Our business

• Welcome and Apologies
• Minutes and Action Log from previous meeting
• Terms of Reference – Annual Review
• Acting Commissioner’s update
• Corporate Communications update
• Policy documents
• HR Proposals
• Training
• Finance
• Any other business

Attendees
Amanda Black Principal Solicitor (AB)
Ilya Zharov Head of Reviews and Policy (IZ)
Irina Wilkie Head of Corporate Communications (IW)
Janice Carter Information Officer (JC) (agenda item 10 only)
Jennifer Fisher Secretariat (JLF)
Laura Duguid Finance Manager (LD)
Laura Paton Commissioner (LP)
Phil Chapman Director of Operation (PC) (Chair)
Raymond Brown Head of Investigations (RB)
Sharon Smit Acting Commissioner (SS)

Welcome and Apologies

PC opened the meeting and welcomed all Senior Leadership Team (SLT) members.

Apologies
Apologies were noted from Sharon Clelland, Head of Legal Services.

Matters proposed to be considered in private.
SLT agreed to consider agenda items 10-19 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 March 2025 meeting.

Action Log
AP3 – RB/SC to review Investigations Memorandum of Understanding (MoU).
Update: 22 April 2025 – PC advised he had discussed the revised PIRC/Police Scotland (PSoS) MoU with Chief Superintendent Harrison and noted that PSoS are content with the revisions made. PC has highlighted to PSoS that additional revisions may be required in respect of PIRC access to Police systems  and Body Worn Video (PSoS will consider and revert) - further update will be provided when available.
Action: ongoing

Terms of Reference – Annual Review

SLT approved the Terms of Reference document.

Acting Commissioner’s Update Report – March 2025

Update Report
SS provided a summary of the Acting Commissioner’s update report (circulated in advance).

Members noted the update provided.

Corporate Communications update

Update Report
IW provided a summary of the Corporate Communications update report (circulated in advance), highlighting the following areas

• Strategic Review
  IW/Brian Thomas, Crime and Performance Analyst (BT) progressing with communications plan to support the Strategic Review. 

• PIRC Risk Register
  Communications team will contribute to the review of mitigations/controls.
  

• PIRC/PSD liaison event
  Rescheduled for September 2025 – updates will be provided when available / as planning progresses.
   

• Child Friendly Complaints Handling Processes (CFCHP)
  IW to progress with SRO McGruer on return from leave (30 April 2025).
  

• Annual Report
  IW/ SS reviewing/refining process
  

• Media Enquiries
  Media lines agreed with COPFS in respect of Op Tallavey.
  

• Digital Accessibility Training
  SG led training session scheduled for Thursday 24 April 2025.

Members noted the updates provided.

Policy Documents

PIRC Fraud Prevention Policy – April 2025
SS provided a summary of the changes to the PIRC Fraud Prevention policy (April 2025), (circulated in advance). Members approved the policy.

PIRC Code of Conduct
Members were issued with the PIRC Code of Conduct policy via email on 21 March 2025. Members approved the policy via correspondence, out with the formal meeting structure.

PIRC Attendance management policy
Members were issued with the PIRC Attendance Management policy via email on 21 March 2025. Members approved the policy via correspondence, out with the formal meeting structure.

PIRC Flexi Time Policy
SS provided a summary of the changes to the PIRC Flexi Time policy (circulated in advance).

IZ requested additional time to consider the policy amendments. IZ agreed to provide any further amendments / comments to SS by Tuesday 29 April 2025.

PIRC Overtime/On call policy
SS provided a summary of the changes to the PIRC Overtime / On Call Policy (circulated in advance).
Members approved the policy.

PIRC Environmental policy
SS provided a summary of the changes to the PIRC Fraud Prevention Police (April 2025) (circulated in advance).
Members approved the policy.

Training

Training Report
SS provided an overview of the Training report for March/April 2025 (circulated in advance).

SS noted that SI Houliston and Training Coordinator Wyper had attended Police College Tulliallan to meet with the Head of Detective Training. The visit was positive with confirmation of a variety of courses available to PIRC staff to attend. Further update(s) will be provided as available.

Members noted the update provided.

Finance

Management Accounts to end March 2025
LD advised members that the draft management accounts were being prepared and accounts reconciled. LD noted that the accounts would be shared with members when available.

LD further advised that the interim stages of the external Audit had commenced. LD highlighted that both the Oracle and SEAS systems would be inspected as part of the external audit for 2024/25.
 
Members noted the updates provided.

Any other business
Nil of note.