Our business

• Welcome and Apologies

• Minutes and Action Log from previous meeting

• Commissioner

• Communications

• Policy Documents – Amendments and Updates

• Training

• Finance

• Any other business

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 Manger (LD)
Raymond Brown Head of Investigations (RB)
Ruth McCallum Secretariat (RM)

1. Welcome and apologies

1.1 Apologies
PC opened the meeting and welcomed all Senior Management Team (SMT) members.

Apologies were noted from Irina Wilkie, Communications Manager and Jennifer Fisher, Secretariat

1.2 Matters proposed to be considered in private.
SMT agreed to consider agenda items 9-17 in private, for the reasons set out on the agenda.

2. Minutes and Action Log from previous meeting

2.1 Draft Minutes
SMT approved the minutes of the June 2024 meeting.

2.2 Action Log
2023/24: AP11 – SMT / Staff Q&A Session(s) – dates to be identified
ACTION : ONGOING
2023/24: AP1 – IZ/Hate Crime Act – update report for AAC meeting
Action:  Ongoing

3. Commissioner

3.1 Update paper
MM provided a summary of the Commissioner’s update report (circulated in advance).

Sheku Bayoh Public Inquiry (SBPI)
MM advised that Hearing 7 (Training ) is scheduled to begin on 24 September 2024.

Further questions received from PI on aspect of training.  MM working on supplementary statement.

Oral Closing Submissions are due to be heard in December 2024 - John Scullion KC will represent PIRC. MM and SC continue to liaise with Counsel to prepare closing submissions.

Civil Case
Hearing held on 18 June 2024 - Permission for the pursuer to appeal to the Court of Session was refused. This concludes proceedings for this case.

PIRC has been awarded judicial expenses: Anderson Strathearn will arrange for an account to be prepared for all hearings attended for this case (Sheriff Court, Sheriff Appeal Court and Court of Session).

PECS Bill
Meeting with Bill team scheduled for 7 August 2024.  Stage 1 report received form Criminal Justice Committee. MM will respond to their report and comment on recommendations for PIRC.  MM to have an internal meeting prior to 7 August meeting.

Members noted the updates provided.

4. Communications

4.1 Update paper
IW had provided a summary of the Communications update paper (circulated in advance), which highlighted the following:

Annual Report 2023-2024: Timetable
Draft Annual Report shared with Sponsor Team and AAC Members for comments by 29th July 2024.  IW speaking to SPA regarding imagery and graphics.  Final accounts figures to be agreed.

Internal Communications / Staff messages to be issued
- Oracle Cloud progress: timeline / staff actions / support
- Staff Survey 2023 launched and progress messages ongoing

Members noted the updates provided.

5. Policy Documents – Amendments and Updates

5.1. Acceptable Use of IT and Computers Policy
SS provided members with a summary of the amendments made to the Acceptable Use of IT and Computers policy (circulated in advance) highlighting that policy had been updated to reflect hybrid working and the legislation reinforcing cyber guidance.

Members approved the policy.

5.2. Whistleblowing Policy
This policy was withdrawn for further review.

5.3. Performance Management Policy
SS provided members with summary of the designation amendments made to the  Performance Management policy (circulated in advance).  

Members approved the policy.

5.4. Probation Guidance
SS provided members with a summary of the amendments made to the Probation Guidance (circulated in advance), highlighting the updated PIRC Strategic Priorities and designation changes.

Members approved the policy.

6. Training

SS provided a summary of the Training report for June 2024 (circulated in advance).

Members noted the update provided.

7. Finance

7.1. Management Accounts to April 2024
LD provided members with a summary of the Management Accounts to end June 2024 (circulated in advance). LD highlighted the following :

• Grant in Aid underspend £71k  due to vacancies

• Staffing Costs underspend £25k due to vacancies and delays in recruitment.

• Running Costs overspend £6k due to IT Support costs not being invoiced yet (SG Connect charges) and PR Manager platform costs not being through yet.

Members noted the updates provided.

8. Any other business

Nil of note.

Meeting closed at 1009 hrs.
END