Minutes of the Leadership Board: 21 August 2025

Meeting held on 21 August 2025 in Conference Room 1, Ballater Street and Microsoft Teams  

Attendees

Board members present:

John Logue, Crown Agent and Chief Executive (Chair)

Lindsey Miller, Deputy Crown Agent Operational Support

Stephen McGowan, Deputy Crown Agent Serious Casework Group

Laura Buchan, Deputy Crown Agent Specialist Casework

Katrina Parkes, Deputy Crown Agent High Court

Keith Dargie, Head of Business Services

Sarah Carter, Director of Human Resources

Marlene Anderson, Director of Finance and Procurement

Jim Brisbane, Director of Strategy

Jonathan Shebioba, Director of Support Services

Emma Forbes, Procurator Fiscal Policy & Engagement

Thomas Lindie, Head of Business Management, Serious Casework Group

Gavin Anderson, Head of Business Management Local Court

Secretariat:

Frances Ross, Head of Corporate Governance

Matthew Beattie, Corporate Governance Manager

Christopher Hastings, Corporate Governance and Briefing Coordinator (Secretariat)

In Attendance

Jon Millar, Business Development Advisor

Apologies:

Andrew Laing, Deputy Crown Agent Local Court

Kenny Donnelly, Deputy Crown Agent Specialist Casework

The Crown Agent and Chief Executive as Chair welcomed everyone to the Leadership Board meeting.

The Crown Agent and Chief Executive updated the board that Kenny Donnelly will leave COPFS on 4 September. The Chair and the Board issued thanks to Kenny for his years of service to COPFS.

The Head of Corporate Governance and Business Planning noted a minor change required. The Board advised that they were happy for the minutes to be published otherwise.

The board noted updates to the action log. Actions 2, 3, 4, 5 and 6 on the action log can be closed.

It was noted the next Leadership Board meeting will combine both September and October’s meetings.

The Crown Agent and Chief Executive moved this item forward.

The Director of Finance and Procurement provided an update on the 2024-25 financial outturn and the 2025-26 budget position which forecasts a £5.8m overspend. The Director of Finance and Procurement noted that the overspend forecast has reduced over the past month and that savings are being made. Finances have been allocated to overtime.

The Director of Finance and Procurement introduced paper LB0825 (7.1) for discussion, outlining cost saving options to address the forecast overspend.

The Board had a general discussion regarding the paper. The Board agreed reconsider the need for further cost saving measures at the next meeting.

Item was moved forward by the Crown Agent and Chief Executive.

The Director of Finance and Procurement introduced paper LB0825 (8.1) giving an overview of how they related to the Finance Options paper and confirmed that the 2024-25 accounts had been signed without qualification on 13 August.

The board discussed the papers.

The Head of Corporate Governance and Business Planning introduced paper LB0825 (3.1) for discussion, providing the latest organisational performance report.

The updated version of the report was presented, reflecting feedback from the previous Leadership Board. The Board held a general discussion on the changes and expressed satisfaction with the improvements made.

The conversation then moved to specific content within the report. Data owners outlined the plans in place where performance is not on target. 

The board requested that volume of unmarked cases is added to the next report.

The Crown Agent and Chief Executive requested an analysis of petition cases over the past 12–18 months, alongside recent trends, to better understand the increase in cases being placed on petition.

ACTION: The Head of Business Management for Local Court will conduct an analysis of petition case trends to understand the recent increase.

The Head of Corporate Governance and Business Planning introduced paper LB0825 (4.1) outlining the updated Leadership Board Terms of Reference for approval.

The Chair asked for a minor edit and the Board agreed the Terms of Reference. 

DECISION: The Leadership Board Terms of Reference were agreed by the Board, pending final edits.

The Business Development Manager introduced papers LB0825 (5.1) and (5.2) outlining the updated Portfolio Plan for 2025/26 for approval. This version reflects feedback received from the previous Leadership Board and is now being submitted for sign-off.

He noted that the Portfolio Plan remains a live document and will continue to evolve in response to business needs. Members of the PMO team are prepared to begin implementation once approval is granted.

The Board held a general discussion on the Portfolio Plan and agreed to proceed with its implementation. The board requested a progress report from the PMO at the next Leadership Board meeting to monitor developments.

ACTION: The Business Development Manager or Portfolio Management Office will work with when the new Chief Operating Officer and work on the Change Board structure.  A further update will be provided to the Leadership Board by the end of 2025 at the discretion of the Chief Operating Officer.

DECISION: The Board approved the Portfolio Plan for 2025/26, subject to minor amendments.

The Director of Support Services introduced paper LB0825 (6.1) for discussion and approval, outlining progress with moving to the new organisational structure. 

The Director of Support Services noted that much of the preparatory work for the planned changes has already been completed. It would be possible to make the transition to the new structure at the end of September.

A general discussion was held. It was noted that some elements of the plan are still under review and ongoing. The Board reaffirmed its support for proceeding with the proposed changes but asked for additional planning work to be done before an implementation date is fixed. Board members noted the need for improved communication with staff to explain and promote the structure changes.

ACTION: The Director of Support Services to circulate a paper to Board members by email by the end of September, including the full transition plan and an implementation update. 

The board noted no other business to be dealt with and the meeting came to an end.