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20 May 2021

Decisions of the Commons Executive Board meeting, 20 May 2021.

Attendees

Those present: 

Mostaque Ahmed, Finance Director and Managing Director of 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 the Chamber and Participation Team
Mandy Eddolls, Managing Director of People and Culture
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
Penny Young, Librarian and Managing Director of Research and Information

Apologies:

Ian Ailles, Director General of the House of Commons

In attendance:

Philippa Hardman, CEO Gameshift (item 4c)
Rachel Harrison, Corporate Risk Management Facilitator (item 2)
Tom Healey, Impartiality policy author (item 3b)
Clare Jennings, Director of Communications    
John Owen, Director of Strategic Business Resilience (item 2)
Tim Parkin, Programme Manager, People and Culture (item 3a)
Katharine Williams, Governance Manager and Secretary to the Commons Executive Board
Dermot Woods, Deputy Risk Facilitator (item 2)

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 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. Risk 

a) Principal risks update

The CEB discussed the House Service’s approach to risk management and agreed that the Governance Office would consider the options and propose a way forward.

3. Quarterly theme: Parliament and Members

a) Hybrid working trial update

The CEB:

  • noted the definition of Hybrid Working versus existing flexible working and flexi-time policies;
  • agreed the guidance for Managing Directors to set parameters for their teams and line managers;
  • noted the guidance for line managers for agreeing team and individual working arrangements;
  • reviewed the Hybrid Working Trial FAQs and, subject to comments made in the meeting or offline, was content that they covered CEB’s priorities;
  • noted the activity timeline to 21 June, which would be subject to any change of Government advice on Covid restrictions;
  • noted progress against previous actions;
  • noted benchmarking of the Hybrid Working Trial versus comparative organisations;
  • agreed that guidance on working abroad would be clarified;
  • agreed that use of the term ‘estate-based staff’ would be reconsidered;
  • agreed that capacity should be reviewed for the period between the start of the trial and the availability of 64 Victoria Street;
  • agreed that there should be iterative review of how services were delivered going forward, which was separate to but related to the hybrid working trial.

b) Impartiality

The CEB endorsed the response to the Red Team report and Focus Groups’ feedback and noted the update on progress.

4. Reflections, updates and AOB  

a) IPA gateway review of the Restoration & Renewal Programme

The CEB noted that issues raised in the review were expected to be addressed by the forthcoming governance review.

b) Culture reflection

The CEB reflected on visible leadership.

c) Board development

The CEB reflected on the meeting and what might be improved.

5. Take note papers

The CEB noted the following papers:

a) CEB decision and action log / minutes

b) Reports from the Commission and Domestic Committees

c) Sub-board agendas and minutes

d) Minutes of the Restoration & Renewal Sponsor Body

e) IPA gateway review of the Restoration & Renewal Programme

6. By correspondence

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

a) Corporate business plan 2021-22

The CEB agreed the final version of the plan.

b) Portfolio Performance Report summary April 2021

The CEB noted the report.

c) Parliamentary Masterplan

The CEB noted the paper.