managing Director, Finance, Portfolio and Performance 
• Ian Ailles, Director General of the House of Commons
• 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 
• Tom Goldsmith, Clerk of Committees
• Tracey Jessup, Chief Digital and Information Officer
• Saira Salimi, Speaker’s Counsel
• Edge Watchorn, Acting Managing Director of Participation 
• Penny Young, Librarian and Managing Director of Research & Information 

In attendance:  

• Michael Ekpe, Programme Director, Transforming Digital
• David Goldstone, Chief Executive of the Delivery Authority for Restoration and Renewal
• Jane Grieveson, Clerk’s Review implementation team
• Matthew Hamlyn, Senior Responsible Officer, Clerk’s Review implementation
• Tom Healey, Principle Clerk of Select Committees
• Sally Howes, People and Organisational Design workstream, Transforming Digital Programme
• Clare Jennings, Director of Communications     
• Sarah Johnson, Chief Executive of the Sponsor Body for Restoration and Renewal
• Will Newing, Business Change Manager
• Charlotte Simmonds, Restoration and Renewal Director, House of Commons
• Fay Tennet, Deputy Director of Security
• Katharine Williams, Governance Manager and Secretary to the Commons Executive Board
• Edward Wood, Director of Research

Meeting

1. Monthly updates

Security

The CEB took note of an update from the Deputy Director of Security and the Chief Digital and Information Officer. The CEB also noted an update on a review of the impact of pass-checking on Black, Asian and Minority Ethnic passholders.     

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 and the Clerk of Committees.

Major projects

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

Sub-boards

The CEB took note of an update from the Acting Managing Director of Governance and Strategic Business Resilience.

2. Quarterly theme: Parliament

Introduction

The CEB noted introductory comments from the Clerk Assistant and Acting Managing Director of Governance and Strategic Business Resilience on the theme ‘Parliament and Members’ and the results of the latest Members and Members’ Staff satisfaction surveys.

Transforming Digital

• Strategic Outline Programme case

The CEB discussed and endorsed the Executive Summary of the Strategic Outline Programme case.

• Funding and update on the Medium Term Financial Plan

The CEB

• Noted the endorsement of the Digital Strategy Board to reductions in the 2021-22 funding requirement for Transforming Digital (TD) and the rebalancing and reduction of Parliamentary Digital Service budgets to secure funding contributions for TD;
• Noted that based on the latest House of Commons Medium Term Financial Plan (MTFP), TD is likely to be affordable for the House of Commons in 2021-22 based on the financial envelope (2% cash resource increase compared to 2020-21) endorsed by the CEB and the Finance Committee;
• Decided, in light of the discussion of the case for TD, to include funding for TD (at the level endorsed by the Digital Strategy Board) in the final MTFP for the Finance Committee (for its meeting on 8 December) and Commission (meeting on 14 December);
• Noted that, should the Commission decide on a more stringent resource settlement for 2021-22 than the one endorsed by the CEB and Finance Committee, the CEB would need to revisit priorities (including TD) and opportunities for further savings across House budgets.

Impartiality

The CEB

• Discussed and endorsed the direction of travel on the proposed approach and identified aspects which it considered problematic;
• Discussed and endorsed the proposed outline approach to developing, agreeing and consulting on draft Handbook text;
• Agreed that the Clerk should sign off the draft revised handbook text following CEB discussion.

Strategic review of Restoration & Renewal

The CEB

• Considered the main recommendations of the strategic review;
• Agreed to make a short submission to the Commission covering areas relating directly to CEB's remit;
• Took note of the proposed approach to the finalisation and publication of the strategic review’s report in the new year, followed by wider member engagement;
• Took note of the assumptions regarding the consideration of the revised Phase 1 Expenditure Limit and Estimate for 2021-22.

The Clerk’s review – implementation

The CEB took note of an update on the implementation plans.

3. Reflections, updates and AOB

The Clerk of the House led a reflection on culture and values.
The CEB noted an update on the work of the Clerk’s BAME Advisory Group.
The CEB noted that the results of the second staff survey on Covid impacts would be discussed at its People-themed meeting in December.

4. Take note papers

The CEB took note of the following papers:

1. CEB decision and action log / minutes
2. Reports from the Administration Committee and Finance Committee
3. Sub-board agendas and minutes
4. Member engagement
5. Brexit preparedness
6. Covid-19 risk
7. Financial Monitoring Report
8. Portfolio Performance Report – Summary

5. By correspondence

The CEB took the following papers by correspondence prior to this meeting:

Financial impact of COVID-19 on In-House Services and Estates Projects

The CEB noted the paper.

Financial monitoring report Q2

The CEB

• Noted the revised resource and capital budgets for financial year 2020-21 following movements to manage pressures on Covid-19.
• Noted the forecast position for the House against the revised budgets and the risks and sensitivities in the budget.
• Noted the current costs of Covid-19 on the resource budget and the expense of policy decisions on the budget.

Draft Independent Complaints and Grievance Scheme Annual Report 2019-20

The CEB noted the paper.

HR strategy – one year plan of actions

The CEB noted the paper.

People Boards guidance and resources

The CEB noted the paper.

Modern Slavery policy

The CEB

• Reviewed and endorsed the modern slavery and trafficking policy;
• Agreed that the Managing Director of In-House Services and Estates would be Board Champion;
• Noted the initial modern slavery assurance activity, to be completed in September and October.