24 June 2021

Decisions of the Commons Executive Board meeting, 24 June 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, Director General (Operations)
Sarah Davies, Clerk Assistant and Managing Director of the Chamber and Participation Team
Mandy Eddolls, Managing Director of People and Culture (left after item 2)
Alison Giles, Director of Security for Parliament
Colin Lee, Managing Director of the Select Committee Team
Tracey Jessup, Chief Digital and Information Officer (left after item 2)
Saira Salimi, Speaker’s Counsel
Penny Young, Librarian and Managing Director of Research and Information

In attendance:

Maxine Albert, Head of Diversity and Inclusion [item 1.b-c]
Neil Foames, Head of Resourcing [item 1.c]
Stephen Furber, ParliOUT [item 1.a]
Clare Jennings, Director of Communications    
Markos Koumaditis, Human Resources Director
Will Newing, Head of Team Services, Governance Office
Tim Parkin, Programme Manager, People and Culture [item 1]
Sarah Petit, Cultural Transformation Director
Robert Pike, ParliOUT [item 1.a]
Emma Stephenson, ParliOUT [item 1.a]
Georgina Vlasveld, Design Manager, In-House Services and Estates [item 2]
Daniel Walder, Architect, BDP [item 2]
Bev Weston, Director of Capital Investment, In-House Services and Estates [item 2]
Katharine Williams, Governance Manager and Secretary to the Commons Executive Board

Meeting

1. Quarterly theme: People

a) Quarterly Workplace Equality Network feedback session

The CEB noted and responded to updates and comments from representatives of ParliOUT. The CEB agreed to fund ParliOUT’s entry fee to the annual London Pride festival and that an equal amount would be granted to the other WENs for comparable activities.

The CEB also noted an update from the Board Champion for ParliABLE.

b) Inclusive culture: improving the experience of staff groups

The CEB:

Noted the closing report of the Clerk’s Black, Asian and Minority Ethnic Advisory Group and endorsed the report recommendations.
Noted the update on the experiences of on-Estate colleagues and the priority actions, which were are already in train.
Noted the research findings regarding the experiences of disabled colleagues and endorsed the actions described.
Noted the research findings regarding the experiences of senior women and endorsed the priority actions.
Agreed that the new Director of Diversity and Inclusion would be asked to consider how the various actions were incorporated into the D&I Strategy (or any future iteration of it), in consultation with the D&I Steering Group.
Noted the proposed means of communicating this information to staff.
Discussed common themes or learning arising from this work and how they might shape the organisation’s approach to cultural transformation.

c) Recruitment

i. Red Team report and response: Recruitment

The CEB considered the Red Team’s report and the policy author’s response and would agree a final response to the Red Team by correspondence.

ii. Recruitment policy and Inclusive recruitment review

The CEB noted that it was valuable to have existing guidance and rules combined into a single policy that provided a baseline of good practice. The CEB agreed that the document should be published as a statement of current policy that applied across the House Service, subject to it first being shared with Business Management Directors for comment. Where any changes to previous practice had been introduced these would be formally agreed by the CEB.

The CEB considered the action plan that was proposed in response to the Inclusive Recruitment review. Recognising the scale of work to be done, and its interdependencies with other developing strategies and policies, the CEB agreed that the team needed to be given more time on this piece of work. The CEB asked that the plan be reviewed and developed further, and a draft brought back to the next People Board in September. The plan must cover how the existing recruitment policy would be developed in light of the inclusive recruitment review, including a set of principles to guide the recruitment policy that the board will be asked to agree in September. The incoming Director of Diversity and Inclusion must be consulted on the plan and it must have clear timescales and measures. The CEB agreed that a full plan and updated policy must be ready for agreement in December and should be circulated to board members individually for comment prior to that.

iii. Non-executive Directors review

The CEB reviewed and agreed the proposed approach when appointing external members to Commons and Bicameral groups, subject to changes agreed in discussion, and committed to this approach as the future basis for managing external members.

d) People and Culture update

The CEB discussed the paper.

2. Urgent or exceptional items

a) Masterplan

The CEB noted the paper, endorsed the direction of travel for the masterplan, gave feedback on the work and recommendations, and provided advice on presenting the plan to the Commission.

3. 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.

i. Financial planning and financial remit for 2022-23 onwards

The CEB agreed the proposed recommendations to the Finance Committee and Commission and that the predicted loss of income should be itemised and presented alongside the budget.

c) Major projects

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

i. Modern Slavery statement

The CEB reviewed and endorsed the UK Parliament Modern Slavery statement.

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 Director General (Operations).

4. Reflections, updates and AOB

a) CEB membership changes

The CEB noted that Marianne Cwynarski had been appointed as the new Director General (Operations). Her successor, once appointed, would join the board in the autumn.

b) Culture reflection

The culture reflection was postponed.

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) Internal audit reports

i. Cultural Transformation – Embedding the values
ii. Risk management
iii. Personnel security
iv. ICT controls