Senior Management Team Meeting - Minutes - 26 June 2024
Attendees
- Alison Irvine - Interim CEO - Chair
Bus, Accessibility and Active Travel
- Bettina Sizeland (BS) - Director
Finance and Corporate Services
- Mary Fitzgerald (MF)
- David Swanson (DS)
- Steven Wyllie (SW)
- Andy Pope (AP)
- Item 5 - Danny Chalmers (DC)
Ferries
- Roddy Macdonald (RM) - Director
Low Carbon Economy
- Susan Cameron (SC)
Major Projects
- Lawrence Shackman (LS) - Director
Rail
- Bill Reeve (BR) - Director
Roads
- Donald Morrison (DM)
Transport Strategy and Analysis
- Alan Shirley (AS)
CEO Office
- Pam Yorke
- Mark Dunlop
Update
AI provide a readout of the meeting she’d had with Cab Sec She reminded everyone that the next portfolio meeting on 17 July would cover budgets and to make sure any subs attending were well briefed.
Corporate dashboard
SW provided an overview on correspondence. He advised that there had been in increase in amount going out on time. There was an overdue FOI which had changed to an FOI in LCE. MC confirmed that they are holding a workshop to look at FOIS and EIRs.
SW provided figures on the travel and accommodation costs for TS. MF reminded all SMT that we should use contract travel for booking flights rather than direct with the airline as this tracks our carbon footprint and we receive a rebate from the company.
Action - circulate a note on expenses - SW
Finance
MF provided an update on the 23/24 outturn. She advised that auditors are working in GH every Wednesday for the next weeks. July budget monitoring is due next week. A new commission will be circulated called SAB+.
Risk
AP asked SMT to review and sense check the register
Deep Dives
Roads Asset Management
DM provided an update on the risk. Taking the SMT through the score and the mitigating actions. AI advised this risk was also on the DG risk register. The SMT discussed the risk and the comparators. AP advised that the risk management group are looking at how corporate risks are tested to prevent inconsistency and make sure the guidance is being used correctly.
Action - Share risk guidance around the risk management group and issue a reminder on risk training - AP
Wellbeing
DS advised that the April target score had not been achieved. He took SMT through the mitigating actions. It was agreed that the mitigating actions contained too much on gathering data. AI reminded everyone that all Directors should be reviewing workloads. AI asked LS as L&D champion to think about offering staff training on dealing with difficult stakeholders. A number of other actions were also discussed.
Action - review and sense check the risk register - All Directors
Action - L&D champion to consider staff training - LS
Comms
DC provided an update on the PO comms meeting and advised they are currently amending products, in particular the Forward Look document to ensure this algins with Ms Hyslop’s wishes. He provided feedback on the summer programme and advised that there would be more engagements planned with stakeholders in the build up to the PfG. Cab Sec is keen to meet more businesses, AI noted potential with LCE in particular.
HR Update
DS provided an update on the customer contact enquiry phone number which is managed for us by CEU. The enquiry unit have all the TS business mobile phone numbers, with details of the named member of staff to whom the phone belongs and the business area they are part of. This should allow for any enquires not able to be answered by the SG enquiry team to then be forwarded on to an appropriate member of TS staff. SMT were asked to remind their business areas of the importance of ensuring colleagues are clear on their responsibilities in taking enquiries from members of the public.
Action - AI asked SMT to provide an update at the next Corporate meeting on actions they have taken to resolve this - All Directors
DS provided an update on the storage audit the deadline for the work to be complete by the end of June 24. Some work is still required in GH, although some progress has been made there is still a fair bit of work to be done. AI reminded all SMT of their responsibilities as Information Asset Owners ensuring that they are aware of what information is held across Directorates.
Action - AI asked for an update at the next Corporate meeting. All Directors/DS
DS asked the SMT for their thoughts and opinions of reducing our office space in VQ. SMT were in agreement that the office space should be reduced.
Action - AI asked DS to take this forward making sure he involved all the staff impacted.
Exceptions report
AI discussed the exceptions report with the SMT and advised that she would send her decision to HR for circulation.
AOB
The next meeting is 31 July 2024.