Minutes of Proceedings

SMT Minutes 24 October 2025.pdf (194.67 kb)

SENIOR MANAGEMENT TEAM (SMT)

FRIDAY, 24 OCTOBER 2025 at 9.30 PM

ROOM 106, PARLIAMENT BUILDINGS

APPROVED

Present:

Lesley Hogg, Clerk/Chief Executive

Steven Baxter, Director of Corporate Services

Tara Caul, Director of Legal, Governance and Research Services

Gareth McGrath, Director of Parliamentary Services

Paula Ewart, Interim Director of Performance and Improvement

In Attendance:

Janet Hughes, Clerical Supervisor

Krystal Clarke, Executive Assistant

Robin Ramsey, Adviser to the Speaker/Head of Corporate Support (Items 5 and 6)

Sinéad McDonnell, Head of HR (Items 7, 8, 9, 10, 11, 12 and 13)

Paula McClintock, Head of Finance (Item 14)

Jonathan McMillen, Head of Legal Services (Items 17, 18, 19 and 20)

Mary-Ellen Nutt, Head of IT (Items 20 and 21)

Robert McCausland, IT Security Officer (Item 21)

John Hart, Head of Communications (Item 22)

The meeting commenced at 9.32 am.

1. Apologies

None.

2. Declaration of Interests

There were no declarations of interest.

3. Minutes of previous meeting

It was noted that the minutes from the meeting on 26 September 2025 had been published.

4. SMT Action Points

The outstanding action points were reviewed and progress was noted.

Robin Ramsey joined the meeting at 9.33 am for agenda items 5 and 6.

5. Political Update

Lesley Hogg noted that Halloween recess would be commencing on 25 October.

CORPORATE SUPPORT

6. Draft Assembly Commission Agenda

Robin Ramsey confirmed that Assembly Commission meetings had been scheduled for 3 and 19 November 2025 and proposed agenda items were noted.

Robin Ramsey left the meeting at 9.39 am.

CORPORATE SERVICES

Sinéad McDonnell joined the meeting at 9.40 am for agenda items 7, 8, 9, 10, 11, 12 and 13.

7. HR Management Information

Sinéad McDonnell presented the HR Management Information as at 1 October 2025.

Sinéad referred SMT to a staff complement change request from the Director of Parliamentary Services. Following consideration, SMT approved the request for a Temporary Full Time AG8 Agency worker for the Visitor Experience Team. Sinéad advised that the staffing model needed to be discussed before looking at permanent positions.

Sinéad referred SMT to a further staff complement change request from the Director of Corporate Services. Following consideration, SMT approved the request for a Temporary (Complement Plus) change of 1.0 FTE AG6 until 31 December 2025 for the Human Resources Office.

Sinead updated SMT on recruitment activity.

Tara Caul highlighted the importance of the Assistant Librarian post and asked if it could be placed on the Recruitment Schedule for the first quarter of 2026. SMT discussed further additions and Sinéad advised that she would discuss these with the HR team to establish what was achievable.

SMT acknowledged and was appreciative of the work involved in managing the volume of competitions and recorded its thanks to the Recruitment Team.

8. Assembly Commission's Leadership Framework

Sinéad presented a paper on the Assembly Commission's Leadership Framework.

SMT considered the proposals presented in the paper relating to:

• application of the Leadership Framework in the Performance Management and Recruitment and Selection processes;
• adoption of the Leadership Competency Matrix;
• an approach to embedding the framework through the Leadership Development Programme; and
• a four-year rollout plan for the programme.

SMT discussed the contents of the paper and made suggested changes which Sinéad noted.

SMT agreed to change its name to the Senior Leadership Team (SLT) when the Leadership Framework is launched to staff and approved the use of the titles 'Senior Leaders, 'Leaders' and 'Self-Leaders' in the Framework.

SMT was very supportive of the Leadership Framework; acknowledged the comprehensive paper; and noted its appreciation of the work that had gone into the creation of the Framework.

9. Development of a Wellbeing Framework 2025-2029

Sinéad presented a paper on the Development of a Wellbeing Framework 2025-2029.

SMT noted that the draft Wellbeing Framework had been developed following feedback from the 2024 Staff Survey and the Wellbeing at Work Questionnaire conducted in June 2025.

Sinéad linked the Wellbeing Framework with each of the established "Domains" from the Staff Survey.

Steven Baxter highlighted similar themes across multiple surveys and asked SMT to reflect on the actions required to address these.

Following consideration, SMT approved the proposed draft Wellbeing Framework, subject to some suggested terminology changes.

SMT also discussed operation of the Wellbeing Framework in practice and how it would be communicated.

Sinéad advised that the HR Office would liaise with the Communications Office regarding the launch of the Wellbeing Framework and how it will be delivered.

SMT was hugely supportive of the Wellbeing Framework and thanked Sinéad for her work to date.

10. Review of Approach to Performance Conversations

Sinéad presented a paper on the Review of Approach to Performance Conversations.

SMT noted that the main changes were to the nature of what is discussed within each conversation; a change to the frequency of conversations; and the responsibility for arranging the conversation. While there was general support for the new approach, some reservations were expressed about the move from monthly to quarterly conversations.

Following discussion, SMT approved the proposed new approach to Performance Management noting that, while formal performance conversations would move to a quarterly basis, it was essential that regular conversations should continue outside of the formal process on at least a monthly basis.

SMT also noted that responsibility for arranging conversations, both formal and regular, would move to line managers.

The meeting adjourned at 11.25 am and resumed at 11.38 am.

11. Future Provision of Temporary Workers for the Northern Ireland Assembly Commission

Sinéad presented a paper on the Future Provision of Temporary Workers for the Northern Ireland Assembly Commission

SMT noted and approved the content of the Post Project Evaluation for the current contract and approved the paper for presentation to the Assembly Commission as the value exceeded the Clerk/Chief Executive's delegated authority, subject to the inclusion of some additional information.

12. Matters Relating to Recruitment Advertising

Sinéad presented the paper on Matters Relating to Recruitment Advertising.

SMT approved discontinuing the current practice of advertising recruitment competitions in the three local newspapers from 24 October 2025, along with an increase to the value of the Business Case for Recruitment Advertising.

SMT also agreed to cease recruitment advertising on X (formally Twitter).

Sinéad advised SMT that the HR Office is considering whether to renew the advertising contract or manage recruitment advertisement using in-house resources.

13. Development of an Unacceptable Behaviours Policy

Sinéad presented a draft Assembly Commission paper on the Development of an Unacceptable Behaviours Policy, which had been developed by a working group of the Assembly Commission and the former Committee on Standards and Privileges (the Committee). Sinéad noted that, following public consultation and detailed consideration, the current Committee had proposed some amendments to the draft Policy.

SMT noted that from an Assembly Commission perspective, the Policy will replace the existing MLA/Staff Protocol. SMT also discussed the potential overlap with the Assembly Commission Complaints Policy and Procedure and agreed to review this. Subject to consideration on this matter, SMT approved the paper for submission to the next meeting of the Assembly Commission.

Sinéad McDonnell left the meeting at 12.12 pm.

Paula McClintock joined the meeting at 12.13 pm for agenda item 14.

14. Management Accounts September 2025

Paula McClintock apologised for not having the Management Accounts for September 2025 finalised in time for presentation at the meeting but stated that they would be circulated to SMT for consideration and approval via correspondence following the meeting. In the interim, she provided SMT with a verbal update on some key points.

Paula advised that the Department of Finance had commissioned a monitoring round with a return deadline of 20 November 2025, and in light of this, would arrange a meeting with SMT to consider the return in detail.

Paula McClintock left the meeting at 12.26 pm.

15. North Lift Upgrade Business Case

Paper deferred to next meeting.

16. Annual Plan 2025/26 Update as at 30 September 2025

Paper to issue for approval via correspondence.

The meeting adjourned at 12.27 pm and resumed at 1.03 pm.

LEGAL, GOVERNANCE AND RESEARCH SERVICES

Jonathan McMillen joined the meeting at 1.03 pm for agenda items 17, 18, 19 and 20.

17. Report and Self-Assessment of the Information Security Group

Jonathan McMillen presented the Annual Report and Self-Assessment of ISG for the year to September 2025.

SMT noted the work undertaken by ISG during the reporting period and its planned future actions.

18. Biannual Review of Directorate Risk Registers

Tara presented the Directorate Risk Registers (DRRs) and cluster analysis as at September 2025.

SMT reviewed the DRRs and emerging Risk Clusters and agreed that no further Directorate risks required escalation to the Corporate Risk Register at this time.

Tara and Lesley highlighted some observations for consideration by Directors.

19. Review of Information Assurance Policy

Jonathan presented the Information Assurance Policy noting some proposed revisions since last reviewed by SMT in October 2023.

SMT considered and approved the proposed minor revisions to the Policy along with a change in relation to remote network access. SMT also requested that clarification be sought from the IT Security Officer regarding references to removable storage in both the Policy and appended Protective Marking Procedures.

Mary-Ellen Nutt joined the meeting at 1.20 pm for agenda items 20 and 21.

20. Business Case Options on Implementing an Electronic Document Records Management System

Jonathan and Mary-Ellen Nutt presented a business case outlining options for the implementation of an electronic documents records management (EDRM) system.

Mary-Ellen noted, of the four options outlined in the business case regarding delivery, the preferred option was to deliver an EDRM system using MS SharePoint with the MS Gold Partner and internal resources.

Following consideration, SMT approved the business case for an EDRM system, excluding tolerance cost which was unbudgeted.

Jonathan McMillen left the meeting at 1.35 pm.

Robert McCausland joined the meeting at 1.40 pm for agenda item 21.

PARLIAMENTARY SERVICES

21. Draft Digital and Cyber Strategy 2026-2031

Mary-Ellen presented a paper outlining and seeking approval of the three high-level themes in the draft Digital and Cyber Strategy 2026-2031.

Following discussion, SMT approved, in principle, the high-level themes outlined in the draft Digital and Cyber Strategy 2026-31, but also asked that consideration be given to the inclusion of Artificial Intelligence (AI) as a further theme.

Mary-Ellen advised that a further paper seeking final approval of the Strategy would be presented to SMT in December 2025.

Mary-Ellen Nutt and Robert McCausland left the meeting at 2.22 pm.

John Hart joined the meeting at 2.24 pm for agenda items 22.

22. Strategic Communications Update

SMT received a communications update from the Head of Communications.

John Hart left the meeting at 2.35 pm.

OTHER ITEMS

23. Directors' Updates

Corporate Services

Steven provided an update on all business areas within theCorporate Services Directorate.

In particular, Steven highlighted recent malicious damage to toilets within the building, stating that a Postmaster was being prepared for issue to all building users.

Lesley referred to the Climate Change Reporting Bodies Regulations (NI) 2024, and requirement to prepare a Climate Change Act Mitigation Report and Climate Change Act Adaption Report. Steven noted that the Climate Change Act Mitigation Report portal was now open for returns and the return would be completed before any paper was prepared.

Action: Environmental Services and Health and Safety Manager to prepare a paper on the Climate Change Act Mitigation Report for consideration by SMT at its next meeting.

Action: Environmental Services and Health and Safety Manager to prepare a paper on the Climate Change Act Adaption Report for consideration by SMT at its February 2026 meeting.

Legal, Governance and Research Services

Tara Caul provided an update on the work undertaken by all business areas within the Legal, Governance and Research Services Directorate and, in particular, highlighted the work of the AI Working Group, ongoing litigation cases; recruitment for Research and Information Services (RaISe) posts; and the current procurement projects.

Tara noted that the Head of Procurement was preparing a paper on delegated procurement thresholds for presentation to SMT in December 2025.

Parliamentary Services

SMT noted the work undertaken by all business areas within the

Parliamentary Services Directorate.

Gareth McGrath advised that work was well underway in preparing for the first meeting of the new Independent Remuneration Board.

Performance and Improvement

Paula Ewart advised that she was pushing to deliver system improvements before the end of the year. She noted that meetings had taken place with the software developers in relation to iTrent and that there had been discussions with the Procurement Office.

24. AOB

There was no other business.

25. Date of Next Meeting

It was noted that the next meeting would take place on 26 November 2025.

26. Proposals for Agenda Items for Next Meeting

• Use of External Persons in Employee Relation Processes
• Review of Job Specifications for Members Staff
• Good Ideas Scheme
• North Lift Upgrade Business Case
• Conservation Management Plan Business Case
• Climate Change Act Mitigation Report
• Biennial Review of the Risk Management Self-Assessment and Checklist
• Update on the Report on the Survey of Members Experience of Abuse Online and in-Person
• Security Operations Centre Business Case
• Internal Communications Quarterly Update
• Strategic Communications Update

The meeting ended at 3.03 pm.