24 February 2022

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 
Alison Giles, Director of Security for Parliament 
Colin Lee, Managing Director of the Select Committee Team  
Saira Salimi, Speaker’s Counsel 
David Smith, Managing Director of the Parliamentary Digital Service 
Penny Young, Librarian and Managing Director of Research and Information  

Apologies:

Tracey Jessup, Chief Digital and Information Officer  

In attendance:

Becky Clarke, Internal Communications Manager [item 2b]
Matthew Hamlyn, Chair of the R&R Steering Group [item 2d]
Tom Healey, Principal Clerk [item 2a]
Clare Jennings, Director of Communications      
Rebecca Jezzard, Design Studio Manager [item 2b]
Gosia McBride, Head of the Governance Office and Secretary to the House of Commons Commission
Hannah Olbison, Media Relations Manager [item 2b]
John Owen, Director of Strategic Business Resilience [item 3]
Reg Perry, Director of Employee Engagement [item 1]
Mary Savvides, Corporate Risk Management Facilitator [item 3]
Katharine Williams, Governance Manager and Secretary to the Commons Executive Board 

Meeting

1. By exception

a. Pay remit 2022-23

The CEB endorsed the proposed pay remit and the principles and proposals for the approach to pay in 2022-23, subject to pay negotiations.

2. Quarterly theme: Parliament, Governance and Members

a. Impartiality

The CEB approved the revised Handbook section and supporting guidance subject to drafting points agreed in the meeting. Where the restricted category was applied to whole teams the CEB supported this approach. The CEB agreed to implement a system for ensuring a consistent approach was taken across teams and requested lines in response to common examples. The CEB discussed and agreed the outline communications and engagement plan.

b. Communications clearances

The CEB agreed the recommendations outlined in the paper in relation to the roles of the Communications Office, Managing Directors, Workplace Equality Network (WEN) sponsors and the CEB.

c. Chief Digital and Information Officer

The CEB noted an update from the Director General (Operations). The Transforming Digital Programme Board was due to discuss the need for the Chief Digital and Information Officer function. A paper on the interim arrangements would be circulated to the CEB.

d. Restoration & Renewal

The CEB noted an update from the Director General (Operations) and the Chair of the Restoration & Renewal Steering Group. The Commissions of both Houses were due to meet in March to discuss the next steps. The CEB requested central messaging to share with colleagues.

3. Risk

a. Risk Working Group: forward plan and approach

The CEB endorsed the forward plan and approach.

4. Monthly updates

a) Director General

The CEB took note of an update from the Director General.

b) Parliamentary business

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

c) Finance

The CEB took note of an update from the Managing Director of Finance, Portfolio and Performance, including an update on outstanding audit actions.

d) Major projects

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

i. Estate-based Community update

The CEB took note of an update on works to improve facilities and equipment for the Estate-based Community. 
The CEB reiterated the need for a set of welfare space standards and principles for use of spaces. These would guide long-term strategy on space allocation and design.
The CEB confirmed that spaces for House Service and PDS staff and spaces provided to contracted staff must be managed to the same standard.

ii. Asbestos

The CEB noted an update on a recent incident and agreed a communications plan.

e) Security

The CEB took note of an update from the Director of Security for Parliament and the Managing Director of the Parliamentary Digital Service.

f) Sub-boards

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

5. Reflections, updates and AOB

a. Culture reflection

The CEB discussed how reflecting on the purpose of the organisation could help frame discussions about culture and impartiality.

6. Take note papers

The CEB took note of 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) Restoration & Renewal Quarterly update to the Commissions – Q3
e) Internal audit reports

• Use of consultants
• Stock control asset storage
• Chamber and Participation Team: functional review

f) Global computer supply chain restraints: impact on Parliament

7. By correspondence

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

a) Financial monitoring report – P09/Q3

The CEB noted the paper.

b) Portfolio performance report - January

The CEB noted the paper.