Senior Management Team meeting - 16 January 2024
Welcome
Minutes and Action Log from previous meeting
Commissioner
Communications
Training
Finance
Policy Documents - Amendments and Updates
Attendees
Michelle Macleod Commissioner (MM)
Phil Chapman Director of Operations (PC)
Sharon Smit Accountable Officer/Head of Corporate Services (SS)
Sharon Clelland Head of Legal Services (SC)
Ilya Zharov Head of Policy and Reviews (IZ)
Laura Duguid Finance Manager (LD)
Raymond Brown Head of Investigations (RB2)
Rhoda Braddick Communications Manager (RB) (attending via MS Teams)
Jennifer Fisher Secretariat (JLF)
1. Welcome and Apologies
Apologies
PC opened the meeting and welcomed all Senior Management Team (SMT) members.
Matters proposed to be considered in private
SMT agreed to consider agenda items 8 - 16 in private, for the reasons set out on the agenda.
2. Minutes and Action Log from previous meeting
Draft Minutes
SMT approved the minutes of the December 2023 meeting.
Action Log
There are no outstanding actions to review on the Action Log.
3. Commissioner
Update paper
MM provided a summary of the Commissioner’s update report (circulated in advance).
MM advised that the Sheku Bayoh Public Inquiry is due to reconvene on 6 February 2024. Work continues to prepare for the hearing and to review documentation ahead of Core Participant and Public disclosure.
MM and SC scheduled to meet with Counsel later today to review position statements and discuss preparations for the upcoming hearing.
PECSS Consultation
MM, PC, SS and SC continue to liaise with Scottish Government Bill Team to prepare for the introduction of the Bill.
Members noted the updates provided.
4. Communications
Update paper
RB provided a summary of the Communications update paper (circulated in advance), drawing attention to the following areas:
Website
Accessibility Audit actions now complete and signed off.
Social Media Policy
Social Media Policy revised and submitted for SMT approval (See agenda item 7)
PSD Engagement Event
Planning continues for the event scheduled to take place on 17 January 2024.
Members noted the updates provided.
5. Training
SS provided a verbal update to members with regards to a range of ongoing work within Training, drawing attention to the following areas.
Training Coordinator
Training Coordinator vacancy to be advertised ASAP.
Various mandatory training sessions arranged in coming months (i.e., FOISA training, Equality, Diversity and Inclusion, Dignity at Work etc) - All training sessions will be delivered within PIRC offices.
Members noted the update provided.
6. Finance
Management Accounts
LD provided a summary of the Management Accounts to end December 2023 (circulated in advance).
LD updated members in relation to annual budget v’s forecast position and provided additional information in relation to spending within Staff Costs, Total Running costs and additional Accommodation costs. LD advised of funding awards received to offset costs associated with Staff Costs and Public Inquiry costs.
MM advised members she was in receipt of correspondence from the Cabinet Secretary’s office, asking PIRC to support SG, where possible, in ensuring delivery of a balanced budget for 2024-2025.
Members noted the updates provided.
7. Policy Documents – Amendments and Updates
Social Media Policy
RB provided a brief overview of the Social Media Policy (circulated in advance).
Members approved the policy.
PIRC Records Management Plan
SS noted that the Records Management Plan had been previously circulated and members had provided comments / feedback asking that staff names are removed and only job titles present. SS advised that it is a legislative requirement to have specific staff named within the plan. Members noted the update and agreed to staff names being included within the Plan.
PC asked that page 9, paragraph 5 be amended to;
‘Where information is being retained longer than the retention period a senior member of the team the relevant Head of Department is required to state the reason(s) why….’
Members approved the Records Management Plan with the above amendment.
Dignity at Work Policy
SS provided a brief overview of the Dignity at Work Policy (circulated in advance).
Members approved the updated policy.
Biometric Data SOP
PC provided a brief overview of the Biometric Data SOP noting that the SOP is being introduced following implementation of the Scottish Biometrics Commissioner Act 2020 and publication of the Code of Practice on the acquisition, retention, use and destruction of biometric data for criminal justice and police purposes in Scotland.
Members approved the SOP
Travel and Subsistence Policy
SS provided a brief overview of the Travel and Subsistence Policy (circulated in advance) noting the administrative changes to reflect guidance contained within the recently approved MORR Policy.
Members approved the updated policy.
Fraud Prevention Policy
SS provided a brief overview of the Fraud Prevention Policy noting the administrative changes applied (circulated in advance).
Members approved the updated policy.