30 June 2022

Attendees

Those present: 

John Benger, Clerk of the House [Chair]
Isabel Coman, Managing Director of Strategic 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
Colin Lee, Managing Director of the Select Committee Team
Vicky Rock, Finance Director and Managing Director of Finance, Portfolio and Performance 
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:

Alison Giles, Director of Security for Parliament 

In attendance:

Ted Barry, Deputy Director (People Security) - representing Alison Giles
Emma Downing, Deputy Director (Decant) [item 1.a-b]
Diana DeCoteau, Head of Reward and Engagement [item 1.c]
Malin Eliasson, Director of Financial Management and Performance
Katy Gray, Business Change Manager, People and Culture [item 1.b]
Anne Foster, Director of Diversity and Inclusion
Martina Hunter, Chief Accountant [item 2]
Clare Jennings, Director of Communications    
Markos Koumaditis, Human Resources Director
Jane O’Mahoney, Deputy Director, Estate Based Staff Workstream [item 1.b]
Gosia McBride, Head of the Governance Office and Secretary to the House of Commons Commission
Sarah Petit, Director of Cultural Transformation
Patsy Richards, Director of Workplace Transformation [item 1.b]
Katharine Williams, Governance Manager and Secretary to the Commons Executive Board 

Meeting

1. Quarterly theme: People

a) Change review: Thriving in a changing environment

The CEB endorsed the proposals in the paper subject to an amendment to the impact assessment process. CEB asked for a review once the new approach had been trialled.

b) Working lives

i. Hybrid working

The CEB discussed the latest report on the hybrid working pilot. The CEB agreed to reflect and prepare for further discussion at the next meeting (July).

ii. Estate-based community

The CEB:

• agreed the need for the EBC workstream and Steering Group to continue beyond the end of 2022.
• asked the Steering Group to establish and share intermediate milestones for the workstream, in particular for iPad distribution and refurbishment of spaces.
• endorsed the creation of a small PACT-led working group which would be asked to develop costed proposals around protected time and explore other areas around fairness.
• supported the development of proposals for an out of hours catering offer.
• noted the progress being made by teams.
• confirmed that all new welfare spaces created by the workstream were allocated as shared and centrally managed functional welfare spaces.

The MD of PDS agreed to support the roll-out of iPads to EBC colleagues and confirmed work on this was underway.

c) Employee benefits portal

The CEB agreed in principle to the proposal in the paper. The Managing Director of PACT was delegated the decision on which options would be included in the portal.

d) People planning

The CEB discussed the paper.

e) HR verbal updates

i. Annual whistleblowing update

ii. Contractors policy implementation

iii. Inclusive recruitment review update

The updates would be circulated by correspondence after the meeting.

2. By exception

a) Financial remit

The CEB endorsed the proposals for financial planning and that they should be recommended to the Finance Committee and Commission.

3. Monthly updates

a) Director General (Operations)

The CEB took note of an update on Restoration and Renewal, Covid-19 and the progress of the Independent Review of Financial Management.

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. 

d) Major projects

The CEB took note of an update from the Director of In-House Services and Estates, which included an update on the Estate-based community workstream. 

e) Security

The CEB took note of an update from the Deputy Director (People Security) of the Parliamentary Security Department and the Managing Director of the Parliamentary Digital Service. 

The CEB agreed that teams should be reminded of the importance of information security policy including email retention and the protective marking scheme.

f) Sub-boards/Safety

The CEB noted that henceforward the sub-board update would be received as a written note. The verbal update would be replaced by one focusing on safety matters. The CEB took note of an update on safety from the Head of the Governance Office.

4. Reflections, updates and AOB

a) Culture reflection

The CEB reflected on the benefits of fostering a sense of community and identity at team-level as well as across the wider organisation, and the relation between the two.

b) Cultural narrative

The CEB Culture champion drew attention to the take note paper on cultural transformation and asked CEB to share any feedback.

5. 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) Working lives

i. Report – six month update

ii. Full survey data

e) Cultural transformation update

f) D&I strategy closing report and next priorities

g) Pass Checking Oversight Board quarterly report

h) Internal Audit reports

i. Data architecture and data quality framework

ii. Risk management

iii. Maintenance of outbuildings (contract management)

iv. Counter fraud – vendor bank details

6. By correspondence

a) Internal audit annual opinion 2021-22

The CEB noted the report.

b) Financial monitoring report P12

The CEB noted the report.

c) House of Commons Corporate Business Plan

The CEB noted the plan.

d) Sub-boards terms of reference

The CEB agreed the terms of reference in the paper.