25 February 2021

Decisions of the Commons Executive Board meeting, 25 February 2021.

Attendees

Those present: 

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

Ian Ailles, Director General of the House of Commons

In attendance:

Lynn Gardner, Clerk of the Overseas Office
Matthew Hamlyn, Strategic Director, Chamber Business Team and Chair of the Joint Working Group on Restoration & Renewal
Philippa Hardman, Gameshift
Tom Healey, Principle Clerk of Select Committees
Clare Jennings, Director of Communications    
Sarah Johnson, Chief Executive of the Restoration & Renewal Sponsor Body
Will Newing, Business Change Manager
Charlotte Simmonds, Restoration & Renewal Director
Katharine Williams, Governance Manager and Secretary to the Commons Executive Board
Jo Willows, Independent Complaints and Grievance Scheme Director

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.

The CEB noted that the path out of lockdown, in terms of its impact on Parliament, would be discussed at the following meeting.

b) Finance

The CEB took note of an update from the Managing Director of Finance, Portfolio 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: Parliament and Members

a) Independent Complaints and Grievance Scheme 18-month review

The CEB considered and gave its views on the proposed changes to the ICGS policy and procedures, the proposed new governance arrangements for the ICGS and the enhanced team structure, and noted the comments on culture. The CEB agreed the following:

The Learning & Organisation Development team would be asked to look into a refresh of ‘Valuing Everyone’ training, with the aim of increasing colleagues’ skills and confidence to challenge unacceptable behaviour.
After any changes endorsed by the House had had a chance to take effect, a ‘lean review’ of the ICGS process would be carried out.
The proposed ICGS governance structures must have dedicated resource.
Lynn Gardner was asked to support the briefings to Commissioners on the recommendations.
A clear and coherent communication strategy must be put in place to follow on from the Commission’s deliberations.

b) Impartiality

The CEB noted that the House of Lords Management Board was also considering its approach to im-partiality. Rather than delay, the CEB agreed to proceed and revisit the policy if this became desirable. The CEB endorsed the draft policy and guidance and the implementation and sign off plan, subject to decisions made in the meeting that required some further work.

c) Restoration & Renewal

The CEB considered and agreed how it would advise the Commission on the strategic objectives for the R&R programme. Sarah Johnson, Chief Executive of the R&R Sponsor Body, attended the meeting to discuss the Phase 1 Plan. The Sponsor Body aimed to share this in around two weeks for the CEB to consider for agreement. The CEB agreed that the Joint Working Group would provide guidance on critical features that Parliament would want to see in the Phase 1 plan, such that the Sponsor Body could consider those in its preparation of the plan.

3. Reflections, updates and AOB

a) Culture reflection

The Clerk of the House thanked the CEB and contributors for the hard work that had gone into the meeting.

4. Take note papers

The CEB took note of the following papers:

a) CEB decision and action log / minutes
b) Reports from the Domestic Committees
c) Sub-board agendas and minutes
d) Restoration & Renewal Sponsor Body – Q3 update
e) Internal audit reports:

i. Strategic Estates internal control framework review
ii. Post-completion assessment of the Millbank House Redevelopment Project

5. By correspondence

The CEB took the following papers by correspondence ahead of this meeting:

a) Review of the impact of pass checking on Black, Asian and Minority Ethnic passholders

The CEB noted the final report, which had been discussed at a previous meeting, and noted the plans for communication.