Our business

• Welcome and Apologies 
• PIRC Social Impact Pledge
• Minutes and Action Log from previous meeting
• Commissioner
• Communications
• Policy documents
• Training
• Finance
• Any other business

Attendees
Michelle Macleod Commissioner (MM) (Chair)
Amanda Black Principal Solicitor (AB) observer
Diane Grant Investigator (DG) agenda item 2 only
Ilya Zharov Head of Reviews and Policy (IZ)
Jennifer Fisher Secretariat (JLF)
Laura Duguid Finance Manger (LD)
Lynsay Cooper Communications Officer (LC)
Raymond Brown Head of Investigations (RB)
Sharon Clelland Head of Legal Services (SC)
Sharon Smit Accountable Officer/Head of Corporate Services (SS)
Steven Brock Investigator (SB) agenda item 2 only
Steven Ross Information Coordinator (SR) agenda item 10 only

Welcome and Apologies

Apologies
MM opened the meeting and welcomed all Senior Management Team (SMT) members as well as Amanda Black, Principal Solicitor (AB), Lynsay Cooper, Communications Officer (LC), Diane Grant, Investigator (DG) and Steven Brock, Investigator (SB).

Apologies were noted from Phil Chapman, Director of Operations (PC) and Irina Wilkie, Communications Manger (IW).

Matters proposed to be considered in private.
SMT agreed to consider agenda items 10 - 19 in private, for the reasons set out on the agenda.

PIRC Social Impact Pledge

DG and SB presented members with an overview of the Scottish Government’s Social Impact Pledge initiative and asked members to support PIRC’s participation in the scheme.

MM confirmed PIRC support and thanked DG and SB for the work undertaken to date. MM asked that dates of upcoming events were shared with departmental heads in order to allow managers to identify additional staff to attend / support upcoming events.

Additional information about the Social Impact Pledge can be found here: Social Impact Pledge — Communities Channel Scotland

Minutes and Action Log from previous meeting

Draft Minutes
SMT approved the minutes of the October  2024 meeting.

Action Log
2024/25: AP3 – RB/SC to review Investigations MOU
Action: ONGOING
SC advised that the PIRC Investigations MOU is being reviewed by Police Scotland (PSoS). Further update will be provided when available.

2024/25: AP8 – Prepare briefing for SMT consideration (signpost readers to sources of support)
Action:  ONGOING
LC advised that Comms team were progressing and a briefing would be provided to SMT when available.

2024/25: AP9 – Review PIRC Equality Strategy Document and provide feedback to SS by 1 November 2024.
Action: COMPLETE

2024/25: AP10 – Circulate SMT festive period working schedule
Action: COMPLETE

Commissioner

Update paper
MM provided a summary of the Commissioner’s update report (circulated in advance), highlighting the following:

Sheku Bayoh Public Inquiry (SBPI)
A revised timetable was issued to Core Participants on 11 November.

MM and SC continue to liaise with Counsel to prepare written submissions ahead of closing submissions being presented to the Inquiry in late January 2025.

Police (Ethics, Conduct and Scrutiny) (Scotland) Bill (PECSS BILL)
MM advised that the bill is currently in stage 3 (final changes and vote). A deadline for amendments will be added when the stage 3 meeting date is agreed. Further updates will be provided when available.

Members noted the update provided.

Communications

Update paper
LC provided a summary of the Communications update report (circulated in advance), highlighting the following:

Annual Report 2023-2024
Annual Report will be laid in Parliament on 19 November 2024. 
A Staff Message and social media posts will be shared highlighting this.

Learning Point
Edition will be published in December 2024.

PIRC / PSD Liaison Event
Event will now be held on 13 December 2024.

Oracle Cloud – Staff Communications
Emails continue to support identified messaging; Oracle reporting, expenses claims processes and annual leave year advice / instructions.

HR Portal 
Comms staff met with The Union (web developers) to discuss project. Further meetings to be scheduled to review timescales and associated costs.

Members noted the update provided.

Policy Documents

Hybrid Working Policy
SS provided a summary of the changes made to the PIRC Hybrid Working Policy (circulated in advance).

The amendments remove reference to COVID19 restrictions, provide clearer guidance to staff and increase staff awareness of IT security requirements.

IZ advised that page 6, paragraph 3 should be amended to read, “if you have a PIRC issued mobile phone……”. SS agreed to make the amendment.

Members approved the policy subject to the above amendment.

Training

Training Update
SS provided a summary of the Training report for November 2024 (circulated in advance) highlighting the following;

SS advised that Training Coordinator Hazel Wyper, Senior Investigator Houliston and DSI Duncan had met with Detective Inspector Carswell, Head of Detective Training at Police College, to discuss PIRC staff attending PSoS training courses throughout 2025/2026. Further updates will be provided within the training reports to SMT.

Members noted the updates provided.

Finance

Management Accounts
LD provided members with a summary of the Management Accounts to the end of October 2024 (circulated in advance), highlighting the following:

• Staff costs approx. £32k under spent, due to vacancies and delays in filling posts.
• Running costs approx. £30k under spent, due to invoicing delays with legal costs associated with the Public Inquiry.
• LD advised members that the impact of changes to Employer’s National Insurance contributions will costs PIRC approx. £101k in year 1.
• LD advised that she awaits confirmation of the 2025/26 Budget Allocation.

Members noted the updates provided.

Any other business

Nil of note.