Minutes of the Executive Board: 26 February 2025

Present:

John Logue (Chair)            Crown Agent and Chief Executive

Lindsey Miller                    Deputy Crown Agent, Operational Support

Stephen McGowan            Deputy Crown Agent, Litigation

Jennifer Harrower              Deputy Crown Agent, Local Court

Ruth McQuaid                   Deputy Crown Agent, High Court

Kenny Donnelly                 Deputy Crown Agent, Specialist Casework

Jim Brisbane                     Director of Strategy

Keith Dargie                      Head of Business Services

Marlene Anderson             Director of Finance and Procurement

Sarah Carter                     Director of Human Resources

David Watt                        Non-executive Director

Annie Gunner Logan         Non-executive Director

John Burns                       Non-executive Director

Helena Kiely                      Non-executive Director

In attendance:

Frances Ross                    Head of Corporate Governance

Fiona Holligan                   Secretariat

Apologies:

None

1.               The Crown Agent and Chief Executive opened the meeting and welcomed three new Non-Executive Directors to the Board who have joined for a year - Annie Gunner Logan, John Burns and Helena Kiely. The Crown Agent and Chief Executive noted this is the Deputy Crown Agent Local Court’s last Executive Board meeting before retirement.

2.No conflicts of interest were noted.

1.               The minutes of the meeting held on 11 December 2024 were approved and can be published.

2.               The following updates on the outstanding actions were noted:

·       COPFS Annual Report – action will be complete and can be closed once the accounts for 2024-25 have been prepared.

·       Allocation of overtime work - action complete and can be closed

·       Discussion on future VIA leadership - action complete and can be closed

·       Quarter four short term response - action complete and can be closed

·       Kennelling costs – action complete and can be closed

·       Fixed term recruitment – action carried forward to March meeting

·       VIA Modernisation Programme – action carried forward to March meeting

·       Vicarious trauma support – action on track and update due at April meeting

·       Spend to save paper – action no longer required and can be closed 

1.              

1.               The Director of Finance and Procurement introduced papers EB24/25(59) and EB24/25(59a).  

2.               The Director of Finance and Procurement provided an update on the current 2024-25 budget position which at the end of January forecast a £2.9m resource underspend. Board Members were advised of the reasons for the current underspend and ongoing ways to utilise it including the use of overtime. COPFS is current forecasting a £1m overspend in non-staff costs primarily because of increased case related costs. Kennelling remains a key pressure. The Director of Finance and Procurement Potential updated Board Members on ongoing work with Justice Partners regarding procurement and minimising kennelling costs. Discussions with the Scottish Government are continuing.

3.               The Director of Finance and Procurement provided an update on the 2025/26 budget allocation highlighting the funded and unfunded elements. The Scottish Government has indicated funding of £1.7M towards COPFS’ £2.8M increased national insurance employer contributions unfunded pressure. Board Members were advised of the draft financial planning position for both staff and non-staff budgets and noted that final budget allocations will be presented to the Resource Committee in March and the Executive Board in April. The Executive Board noted the overtime and on-call costs and the reasons for overtime worked across the functions.

ACTION: Director of Finance and Procurement to review and clarify the alignment of the 2024-25 staff budget figures to ensure accuracy and consistency in the reported numbers. 

1.              

1.               The Head of Business Services introduced paper EB24/25(60) and provided a brief update on the Future Ways of Working programme highlighting the key points, including, the next steps towards programme closure.

ACTION: Head of Business Services to come back to the Executive Board in May with a report on programme delivery, benefits realisation, and lessons learned.  

1.               The Head of Corporate Governance introduced paper EB24/25(61) provided some background to the Designed for Success programme and an update on the programme’s progress. The various workstreams were noted to be progressing at different rates.  The Head of Corporate Governance highlighted the revised governance structure agreed by the Designed for Success Project Board. Board Members discussed the reasoning behind the revised structure and the need for careful consideration on how to communicate the changes to staff. The Executive Board noted the update on progress.

ACTION: DFS Programme Board to develop and implement a communication plan to inform staff about the revised governance structure and the reasoning behind the changes.

ACTION: DFS Programme Board to consider whether there is a need for closer alignment of some of the workstreams timescales.

ACTION: DFS Programme Board to consider whether change management is adequately covered in the current workstreams.

1.               The Deputy Crown Agent Operation Support introduced paper EB24/25(62) and provided a brief update on the SCTS charge code divergence. The Executive Board noted the updates from Policy and Engagement and Business Services.

ACTION: Head of Business Services to include a status update on the progress of projects and initiatives listed in the Business Services update, indicating whether they are on track or if there are any concerns.

1.               The Deputy Crown Agent Local Court introduced paper EB24/25(63) and highlighted an interim change to the Local Court senior leadership structure in advance of the Summary Case Management national roll out. Responding to the end of the solemn time-bar extension remains a priority for Local Court over the coming year. The Executive Board noted the update.

1.               The Deputy Crown Agent High Court introduced paper EB24/25(64) and highlighted that preparing for the end of the solemn time-bar extension remains a key priority and challenge for High Court. The Executive Board noted the update and ongoing work and planning to address this solemn time-bar challenge.

1.               The Deputy Crown Agent Specialist Casework introduced paper EB24/25(65). The Executive Board noted the update and the progress made by the COVID Deaths Investigation Unit (CDIT). The Executive Board noted that the next CDIT update is in March.

1.               The Head of Business Services introduced paper EB24/25(66) which the Executive Board noted.

1.               The Deputy Crown Agent Operational Support introduced paper EB24/25(67) which the Executive Board noted.

1.               The Deputy Crown Agent Litigation introduced paper EB24/25(68) which the Executive Board noted.

1.               No other business was noted. The Crown Agent and Chief Executive concluded the meeting by thanking the Deputy Crown Agent Local Court for her dedication and contribution over the years and wished her well in her retirement.