Senior Management Team Meeting - Minutes - 29 October 2025
Attendees
Chair
Alison Irvine (AI) – Chief Executive
FCS
Catherine Jess-Gibson (CJG) - Director
David Swanson (DS)
Joanne Demarco (JD) Item 8
Danny Chalmers (DC) Item 5
Stephen Kelly (SK) Item 7
Jason Connelly (JC) Item 3
Andy Pope (AP) Item 2-4
Ben Robson (BRO) Item 6
Mary Docherty (MD) – Director
Ferries
David Torrance (DT) for Chris Wilcock
ECS
Morna Cannon (MC) – Director
Susan Cameron (SC)
Major Projects
Lawrence Shackman – (LS) Director
Rail
Graeme Cook (GC) – Director
Rail Reform
Bill Reeve (BR) – Director
Roads
Hugh Gillies (HG) – Director
BAAT
Bettina Sizeland (BS) – Director
TSA
Fiona Brown (FB) – Director
NXD
David Climie (DCL)
CEO Office
Pam Yorke
Mark Dunlop
Apologies
Chris Wilcock
Welcome and Introductions
AI welcomed attendees and congratulated MD on her recent promotion. SMT agreed the recent Portfolio meeting had gone well and agreed that preparations for the upcoming election should be included in the agenda for the forthcoming Development Day.
Risk Update
AP confirmed there were no significant changes to the Corporate Risk Register. The Health and Safety (H&S) deep dive conducted today concludes the scheduled risk reviews for the year. A full review of the register will take place at the November meeting.
AP will circulate a pre-meeting survey for SMT to complete. The updated Risk Management Framework will also be presented for comment and approval.
Risk Deep Dive: Health and Safety
CJG provided an overview of H&S risks and associated mitigation measures. JC discussed the annual H&S report and manual, and advised that a draft H&S strategy paper is currently with DS for review.
It was agreed that the descriptions of mitigating actions require refinement, and that improved communication and engagement on H&S matters is essential.
Corporate Update
AP reported that FOI response rates have returned to 100%. Clarity is needed around correspondence clearance procedures during CEO absence; AP and PY are reviewing this. AP reminded SMT to ensure adequate forward planning and/or cover is in place over the festive period to avoid missed deadlines. AP will circulate updated correspondence guidance to SMT.
SMT noted no concerns regarding Travel Management.
AI thanked everyone for the work in achieving the FOI target.
Comms Update
DC provided an update on actions from the previous meeting and outlined communications priorities for the next five months, including the December campaign, Winter launch, budget announcements, and A9 communications.
Business Continuity Plan
BR advised that the Business Continuity Plan has been in place since 2007 and is currently undergoing a refresh. Updates will be made in November to reflect recent structural changes within the TS Directorate. The BCP includes a link to the Cyber Response Plan for reference.
AI thanked BR for the informative presentation and acknowledged the improvements made following Internal Audit recommendations. AI reminded SMT members of their responsibilities under the BCP and emphasised the importance of having access to both digital and hard copies. Directors were reminded that they are accountable for business continuity within their directorates and must confirm this as part of their Certificate of Assurance.
TS Soft Neighbourhoods
SK delivered a short presentation on the soft neighbourhoods initiative. AI thanked SK and requested that feedback from SMT be reviewed and a final update brought to a future meeting.
HR update
Hybrid working
SMT expressed support for aligning with the Scottish Government’s hybrid working policy. TS will consider location implications (e.g., 177, VQ, TSNCC) and conduct a review in one year, when we have clarity on the SG location policy
A consistent approach to employee passport exemptions across Directorates was agreed. SMT will continue to encourage office attendance to support team collaboration.
Staff messaging should focus on the purpose of office attendance, planned activities, and team connections. HR will prepare a communications pack to support Directors and line managers in delivering consistent messages, including guidance on team agreements and employee passports.
It was noted there was to be a discussion with the TS Partnership Group on 3 November where this update would be provided.
Annual Leave Carryover
HR provided guidance on current flexi and annual leave balances, and outlined the SG’s approach for the current reporting year. A template is to be provided to SMT to support management of AL balances.
Headcount and Vacancies
SMT agreed that HR should proceed with a vacancy review.
Any Other Business
HR invited feedback on the Learning and Development paper circulated ahead of the meeting. SMT members are asked to provide written responses to the questions posed. There was broad support for making line management training mandatory within TS.
Summary of Actions
- Add Election Preparation to Development Day agenda.
- AP to circulate pre-meeting survey ahead of November SMT.
- Risk Management Framework to brought to next SMT for comment and approval.
- DS & CJG to review and refine descriptions of H&S risks and mitigating actions.
- AP & PY to review clearance process during CEO absence.
- AP to circulate updated ministerial correspondence guidance to SMT.
- Festive Period Cover - SMT to ensure adequate staffing to meet deadlines noting need for budget cover.
- Soft Neighbourhoods - SK to review SMT feedback and return with final update.
Hybrid Working
- TS to align with SG hybrid policy and review in one year.
- Conduct employee survey to inform review.
- HR to prepare comms pack for Directors and line managers.
- Ensure consistent approach to employee passport exemptions.
- SMT to continue encouraging office attendance.
- To be discussed with TS Partnership Group on 3 November.
Annual Leave & Flexi Balances
- HR to monitor and apply SG guidance for current reporting year.
Vacancy Review
- HR to conduct review of current vacancies.
Learning & Development
- SMT to provide written feedback to HR on circulated paper.