21 January 2021

Attendees

Those present: 

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, Managing Director of the Governance Office
Sarah Davies, Clerk Assistant and Managing Director of Chamber & Committees
Mandy Eddolls, Managing Director of HR and Diversity
Alison Giles, Director of Security for Parliament
Colin Lee, Managing Director of the Select Committee Team
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

Apologies:

Mostaque Ahmed, Finance Director and Managing Director, Finance, Portfolio and Performance

In attendance:

Emily Baldock, Secretary to the Strategy Review Group
Diana Decoteau, Head of Reward and Employee Engagement
Malin Eliasson, Director of Corporate Finance and Performance (representing Mostaque Ahmed)
Matthew Hamlyn, Strategic Director, Chamber Business Team and convenor of the Strategy Review Group
Jane Hough, Head of Business Planning and Performance
Clare Jennings, Director of Communications    
Will Newing, Business Change Manager
Katharine Williams, Governance Manager and Secretary to the Commons Executive Board

Meeting

1. Monthly updates

a) Parliamentary business

The CEB took note of an update from the Clerk Assistant and the Managing Director of the Select Committee Team.

b) Finance

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

c) Major projects

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

d) Security

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

e) Sub-boards

The CEB took note of an update from the Managing Director of the Governance Office.

2. Quarterly theme: Strategy and finance

a) Finance

i) Financial Monitoring Report

The CEB:

• Noted the forecast position for the House against the current revised budget and the risks and sensitivities in the budget.
• Noted the movements between the Quarter 2 (Q2) forecast (September 2020) and this period - period 8 (P8).
• Noted the update to non-cash budgets for P8 to take account of the revaluation estimates of the Parliamentary Estate.
• Noted the indication to HM Treasury that the Commons Administration will be submitting a Supplementary Estimate.
• Noted, based on the latest Covid-19 situation in January, its expectation that the latest National Lockdown would have limited impact on the overall annual forecast.

ii) Update on financial planning for 2021-22

The CEB noted the update.

b) Reward strategy and pay award proposal 2021-22

The CEB discussed the proposals and a letter from the Trade Union Side, and reached decisions.

c) Quarterly performance report

The CEB considered the performance report and gave feedback on its coverage. CEB members were asked to update the Finance, Portfolio and Performance team if the report did not accurately reflect the delivery status of their objectives.

d) Strategy review and business planning

The CEB:

• Discussed and endorsed the approach to the light-touch review of the current strategy.
• Discussed the draft text for the revised strategy, which would undergo further consultation and be put to the CEB for final approval.
• Discussed the indicative process for the development of future strategies.
• Agreed that the revised strategy would be approved by CEB in April 2021 for agreement by the Commission in May, and that the next strategy would commence in April 2023, with preparatory work beginning in early 2022.
• Proposed that the existing strategy review team take this work forward and noted that this would need additional resource.
• Noted the draft business plan and the proposals for further development and finalising of the plan, and provided feedback.

3. Reflections, updates and AOB

a) Culture reflection

The Clerk of the House led a reflection on culture and values. The Clerk thanked CEB members and their teams for their continued hard work.

b) Staff panels for recruitment

The CEB asked to be presented with a policy on staff panels for agreement.

4. Take note papers

The CEB took note of the following papers:

a. CEB decision and action log / minutes
b. Reports from the Commission, Administration Committee and Finance Committee
c. Sub-board agendas and minutes
d. Minutes of the Restoration & Renewal Sponsor Body – December
e. Portfolio Performance Report summary
f. Internal audit reports

i. Moves Programme property transactions
ii. Accounts payable
iii. History of Parliament Trust
iv. Contract management of the Travel Office
v. Fraud prevention controls – time and leave recording

g. Quarterly Parliamentary Safety Assurance Board report (Q3)