Our business

• Welcome and Apologies
• Minutes and Action Log from previous meeting
• Commissioner
• Communications
• Policy documents
• Training
• Management Accounts
• Any other business

Attendees 
Phil Chapman Director of Operations (PC) (Chair) 
Michelle Macleod Commissioner (MM) 
Sharon Clelland Head of Legal Services (SC) 
Sharon Smit Accountable Officer/Head of Corporate Services (SS) 
Ilya Zharov Head of Reviews and Policy (IZ) 
Irina Wilkie Head of Communications (IW) 
Laura Duguid Finance Manger (LD) 
Steven Carr Senior Investigator (SC) 
Janice Carter Information Officer (JC) agenda item 9 only 
Jennifer Fisher Secretariat (JLF) 

Welcome and Apologies 

Apologies 
PC opened the meeting and welcomed all in attendance. 
Apologies were noted from Raymond Brown, Head of Investigations. 

Matters proposed to be considered in private. 
SLT agreed to consider agenda items 9 - 18 in private, for the reasons set out on the agenda. 

Minutes and Action Log from previous meeting 

Draft Minutes 
SLT approved the minutes of the December 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 SLT consideration (signpost readers to sources of 
support) 
Action: concluded

IW advised that Operational Admin were compiling a list of appropriate agencies to signpost readers, if required. The list will be published to the PIRC website when available. 

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 14 January 2025. 

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

MM and SC are scheduled to meet with Counsel to prepare a response to correspondence received from the Deputy First Minister, in respect of the request from the families of Sheku Bayoh to extend the Inquiry’s terms of reference. 

Police (Ethics, Conduct and Scrutiny) (Scotland) Bill (PECSS BILL) 
MM advised that the Stage 3 debate concluded on 15 January 2025. Royal ascent is required for the Bill to become an Act. The Official Report of the Parliamentary debate is available from the Scottish Government website. 

CAAPD Report template 
MM advised that staff awareness sessions (for Investigations staff) have been scheduled for 27-30 January 2025. The awareness sessions will provide an update to staff in relation to amended processes to follow when investigating and reporting criminal allegations, consideration of the Lord Advocates References in relation to corroboration (de recenti), Child Friendly Complaint Handling procedures, the reporting requirements in relation to the Hate Crime and Public Order (Scotland) Act 2021, identification and recording of protected characteristics, and learning gained from SBPI in relation to race. 

Criminal Justice Committee – 15 January 2025 
MM, PC and SS attended the Criminal Justice Committee meeting on 15 January 2025 to speak to the committee about the PIRC Annual Report and Accounts 2023/2024. The official report of the committee meeting is available from the Scottish Government 
website. 
Members noted the updates provided. 

Communications 

Update paper 
IW provided a summary of the Communications update report (circulated in advance), highlighting the following: 
Strategic Review 
Inaugural Subject Matter Expert (SME) engagement session held on 14 January 2025. Feedback captured initial themes for group consideration. A communications plan will be developed with supporting staff communications issued. 
Business Plan 
Work continues to progress matters in respect of the PIRC Business Plan. 
HR Portal 
Work continues to progress matters in respect of a bespoke PIRC HR Portal. 
NCARU Audit 
Work continues to progress external communications to highlight progress against implementation of recommendations contained within the concluded audit. 
CHR Animation 
Work continues to finalise the CHR animation. It is hoped that AI voice overlay will be concluded ahead of 5 February 2025. 
Child Friendly Guidance 
A briefing paper will be submitted to the SLT in February 2025 for consideration. 
Business Continuity 
Scenario scheduled for January 2025 and revisiting planning to ensure resilient and relevant. IW to attend ‘Resilient Scotland’ Annual Conference in Edinburgh on 25 February 2025. 
Members noted the update provided. 

Policy Documents 

Pay Policy 
SS provided a summary of the changes made to the PIRC Pay Policy (circulated in advance). 
Members approved the policy as amended. 

Attendance Management Policy 
Code of Conduct 
SS advised that a small number of amendments were required to the Attendance Management policy and Code of Conduct for Employees document as circulated. Both policies will be amended and re-circulated to members for approval, via correspondence. 

Training 

Training Update 
SS provided a summary of the Training update report (circulated in advance). SS advised that Hazel Wyper, Training Coordinator (HW) will attend the February 2025 SLT meeting to provide members with an update to implementing an Individual Training Plan for each staff member. Responsibility for completing the Individual Training Plan would fall to the staff member to complete and submit at the end of each year. 

SS reminded members that if staff are unable to attend ‘mandatory’ training sessions on the dates offered, they are required to advise the person delivering the training, as a matter of professional courtesy. Currently, 15 staff have not yet booked to attend Data Protection / Cyber Security training sessions with Janice Carter, Information Officer. 
Members noted the updates provided. 

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

• GiA cash drawn down is £188k less than budget due to vacancies (currently in the process of being filled) and budgeting phasing in running costs. 
• Staff costs are £314k under spent due to delays in filling posts along with vacancies arising within the year. These are non-recurring savings. 
• Running costs are £70k over spent, due to legal costs associated with the Public Inquiry and the civil case, offset by underspends caused by budget phasing e.g. 
  invoices previously delayed due to Oracle implementation paid in November 2024 (however budgeted in other months) 
• Budgeting forecast submitted 20 January 2025 notifying SG of approx. £43k underspend by year end.

Members noted the updates provided. 

8. Any other business

Nil of note.