Senior Leadership Team - 18 August 2026
Attendees:
Ilya Zharov Head of Reviews & Policy (IZ)
Irina Wilkie Head of Communications (IW)
Janice Carter Information Officer (JC) (agenda item 9 only)
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)
Welcome and Apologies
PC opened the meeting and welcomed attendees.
Apologies
Apologies were noted from Sharon Smit, Head of Corporate Services (Accountable Officer).
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 July 2026 meeting were approved.
Action Log
The SLT action log was reviewed; five actions remain ongoing
AP1: Develop guidance for staff attending court.
Action: ONGOING – to be completed by end October 2026.
AP2: Review 2026 staff survey questionnaire (as shared at the May 2026 SLT) and provide feedback to SS.
Action: ONGOING – to be completed by end September 2026.
AP5: IZ to prepare paper to PC – Operation Glade and systemic failures to address backlog of complaints.
Action: ONGOING – to be completed by end September 2026.
AP8: Review proposal circulated by SS on 10 August 2026 – change in how risk is managed – feedback to be provided by 25 August 2026.
Action: ONGOING
AP9: Members are required to complete the Inclusive Leadership module, which was issued by SS via email on 10 August 2026.
Action: ONGOING
Commissioner’s Update Report
Update Report
Sheku Bayoh Public Inquiry – amended timetable for closing submissions
PIRC’s draft closing submissions were submitted to the Inquiry on 14 August 2026. A two-week period will now follow before PIRC receives the draft closing submissions of other Core Participants for review.
To support this piece of work, protected time has been scheduled in LP and AB’s diaries throughout September to enable consideration of the draft submissions.
PIRC Discrimination Guidelines
Amended Discrimination Guidelines were published on 13 August 2026. A staff communication will be issued shortly to support staff awareness and implementation of the amended guidance.
LP advised that the Guidelines would remain under ongoing review and will be updated as required to reflect operational needs, best practice and any relevant legislative or policy developments.
Criminal Justice Committee engagement
LP is scheduled to meet with the Criminal Justice Committee Clerk on 20 August 2026. The meeting will provide an opportunity to establish and strengthen working relationships with the Clerk, who is new to the role, and to support ongoing engagement between PIRC and the Committee.
Members noted the updates provided.
Communications Update
Update Report
IW provided an overview of the Communications Update report, circulated in advance.
IW reported that July had been a productive month, with a significant volume of communications activity delivered across strategic and operational priorities (delivery of communications supporting the UNCRC programme and the publication of the PIRC Strategic Review, Strategic Plan and Annual Business Plan, alongside ongoing support to Corporate Services and Investigations).
IW reported continued growth in PIRC’s social media presence, with overall performance showing a 76% increase in impressions, an engagement rate of 5.4% and an increase of 80 followers, bringing the total audience to 1,180 followers.
LP advised she had received extremely positive feedback from colleagues at the Scottish Police Authority regarding the recent work undertaken on PIRC’s Social Media channels. The feedback recognised the quality of content being produced and increased visibility of PIRC’s work.
Members noted the updates provided.
Training Update Report
The Training report was circulated with the papers and was taken as read.
LD highlighted the planned Oracle Flexi refresher training, which is scheduled to be delivered via MS Teams in September 2026. The sessions will be mandatory for all staff.
Discussion took place regarding the application of the current Flexi Working Policy and forthcoming mandatory refresher training was highlighted.
RB provided an update on efforts to secure places on future IIISC training course through the Police Scotland College. RB advised that discussions with Police Scotland are ongoing and confirmed that the Training Coordinator has been kept informed of developments. PC noted that the IIISC course may be beneficial for SRO Brown and RO Devitt in their new roles as Complaint Investigation Officers and requested that RB continue to progress discussions with the Police College.
IW questioned whether PIRC should reconsider arranging a liaison event with Police Scotland PSD, which had previously been scheduled for early 2025. PC requested that consideration be given to the intended learning outcomes and potential benefits of such an event, and that discussions be reopened with the new Head of PSD upon their commencement in post.
Members noted the updates provided.
Finance
LD provided an overview of the Management Accounts to end July 2026, highlighting the following:
Overtime expenditure has been required to support current workload pressures. Vacancy efficiencies continue to be closely monitored.
Running costs are £14k underspent YTD, indicating that expenditure is broadly in line with budget overall. Savings have been achieved across a number of budget headings, offsetting pressures in accommodation and other areas.
Accommodation costs are £10k overspent YTD. During July 2026, accommodation costs were £3k overspent on month due to service charge costs relating to Bothwell House.
There is an underspend in legal fees due to delays in the Sheku Bayoh Public Inquiry.
Overall expenditure is currently £47k overspent YTD against budget.
LD advised that she had received confirmation that the Oracle iExpenses system controls do not permit payments to be made above the approved rates. PIRC Finance team will continue to consider claims exceeding allocated rates on a case by case basis.
LD advised that discussions are ongoing between SS and RB regarding the allocation of an overtime budget within Investigations.
RB advised that the 200-hour overtime allocation approved for July 2026 has now been fully utilised. RB expressed the view that this overtime position should become a recurring budget line to assist in, amongst other operational pressures, addressing a backlog of referrals awaiting assessment.
Further discussions took place regarding options for increasing capacity, including backfilling of vacant and long-term sickness posts. PC and LP noted that they would be willing to consider any proposals brought forward and review the affordability of additional establishment posts.
LD noted that accommodation and other running costs have increased during the fiscal year and that the 26/27 budget represents a higher-risk budget than in previous years. She advised that these pressures have been highlighted to SG Sponsor team.
Members noted the update provided.
Policy Documents
The following policies were circulated for approval via correspondence;
Equal Opportunities Policy
Finance Manual
Health & Safety Policy and Manual
MORR Policy
Performance Management Policy
Travel & Subsistence Policy
JLF advise that she was aware that not all members had had an opportunity to review the policies and manual circulated due to current work pressures. PC and LP agreed to extend the consultation period by 14 days.
AP11: Members to review the policies and manuals issued via email on 24.07.2026 and provide any feedback, comments or suggested amendments to the relevant policy owner by no later than 01.09.2026
Discussion took place regarding whether consideration could be given to phasing the review of policies or developing a policy review schedule for the remainder of the year. JLF advised that there was a schedule which was maintained by the Policy group. RB advised that he is currently working with SS and the Corporate Services Manager on the On Call Policy; however he noted that he is not the policy owner and suggested that policy ownership be reviewed and potentially redistributed across the organisation. LP requested that this feedback be referred to the Policy group for further discussion and consideration.
PC noted that, as part of the Strategic Review and development of the Annual Business Plan, a review of PIRC governance meeting structures and internal working groups will shortly be undertaken. PC and JLF are scheduled to meet to begin a mapping exercise of current governance arrangements, with a view to assessing their efficiency, effectiveness and resilience, identifying opportunities for improvement and supporting future organisational planning.
AOCB
Nil of note.