RESTRICTED – BOARD MEMBERS

MINUTES OF THE SCOTTISH PRISON SERVICE BOARD MEETING HELD ON THURSDAY 10 MAY 2007 AT 0930 AT MURRAYSHALL HOUSE HOTEL, PERTH

Present:Mike Ewart (Chief Executive)

Barbara Allison (Director, Human Resources)

Mike Duffy (Director of Prisons)

Andrew Fraser (Director of Health and Care)

Rachel Gwyon (Director of Corporate Services)

Eric Murch (Director of Partnership and Commissioning)

Willie Pretswell (Director of Finance and Business Services)

Bill Carr (Non-Executive Director)

Elinor Smith (Non-Executive Director)

Tom Fox (Head of Communications)

1.APOLOGIES FOR ABSENCE

1.1Apologies were received from Eric Jackson (Non-Executive Director).

2. MINUTES OF LAST MEETING

2.1The minutes of the last meeting were approved.

3. MATTERS ARISING

3.1Rachel Gwyon updated the Non-Executive Directors on the progress of the previous outstanding action to agree an SPS position for updating new Ministers and explaining the strengths and context of our operations in the early days of a new administration.

4. STATEMENT OF INTERNAL CONTROL

4.1 The Board considered the issues relating to effective control raised by the progress of clinical governance. Dr Fraser confirmed that good progress had been made on assurance over the contracts but that the work to offer independent secondary assurance over standards of clinical governance had slipped. The Board thought that the potential of a clinical governance committee should be explored and that it should be raised, along with wider questions of clinical assurance at the forthcoming RMAC.

Action: Bill Carr

4.2 It was also agreed that the Chief Executive’s Statement of Internal Control rightly covered the potential risk introduced by the Custodial Sentences and Weapons Act. In addition to addressing the need for funding and resources the Statement should cover the importance of any commencement of the new provisions following the availability of new capacity, not anticipating it.

Action: Rachel Gwyon

5. CORPORATE DRESS

5.1 Barbara Allison briefed the Board on the progress of the project including a reminder of the rationale to address the image of SPS, re-inforce the single organisation message, and provide appropriate workwear that was fit-for-purpose and more comfortable than the old uniforms. Costs of the new designs and the progress of the design team were covered in full. The following issues were raised:

  • The issue of use or potential use of the royal insignia should be checked with the Lord Lyon’s office
  • The wearer trials would offer the opportunity to explore whether there were certain types of staff or certain situations in which the uniform might not be required.

5.2It was agreed to proceed to wearer trials. The Chief Executive, Directors of Human Resources and Prisons, and head of communications would be part of the wearer trials. It was anticipated that roll-out following the trials would now be in the next financial year.

6. SPS CONFERENCE

6.1The potential to engage with different interest groups from MSPs to other external stakeholders and SPS Governors and staff was explored. It was considered important to maintain the outward focus which SPS had been trying to increase in recent years. The recent CJA Chief Officers’ meeting with the Executive Group had confirmed their primary interest was in exploring the issue of community facing prisons and the interface between custody and community interventions. It was agreed that CJAs should be offered part of the conference time to lead the debate in these areas. Previous reactions of stakeholders to the formal dress codes of our conference had been that these could be a barrier and intimidating distraction to joint working. It was agreed that there should be no dress code for the evening events at the conference this year. The importance of allowing the 1st day to cover internal issues and the opportunity for the Board to meet and discuss key areas with the Governors was welcomed and it was agreed that this should be maintained. The dates of the conference might need to change to allow for other commitments of key players. This would be checked with the venue and availability for an alternative confirmed.

7. ANY OTHER BUSINESS

7.1There was no other business.

8. DATE OF NEXT MEETING

8.1The next meeting of the Scottish Prison Service Board will be held at 0930 hrs on Wednesday, 20 June 2007 at HMP Open Estate (Castle Huntly).

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Board Mins May 07.