Senior Management Team Meeting - Minutes - 30 October 2024

Attendees

  • Alison Irvine, CEO - Chair

Bus, Accessibility and Active Travel

  • Bettina Sizeland (BS) - Director

Finance and Corporate Services

  • Kerry Twyman (KT) - Director

  • David Swanson (DS)

  • Andy Park (AP)

  • Steven Wylie (SW)

  • Mary Fitzgerald (MF)

  • Jason Connelly (JC)

Ferries

  • Roddy Macdonald (RM) - Director

Major Projects

  • John MacIntyre (JM)

Rail

  • Bill Reeve (BR) - Director

Roads

  • Scott Lees (SL)

Transport Strategy and Analysis

  • Fiona Brown (FB) - Interim Director

CEO Office

  • Mark Dunlop
  • Pam Yorke

Apologies

  • Lawrence Shackman, Director of Major Projects
  • Hugh Gillies, Director of Roads

Update

The SMT discussed the Transport Portfolio meeting. 

Outstanding Actions from 25 September

Corporate Risk 4 &8 – SL to provide PY with an update.

Corporate risk 21 – As Oracle is now business as usual, it is now considered an ‘issue’ and will be managed as such. FCS colleagues will consider any new or emerging risks given our live Oracle experience

Climate Change Risk

The SMT were asked if they were content with the 4 risks being presented and the scores.

Mitigation Development risk was considered to be too high this should be reviewed. Mitigation actions should be more specific and detail should be provided on credibility and legal challenge.

Adaptation – the mitigation actions should could contain detail on Rail and Ferries in order to cover all the modes TS has responsibility for.

Just Transition – SMT were content.

Corporate Dashboard

SW presented the figures on TS Correspondence. There are currently no concerns. It was noted that they expected an increase in correspondence next month in relation to rail and ferries given recent decisions.

SMT discussed business travel for the year to date. It was noted rail, air travel and car hire had reduced.

Travel policy

SMT were asked for their feedback on the travel management policy. The following amendments were suggested. CEO or Director of FCS should sign off all requests for air travel and any international travel. The guidance should stipulate no first class travel on any mode of transport. Re-name car hire chapter to car use. The order of alternatives to taxi hire should be amended.

It was suggested there should be a sustainable travel narrative in foreword FB offered her teams assistance with this and a link should be added into guidance on travel time.

Finance

KT provided an update on the UK budget headlines.

MF provide an update on the budget pressures to the end of year. She advised that the TS annual accounts and reports have now published. Audit Scotland have made a number of recommendations and these will be brought to future meetings. 

AI asked MF to draft a letter regarding the proposal for cost recharging for Oracle Shared Services received from the SG.

HR Update

HR are undertaking a review of temporary promotions and a review of exceptions process. 

The timeline for the People Survey results were shared and it was agreed we should continue with the 4 strands. 

Requests for feedback has been circulated following the recent C band Leadership event. It was agreed this should be added to a future SMT for discussion. The next event should be for B band staff, led by C band. HR to consider this.

HR will provide induction for new staff along with facilities to ensure they receive the correct H&S training.

There are currently 2000 outstanding Oracle issues outstanding on iFix. A reminder that staff should send any issues to HR for escalation.

Health & Safety – SMT were asked to ensure their teams are completing their mandatory training and DVLA checks. AI asked JC to create a Saltire article for all staff explaining the process training associated with using a car for work purposes

SMT were asked to regularly invite H&S colleagues to their Directorate meetings to provide updates and take any questions.

Bothwell St - there is a revised timetable for completion of March 2025. DS will provide a further update after the meeting with the construction team at the start of November.

AOB

Statutory assessments – a commission has been sent to all Directors and Policy Leads. SMT were reminded of the importance of these assessments and how they are used to provide supporting evidence for the finance team. Analytical teams are able to provide support if required.

Actions

  • Draft a letter on Oracle recharging - MF
  • C Band Leadership feedback to be discussed at a future SMT meeting – DS
  • Saltire article for all staff to be drafted explaining the process and training associated with using a car for work purposes – JC
  • Directorates to invite H&S colleagues regularly to their meetings – All
  • Reminder to complete statutory assessments - All

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Published Date 30 Oct 2024 Type Topic