Senior Management Team meeting - 19 December 2023
Welcome
Minutes and Action Log from previous meeting
Commissioner
Communications
Training
Finance
Policy Documents - Amendments and Updates
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 November 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 and SS advised that the 2022-2023 Annual Report will be laid in Parliament today (19 December 2023), following approval by the Justice Secretary.
PECSS Consultation
MM advised that a formal response to the PECSS Bill – Call for Views, was submitted on 6 December 2023.
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
Privacy Notices now uploaded to website – existing staff notice retained and will be replaced when further guidance is provided by SC.
Web Development Group met to review ongoing training and to review continuous improvement options.
Social Media Policy
Policy continues to be reviewed – useful feedback received and applied to document.
Proposed to bring Policy to the January 2024 SMT meeting for approval.
PSD Engagement Event
Planning continues for the event scheduled to take place on 17 January 2024.
Annual Report
Media release prepared and will be distributed accordingly.
Staff Message will be issued once Report has been laid in Parliament.
Learning Point
LP issued end of November 2023 to approx. 70 contacts.
Discussions continue with PSoS Communications staff in relation to wider distribution of LP.
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 SPoC’s
SS advised she has met with identified SPoC’s on two occasions since the November SMT meeting. The group reviewed outstanding actions from the recently concluded internal audit and undertook a review of the current training paperwork and processes.
Further meetings are scheduled for 2024 to progress matters.
Training Coordinator vacancy will be advertised in January 2024.
Members noted the update provided.
6. Finance
Management Accounts
LD provided a summary of the Management Accounts to end November 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 noted that increased electricity costs have been highlighted to SG.
SS advised that the 2024 - 2025 budget will be announced later today (19 December 2023). A further update will be provided when available.
Members noted the updates provided.
7. Policy Documents – Amendments and Updates
Staff Vetting Levels – Briefing Paper
SS provided a summary of the Staff Vetting Levels - Briefing Paper (circulated in advance).
The paper was updated to reflect feedback from SMT and will be used to form a Vetting Policy document which will be circulated for formal approval at a future SMT.
SS advised that changes to vetting levels would be made with immediate effect for all new appointments and upon renewal for current staff.
Further discussion took place in relation to the Security Clearance level for the Commissioner. MM agreed to discuss matters with SG Sponsorship Team and Director for Safer Communities.
PC asked that the two Investigators undertaking RIPSA SPoC roles are identified within the policy as ‘RIPSA Co-ordinators’.
Subject to the above points, members approved the briefing paper.
SS to provide Vetting Policy for approval at future SMT meeting.
Pay Policy
SS provided a brief overview of the summary of changes made to the Pay Policy (circulated in advance). SS highlighted that the Pay Policy is a 2-year policy covering the period up to March 2025.
SS advised that Prospect Union are supportive of the policy.
Members approved the updated policy.
Finance Manual
SS provided a brief overview of the administrative changes made to the Finance Manual (circulated in advance).
Members approved the updated policy.