PRESS RECOGNITION PANEL BOARD MEETING 48th meeting of the Press Recognition Panel 09:00, Tuesday 25 February 2020 Mappin House, 4 Winsley Street, London W1W 8HF AGENDA Indicative timings Public session 1. Welcome Chair 09:00 2. Apologies for absence Chair 09:00 3. Declarations of interest Chair 09:00 4. Minutes of the meeting held on 10 December 2019, outstanding actions and matters arising Chair 09:00 – 09:05 For noting 5. Chief Executive’s report – December 2019 SU 09:05 – 09:10 Paper PRP131(19) For noting 6. Chief Executive’s report – January 2020 SU 09:10 – 09:15 Paper PRP01(20) For noting 7. Chief Executive’s report – February 2020 SU 09:15 – 09:20 Paper PRP02(20) For noting 8. Finance report – January 2020 SU 09:20 – 09:30 Paper PRP03(20) For noting 9. Governance procedures and policies Chair 09:30 – 09:45 review Paper PRP04(20) For decision 10. Any other business and close of public session Chair 09:45 – 09:50 Including comments from the floor Confidential session 11. Minutes of the meeting held on 10 December 2019, outstanding actions and matters arising Chair 09:50 – 10:00 For noting 12. Board succession planning Chair 10:00 – 10:15 Paper PRP05(20) For decision 13. Draft business plan and budget 2020-21 SU 10:15 – 10:25 Paper PRP06(20) For discussion 14. Quarterly risk register review SU 10:25 – 10:35 Paper PRP07(20) For decision 15. IT update SU 10:35 – 10:45 Paper PRP08(20) For decision 16. Update on the 2019 annual report on the SU 10:45 – 11:15 Recognition system Paper PRP09(20) For decision 17. Any other business and close of meeting Chair 11:15 – 11:20 Date and time of next meeting: 28 April 2020, at Mappin House, 4 Winsley Street, London W1W 8HF, starting at 09:00. DRAFT PRESS RECOGNITION PANEL Minutes of the 47th meeting of the Press Recognition Panel Board held on 10 December 19 at Mappin House, 4 Winsley Street, London W1W 8HF Present: David Wolfe QC (Chair), Harry Cayton, Emma Gilpin Jacobs, Carolyn Regan and Harry Rich In attendance: Susie Uppal (Chief Executive), Saima Ansari, Paul Nezandonyi, and Adam Gibbs BOARD MEETING – PUBLIC SESSION Welcome 1. The Chair welcomed Members and attendees to the forty seventh meeting of the Press Recognition Panel. Declaration of members’ interests 2. There were no new interests to declare. Minutes of the meeting held on 29 October 2019, outstanding actions and matters arising 3. The draft minutes of the meeting held on 29 October 2019 were noted as factually correct and agreed. 4. The Board noted that there were no other matters arising that were not covered elsewhere on the Agenda. Chief Executive’s report – November 2019 – Paper PRP125(19) 5. The Board noted that three recruitment companies had been invited to quote, on a without commitment basis, for the executive search, selection and assessment for two Board members. Presentations were scheduled page 1 of 4 for 21 January 2020 with advertisements anticipated to be placed in mid- February 2020. 6. The Board noted IMPRESS’ appointment of two new Board members, Shelina Janmohamed and Pam Vick. The Board noted that the Executive had assessed the details of the process provided by IMPRESS and considered that the appointments comply with criterion 4 of the Charter. 7. The Board noted the contents of the CEO report and the external matters update with thanks. Finance report – October 2019 – Paper PRP126(19) 8. The Board noted the latest financial position as at 31 October 2019. The Board were presented with the management accounts for the period ended 30 November 2019 and noted that the reforecast included £7000 for the state of recognition report that were not yet incurred. The November accounts would be circulated with the December CEO report for consideration by the Board. Board and Independent members’ remuneration - Paper PRP127(19) 9. The Board discussed the remuneration rates and the anticipated work commitment for the coming year. The recruitment and interviewing of potential Board members would generate an increase in the Board’s time commitment in 2020. The benchmarking exercise demonstrated that there had been a marginal increase in the rates payable for both the Chair and the Board. 10. It was noted that the Board remuneration has remained unchanged for the last 5 years since the PRP came into legal existence on 3 November 2014. The Board noted that notwithstanding the variances in the workload, the roles required particular skill sets to provide an effective Board, especially noting the Chair’s legal knowledge. 11. The Board discussed the Chair’s remuneration with the Chair absent from the room for the purposes of this part of the discussion. The Board agreed that the Chair’s remuneration should remain unchanged. The Chair joined the Board for the discussion on the members’ remuneration and the Board agreed that the rates should remain unchanged at present. The Board agreed that a discussion would be held with the recruiters on remuneration rates as part of the wider discussion on in 2020 and this would be considered by the Board. page 2 of 4 Any other business and close of public session 12. None raised. BOARD MEETING – CONFIDENTIAL SESSION Minutes of the meeting held on 29 October 2019, outstanding actions and matters arising 13. The confidential section of the Minutes were recorded as factually correct and agreed, subject to the release of information redacted in paragraphs 19 and 29. 14. The Board noted that there were no other matters arising that were not covered elsewhere on the Agenda. Business continuity review - Paper PRP128(19) 15. The Board considered a paper that provided an update on the business continuity arrangements in place in the event of an emergency and the recommended interim arrangements in respect of Executive staff succession. 16. The ARC had considered the business continuity arrangements in place at its meeting on 29 October 2019 and noted that the flexible working construct had significantly reduced the risk in respect of staff not being able to work due to an emergency affecting access to the Mappin House office. 17. The Committee had discussed the business continuity plan for the PRP in terms of staff succession planning and the Chair of the ARC confirmed that the paper reflected the Committee’s aim of having a robust mitigation plan in place. The Committee’s concern had been that in the event of an emergency, there would be an issue for the Board to access information. Comis had confirmed that the Chair and his nominated representative would be provided with access. 18. It was noted that in the event of an emergency, the tenderers for the Board appointments could potentially assist with the recruitment for a CEO as they would have a good understanding of the PRP and its requirements. It was noted that the PRP’s partners all had built an in depth understanding of the organisation and would be in a good position to provide additional support as necessary. 19. The Chair informed the Board that he would refresh and familiarise himself with the shared electronic system. page 3 of 4 Quarterly risk register review - Paper PRP129(19) 20. - redacted 22. Board evaluation - Paper PRP130(19) 23. The Board noted and discussed the outputs from the Board evaluation exercise conducted during November 2019. It was noted that the Board continues to work well together and with the Executive and that this relationship has strengthened over the years. The Board observed that the members continued to maintain paper-free meetings effectively. 24. The Board discussed in particular the feedback provided by the members. The Board reiterated that diversity will be kept under scrutiny as part of the Board recruitment process. The Board agreed that the handover and exiting plans for the Board members will be considered in greater detail next year. Any other business and close of confidential session 25. None raised. Date and time of next meeting 26. The next scheduled meeting of the Board will take place at 09:00 on 25 February 2020 at Mappin House, 4 Winsley Street, London W1W 8HF. Drafted: Saima Ansari Executive Administration Manager Signed: David Wolfe QC Chair page 4 of 4 PRP131(19) PRESS RECOGNITION PANEL BOARD CHIEF EXECUTIVE’S REPORT – DECEMBER 2019 Meeting: by email Status: for noting Lead responsibility: Susie Uppal, Contact details: 020 3443 7072 Chief Executive Purpose 1. The purpose of this paper is to provide an update to the Board on Executive activity since the November 2019 CEO report. 2. The Board is invited to note the contents of the Chief Executive’s report. Executive summary 3. The Board is being updated in respect of organisational and financial matters. Delivery updates Finance Update 4. A bank-reconciled set of management accounts as at 30 November 2019 is attached at Annex A. The management accounts also include the 6-month reforecast carried out in October 2019. 5. The deficit for the period to date is £19,473 against the year to date forecast of £28,769. This represents a positive variance of £9,296 compared to the year to date forecast. Research update 6. Annex B includes an update on key external matters relevant to our work. Implications 7. The implications of decisions taken by the Board as set out in this paper are as follows: page 1 of 2 • Budget – There are no specific implications in addition to the issues referenced. • Legislation – no specific implications. • Resources – any resourcing considerations are referenced and there are no specific implications other than these. • Equality, Diversity and Inclusion – no specific implications.