Board minutes: 28 November 2023

(Commissioners only, 9.00 – 9.30am)

The Board Chair welcomed all to the meeting, in particular incoming Commissioners Carole Mills and Sheila Ritchie who will be joining the Commission Board on the 1 January and 1 February respectively. Introduction meetings with the Board Chair, Board members, Senior Leadership and Executive teams were currently being programmed.

The Board were advised that this would be Rob Vincent’s last Board meeting as a Commissioner, prior to him taking up his new role as Interim Chief Executive of the Electoral Commission on 1 December 2023.

The Board were also advised that after 20 years at the Electoral Commission, Ailsa Irvine, Director, Electoral Administration and Guidance, would be leaving at the end of December 2023. The Board and Executive team thanked Ailsa for her work and legacy in electoral administration, and wished her well in her new role.

The Board noted that it was Shaun McNally’s last Board meeting as outgoing Chief Executive of the Electoral Commission and thanked him for his work and commitment during his time at the Commission.

The Board welcomed Peredur Owen Griffiths and Janet Finch Saunders, members of the Llywydd Committee. Apologies were received from the Chair of the Llywydd Committee, David Rees.

The Board discussed the arrangements for the accountability of the Electoral Commission to the Senedd and how best to build further on experience to date. 

Resolved: That the Board noted further declarations of interests that would be provided to the Senior Adviser, Governance, for updating on the register and publication on the website.

Resolved: That the Board agreed the official sensitive minutes of the meeting held on 26 September 2023. (EC 239/23)

Resolved: That the Board agreed the official sensitive minutes of the meeting held on the 17 October 2023. (EC 240/23)

Resolved: That the Board agreed the official sensitive minutes of the extraordinary RemCo meeting held on 17 October 2023. (EC 241/23)

Resolved: That the Board agreed the ordinary minutes of the meeting held on the 17 October 2023. (EC 242/23)

The Board requested that the lessons learnt report provided by the Independent Adviser to the Audit and Risk Assurance Committee on the PF Online project be circulated to the wider Board, as well as the closure report of the same project provided by the Director, Regulation and Digital Transformation.

The Board requested a strategy to be developed for engagement at party conferences.

The Board requested that access be granted to the board portal named Objective Connect, to review Committee meeting papers.

It was noted that a new date would be found for the Board meeting in Scotland for 2024 and that Board and Committee meeting dates for 2024/25 will be diarised by the end of December 2023.

Resolved: That the Board noted actions requested by the Board and for updates to be included on the action tracker.

The Chief Executive introduced the report firstly by thanking the Executive and Senior Leadership teams for the support, leadership and contributions that they and their teams have made over the last 20 months, whilst he has been in post as Chief Executive.

The Board noted concerns raised around campaigner conduct at the forthcoming UK general election. The Board also discussed voter ID, and the accuracy and completeness of the electoral registers, and concerns about demographic groups that remained more likely to be unregistered and/or to experience barriers to participation.

The Board noted the recommendations made in the Commission’s post-election report, to improve implementation of the voter ID policy and limit the risk of disenfranchisement.

It was agreed that the priority policy recommendation paper would be recirculated to all Commissioners.

Resolved: That the Board noted updates on operations and matters arising.

Resolved: That the Board noted the quarterly finance and performance report Q2 2023/24.

Resolved: That the Board noted the Forward Plan of Board business 2023/24, agreeing to postpone the Board meeting due to be held in Scotland in February 2024, in light of budget pressures.

The Chief Executive introduced the report, which informed the Board of the options available to make savings this financial year, and to provide assurance that we remain committed to balancing the budget.

Resolved: That the Board agreed the approach recommended by the Chief Executive.

Resolved: That the Board noted the contents of the report, with additional amends/entries to be written directly to the Board Secretary.

The General Counsel introduced the report on the fifth in a series of discussions on our strategic objectives to inform the development of our next corporate plan. 

Taking the final objective and the strategic enablers together also allows us to review how we meet all our objectives in the Corporate Plan. Following the discussions on each objective, we will move to prioritisation and developing the outline of the new plan.

Commissioners highlighted a number of points including: the need to understand the changing context of our work and innovating accordingly; gathering and utilising data and evidence to create a data enabled electoral system with particular consideration of the medium term impact of AI; exploring the potential for simplification within the Commission and across the electoral system; working effectively with other organisations; undertaking a serious assessment of resourcing, efficiency and investment over the 5 year period of the plan; reviewing our corporate governance and operating model; consideration of citizens assemblies, engagement of young people and equality, diversity and inclusion;  embedding learning, including from the different experiences in England, Scotland, Wales and Northern Ireland;  consideration of emerging requirements such as in relation to sustainability and the Irish language, ; further developing a one team approach embracing the Board, Executive team and all staff; and investing in staff, including consideration of their remuneration.

The Board thanked the General Counsel and all who contributed to the report, commenting further that they look forward to seeing the results of this and previous discussions held, and how we turn our aspirations into plans.

Resolved: That the Board noted the report on a modern and sustainable electoral system and the strategic enablers