Senior Leadership Team meeting - 16 December 2025
Attendees
Phil Chapman Director of Operations (PC) (Chair)
Laura Paton Commissioner (LP)
Sharon Smit Head of Corporate Service & Accountable Officer (SS)
Ilya Zharov Head of Reviews & Policy (IZ)
Irina Wilkie Head of Communications (IW)
Janice Carter Information Officer (JC)
Neil Robertson Senior Investigator (NR)
Jennifer Fisher Executive Assistant (Minutes) (JLF)
Welcome and Apologies
PC opened the meeting and welcomed attendees.
Apologies
Apologies were noted from Sharon Clelland (Head of Legal Services) and Laura Duguid (Finance Manager).
Matters proposed to be considered in private
SLT agreed to consider agenda items 9 - 16 in private, for the reasons set out on the agenda.
Minutes and Action Log from previous meeting
Draft Minutes
Minutes of the November 2025 meeting approved.
Action Log
The current action log was reviewed - all concluded actions were removed.
Commissioner's Update Report
LP provided an overview of the Commissioner's Update Report, highlighting the following:
Criminal Justice Committee (CJC)
The Committee intends to invite PIRC and other commissioners to an evidence session in early 2026. The session is expected to focus on key outstanding issues within each commissioner’s remit and will contribute to the Committee’s legacy work in the final months of the current parliamentary session.
SPA Board Meeting
LP and PC have been invited to attend the SPA Board meeting in February 2026.
Whistleblowing – Prescribed Organisation
SG has advised the designation of PIRC as a prescribed organisation will not take place in June 2026, but likely in the next order to be made thereafter.
Victim Support Scotland
LP and SI Houliston met with Louise Adams who leads Victim Support Scotland’s service for families bereaved by crime, on 12 December. The meeting was to share insights and strengthen mutual understanding of how each organisation engages with bereaved families.
Human Rights Bill for Scotland
On 10 December, LP, IZ and SC met with members of the Bill team. The Bill team invited PIRC to explore potential approaches to fulfilling the oversight duty set out in the Bill, in order to inform policy development and assess possible cost implications. LP confirmed that PIRC will defer providing cost estimates until it is established whether the Bill (in its current format) will proceed following the Scottish Parliamentary elections in May 2026.
Child Friendly Complaints - SPSO
LP, IZ and SRO McGruer are scheduled to meet with representatives from the SPSO in January 2026 to review PIRC’s Child Friendly Complaints Handling guidance.
Members noted the updates provided.
Communications Update Report
IW provided an overview of the Communications Update report, highlighting the following:
2024/25 PIRC Annual Report
The Annual Report was published on 8 December 2025, accompanied by the successful delivery of the communication plan. Messaging was tailored for staff, stakeholders, traditional media and social media channels. The staff communication acknowledged the collective effort across the year and in compiling the report, while highlighting ongoing promotion steps. Thanks were recorded to JLF for issuing 32 personalised letters to a broad range of key stakeholders. Media coverage was limited. The media release was printed verbatim in Police Professional reaching a key target audience. Media reporting and social media activity (LinkedIn) remain ongoing with analytics being monitored.
IW noted that engagement on LinkedIn has been exceptional and expressed her appreciation to those who shared the post on their personal accounts and to their professional networks, exposing a wider audience to the PIRC Annual Report.
Advocacy Support web page
Comms team to prioritise action.
IZ queried whether there would be any benefit in arranging internal training / information session to brief staff on the Advocacy services available, and to clarify how these align with the work of Investigations and Reviews and how staff can signpost members of the public to appropriate services if/when required. IZ to progress.
HR Portal
Comms team continue to support.
Business Continuity
Comms templates required for all key groups.
Investigations
Enquiries met and prepared as required.
Reactive comms around referral from SPA under the Police Service of Scotland (Senior Officers) (Conduct) Regulations 2013, FAI, death in custody agreed.
“If asked” lines prepared for several investigations and CHRs.
LinkedIn posts
First of nine posts issued with Commissioner message.
Exceptional level of partner engagement at senior level and across Criminal Justice / Voluntary Sector.
Monthly social media metrics boosted significantly by Annual Report post (2,266 impressions).
Communications Priorities
Comms database: Migration of content is underway, including stakeholder lists, templates and related materials.
Comms actions: work is ongoing to capture all current and emerging communications actions.
Website Process: a new process is being developed for working with colleagues to ensure website content remains accurate.
Members noted the updates provided.
Training Update Report
The training update report was taken as read and accepted.
SS highlighted that PIRC have received a £7k grant from the Public Sector Cyber Upskilling Fund to support cyber training and development. The funding will be used to support 2 x AI Governance Practitioner’s courses.
Members noted the updates provided.
Management Accounts to end November 2025
SS provided a brief overview of the Management Accounts to end November 2025, highlighting the following:
Grant in Aid forecast indicates a £39k underspend, arising from vacancies and delays in the Public Inquiry. Approval has been received from SG to repurpose this underspend, with plans to allocate it to staffing costs.
Confirmation of 2026/27 Budget expected by 13 January 2026.
Members noted the updates provided.
Policy Documents
HR Portal – Application form
Members received the amended application form for review and approval via correspondence on 28 November 2025.
Members approved the Application form as circulated on 28 November 2025.
Pay Policy
SS provided overview of the changes to the Pay Policy (December 2025) noting the amendments provide clearer guidance to staff and removed reference to COVID 19
LP requested that reference to European law on page 3 of the policy was removed.
Members approved the policy subject to the above amendment being made.
Maternity, Paternity and Adoption Leave Policy
SS provided overview of the changes to the Maternity, Paternity and Adoption Leave Policy (December 2025) noting the amendments provide clearer guidance to staff and to comply with legislation.
LP requested that reference to e-HR on page 5 of the policy was removed.
Members approved the policy subject to the above amendment being made.
Human Rights Advisory Group – briefing paper
SS provided a brief overview of the PIRC Human Rights Advisory Group (HRAG) proposal, drawing attention to the two comments included within it;
HRAG – this is a working title for the group and any other suggestions would be welcome
Responsibility for meeting secretariat support
Members did not approve the proposal at this time.
Recruitment and Selection Policy
SS provided overview of the changes to the Recruitment and Selection Policy (December 2025) noting the amendments provide clearer guidance to staff
IZ requested an extension to allow additional time to review and provide feedback.
Members approved the policy after consideration of feedback to be provided by IZ.
NB: should the feedback be substantial, the policy will be recirculated to SLT for further review.
Menopause Policy
SS provided overview of the changes to the Menopause Policy (December 2025) noting the amendments provide clearer guidance to staff.
Members approved the policy as circulated.
Leave Allowances Policy
SS provided overview of the changes to the Leave Allowances Policy (December 2025) noting the amendments provide clearer guidance to staff.
Members approved the policy as circulated.
Any other business
Nil of note.