Title:
Executive Team Meeting
Date of Meeting:
6 April 2016
Time of meeting:
10.00 – 11.40
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ – Chair)
Caroline Ottaway-Searle (COS)
Valerie Johnson (VJ)
John Sheridan (JS)
Carol Tullo (CT)
TNA
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
Paul Davies (PD)
Sam Whaley (SW)
Rachael Corver (RC)
Strategic Communications Manager
Marketing Officer
Alison Webster (AW)
Jane Craigie-Payne (JCP)
Julian Muller (JM)
Finance Business Partner
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Apologies: David Sawyer (DS)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on 30 March 2016 were reviewed and
approved subject to a number of minor amendments.
1.2
There were no conflicts of interest declared.
2.0
Video version of Archives Inspire
2.1
We are at the mid-way point of a project to create a video version of Archives Inspire,
which forms a part of our overall communications strategy. The Executive Team is
being updated on progress to date, the approach and key examples highlighted for
use in the film.
2.2
The Marketing Officer noted that filming would take place predominantly at Kew.
However plans were also being explored around using another location.
2.3
The team updated on progress noting that the launch was planned for the summer.
2.4
The Marketing Officer advised that the team was liaising with Audience leads from
Page 1 of 7
across the organisation.
2.5
CT stated that any material aimed at a government audience needed to clearly show
that we are an organisation that can be trusted and one that leads.
2.6
RC said that the ideal outcome may be a ‘library’ of clips of differing lengths edited to
meet the requirements of different audiences.
2.7
VJ highlighted the importance of ensuring that the messages in the video(s) were the
correct ones.
2.8
COS noted the benefits gained from allowing the creative partners the space to
develop a coherent piece of work.
2.9
JJ advised that scoping work should progress, with the partner looking at the
potential to produce a suite of videos while work on the ‘rough cut’ continued. If, after
review by the Executive Team, the project warranted further development,
momentum would not be lost as scoping work would have already been carried out.
2.10
Action: RC to bring a ‘rough cut’ of the video to the Executive Team when ready for
review.
2.11
JJ thanked the team and stated the Executive Team looked forward to seeing the
video.
2.12
The Executive Team noted the update.
3.0
'Taking forward the agile journey'
3.1
Agile is an alternative to the traditional project management we generally practiced at
The National Archives. Embedding Agile is a core part of implementing our digital
transformation.
3.2
AW took the Executive Team through the key points in the accompanying paper that
outlined progress so far and set out future plans to embed Agile, Executive Team
support was sought.
3.3
JS stated that there was still much to do, and we were at the beginning of the
embedding process.
3.4
COS said that the Record Copying project had been a good example of Agile
working, and had involved many individuals that were new to agile yet had supported
the approach.
3.5
Action: AW to bring back more detailed proposals for further discussion.
3.6
The Executive Team supported further coaching for those in IT and Digital.
Work with the wider business was subject to future approval of detailed
proposals by the Executive Team.
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RC
AW
4.0
IT Strategy
4.1
Action: JM and PD to bring IT Strategy to the Executive Team.
4.2
The Executive Team agreed the paper in principle.
5.0
AOB
5.1
COS advised on initial meetings relating to potential TV programmes.
5.2
PD outlined the position with the phone masts.
5.3
There being no other business the meeting was brought to a close.
6.0
Vacancy Management
6.1
The Executive Team reviewed a recruitment request.
6.2
CORE 1 – Media Officer: Approved a 2 year FTA with the view to permanency.
Title:
Executive Team Meeting
Date of Meeting:
13 April 2016
Time of meeting:
10.00 – 11.40
Location:
Blue Room, 1st Floor, Kew
JM, PD
Attendees:
Valerie Johnson (VJ - Chair)
Caroline Ottaway-Searle (COS)
John Sheridan (JS)
Carol Tullo (CT)
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
David Sawyer (DS)
Sam Whaley (SW)
Julian Muller (JM)
Jane Craigie-Payne (JCP)
Finance Business Partner
TNA
TNA
TNA
TNA
TNA
TNA
Apologies: Jeff James (JJ), Paul Davies (PD)
Action
Page 3 of 7
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on 06 April 2016 were reviewed and
approved subject to a number of minor amendments.
1.2
There were no conflicts of interest declared.
2.0
AOB
2.1
COS noted recent increased levels of media coverage.
2.2
COS advised that the first walk through of our space usage plans with staff had been
well received. The next steps were an all staff discussion in May followed by further
walk and talk events.
2.3
COS said that a positive meeting had been had with colleagues at the National
Maritime Museum.
2.4
CT advised of recent logistical issues when hosting colleagues from OGDs and
asked for thought to be given to the possibility we could align with pass issuing
procedures used at OGDs.
2.5
Action: PD to investigate the issue and update the Executive Team.
2.6
SW updated on his attendance at a meeting at Cabinet Office on 11/04/15 attended
by the Minister for Cabinet Office and the Minister of State for Culture and the Digital
Economy.
2.7
There being no other business the meeting was brought to a close.
3.0
Vacancy Management
3.1
The Executive Team reviewed three recruitment requests.
3.2
CORE1 - FOI Researcher - Approved
3.3
CORE2 - FOI Assessor- Approved
3.4
CORE3 - Collections Knowledge Manager (systems) – Approved
Title:
Executive Team Meeting
Date of Meeting:
27 April 2016
Time of meeting:
10.00 – 11.40
Location:
Blue Room, 1st Floor, Kew
Attendees:
Page 4 of 7
PD
Jeff James (JJ - Chair)
Valerie Johnson (VJ)
Caroline Ottaway-Searle (COS)
John Sheridan (JS)
Carol Tullo (CT)
TNA
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
David Sawyer (DS)
Paul Davies (PD)
Sam Whaley (SW)
Government Relations Manager
Corporate Performance and
Transparency Manager (CPTM)
Corporate Performance Manager (CPM)
Jane Craigie-Payne (JCP)
HR Manager
Finance Business Partner
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Apologies:
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on 13 April 2016 were reviewed and
approved subject to a number of minor amendments.
1.2
Update: Vacancy Management - CORE 3 and 4 Project Conservators approved via
email (19/04/16)
1.3
There were no conflicts of interest declared.
2.0
Year end Finance Report
2.1
The Executive Team was asked to note and consider the Year end Finance Report.
2.2
JJ thanked DS and the team for all their hard work.
2.3
3.0
The Executive Team noted the Year end financial report.
Q4 / End of year dashboard
3.1
The Dashboard provides an easy reference of how the Performance Indicators for
The National Archives have performed in the month and alerts the Executive Team to
those where achievement is under threat and where some remedial action may be
necessary.
3.2
The Executive Team reviewed the metrics of the Q4 / End of year dashboard report
by exception.
3.3
JJ noted the importance of clearly showing what was being reported, why it was so
and what was being done.
3.4
Action: JJ requested PD check the narrative ahead of review at Board.
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PD
3.5
Action: JJ requested further investigation into the 5% drop in documents delivered as
it could not be fully explained by the loss of 1.5 working days of production.
CPTM
3.6
Action: UK Government Web Archive visits – drop to be explained in narrative.
JS
3.7
Action: JS to provide explanatory narrative on the Visits to Discovery metric in
relation to record descriptions held by The National Archives and those held by other
archives.
JS
3.8
Action: CPM to show in the Diversity metric commentary that following a
recommendation coming out of the recent internal audit review of TNA’s Business
Priorities, Executive Team has approved a change in the way diversity metrics are
measured and published in the Annual Report.
CPTM
3.9
JJ suggested that there were certain metrics where movement within a defined
bandwidth should not be cause for concern and change should only be flagged
where it exceeded either the minimum or maximum values.
3.10
The Executive Team noted the Q4 / End of year dashboard.
4.0
Business Priorities / Project report
4.1
The Executive Team was asked to review, amend and agree the end year report.
4.2
JJ noted that this was the first occasion the present Board was going to be asked to
sign off the 2015/16 Business Priorities / Project Report and it was important for a
thorough examination of the content of the report in order to be prepared and open
for challenge.
4.3
JJ advised that it was important to use Plain English.
4.4
JJ highlighted the need to clearly evidence the year end delivery position and the
importance of providing suitable commentary.
4.5
The Executive Team reviewed the report line by line testing each of the stated Year
End Delivery Positions.
4.6
Action: DH and PD to incorporate the agreed amendments.
4.7
JJ advised on the importance of teams setting business priorities that are clear and
measurable in order to stand up to challenge at the year end.
4.8
The Executive Team agreed the report subject to amendments.
5.0
Staff survey : options paper on areas of concern
5.1
The Civil Service staff survey takes place annually during October and the results are
received by December in the form of reports at the corporate, directorate and
department levels where the number of responses are sufficient.
CPM /
PD
Page 6 of 7
5.2
The Executive Team was asked to discuss priority areas for action arising from the
corporate-level Staff Survey results and to agree next steps.
5.3
JJ advised that where pay comparisons were made they needed to be with similar
organisations in the Civil Service such as NMGDs and certain Whitehall departments.
5.4
JJ stated that firm evidence needed to be provided showing relevant comparisons
with other organisations pay and also what effect pay levels were having on
recruitment.
5.5
JCP stated that work was ongoing on a paper on salary for discussion at a future
Executive Team meeting.
5.6
JJ said that any change needed to be reasonable, achievable and fair and efforts to
investigate pay issues needed to be targeted to where improvement could be made
5.7
The Executive Team noted the report and the next steps.
6.0
AOB
6.1
The Executive Team discussed issues around ASD.
6.2
Action: VJ and Isobel Hunter to bring an updated paper to the Executive Team for
approval.
6.3
There being no other business the meeting was brought to a close.
7.0
Vacancy Management
7.1
CORE1 & 2 - Senior Project Manager x 2- Approved 1 year with a view to
permanency.
7.2
CORE3 - User Experience Researcher – Deferred.
7.3
Action: JS to work with Rachael Corver and produce a paper on User Experience
Research and Customer Research for the Executive Team to discuss.
7.4
CORE4 - Research & Academic Liaison Adviser – Approved.
7.5
CORE5 - Collections Knowledge Officer (Systems) – Approved.
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VJ
JS