12 February 2010
MANAGEMENT BOARD
MINUTES OF MEETING HELD ON 12 FEBRUARY 2010
CONFERENCE ROOM 1, CROWN OFFICE
Present:
Norman McFadyen, Crown Agent & Chief Executive (Chair)
Peter Collings, Deputy Chief Executive
John Dunn, Deputy Crown Agent
Catherine Dyer, Chief of Strategic Delivery
Robert Gordon, Non Executive Director
Janice Irvine, Director of Human Resources
Bill Matthews , Non Executive Director
Morag McLaughlin, Area Procurator Fiscal, Lothian & Borders
Lesley Thomson, Area Procurator Fiscal, Glasgow
In Attendance:
John Logue, Head of Policy Division
Kevin McArthur, Secretary
Sara Shaw, Secretary
Minutes of previous meeting and matters arising
1. Norman McFadyen welcomed everyone to the meeting.
2. The minutes of the meeting of 25 January 2010 were approved.
Action Points
3. Norman McFadyen addressed the points for action from the previous meeting.
Corporate Reports
4. The meeting noted the regular Corporate Reports briefing including the Workload ( MB(10)06) report and target summary (MB(10)07). During discussion:
a) The meeting noted the continued decrease in the number of new cases being received;
b) It was noted that the overall performance against targets is very positive.
Finance Update
5. Peter Collings updated the meeting on the current COPFS financial position.
6. Peter advised that Areas/Units have been asked to advise Finance Division of any potential large spend they may incur before the end of the financial year.
7. The meeting considered the prospects for public expenditure and the likely effect on COPFS.
Scottish Crime Campus
8. Peter Collings introduced paper MB(10)08 which updated the meeting on decisions taken in respect of the Scottish Crime Campus since the January Management Board.
9. Peter advised that following a meeting with the Law Officers it was agreed that COPFS will continue to work with the Scottish Government on the reduction of costs involved.
Report from the COPFS and QLTR Audit Committee
10. Bill Matthews reported back to Management Board on the significant issues arising from the last Audit Committee meeting.
11. The meeting noted that the Committee are currently looking at the replacement of the case management system (Phoenix). He also pointed out that the tenure of some of the Audit Committee members is coming to an end.
Senior Management Seminars
12. Norman McFadyen introduced paper MB(10)09 which invited Management Board to consider and decide on an approach to, including the purpose, format and staff composition of, future Senior Management Seminars which typically take place annually in November.
13. The meeting agreed that the spring Seminar should be retained in its current format but that further consideration should be given to its content.
14. It was agreed that for any future autumn Seminar the purpose, content and format of the event should be considered and, thereafter, invite relevant managers.
Risk Management
15. Peter Collings introduced paper MB(10)10 which advised the meeting of progress on the population of the revised COPFS corporate risk register. During discussion:
a) It was noted that Senior Risk Owners have been asked to identify their strategies and submit the documentation for their respective corporate risks by 31 March 2010 to Finance Division;
b) Bill Matthews indicated the Audit Committee were content with the progress on risk management.
Civil Service People Survey
16. Janice Irvine introduced paper MB(10)11 which advised the meeting the full results of the Civil Service People Survey are to be released to all staff on PF Eye on 15 February 2010. It also invited Management Board to consider and agree the message to be communicated to staff. During a discussion the following points were noted:
a) The meeting acknowledged the report shows that COPFS has made a significant improvement in terms of employee engagement in the last two years;
b) The draft communication to staff was agreed with minor amendments;
c) The meeting agreed the Report shows there are many areas where COPFS can develop and improve, however, the significant progress made since the last Survey is an encouraging sign that as a Service we can continue to go forward and improve.
AOB
17. Norman McFadyen was thanked by Management Board for the effort and courage he has shown over the years and the enormity of the impact he has made as Crown Agent was acknowledged.
MB Secretariat
12 February 2010