Minutes of the Executive Board: 11 December 2024

Present:

John Logue (Chair)            Crown Agent and Chief Executive

Lindsey Miller                    Deputy Crown Agent, Operational Support

Jim Brisbane                     Director of Strategy

Stephen McGowan            Deputy Crown Agent, Litigation

Jennifer Harrower              Deputy Crown Agent, Local Court

Kenny Donnelly                 Deputy Crown Agent, Specialist Casework

Keith Dargie                      Head of Business Services

Marlene Anderson             Director of Finance and Procurement

Sarah Carter                     Director of Human Resources

David Watt                        Non-executive director

Vanessa Davies                Non-executive director

In attendance:

Fiona Holligan                   Secretariat

Alison McCluskey              Corporate Transformation Change Manager (item 4)

Ryan Walsh                      Business Analyst (item 4)

Emma Forbes                   National Lead for Domestic Abuse (item 5)

Fiona Macdonald               Senior HR Manager Employee Relations (item 6)

Jonathan Shebioba            Director of Support Services (item 7)

Apologies:

Ruth McQuaid                   Deputy Crown Agent, High Court

The Crown Agent and Chief Executive opened the meeting and welcomed colleagues. No conflicts of interest were noted. The Crown Agent and Chief Executive noted that this is the last meeting for Non-Executive Director Vanessa Davies who is stepping down from her role and thanked her for her contributions.

The minutes of the meeting held on 13 November 2024 were approved and can be published.

1.               The Director of Finance and Procurement introduced paper EB24/25(51).

2.               The Director of Finance and Procurement provided an update on the current 2024-25 budget position which forecasts a £1.5m resource underspend. The slight increase in non-staff costs includes costs relating to postmortem and pathology, kennelling, expert witness and estates. There was a discussion on kennelling costs. There was also a discussion on the short-term recruitment response to maximise the underspend. 

Action: Director of Finance and Procurement to provide an update on discussions on kennel costs at the end of the financial year.

Action: Director of Finance and Procurement to provide an update on Q4 short-term response in February. 

3.               The Director of Finance and Procurement provided an update on the 2025/26 budget allocation highlighting the funded and unfunded elements and what the settlement means for COPFS. She also noted an agreement with the Scottish Government to increase the capacity of the Civil Recovery Unit and the commitment to make savings of up to £5m. The Crown Agent and Chief Executive thanked all those involved in the budget process for the positive outcome and requested work be done to identify ‘spend to save’ areas. There was a brief discussion on recruitment, backup plans and the need for consistent internal and external messaging around this.

Action: Director of Finance and Procurement to prepare a paper on ‘spend to save’ for early January.

1.               The Crown Agent and Chief Executive welcomed the Corporate Transformation Change Manager and Business Analyst.

2.               The DCA Operational Support introduced paper EB24/25(52) and provided a brief update on the progress of the VIA Modernisation Programme. The Corporate Transformation Change Manager provided the background and context to the VIA workload application and the key headlines and timescales. The Business Analyst provided a demonstration of the application to the Executive Board.

3.               There was a discussion on the VIA Modernisation Programme and the operational leadership of VIA. There was consensus among the Board that the VIA workload application is a good first step but has potential to go further and build in functionality beyond workload and management information to future proof it.

Action: Crown Agent and Chief Executive, DCA Operational Support and Corporate Transformation Change Manager to have a separate discussion on future VIA leadership.

Action: DCA Operational Support to arrange a high-level report on the VIA Modernisation Programme plans and progress.

1.               The Crown Agent and Chief Executive welcomed the National Lead for Domestic Abuse who introduced paper EB24/25(53) and annexes A-D and highlighted the key points.

2.               The Board noted COPFS is expected to meet the recommendations on time.  The National Lead for Domestic Abuse explained she had met Scottish Government colleagues to discuss reform.

1.               The Crown Agent and Chief Executive welcomed Senior HR Manager Employee Relations.

2.               The Director of Human Resources introduced paper EB24/25(54). The Senior HR Manager Employee Relations provided background and context to the Vicarious Trauma Review she conducted and summarised the key recommendations from the four themes identified in her report. The Board noted the recommendations in relation to education and learning will have a cost implication and requested more information on the full range of options before deciding.  

Action: Director of Human Resources to prepare a paper detailing the full range of support options.  

1.               The Head of Business Services and the Director of Support Services introduced paper EB24/25(55) and set out the current Estates Transformation Strategy and proposed a new Estates Strategy based on the principles and direction outlined in the paper.

The Board discussed the importance of understanding the estate strategies of criminal justice partners and folding that into the development of a new COPFS estates strategy.

1.               The Head of Business Services introduced paper EB24/25(56) which the Board noted.

1.               The Deputy Crown Agent Operational Support introduced paper EB24/25(57) which the Board noted.

1.               Non-Executive Director Vanessa Davies introduced paper EB24/25(58) which the Board noted.

1.               No other business was noted. The Crown Agent and Chief Executive thanked Vanessa Davies again for her contribution to COPFS.