Our business

Attendees

Ilya Zharov             Head of Reviews & Policy (IZ)
Irina Wilkie             Head of Communications (IW)
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)
Sharon Smit            Head of Corporate Service & Accountable Officer (SS)

Welcome and Apologies

PC opened the meeting and welcomed attendees.

Apologies

With full attendance, no apologies were recorded. 

Matters proposed to be considered in private.

SLT 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 December 2025 meeting were approved.

Action Log

AP23: PSoS Inductions – explore possibility to reinstate “Introduction to PIRC” sessions for probationer officers

Update: RB and IZ will deliver an ‘Introduction to PIRC’ session to probationer training at the Police College on 27 April 2026 as part of an ongoing induction programme agreed with Superintendent Steven Duncan. The presentation to be delivered is being reviewed and updated. 

Action: Complete
 

AP25: LP to inform former staff of the appointment of new chair of the Public Inquiry

Correspondence issued on 26 January 2026.

Action: Complete

AP26: Share Essential Managers training course content with members

Training package shared on 20 January 2026

Action: Complete
 

AP27: Staff message to be issued highlighting updated Social Media Policy

Staff Message issued on 28 January 2026

Action: Complete
 

AP28: Add ‘Official-Sensitive’ GSC marking to Vuelio briefing paper and recirculate to members for comments / feedback. 

Vuelio briefing paper reissued on 9 February 2026

Action: Complete
 

AP29: Staff message to be drafted regarding Scottish Parliament Pre-Election period

Staff message drafted and agreed to issued in early March 2026.

Action: Complete

AP30: IZ to share detail of outstanding Reconsideration Directions with PC and LP and include reference to these in SPA CCC paper.

IZ issued to PC and LP on 2 February 2026

Action: Complete
 

All actions were updated and completed actions will be removed from the working log. 

Commissioner’s Update Report 

LP provided an overview of the Commissioner’s Update report, highlighting the following:

Complaint Handling Assessment and Reporting Toolkit (CHART)

LP advised that CHART has been shared with the Scottish Police Authority (SPA) for review and feedback is awaited. Following receipt, it will be shared with Police Scotland and other key stakeholders for further comment ahead of implementation in 2026/27. 

Police Scotland’s Operation Glade

LP advised that she has written to Police Scotland regarding its latest proposal to address the complaints backlog, emphasising the need for consultation – particularly where any approach may depart from PIRC’s Statutory Guidance – and the importance of data to support the development of long-term complaints-handling arrangements. LP further advised that PIRC continues to receive regular correspondence from elected representatives expressing constituent’s concerns about delays in Police Scotland’s complaints process. 

Child friendly complaints handling 

SRO McGruer has drafted child-friendly complaints handling guidance for policing bodies and for PIRC staff. 

This will shortly be issued to policing bodies and key children’s organisations for review and feedback. 
 

The guidance for policing bodies will initially be issued as stand-alone guidance and will later be incorporated into PIRC’s Statutory Guidance as part of the broader review planned for 2026. 

Scottish Police Authority – Board Meeting – 19 February 2026

LP and PC will attend the SPA Board meeting on 19 February 2026 to present to PIRC Annual Report for 2024/2025. 
 

Members noted the updates provided.

Communications Update

IW provided an overview of the Communications Update report, highlighting the following:

Design & Publication

Comms continue to support the design and publication of the Strategic Review and early planning for the Strategic Plan. 

Annual Report 2025/2026

A meeting was held with the Commissioner and SS to review processes and timelines for the 2025/2026 Annual Report. 

Child Friendly Complaints Handling Processes (CFCHP)

Comms will attend the CFCHP meeting on 18 February 2026. 

Comms will continue to support colleagues with website updates, staff messaging and early scoping work for a planned webpage animation. 

HR Portal

Comms continue to support HR colleagues with the launch of the PIRC HR Portal during current recruitment activity. 

Business Continuity Group

HoC will attend the BCG group meeting on 19 February 2026.

Reviews & Investigations

Enquiries addressed and prepared as required. 

Comms activity and measurement

LinkedIn metrics have decreased compared to the previous month with page views down 27%, visitors down 30% and impressions down 38%. Followers increased to 927 with an overall engagement rate of 9.2%.

Members noted the updates provided.

Training

The training update report was taken as read and accepted. 

SS advised that she is scheduled to attend an ACAS / CIPD seminar on ‘Building Effective Relationships with Trade Unions’ on 26 February 2026. Further details will be shared at a future meeting.

Members noted the updates provided.

Finance

Management Accounts to end January 2026

LD provided an overview of the Management Accounts to end January 2026, highlighting the following:

GiA drawn down was £43k less than originally budgeted for. This is partly due to rental and service charge costs for Hamilton House expected in January but not yet billed.

Staffing costs are £11k under spent YTD due to various vacancies throughout the year.

Accommodation costs are £13k overspent YTD, due to an increase in monthly maintenance costs from OCS of approx. £1,800 per month, air conditioning works and keypad installation across both sites.

IT Support and Office Equipment is £10k overspent YTD due to backdated circuit installation charges and report charges (FIS).

Marketing & Media is £7k under spent YTD due to budgeting differences and increase licence renewals.

Under spend in Legal Fees due to ongoing delays with the Public Inquiry.

Other Finance matters discussed

LD advised that iExpense system is now live on Oracle and operating well, with several claims processed and one requiring further rationale from the Senior Investigator. 

LD requested that RB provide updated overtime costings to Finance colleagues. 

SC advised that Counsel have been asked to submit outstanding fee notes as soon as possible. 

Members noted the updates provided.

Policy Documents

MS Teams Recording Policy

This policy was re-circulated in error – having been reviewed and approved at the January 2026 meeting.
 

SS reiterated the updated policy review process.

Policies will be issued to SLT members two weeks in advance of the scheduled SLT meeting. Policies will either be approved at the meeting or returned to the policy owner for further work ahead of re-submission to a future SLT.

Any other business

SS advised that guidance in respect of Overtime and On Call payments is currently under review and will be shared with staff when available.

SS advised that she is scheduled to meet with the newly appointed External Auditor later this afternoon.