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20 October 2010

                                                  MANAGEMENT BOARD
 
MINUTES OF MEETING HELD ON 20 OCTOBER 2010
 
CONFERENCE ROOM 1, CROWN OFFICE
 
Present:              
(Chair)                  Catherine Dyer                Crown Agent
John Dunn                       Deputy Crown Agent
Janice Irvine                    Director of Human Resources
Robert Gordon                Non Executive Director
Bill Matthews                   Non Executive Director
Morag McLaughlin            Area Fiscal, Lothian and Borders
                            
 
In attendance:     Mark Howells                   Director of Finance
Kevin McArthur                Secretary
Geri Watt                        Director of Strategy & Delivery
 
Apologies :           Peter Collings                  Deputy Chief Executive
Lesley Thomson              Area Fiscal, Glasgow
 
         
Welcome
 
1.           Catherine Dyer welcomed everyone to the meeting.
 
2.           Apologies were noted from Peter Collings and Lesley Thomson.
 
 
Minutes of Previous Meeting and Matters Arising
 
3.           The minutes of the meeting of 15 September 2010 were approved.
 
 
Corporate Reports
 
4.           The meeting noted the usual Performance and Workload papers MB(10)40 (Healthcheck) and MB(10)41 (Target Summary) which provided MB with an overview of the Service’s performance against targets and workload and an overall view of the main performance targets from April 2010. During discussion the following points were noted:
 
a)    Catherine Dyer indicated that Lesley Thomson is working with Highland and Islands Area in respect of their take and Implement figures;
 
b)    The meeting noted that the take and implement targets were exceeded again this month but that there might be merit in closer consideration by SDD and Areas of the variety of reasons which meant that some cases were not able to be marked within target, such as delays in essential information,  forensic evidence being made available to COPFS and other factors to ensure this trend continues;
 
Action:        Geri Watt
 
c)     The meeting discussed the benefits of utilising non-court disposals and observed that some areas have a significantly higher percentage of cases where this has been applied. Geri Watt agreed to look at the trends and report back to MB in November;
 
Action:        Geri Watt
 
d)    Robert Gordon asked if the number of High Court Section 76 reports were recorded anywhere or if they were included in the High Court Disposal figure. It was agreed that this should be clarified and consideration given to the addition of Section 76 disposals to the report.
 
Action:        Geri Watt
 
 
Corporate Issues Sub Group (CISG) Update
 
5.           Janice Irvine updated the meeting on significant issues arising from the CISG meeting held on Monday 18 October 2010.
 
6.           The meeting were advised that CISG are discussing a review of the COPFS Special Leave Policy.
 
7.            Janice advised that a working group has been set up in respect of our compliance with the work and time regulations.
 
 
Finance Update
 
8.           Catherine Dyer welcomed Mark Howells to the meeting. 
 
9.           Mark Howells introduced paper MB(10)42 which advised the meeting of the latest financial developments.  During discussion:
 
a)    Mark advised the meeting of the initial results from the UK Spending Review announced today by the Chancellor of the Exchequer;
 
b)    Mark thanked all Area Business Centres for the timeous submission of their bilaterals in the recent Business Planning Round;
 
c)     The meeting noted that there may be potential financial implications arising from the Supreme Court’s opinion on Cadder which will be published on 26 October 2010;
 
d)    Mark advised that Financial Awareness Seminars have been successfully delivered to staff in Lanarkshire. He indicated there are further events planned for Grampian before they are rolled out nationally. The meeting agreed that these events are a good opportunity to communicate the wider financial position to staff as well as emphasising what staff need to be alert to locally.
 
 
Investors in People (IIP) – The way forward
 
10.      Janice Irvine introduced paper MB(10)43 which advised the meeting of the current approach to the re-accreditation of IIP and invited to Management Board to confirm their preferred option for future re-accreditation. During discussion the following points were noted:
 
a)    Janice reminded the members that at the Management Board meeting in March 2010 the Board considered a paper setting out three options for the re-accreditation. The Board accepted the recommendation to proceed by rolling review;
 
b)    Janice advised that the options have now been reviewed and, given the changed economic climate, at the time of the next assessment due under the rolling review process our focus will be on more pressing priorities and driving through efficiencies to improve best practice. She therefore recommended that Management Board agree to a 3 year re-accreditation process;
 
c)     The meeting discussed the three options and agreed with that revised approach.
 
 
Phoenix Update
 
11.      Catherine Dyer introduced paper MB(10)44 which advised the meeting of the current position in the Phoenix development programme and the changing financial landscape. 
 
12.      Catherine reported that the work already completed by CapGemini, ISD, SDD, Area and CO contributors will serve the organisation well in the future. 
13.      The meeting agreed with the proposal to adopt a phased approach to the Phoenix development.
 
Strategic Discussion
 
14.      Catherine Dyer introduced a discussion on the recent meeting with the Law Officers held on 5 October 2010.
 
15.      The meeting agreed the discussion had been very beneficial and positive.
 
16.      Robert Gordon suggested that the format of the day was good but was disappointed that some of the items considered had already been discussed at previous meetings but had not yet been taken forward.
 
17.      Catherine Dyer acknowledged that there is a need for an acceleration in pace of implementation of some initiatives, focussing on those which will produce the most benefit in the current financial climate.
 
 
Savings and Efficiency Programme
 
18.      Geri Watt introduced paper MB(10)45 which provided MB with an overview of the work COPFS is undertaking to make savings whilst continuing to deliver a high quality service with fewer resources.
 
 
Civil Service People Survey (CSPS)
 
19.      Janice Irvine introduced paper MB(10)46 which updated MB on the outcome of the work done to explore staff views on the response to questions B19 (I have the opportunity to contribute my views before decisions are made that affect me) and B20 (I think it’s safe to challenge the way things are done in COPFS) in the previous CSPS. During discussion the following points were noted:
 
a)    The meeting considered the best way to communicate the findings to staff;
 
b)    The meeting discussed some of the initiatives which have been implemented as a result of the survey and acknowledged that many have proved to be successful particularly the Just About Managing sessions and the Crown Agent’s Forum.
 
 
 
 
 
ATLAS/Cadder Project
 
20.      The meeting discussed the variety of work being done to mitigate all potential implications of the Supreme Court’s opinion which will not be known until the publication on 26 October 2010. 
 
 
AOB
 
21.      Catherine Dyer noted that this was Bill Matthew’s last Management Board as a Non Executive Director. She thanked him for all of his work over the years including his contributions at Management Board, as Chair of the Audit Committee and inputs to AFG and ABM work and wished him well in the future.
 
 
 
MB Secretariat
20 October 2010