Senior Management Team meeting - 21 November 2023
- Welcome
- Minutes and Action Log from previous meeting
- Commissioner
- Communications
- Policy Documents – Amendments and Updates – for approval
- Finance
- Policy Documents - Amendments and Updates – for approval / to note
- PECCS Consultation
- Any other business
1. Welcome and Apologies
Apologies
MM opened the meeting and welcomed all Senior Management Team (SMT) members.
Apologies were noted from Phil Chapman, Director of Operations.
Matters proposed to be considered in private
SMT agreed to consider agenda items 9-16 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 October 2023 meeting.
Action Log
AP6 2023/24 - Complete
RB – To issue staff message re use of gender pronouns to all staff.
AP7 2023/24 – Complete
SS - Reports issued to all Heads of Department / Managers. Reports will be issued monthly, highlighting high balances.
AP8 2023/24 – Complete
SS – Updated Staff Survey Action Plan to be circulated to SMT. Members asked to provide feedback / comments on actions within own department. Item to be added to SMT agenda.
Members noted the updates provided.
3. Commissioner
Update paper
MM provided a summary of the update report (circulated in advance).
Members noted the update provided.
4. Communications
Update paper
RB provided a summary of the Communications update paper (circulated in advance), drawing attention to the following areas:
Website
Web Development Group scheduled to meet 30 November 2023 - This is the first meeting of the group post-launch. This will be an opportunity to brief the group on where PIRC are now, discuss any continuous improvement and how this will be achieved, feedback on the Content Management System and review / discuss feedback received from customers etc.
Social Media Policy
RB advised that the Social Media policy is scheduled for review in December 2023. RB is liaising with Technical Investigator Newman in relation to section 7 of the policy, ‘Use of Social Media as an Investigative tool’, a further update will be provided when available.
Annual Report
RB reviewing some additional statistical chart options for Reviews.
Learning Point
RB advised that LP will be published and distributed prior to the end of November 2023.
Media Enquiry
Discussion took place regarding a media enquiry in relation to statistical data provided to the Scottish Police Authority Complaints and Conduct Committee (SPA CCC). Work continues to progress a response. A further update will be provided when available.
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.
SS advised that Hazel Wyper, Corporate Services Administrator, will oversee administrative functions in the absence of the Training Coordinator.
Training SPOC’s
SS advised she is scheduled to meet with Training SPCO’s on 29 November to review responsibilities of Training SPOC’s / Coordinators, future training requirements and to review any outstanding actions from the recently concluded internal audit.
Equality, Diversity and Inclusion training delivery
SS advised she is scheduled to meet with staff who had noted interest in assisting with delivering organisational-wide EDI training.
6. Finance
Management Accounts
LD provided a summary of the Management Accounts to end October 2023 (circulated in advance).
LD updated SMT in relation to annual budget v’s forecast position and provided members with additional information in relation to spending within Staffing and Total Running costs.
SS further advised that a 2024-25 forecast was submitted to SG which included a Business Case containing speculative figures for taking on Article 5 referrals and investigations (as of 1 April 2024). A further update will be provided when available.
Members noted the updates provided.
7. Policy Documents – Amendments and Updates
MORR Policy
SS provided overview of the summary of changes made to the MORR policy, highlighting the revision to Driver Risk Assessment forms.
RB2 advised that Irene Sutherland, Corporate Services Manager, will facilitate Driver Risk Assessment briefing sessions with all Authorised Drivers.
Members approved the updated policy.
Freedom of Information Policy
SS provided a brief overview of the summary of changes made to the Freedom of Information policy.
Members approved the updated policy.
Data Protection Policy
SS provided a brief overview of the summary of changes made to the Data Protection policy.
Members approved the updated policy.
MS Teams Recording Policy
SS provided a brief overview of MS Teams Recording policy highlighting that employees must not make use of the recording facility within MS Teams other than to record training events for content, with prior approval from a member of the SMT.
Members approved the updated policy.
Records Management Policy
SS provided a brief overview of the summary of changes made to the Records Management policy.
Members approved the updated policy.
Procurement Manual
SS advised of updates to the Procurement Manual (update to job titles) and advised that all practices and authorisation limits remain as previously detailed.
Members noted the updates to the Procurement Manual.
Maternity, Paternity and Adoption Policy
SS provided an overview of the summary of changes made to the Maternity, Paternity and Adoption policy.
Members approved the updated policy.
8. PECS Bill Consultation
MM advised that on the 26 September 2023, the Scottish Parliament Criminal Justice Committee published a ‘call for views’ on the Police (Ethics, Conduct and Scrutiny) (Scotland) Bill (PECS Bill).
MM and SC have prepared a draft response which will be shared with members for comment / observation, prior to submission.
MM asked that all feedback be returned by close of business on 27 November 2023.