Senior Management Team meeting - 18 June 2024
- 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)
Sharon Smit, Accountable Officer/Head of Corporate Services (SS)
Sharon Clelland, Head of Legal Services (SC)
Ilya Zharov, Head of Policy and Reviews (IZ)
Irina Wilkie, Communications Manager (IW)
Laura Duguid, Finance Manger (LD)
Raymond Brown, Head of Investigations (RB)
Jennifer Fisher, Secretariat (JLF)
1. Welcome and Apologies
1.1 Apologies
MM opened the meeting and welcomed all Senior Management Team (SMT) members.
Apologies were noted from Sharon Clelland, Head of Legal Services.
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 May 2024 meeting.
2.2 Action Log
2023/24: AP11 – SMT / Staff Q&A Session(s) – dates to be identified
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 (Race) is due to reconvene tomorrow, 19 June 2024, and will sit until 3 July 2024.
Commissioner is scheduled to attend the Inquiry on 20 June to provide oral evidence. No other PIRC staff (current nor former) are cited to attend this hearing.
MM and SC continue to engage with Senior and Junior Counsel to review position statements and discuss preparations for forthcoming hearings.
Work continues to review vast number of disclosures and consider/propose redactions ahead of Core Participant and Public disclosure.
Civil Case
Court of Session hearing sitting today, 18 June - Gerry Moynihan KC, representing PIRC. Further update will be provided when available.
Members noted the updates provided.
4. Communications
4.1 Update paper
IW provided a summary of the Communications update paper (circulated in advance), highlighting the following:
Annual Report 2023-2024: Timetable
Annual Report progressing – departmental returns are due to be returned to IW by 19 June.
IW meeting with MM on 25 June to review and approve draft text following which, a draft report will be shared with Sponsor Team and AAC Members (for comment only).
IW continues to liaise with publishers regarding design options.
Internal Communications/Staff messages to be issued
- Oracle Cloud progress: timeline/staff actions/ support
- Staff Survey 2023 progress and launch of 2024 survey
2020 SEPA cyber attack seminar
IW advised she had attended the above online seminar and will share learning with the Business Continuity Group.
Members noted the updates provided.
5. Policy Documents – Amendments and Updates
5.1. Health and Safety Policy
SS provided members with a summary of the amendments made to the Health and Safety policy (circulated in advance), highlighting that all staff are now required to undertake Fire Warden e-learning
Members approved the policy.
5.2. Media Policy
IW provided members with a summary of the amendments made to the Media policy (circulated in advance), highlighting that the changes ensure staff are equipped to appropriately handle media approaches.
Members approved the policy.
5.3. Fire Emergency Evacuation Plan (FEEP)
SS provided members with an overview of the Fire Emergency Evacuation Plans for Hamilton and Bothwell House offices. SS advised that the plans will be issued to the Fire Warden’s, published to the PIRC intranet, and displayed on each office noticeboard.
Members noted the plans.
5.4. Volunteering Policy
SS provided members with a summary of the amendments made to the Volunteering policy (circulated in advance), highlighting that changes provided staff with clearer guidance and links to existing policy documents.
Members approved the policy.
6. Training
SS provided a summary of the Training report for June 2024 (circulated in advance), highlighting the training concluded YTD and planned for the remainder of the year. SS noted that the Annual Training Plan was now published on the PIRC intranet.
SS advised she had attended a joint Ombudsman Networking Event at IOPC offices in Birmingham the previous week – SS will provide further feedback at a later date.
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 May 2024 (circulated in advance). LD highlighted the following
- Grant in Aid overspend £37k
- Staffing Costs underspend £21k due to vacancies and delays in recruitment.
- Running Costs overspend £23k due to Legal invoices relevant to the Public Inquiry
Members noted the updates provided.
8. Any other business
Nil of note.