Minutes of Proceedings

SENIOR MANAGEMENT TEAM (SMT)

TUESDAY, 28 FEBRUARY 2023 at 9.30 AM 

ROOM 106, PARLIAMENT BUILDINGS

Present:

Lesley Hogg, Clerk/Chief Executive
Tara Caul, Director of Legal, Governance and Research Services
Gareth McGrath, Director of Parliamentary Services
Richard Stewart, Director of Corporate Services

In Attendance:  

Janet Hughes, Clerical Supervisor
Robin Ramsey, Adviser to the Speaker/Head of Corporate Support (Items 5 and 6)
Paula McClintock, Head of Finance (Item 7)
Gary Browne, Senior Accountant (Item 7)
Karen Martin, Deputy Head of HR (Items 8, 9, 10, 11 and 12)
Maria Bannon, Equality and Good Relations Manager (Items 9 and 10)
David Lynn, Roof Project Manager (Item 13)
Karen Steele, Systems Review Project Manager (Item 14)
Suzanne Murphy, Senior Accountant (Item 14)

The meeting commenced at 9.30 am.

1. Apologies

No apologies were received.

2. Declarations of Interest

There were no declarations of interest.

3. Minutes of previous meeting

It was noted that the minutes from the meeting on 31 January 2023 had been published.

4. SMT Action Points

The outstanding action points were reviewed and progress was noted.

On considering an action in relation to business cases for capital expenditure, Lesley noted that increasingly variations were arising between the capital funding sought in business cases and actual expenditure incurred in IT related projects, as suppliers moved away from a perpetual licensing model (capital) to an annual licencing model (General Administrative Expenditure (GAE)). She added that this was resulting in an underspend in capital and a corresponding pressure on GAE. Lesley therefore queried whether this aspect was being adequately considered during market sounding and business case development, and asked that Directors give this matter due consideration with their Heads of Business (HoBs).

Action: Directors and HoBs to give due consideration during market sounding and business case development to the capital and GAE funding being sought for IT related projects, in order to minimise the likelihood of variations occurring in actual expenditure incurred.

Robin Ramsey joined the meeting at 9.46 am for agenda items 5 and 6.

5. Political Update

Lesley Hogg referred to the Prime Minister’s announcement on 27 February 2023 that the UK and EU had agreed the ‘Windsor Framework’.  Lesley noted that the published Framework and accompanying legal texts were being considered by the local political parties and highlighted the importance of Assembly Commission staff maintaining readiness to return to normal Assembly business when required.

CORPORATE SUPPORT

6. Draft Assembly Commission Agenda       

Robin Ramsey noted that the date of next Assembly Commission meeting had yet to be set but stated that it was likely to be in April 2023.

Proposed items for the next meeting included:

• Clerk/Chief Executive’s Report
• Defects in the Roof of Parliament Buildings
• Review of the Financial Assistance for Political Parties Scheme (‘FAPP Scheme’) 2016
• Pay Claim 2023
• Five-Year Review of the Disability Action Plans 2018-2023

Corporate Support Unit Update

Robin advised that a number of Speaker’s events would be taking place in March 2023.

Robin Ramsey left the meeting at 9.53 am.

CORPORATE SERVICES

Paula McClintock and Gary Browne joined the meeting at 9.53 am for agenda item 7.

7. Management Accounts for January 2023

Gary Browne presented the Management Accounts for January 2023, highlighting the forecast level of underspend for Resource DEL and capital against the Main Estimate budget figures provided to the Department of Finance in November 2022.

SMT noted the underspends against Administration Costs and Members’ Costs.

On consideration of the Capital Plan, Gary advised that the variance between the forecast figure for the year and the Main Estimate was not significant, however, he highlighted that meeting this target was reliant on equipment being delivered and building works being completed on schedule by the end of the current financial year.  Lesley emphasised the importance of ensuring the delivery of equipment and completion of works in the current financial year.

Paula McClintock and Gary Browne left the meeting at 10.13 am.

Karen Martin joined the meeting at 10.30 am for agenda items 8, 9, 10, 11 and 12.

8. HR Management Information

Karen Martin presented the monthly HR Management Information as at 1 February 2023.

SMT noted that the Staff in Post (SiP) figure on 1 February 2023 (including agency and inward seconded staff) was 327.2 Full Time Equivalents (FTE) against an agreed staff complement (including complement plus) of 375 FTE. 

SMT noted the temporary promotions/deputising arrangements and agency worker assignments currently in place.

Karen updated SMT on recruitment activity.

On reviewing the Recruitment Schedule, Karen sought SMT’s views on the timing of the AG8 Clerical Officer competition and the AG8 Usher competition. 

Lesley queried if it would be beneficial to bring forward the competition for the Payroll Officer to coincide with the Payroll Manager competition.  Karen undertook to consider this with the Head of Finance.

Tara Caul noted that the competitions for AG4 Senior Researcher Officer and AG5 Researcher Officer were recorded in the non-scheduled section of the Schedule but asked that HR ensure that all the necessary paperwork was ready to enable these competitions to be run as soon as possible on resumption of normal Assembly business.

Sickness absence information was provided and it was noted that for the period February 2022 to January 2023, the average sickness absence per FTE member of staff was 12.5 days, compared with an average of 8.6 days during the period February 2021 to January 2022. 

Gareth noted that the merit list for AG4 posts expires in November 2023.  SMT discussed the running of an AG4 competition and it was agreed that HR Office would review the merit list, assess the current vacancies and liaise with the Clerk Assistants regarding timing of the new recruitment competition. It was also agreed that Karen would report back to SMT on this matter.

Action: Karen to review the merit list for AG4, assess the current vacancies and report back to SMT.

Maria Bannon joined the meeting at 10.49 am for agenda items 9 and 10.

9. Development of a Transgender Policy

Maria Bannon presented the draft Transgender Policy for Assembly Commission staff, along with Guidance for Visitors and other users of Parliament Buildings.

Following consideration, SMT approved the draft Transgender Policy for publication, and the draft Guidance for Visitors and other users of Parliament Buildings element of the Policy for external consultation, subject to a minor amendment.

Action: Maria to amend the draft Guidance for Visitors and other users of Parliament Buildings element of the Transgender Policy as requested by SMT, prior to consultation.

10. Five-Year Review of the Disability Action Plans 2018 - 2023

Maria presented the draft Report on the Five-Year Review of the Disability Action Plans 2018 - 2023.

Maria advised that the review period 2018– 2023 covered two Assembly Commission Disability Action Plans i.e. the Disability Action Plan 2016-2021 and the current Disability Action Plan 2022-2025.  In relation to the plan for the period 2016-2021, Maria stated that 49 of the 54 actions had been completed. She also highlighted that the 39 actions within the current plan were on course to be completed during the period 2022-25, with 24 already completed, 10 recorded as ongoing and five not yet due to commence.

Lesley asked that going forward that the Five-Year Review period for future Disability Action Plans is aligned and combined with the Closure Report, to avoid duplication of reporting.

Action: Maria to align and combine the Five-Year Review of future Disability Action Plans with the Closure Report, to avoid duplication of reporting.

Following consideration, SMT approved the draft Report on the Five-Year Review of Disability Action Plans for the period 2018-2023, for presentation to the Assembly Commission at its next meeting.

Maria Bannon left the meeting at 11.11 am.

11. Provision of Recruitment Tests and Assessment Exercises

Karen provided SMT with a Post Project Evaluation (PPE) report on the contract that provides the Assembly Commission with recruitment tests and assessment exercises, which was approved by SMT in May 2020. SMT noted the PPE report and approved it for uploading onto the PPE Registry.

Karen advised that the current three-year contract would expire in May 2023 and stated that due to the inclusion of a number of additional competitions to the Recruitment Schedule, an increase to the value of the Business Case for the existing contract was being sought.  SMT acknowledged the necessity of the additional competitions and approved the increase to the Business Case as set out in the paper presented.

Karen then presented a Business Case for the proposed procurement of a new contract and sought approval of same.  SMT approved the new Business Case as proposed. 

Karen noted that due to significant staff resourcing pressures in the Procurement Office, the anticipated start date of the new contract was the end of June 2023. She therefore sought approval to procure a short-term Direct Award contract to cover the period between expiry of the existing contract and commencement of the new one.  SMT approved the short-term Direct Award contract.

12. Revised Assistance to Study – Advancing Professional Development Policy

Karen presented and sought SMT approval of a revisedAssistance to Study – Advancing Professional Development Policy, which she noted was an amalgamation of the existing Assistance to Study – Essential Qualifications and Assistance to Study – Further Education Policies.

Karen also highlighted proposed changes to the criterion for applying for assistance for non-essential study and enhanced support for staff pursuing a course of study under the revised Policy.

Following consideration, SMT agreed that the proposed single Policy provided a more streamlined process for both staff and managers and approved it for issuing to staff and inclusion in the Staff Handbook.

Karen Martin left the meeting at 11.26 am.

Meeting suspended at 11.26 am and resumed at 11.38 am.

David Lynn joined the meeting at 11.38 am for agenda item 13.

13. Defects in the Roof of Parliament Buildings

David Lynn provided SMT with a verbal update on the current position in relation to the defects in the roof of Parliament Buildings.

David Lynn left the meeting at 11.50 am.

Karen Steele and Suzanne Murphy joined the meeting at 11.52 am for agenda item 14.

14. Update on the Systems Review Project

Richard Stewart presented a paper providing an update on the Systems Review Project.

Karen Steele and Suzanne Murphy updated SMT on the project outputs to date and highlighted some of the challenges that had arisen in completing the design phase of the project.

SMT noted the challenges, but highlighted its concern with the significant delay in the project and indicated that a decision on the most appropriate way to proceed would need to be taken soon.  SMT thanked Richard, Karen and Suzanne for their considerable efforts and work undertaken in relation to the project thus far.

Karen Steele and Suzanne Murphy left the meeting at 12.36 pm.         

OTHER ITEMS

15. Assembly Commission Papers Cleared via Correspondence

SMT noted that the following three papers had been cleared via correspondence since the last SMT meeting on 31 January 2023 and the Assembly Commission meeting on 13 February 2023.

• Assembly Commission Budget 2023-24;
• Programme of Events to Mark the 25^th Anniversary of the Belfast/Good Friday Agreement and the First Sitting of the Assembly; and
• Agreement of an Initial Assembly Commission Position for The Executive Office on a Memorial to Victims of Historical Institutional Abuse.

16. Directors’ Updates

Corporate Services

Support Services

Richard noted that the Support Services contractor was keen to progress with the re-development of the Blue Flax restaurant in the summer.

Office Resources

Richard confirmed that a letter would issue shortly to MLAs advising them on the processes for ordering stationery on inception of the new contract.

Legal, Governance and Research Services

Legal Services Office

Tara noted ongoing litigation.

Examiner of Statutory Rules

Tara advised that the Examiner continued to consider those statutory rules which are subject to Assembly procedure and laid before the Assembly.

Governance

Tara advised that the Data Protection and Governance Officer had created and delivered a risk management training presentation to key staff on 21 February 2023.  She added that an additional session is scheduled for 20 March 2023.

Information Standards

Tara stated that comments made by the Public Record Office of Northern Ireland on the revised Assembly Commission Retention and Disposal Schedule were being reviewed.

Research and Information Services (RaISe)

SMT noted the work undertaken by RaISe since the last SMT update in January 2023.

Procurement Office

Tara noted that although a new Procurement Manager had taken up post, there were still significant staff resourcing pressures within the Procurement Office due to the fact that the temporary procurement Manager post was now vacant.

SMT noted the ongoing procurement projects.

Parliamentary Services

Director’s Office

Gareth advised SMT that a survey of Members was normally undertaken every two years, and that if the Assembly was undertaking normal business it would have been timely for a further survey to take place now.  However, given that this was not the case, Gareth proposed surveying Members approximately one year after the resumption of normal Assembly business. SMT was content with this proposal.

17. AOB

There was no other business.

18. Date of Next Meeting

It was agreed that the next meeting would take place on 28 March 2023.

19. Proposals for Agenda Items for Next Meeting

• Gender Action Plan Closure Report 2019 - 2023
• Business Case for Partial Electronic Access Control
• Business Case for Repairs and Maintenance
• Insurance and Litigation Update
• Review of Data Breach Management Plan
• Review of Risk Management Strategy
• Quarterly Review of the Corporate Risk Register
• Renewal of Microsoft Enterprise Agreement 2022 Post Project Evaluation
• Cyber Security Risk
• Internal Communications Group Update

 The meeting ended at 1.08 pm.