Senior Leadership Team - 17 March 2026
Attendees
Ilya Zharov Head of Reviews & Policy (IZ)
Lynsay Cooper Communications Officer (LC)
Janice Carter Information Officer (JC)
Jennifer Fisher Executive Assistant (Minutes) (JLF)
Laura Duguid Finance Manager (LD)
Laura Paton Commissioner (LP)
Phil Chapman Director of Operations (PC) (Chair)
Raymond Brown Head of Investigations (RB)
Sharon Clelland Head of Legal Services (SC)
Welcome and Apologies
PC opened the meeting and welcomed attendees.
Apologies
Apologies were noted from Irina Wilkie, Head of Communications (IW) and Sharon Smit, Head of Corporate Services.
Matters proposed to be considered in private.
Attendees agreed to consider agenda items 9 - 17 in private, for the reasons set out on the agenda.
Minutes and Action Log from previous meeting
Draft Minutes
Minutes of the January 2026 meeting were approved.
Action Log
AP31: CS Performance Reports – SS to confirm ‘Annual Leave – average per person remaining’ to end January 2026.
Action: complete
Commissioner’s Update Report
Update Report
LP provided an overview of the Commissioner’s Update report circulated in advance.
In addition, LP advised that Fiona McQueen has resigned as Chair of the Scottish Police Authority (SPA) with immediate effect. Alasdair Hay will assume the role on an interim basis until a permanent replacement is appointed.
Members noted the updates provided.
Communications Update
Update Report
LC provided an overview of the Communications Update report, circulated in advance.
Strategic Review
First formatted draft scheduled for completion this week. Communications team continue to provide support as needed.
Child Friendly Complaints Handling Processes
Communications team continue to provide support as needed including scoping animation for website.
HR Portal
Post launch support remains in place.
High volume of live recruitment activity: portal performing well under increased demand. Minimal snagging identified: corrective actions have been implemented to support time efficiencies for HR Team.
Comms activity and measurement
Nine internal staff messages issued in February 2026.
Oracle Timecard emails
ACTION 32: Communication team to prepare a staff message addressing the recent Oracle timecard emails received by some staff.
PC requested that a holding message be issued to staff as an interim measure until further details are available - complete
Members noted the updates provided.
Training
Training Update Report
In the absence of the Head of Corporate Services, the training report was taken as read and accepted.
Finance
Management Accounts to end February 2026
LD provided an overview of the Management Accounts to end February 2026, highlighting the following:
Salary costs are £4k underspent year to date (YTD)
Running costs show a £63k overspend within the month, however this is offset by a £134k underspend YTD. Variances are due to higher expenditure forecast in March 2026 than initially budgeted. This will utilise the identified underspend.
Accommodation costs have increased due to higher charges for Hamilton House resulting in increased quarterly rental payments.
There is an underspend in legal fees due to delays in the Public Inquiry.
Current forecast indicates an approx. £16k underspend by year end. This has been highlighted to SG.
Budget 2026/27 confirmation letter awaited.
Other Finance matters discussed
LD confirmed that iExpenses is operating effectively, with no issues identified. RB noted that On Call payment will soon transition to a similar system.
LP asked that a staff comms is prepared reminding staff to submit all expense claims in a timely manner and before year end.
ACTION 33: Comms to prepare and issue staff message reminder to submit any expense/overtime/on call/mileage claims before month end. complete
LD advised that External Audit attended site last week to begin preparatory work ahead of the audit scheduled for September 26.
Following discussion regarding an expected underspend in the first few months of the new fiscal year (until all vacant posts are filled), it was agreed that LD will prepare an overtime budget for RB to manage as required.
ACTION 34: PC asked Heads of Department to consider any potential spending proposals ahead of the end of the fiscal year to ensure any remaining budget can be used appropriately.
Members noted the updates provided.
Policy Documents
Freedom of Information Policy
Acceptable Use of IT and Computers Policy
Adverse Weather Policy
All policies submitted for review were approved.
Any other business
Nil of note.