Source · Select Committees · Public Accounts Committee
Recommendation 28
28
Acknowledged
Insufficient information on costs and decant options hinders Parliament's strategic decisions.
Conclusion
In 2020, the NAO reported that to reduce the likelihood of previous decisions being reopened, decisions should be based on the best available evidence, be transparent and make clear the cost and timing implications of alternatives.67 We challenged the witnesses on the extent and depth of information that would be available for Parliament decide on which strategic option to take forward at the end of 2023. They recognised how parliamentarians may find it hard to make early strategic decisions without details on the cost and time for different options.68 From the responses given, we remain unclear that the information provided, including on where the Houses could move to during the works, will be sufficient for Parliament to make a decision on which option to develop into a business case.69 In terms of decant options, the Chief Executive of the Delivery Authority agreed that there were significant risks around developing decant options, and that Members would need clarity on these to engage fully with the programme. The wide range of options being considered to undertake the work would each impact the temporary accommodation differently. Decisions on the decant accommodation would soon become part of the critical path.70 Legal responsibilities of the Clerk to the Commons and Clerk to Parliament
Government Response Summary
The government acknowledges the committee's concern regarding information sufficiency, detailing ongoing efforts such as quarterly reports, published meeting minutes, an information hub, and a comprehensive engagement plan to keep Members informed leading up to strategic decisions.
Government Response
Acknowledged
HM Government
Acknowledged
The Clerk of the House, Clerk of the Parliaments, and Client Team agree with the Committee’s recommendations. First bullet – annual performance report Previous commitments made to the Committee are already being fulfilled and, specifically, the first R&R annual progress report from the House Administrations is due to be published before summer recess 2023. In addition to the annual progress report, the Programme publishes quarterly reports providing updates on the Programme and setting out progress against key milestones. The latest quarterly report was published on the R&R Programme Board’s website in June. The R&R Client and Programme Boards also publish meeting agendas, and the Formal Minutes for each meeting, on their respective websites, for transparency purposes. The Clerk of the House and the Clerk of the Parliaments have previously committed to publishing the outcomes of any future work by the Independent Advice and Assurance Panel (IAAP) which they commission, subject to the agreement of the Commissions acting as the Client Board. The first IAAP report was published in June 2022 as an appendix to the Joint Commissions’ Report Restoration and Renewal of the Palace of Westminster – a new mandate. The latest IAAP report, undertaken in February, was published on the Programme Board’s website in June 2023. Second bullet – improving Member engagement Improving Member, and wider internal, engagement has been a priority for the new R&R Client Team with new senior resource put in place to manage this aspect of the programme and close collaboration with in-house teams. Since the transfer of accountability for R&R to the Clerks in January 2023, the following engagement activities have taken place: • Domestic Committees and relevant Select Committees in both Houses were engaged on the emerging options in February • Awareness raising stands were held in both Portcullis House and the Palace in March, April and from June to July • House and Members’ staff focus groups, and 1:1 interviews with Members, focusing on the impacts and benefits of the options, were undertaken in May • Engagement with Party Groups is ongoing. In line with commitments made, Members have been communicated with directly following the first meeting of the R&R Client Board, in advance of the motion to appoint the R&R Programme Board and to alert them to the engagement stands. Members were also notified directly of the publication of both the Quarterly Report for R&R and the IAAP report in June. Members will continue to be alerted to key decisions and publications in the future. A Restoration and Renewal information hub is in place on the parliamentary intranet site. A comprehensive engagement plan, agreed by the R&R Programme Board, is also in place for the remainder of 2023 and leading up to the initial vote on a strategic case. The plan seeks to ensure regular internal engagement with Members and other passholders. A separate plan addresses external engagement. At all times Members will be made aware of the level of detail available in this phase of the Programme. Ranges, referencing current figures, will continue to be expressed to help manage expectations.