Updates

Background
The Corporate Governance Framework of the Scottish Police Authority is made up of a suite of documents comprising 6 annexes:

Annex A – The Scottish Government’s Governance and Accountability Framework of the Scottish Police Authority
Annex B – The Authority’s Standing Orders
Annex C – The Authority’s Committee Terms of Reference
Annex D - Matters Reserved for the Authority’s Board
Annex E - The Authority’s Financial Regulations
Annex F – The Authority’s Scheme of Delegation

The Authority’s Corporate Governance Framework is reviewed regularly to ensure it remains fit for purpose. It was last reviewed in 2023 and updates approved by the Authority at its meeting in August 2023.

Since then, an annual Committee Effectiveness process has been undertaken. The Committee Effectiveness process seeks to provide insight and evidence that the Authority, supported by its committees, has satisfactorily met its responsibilities for the governance of policing during the year. The outcomes of this review were reported to the Authority’s Audit, Risk and Assurance Committee in May 2024.

In June 2024, HMICS published a strategic review of the Authority, which considered the state, efficiency and effectiveness of the Scottish Police Authority in fulfilling its core role and meeting its statutory obligations. HMICS found the Authority “to have appropriate governance arrangements in place and these operate in accordance with a detailed corporate governance framework that is relevant and up to date.”

The Annual Review of our Corporate Governance Framework has been informed by the findings of the Committee Effectiveness Process for 2023/24, and the areas for development suggested within HMICS’s Review of the Authority. A desktop review of best practice in governance, and the insights of stakeholders involved in our governance processes have also informed this year’s review.

Overall, the review has concluded that the Authority’s Corporate Governance Framework remains effective with limited updates required. General updates seek to:

Address accessibility issues with the documentation
Apply Plain English principles
Simplify and clarify language.

The Governance and Accountability Framework of the Scottish Police Authority

The Governance and Accountability Framework for the Authority is a Scottish Government document, developed with input from the Authority. Police Division officials are reviewing the document with a view to updating it in new template developed for all public bodies. We anticipate an updated version of the document to be proposed in the coming months prior to approval by Scottish Ministers. At present, this document remains unchanged. Any future updates will be shared with Members at a later date.

The Authority’s Standing Orders
The Authority’s Standing Orders have been reviewed and subject to simplification where possible and alignment with the established language and practice. Updates and deletions have been tracked at with the most substantive updates summarised below:

Reference to ‘Ordinary Meetings’ replaced with ‘Scheduled Meetings’. These refer to scheduled meetings set for Board and Committees in advance.
Reference to ‘Special Meetings’ replaced with ‘Additional Meetings’. These refer to meetings requiring out with the scheduled calendar meetings set in advance.
Incorporate reference to in person and virtual meetings, reflecting established practice.
Reference to ‘calendar days’ replaced with ‘working days’ to align with custom and practice.
Declarations and connections section updated to align with language in the Members Code of Conduct.
Reference to timelines for circulation of action logs and minutes removed to offer flexibility.

Committee Terms of Reference
All committee terms of reference have been reviewed and a summary of updates for each committee listed below. Updates and deletions have been tracked within the appendix.

Audit Risk and Assurance Committee – Minor update to refer to the attendance of the Chief Financial Officer.

Complaints and Conduct Committee – No updates proposed.

Exceptional Circumstances Committee – No updates proposed.

Forensic Services Committee – Typo corrected.

Legal Committee – Minor updates to clarify responsibilities.

People Committee – No updates proposed.

Policing Performance Committee – Terms of Reference redrafted to simplify and clarify the committees’ responsibilities and apply Plain English principles.

Resources Committee – Minor updates to incorporate scenario planning in medium and long term planning and timescales and benefits of transformational change projects.

Matters Reserved for the Board

Matters Reserved for the Board have been reviewed and there are no changes proposed. However, to meet accessibility requirements, this information and content will be presented in a list format rather than the current table. This revised format is tracked within the appendix.

The Authority’s Financial Regulations

The Authority’s Financial Regulations have been updated and tracked within the appendix. The changes correct errors as well as providing further clarity on the regulations. Updates include reference to appropriate risk appetite and tolerance levels for each service areas within the Risk Management section; and updates to severance section.

The Resources Committee have considered and recommended the revised financial regulations to the Authority for approval.

The Authority’s Scheme of Delegation

The Authority’s Financial Delegations remain under review and subject to discussion with Scottish Government officials. Any updates to this documentation will align with updates made to the Scottish Government’s Governance and Accountability Framework for the Scottish Police Authority. At present, this document remains unchanged.

Next Steps

Subject to approval, the Authority’s Corporate Governance Framework will be updated and replace the existing documentation available on the Authority’s website.

Any update to the Scottish Government’s Governance and Accountability Framework for the Authority and associated Scheme of Delegation will be shared with Members when available.