Title:
Executive Team Meeting
Date of Meeting:
06 January 2016
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ - Chair)
Clem Brohier (CB)
Valerie Johnson (VJ)
Carol Tullo (CT)
John Sheridan (JS)
Caroline Ottaway-Searle (COS)
TNA
TNA
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
Sam Whaley (SW)
Isobel Hunter (IH)
Strategic Engagement Manager
HR Manager - Systems & Operations
Jane Craigie-Payne (JCP)
David Sawyer (DS)
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 23 December 2015 were reviewed and
approved.
1.2
There were no conflicts of interest declared.
2.0
The National Archives / Arts Council England Memorandum of Understanding
2.1
The Executive Team was asked to approve the refreshed Memorandum of
Understanding (MoU) between The National Archives and Arts Council England
(ACE) 2016-2019.
2.2
The Strategic Engagement Manager explained that this was a refreshed MoU
between The National Archives and ACE. The refreshed MoU and The Action Plan
consolidates the existing work between the two organisations and provides a
stronger framework to articulate the role of the archives sector within the wider
cultural and cultural learning landscape.
2.3
JC advised that the refreshed MoU has been approved by ACE.
2.4
Action: JJ requested clarification of a number of phrases used in the MoU via email.
2.5
JS noted the potential to work together with ACE and explore the methodology they
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IH
use around data collection and analysis.
2.6
The Executive Team approved the MoU.
3.0
Policies
3.1
The Executive Team were asked to review and approve two policies.
3.2
The Executive Team discussed.
3.3
The policies were approved by the Executive Team.
4.0
Diary Review / Any Other Business
4.1
Directors reviewed engagements of note in their diaries.
4.2
There being no other business the meeting closed.
5.0
Corporate Vacancy Management
5.1
The Executive Team reviewed a number of recruitment requests.
5.2
CORE1 - Security Officer LPA - approved.
5.3
CORE2 - Security Officer LPA - approved.
5.4
CORE3 - FOI Manager – approved.
5.5
CORE4 - Customer Research Manager - deferred.
5.6
JS noted that while there were areas of overlap between digital research and
audience research the disciplines were different and required different skill sets.
5.7
Action: As a result of two vacancies now presenting themselves in these areas JJ
requested that the relevant user / customer research managers discuss the best
approach in order to ensure minimum duplication and the maximum efficient use of
our limited resources.
5.8
EBC 1 - Online Editor – approved.
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Title:
Executive Team Meeting
Date of Meeting:
20 January 2016
Location:
Blue Room, 1st Floor, Kew
Attendees:
Clem Brohier (CB - Chair)
Valerie Johnson (VJ)
Carol Tullo (CT)
John Sheridan (JS)
Caroline Ottaway-Searle (COS)
TNA
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
Sam Whaley (SW)
Simon Lovett (SL)
Marcia Jackson (MJ)
Jane Craigie – Payne (JCP)
Finance Business Partner
TNA
TNA
TNA
TNA
TNA
TNA
Apologies: Jeff James (JJ)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on 6 January 2016 were reviewed and
approved.
1.2
There were no conflicts of interest declared.
2.0
Information Assurance & Cyber Security Training and Engagement
2.1
The National Archives’ Information Assurance and Cyber Security Engagement
Programme (IACSEP) has been funded as part of the National Cyber Security
Programme (NCSP) to deliver training and engagement across the public sector. The
next 5-year NCSP programme starts in April 2016 and is framed around new
transformational activity.
2.2
Part of the final year funding requires The National Archives to demonstrate how we
have embedded the programme as business as usual as Cabinet Office instructed us
to deliver information assurance and cyber security training to the public sector.
2.3
Executive Team was asked to agree the principle that this is core to The National
Archives’ offer to government, and that we should explore the minimum credible level
of resourcing to achieve this.
2.3
SL took the Executive Team through the key points outlined in the accompanying
paper.
2.4
SL said that there should not be a false split between information security and cyber
security – essentially the programme looked at the risks we faced in an increasingly
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networked world.
2.5
COS stated that this as a key area and would be central to what we did as a digital
organisation.
2.6
CT noted that the team’s visibility had grown over time and that the programme had
been ambitious and the impact had increased, traction was good and our reputation
was respected, if training ceased we would rapidly lose our standing in this area.
2.7
SL explained that while much of the training required individuals with generic skills it
was necessary for the team to have the specialist knowledge in order to be able to
advise with authority.
2.8
SL said that as well as the expertise, of key importance was engagement and getting
in front of operational managers.
2.9
CB noted that there would need to be a robust budgeting exercise to balance
resources, prioritise appropriately and to enable this to be taken forward in the first
instance in a minimal affordable level.
2.10
Action: SL to explore options and return to the Executive Team with proposals.
2.11
The Executive Team agreed in principle that IA and cyber security is core to
The National Archives’ offering to government and for proposals to return to
the Executive Team for discussion and agreement.
3.0
Diary Review / Any Other Business
3.1
Directors reviewed engagements of note in their diaries.
3.2
SW advised that here was a planned visit by the Secretary of State to The National
Archives on Monday 25 January.
3.3
VJ confirmed that AHRC had agreed funding for a Collaborative doctorate
studentship.
3.4
The Executive Team noted ongoing work with DCMS.
3.5
There being no other business the meeting closed.
4.0
Corporate Vacancy Management
4.1
The Executive Team reviewed a number of recruitment requests.
4.2
CORE1 - Academic Programmes Manager - approved.
4.3
CORE2 - Research & Academic Liaison Advisor Extension of FTA contract –
approved.
4.4
CORE3 - Manager of Information Management Consultants – approved.
SL
Page 4 of 10
4.5
CORE4 - Conservator - Research & Development - deferred.
4.6
CORE5 - Resourcing Manager - approved.
4.7
CORE6 - Death, Dirt & Disease Project Cataloguer – approved.
4.8
CORE7 - Project Manager – approved.
4.9
CORE8 - HR Adviser – approved.
4.10
CORE9 - Customer Research Manager – approved.
4.11
CORE10 - Interim Head of Programmes – approved.
Page 5 of 10
Title:
Executive Team Meeting
Date of Meeting:
27 January 2016
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ - Chair)
Clem Brohier (CB)
Carol Tullo (CT)
John Sheridan (JS)
Caroline Ottaway-Searle (COS)
TNA Patrick Mallett (PJM - minutes)
TNA Sam Whaley (SW)
TNA HR Manager - OD & Business
Partnering
TNA Information Manager
TNA Strategic Business Change Manager
AOC representative
Corporate Performance and
Transparency manager
Procurement Co-ordinator
Corporate Performance manager
David Sawyer (DS)
TNA
TNA
TNA
TNA
TNA
AOC
TNA
TNA
TNA
TNA
Apologies: Valerie Johnson (VJ)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on 20 January 2016 were reviewed and
approved.
1.2
There were no conflicts of interest declared.
2.0
ICA congress proposals review
2.1
The Executive Team was asked to review and approve two proposals that had been
submitted as potential papers to be delivered at the 2016 International Council on
Archives (ICA) Congress.
2.2
Action: JJ to consult VJ on proposals ahead of the Monday 1 February deadline for
proposals.
JJ / VJ
2.3
Action: SW to review draft proposals ahead of submission.
SW
2.4
JJ advised that expectations needed to be realistic around staff attendance due to
the distance of the conference.
2.5
Post meeting note: Deadline for submissions has been extended to 15/02/16.
2.6
The Executive Team agreed on a proposal in principle.
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3.0
Review Clore Fellowship applications
3.1
The Executive Team was asked to review and approve two applications to the Clore
Leadership Programme 2016-17. The programme aims to shape emerging creative
leaders from across the cultural sector through in-depth learning tailored to individual
needs, aspirations and circumstances.
3.2
The HR Manager - OD & Business Partnering advised that there was no issue with
supporting more than one application.
3.3
The Executive Team discussed the applications.
3.4
The Executive Team supported the two applications.
4.0
Email policy
4.1
Executive Team approval was sought for a change to email policy.
4.2
The Executive Team discussed the policy noting that suggestions had been
incorporated since the policy was last discussed at the Executive Team meeting on
16 December 2015.
4.3
The Executive Team agreed the policy.
5.0
AOC update
5.1
COS introduced our Design Partner Lead from AOC who updated on progress and
presented proposals for the public restaurant area.
5.2
JJ advised that care was required to maintain clean, non jarring lines when exposing
the original structure and the various finishes that had been used.
5.3
JJ said that this was an exciting time and we must devote thought and effort into how
we utilise the space we have in order to best meet the needs of our current and
developing audiences.
5.4
JJ stated that it was important not to lose momentum with this project and the work
done already had demonstrated change and this needed to be built on or the
opportunity may be lost.
5.5
JS advocated the installation of a customer research station complete with the
necessary permanently laid out equipment.
5.6
The Executive Team noted progress and the proposals.
6.0
Dashboard
6.1
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
Page 7 of 10
necessary.
6.2
The Executive Team reviewed the metrics of the November report by exception.
6.3
The Corporate Performance manager advised that minimum and maximum levels
would be assigned to each metric so as to flag any significant movement.
6.4
JJ stated that there needed to be a robust discussion on what metrics were required
and the aim should be to be left with a dashboard that would fit on to one side of A4
paper. The visual design should support the context of use.
6.5
Action: The Executive Team to discuss and agree a selection of metrics. PJM
schedule a specific meeting to discuss..
6.6
The Executive Team noted the continued poor Online customer satisfaction score.
6.7
Action: JS to produce a paper outlining the short, medium and long term plans for
addressing this issue.
6.8
JJ advised that the Grants measure needed to show the value of awards in monetary
terms.
6.9
JJ stated that the Docs online metric needed to report the figure for the income
received rather than number of downloads.
6.10
The Executive Team noted the December Dashboard.
7.0
Business Priorities and EBC update
7.1
The Executive Team was asked to review, amend and agree the Q3 update ahead of
review at the February Board. The report provides details of progress in quarter 3
against our published business priorities and the progress of our Expenditure
Business Case (EBC) programme 2015-16.
7.2
The Executive Team reviewed the report by exception.
7.3
REF 13 (engage with audience): JJ said that there was a need to clearly state the
baseline figures in order to show increases in social media followers and directly
contactable users.
7.4
Ref 28 (Unknown Treasures): Cataloguing work completed but not ingested into
Discovery.
7.5
Action: JS to investigate issues and advise on timeframe for completion.
7.6
REF 30 (Academic Liaison):
7.7
Action: DS to check on progress with VJ.
7.8
REF 48 (ICT server): Commentary to state that there had been improvements made
in other areas that resulted in some of the planned work being superseded as it may
CB /
Corpor
ate
Perfor
mance
manag
er
JS
JS
DS
Page 8 of 10
no longer represent VFM.
7.9
The Executive Team noted the reports.
8.1
Financials and 9+3 Forecast
8.2
Executive Team considered the December Finance Report. DS then took the
Executive Team through the 9+3 Forecast.
8.3
DS noted that we are making excellent progress towards achieving our financial
goals for this year, and to the end of the current settlement period (March 2016).
8.4
DS noted that the management of vacancies in a corporate manner had been a
useful approach and had worked well resulting in us being on track to achieve the
budget targets set.
8.5
CT advised that there had been a request from a Non-executive Board Member for
up to date financial information at Board.
8.6
The Executive Team noted the December Finance Report and the 6+6 Forecast.
9.0
Strategic Risk Register
9.1
The Executive Team was asked to note the Strategic Risk Register that had been
updated following review by the Audit Committee on 11 Dec 2015.
9.2
CB took the Executive Team through the 9 strategic risks.
9.3
A number of minor changes were requested.
9.4
Action: CB to ask Paul Davies to update the Risk Register.
9.5
The Executive Team noted the Strategic Risk Register and approved pending
updates.
10.0
Diary Review / Any Other Business
10.1
Directors reviewed engagements of note in their diaries.
10.2
The Executive Team agreed in principle to support the Friends of The National
Archives Funding Policy. The preference would be to build on past successes and
provide support for education and learning projects.
10.3
JJ advised that the next ‘Catch up’ with the Executive Team should not be delayed to
facilitate a digital focus as there was benefit to be had to look at a variety of topics.
10.4
There being no other business the meeting closed.
11.0
Corporate Vacancy Management
11.1
The Executive Team reviewed a number of recruitment requests.
CB /
PD
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11.2
CORE1 - Security Officer - Approved
11.3
CORE2 - Security Officer - Approved
11.4
CORE3 - Head of Research - Approved
11.5
EBC1 - Digital Solutions Strategy Lead – Approved
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