Senior Management Team Meeting - Minutes - 24 January 2024
Attendees
Chair
- Alison Irvine (AI) – Chief Executive
AMC
- Gary Cox (GC) - Head of Aviation
BAAT
- Bettina Sizeland (BS) – Director
FCS
- Kerry Twyman (KT) – Director
- David Swanson (DS)
Items 2-4
- Andy Pope (AP)
- Steven Wyllie (SW)
Item 5
- Danny Chalmers (DC)
Ferries
- Roddy Macdonald (RM) - Director
LCE
- Susan Cameron (SC)
Major Projects
- Lawrence Shackman (LS) - Director
Rail
- Bill Reeve (BR) - Director
Roads
- Hugh Gillies (HG) – Director
TSA
- Fiona Brown (FB) – Interim Director
Internal Audit
- Mabel Hall (MH)
- Pamela Wilkinson (PW)
CEO Office
- Mark Dunlop
- Pam Yorke
Apologies
- Morna Cannon, Interim Director LCE
Welcome/ Updates
AI noted there had a been a number of volunteers for the recent request to assist with Resilience and asked Roads to make sure they followed up on these. Directors were asked to review the briefing for the NZ committee.
Action: Roads to follow up with resilience volunteers.
Action: All Directors to review committee papers.
Internal Audit Planning
PW explained IA were attending SMT to discuss plans for the Internal Plan and to ensure that IA assurance work was aligned with TS risks and use of Gateway Assurance. The plan would be formalised over the next few weeks and endorsed by the Audit and Risk Committee.
MH referred to the email she has circulated on the list of reviews over the past few years and requested further suggestions. Topic suggested were:
- Cyber security- KT advised that TS are covered by iTECS and we would stay close to core SG work.
- Procurement - LS suggested it might be valuable in having a post review of the PCIP.
- Fleet Decarbonisation - welcomed help on the validation of next steps.
- Public Bodies Expenses - in line with recent activity from PBU this may be helpful.
- The Future of Public Transport – timing TBC.
AI thanked IA colleagues for attending.
Action: Next steps are for AP to work on a proposal and bring to AI & KT for sign off.
Risk
AP provided a brief read out of Audit and Risk Committee (ARC) and Risk Management group. Sponsored Bodies risk was the main outcome of ARC. AP will pick up with GC.
SMT were asked to feedback any comments on the Corporate Risk Register to AP.
Main TS risk in DGNZ is Industrial Relations. HG referred to Corporate Risk 9 Significant events, which covers Resilience. HG will review this with AP and bring back a proposal to SMT.
It was agreed that SMT would focus the next risk discussion on Resilience and CHFS.
Action: AP agreed to bring the Resilience and CHFS risk to the next Corporate meeting.
Correspondence
SW provided a brief update on correspondence. SW asked SMT if they would be content for a paper to be circulated on correspondence going forward. AI thanked everyone for the effort their teams had made on hitting the 100% target on FOIs. SC discussed the recent EIR in LCE. AI suggested SC have a lessons learned debrief with SW. It was agreed that SW should continue to attend SMT to provide updates on correspondence and to provide more detailed analysis.
Action: SW to continue to attend SMT to provide updates on correspondence and provide more detailed analysis.
Action: SC and SW to have a lessons learned debrief with SW on the EIR in LCE.
Comms
DC went over the themes of last week’s portfolio meeting in Parliament and thanked teams for providing media details. He explained that we require a communication strategy for the year ahead and asked SMT to provide comms with any feedback on the comms planner.
AI advised that Transport, People, Integration and Place are the 4 overarching themes for the whole year.
Action: SMT asked to provide feedback on comms planner which has been circulated.
Action: Comms will attend a future SMT to go over the planner.
Action: Directors to consider if it would be helpful for Comms to attend their Directorate Development days.
Finance
KT provide an update on the Capital and Resourcing budgets. TS is awaiting an update on central position. CDEL commission circulated asking forecasts by 20 February. KT reminded everyone to ensure that forecasting is accurate and for all Directors to review their spending.
Action: Directors to ensure forecasting is accurate.
Resourcing
DS provided a table with HRMI to SMT which provided a comparison on staffing figures from 2020-2023 for each Directorate.
AI thanked DS for his presentation and invited SMT for comments. BS advised it would be useful to add more information on the reasons for increases i.e. introduction of U22s.
AI asked DS & EH to bring a paper to SMT on long term sick absences and the support that can be offered.
A discussion took place around the exceptions report. Directors were asked to review the report and what has been sent and provide an update by the end of the week.
LS was asked to prepare a proposal on the A9 dualling Resource requirements.
FB asked if staff could work more flexibility within TS to give them more opportunities for development. DS & EH were asked to consider how they can make staff aware of opportunities within TS.
Action: DS & EH to bring a paper to SMT on long term sick absences and the support that can be offered.
Action: Directors to review the exceptions report and provide an update by the end of the week.
Action: LS to send in a report on the A9 dualling Resource requirements.
Action: DS & EH to consider how they can make staff aware of internal opportunities within TS.
AOB
There was no other business. The next meeting is 21 February 2024.