In the interests of transparency, the CCRC publishes minutes of our Board meetings, which are generally held every other month. The archive of meetings goes back to April 2020, allowing you to review the decisions and discussions made by the Commission since then.
We also hold a public Board meeting once per year, which is typically held in November. This meeting provides an opportunity for members of the public to gain insight into the important work that the CCRC carries out.
We hope that this page provides you with the information you need to better understand the workings of the Criminal Cases Review Commission and its commitment to ensuring that the best possible reviews of potential miscarriages of justice take place.
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Apologies
Mr Martin Spencer (Independent Non-Executive Director)
Presenters:
Wayne Gough – Head of Business Planning & Performance
Robin Davis – Head of HR
Welcome
The Chairman welcomed everyone to the meeting and explained that the purpose of this
interim meeting was to seek Board approval for the Corporate Plan and to discuss the Staff
Survey Results, ahead of the all-staff event on 28 March 2023.
Martin Spencer, INED, had forwarded his comments in advance of the meeting, which the
Chairman incorporated into the discussion.
Corporate Plan
The Head of Business Planning & Performance introduced the Corporate Plan which the
Board discussed. Apart from a few minor tweaks, the Board was content to approve the plan.
Staff Survey
Robin provided an update on the results of the 2022 People Survey. 74% of employees took
part in the survey. The overall Employee Engagement Index is at 71% which is an increase
on last year’s result of 68%. The Board noted that overall it was a very good outcome.
There remain areas of concern particularly regarding pay, learning and development, and
managing change. The Board noted that the Internal Communications Group was developing
a staff-led Action Plan as a live document for colleagues to see progress. The Head of HR
anticipated that the Action Plan will go to the Internal Communications Group week
commencing 13 March 2023 and once approved, shared with the Board and all of staff.
It was agreed that there would be an ‘Ask the Board’ session at the staff event, with staff being
invited to send in questions, including anonymously in advance of the session.
Any other business
The Chairman updated the Board on the result of the Board Effectiveness Evaluation. The
results were very positive with the Board scoring above average in all areas.
Next Meeting
28 March 2023 at 10.30am
Minutes of the Board Meeting
Monday 27 April at 14:00-16.00
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Mrs Sally Berlin (Director of Casework Operations)
Ms Heather Lees (Director of Finance & Corporate Services)
Mr Peter Ryan (Interim Director of Finance & Corporate Services)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: None
1. Declarations of interest
None
2. Chairman’s update
The Chairman reported that she was receiving weekly updates from the CEO on managing the impact of the coronavirus pandemic on business continuity. It is intended to take advantage of some elements of the new ways of working going forward. The Chairman thanked the team for doing an exceptional job.
3. Chief Executive’s report (including MIP and oral Covid-19 update)
The report was noted.
Covid-19 update – The majority of staff now had access to the network or to the CJSM system and were working well and keeping in regular contact with their teams. The emphasis now was to look at how the organisation would manage once the lockdown was lifted or relaxed, as well as addressing the challenge of social distancing in the workplace.
MIP – The DOC reported that new applications had begun to arrive since the incoming post was unblocked. Working under the Covid-19 restrictions together with some staff unable to work because of illness or lack of IT equipment had inevitably impacted on casework. However, this was constantly under review to ensure the best possible service to applicants.
4. Transformation Project update
The report was noted.
The interim DFCS said he anticipated work on the Discovery Phase to be completed in April. The Proof of Concept for the data migration was crucial and he was working with the teams to facilitate its development in May 2020.
The Board requested that the July 2019 paper launching the IT Digital Transformation Programme was re-circulated for information. Similarly, the business case would be circulated and it would be helpful if a concise document was produced to supplement the business case which would help inform the Commission’s Board of key milestones as well as the CMS requirements process.
The current Covid-19 situation had introduced new working practices which gave an opportunity to test optimum ways of working going forward.
5. Corporate strategy including HR Strategy for approval
The Corporate Plan was due to run until 2023 although the Board noted that it was likely to be revisited before that time due to the fast changing working environment bought about by the coronavirus pandemic.
The Board approved the draft Corporate Plan and HR strategy subject to some minor changes.
6. Annual Report & Accounts
The Head of Communications joined the meeting and asked the Board to comment on the new design of the Annual Report before a full draft was completed. The new style was approved with some minor changes to the layout.
7. Approach to implementing quality
The Head of Quality joined the meeting to discuss the introducing of a formalised Quality Management System to enhance quality culture and practices. The Board agreed that a phased approach starting in casework was appropriate and that there should be a focus on training and development. A paper would come back to the Board.
8. Any other business
It was possible that a large number of junior lawyers would be made redundant after furlough and useful to have this in mind when recruiting new CRMs.
9. Date of next meeting
Tuesday 19 May 10.00 am
Minutes of the Board Meeting
Monday 19 May 2020 at 10:30-12.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Mrs Sally Berlin (Director of Casework Operations)
Ms Heather Lees (Director of Finance & Corporate Services)
Mr Peter Ryan (Interim Director of Finance & Corporate Services)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: None
1. Declarations of interest
None
2. Minutes of the previous meeting and matters arising
The minutes of previous Board meetings held on 30 March and 27 April 2020 were approved.
3. Action Matrix
The CEO would follow up on Artificial Intelligence with MoJ to consider AI; AI would be captured within the Transformation Programme.
4. Chairman’s update
The Secretary of State had written to the Chairman commending the Commission’s innovative approach to working in response to the challenges the Coronavirus.
The Chairman had spoken to Colin Carruthers QC, Chairman of the New Zealand CCRC. Discussions included holding a virtual meeting with CCRC, the Scottish CCRC and the Norwegian CCRC.
Following recent appraisals, a number of Commissioners had offered to help with broader duties which supported the external communications strategy.
5. Chief Executive’s report
The report including management information and a covid- 19 update was noted.
The CEO confirmed that approximately 10% of the workforce was affected by Covid-19 which included those shielding or self-isolating. Managers were regularly in touch with staff and group meetings were being held via Microsoft Teams but other platforms with additional facilities would also be considered.
The interim DFCS was focussing on getting the office and facilities ready by 1st June for a very limited return to the office. Our approach continues to be if staff can work from home, they should.
6. Casework Report
The DCO report was noted. The number of new applications was low because of the situation in prisons with covid-19. The Customer Service Manager was in regular contact with prisons regarding this. In the meantime the focus was on progressing longer running cases. Business and operational plans would be kept under review in light of changes in application rates.
7. Transformation Project update
The report was noted.
The unconfirmed moving date to new offices would be delayed by 8-10 weeks because of building delays during covid-19.
The CEO stressed the urgency of having all staff networked by the end of July; the Interim DFCS would provide her a progress report.
The Board requested that the Programme Board specifically reports on the timetable, budget and business benefit in future updates.
8. External Communications Strategy
The Board approved the strategy. The new strategy aimed at being more transparent within the statutory framework and guidance on this would be provided to help those engaging with stakeholders.
A stakeholder mapping exercise would also be carried out as part of the operational plans supporting the strategy.
All Commissioners had expressed an interest in being involved with stakeholder events provided this did not impact on their casework role. It was agreed that the CEO would take part in a special purpose stakeholder forum to talk about issues arising from covid-19.
A rolling events programme would be produced with flexibility to add in ad hoc events.
9. Approach to implementing quality
The DCO reported that the new formal Quality Management System would be introduced in a phased approach beginning with casework including enhancing training and development. Formal certification would not be sought at this stage.
10. The New normal
The Board discussed how the organisation was adapting to the new ways of working.
The CEO reported that phase one of the work was underway to facilitate the return to the office of a very small number of staff. However, given current government advice and the need for social distancing, there would be no return of scale to the office. The Board noted that homeworking provided opportunities as well as challenges for some all of which needed to be considered. It was agreed that keeping connected with staff as the organisation become decentralised was vital.
The second phase of work was centred on the office move and new accommodation. The Commission’s lease expires Christmas 2020 so decisions will need to be taken regarding office space, layout and function without having the luxury of waiting to see how covid-19 would impact on working life going forward in 2021 and later. Those decisions would be based on the need to prioritise staff safety and to ensure casework continues to flow. Decisions would need be taken in the context of there being very little hard information about covid-19, the expectation that social distancing would continue for some time, and the continued risk of a second surge. The Board agreed that those who could should work from home as it provided the safest environment. To facilitate this it was important to get all staff on the remote network as quickly as possible.
The Smarter Ways of Working Group (a work stream of the Transformation Programme) would revise its Terms of Reference to factor in covid-19. The Chairman was encouraged that all the Commissioners had said they were keen to talk to staff and attend group meetings.
11. Any other business
There had been a very positive response to the Commissioner recruitment campaign.
12. Date of next meeting
Tuesday 16 June at 12.30 a single purpose meeting to approve Annual Report & Accounts only.
Minutes of the Board Meeting
Monday 23 June 2020 at 16.00-17.00
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Mrs Sally Berlin (Director of Casework Operations)
Mr Peter Ryan (Interim Director of Finance & Corporate Services)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
In attendance:
Head of Communication
Apologies: None
1. Declarations of interest
None
2. Annual Report & Accounts 2019-20 for approval
Andre Katz, Chair of the Audit & Risk Assurance Committee confirmed the report and accounts had been reviewed by ARAC the previous day and any amendments had been input.
The Board was very complimentary of the structure and new presentation of the report.
In discussion, the Board asked the Head of Communication to consider the arrangement of the Chairman’s and Chief Executive’s forewords. These would be circulated the following day for final Board approval. It was planned to submit the report on 1 July with the laying date of 15 July.
The Chairman thanked the Head of Communication for his hard work in compiling the report. She also gave special credit to the interim Director of Finance & Corporate Services for his work and stepping in at short notice.
3. Any other business
None
4. Date of next meeting
Tuesday 21 July at 10.30
Minutes of the Board Meeting
Tuesday 29 September 2020 at 10.30-12.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Mrs Sally Berlin (Director of Casework Operations)
Mr Peter Ryan (Interim Director of Finance & Corporate Services)
Mr David Brown (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: Mrs Linda Lee (Non-Executive Director)
1. Declarations of interest
None
2. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 21 July 2020 were approved
3. Action Matrix
All previous actions completed.
4. Chairman’s update
The Chairman welcomed Mark Oldham to the meeting and advised the Board that his appointment as a new Independent Non-Executive Director would be confirmed imminently.
The Chairman had a meeting arranged with the Secretary of State on 5 October and would update the Board subsequently.
It was noted that the letter of commitment between the Ministry of Justice and Government Property Agency to secure the new office space was still awaited.
The Chairman reported that the Ministry of Justice had agreed to reimburse the Commission £28.8k as a repayment for legal costs incurred.
5. Chief Executive’s report including MIP and Covid-19 update
The CEO updated the Board on Commissioner recruitment. The DCO and CEO were running the casework exercise for 57 candidates using a live case. Interviews will follow in December.
The CEO reported that the Business Plan was finalised.
Covid-19 update – following the recent government advice that staff should now work from home wherever possible, the CEO confirmed this message had been reinforced to staff. Everyone now had remote access and should have the necessary equipment to work from home successfully. Only a very small number attended the office as agreed in advance to ensure business continuity. The DFCS reported on two IT issues during the last month; it was considered that once the new system goes live at the beginning of November both the email and document management system will be in the cloud and there will be greater resilience going forward. Consideration was also being given to scanning arrangements to enhance current postal arrangements; this would place the Commission in a strong position should there be a national lockdown.
6. Casework performance in the context of Covid-19 restrictions
The DCO reported that casework was now progressing well. During May and June a large number of Post Office cases completed the review process enabling 57 referrals since the beginning of the business year. An initial drop in new application numbers at the start of the pandemic had enabled an increase of work on longer running cases which had reduced the long running cases list.
The DCO was working closely with the Customer Services Manager and external stakeholders to make sure new applications are forthcoming from the prison estate.
Recruitment of casework staff and induction has continued throughout the last few months. A recruitment campaign was due to be launched for Case Review Managers. This will be flexible to open up a larger pool of applicants, enabling home-based options.
The Board was concerned that staff were receiving sufficient support to deal with the challenges of working from home. It was noted that staff had received additional IT equipment and different initiatives had been introduced. These included regular casework group meetings, a weekly newsletter and information on a government confidential helpline and counselling sessions.
7. Transformation Programme update
The DFCS reported that the Programme had made a great deal of progress and was ahead of plan. The new Windows 10 laptops had been issued to all staff and Commissioners and the Case Management System was due to go live by the end of November. Contracts had been signed for new HR and Finance systems.
It was noted that the budget for the Transformation Programme remained as submitted.
8. Information Governance Framework for approval
The Framework document was noted and approved by the Board.
9. Let’s Talk About Race – discussion
The CEO reported that the Diversity and Inclusion Group was to be relaunched and she would be asking for expressions of interest from staff members to chair the group. A Commissioner would be included in the group and some Knowledge Cafes arranged to generate input more widely from staff. It was noted that the Research Committee was about to issue a call for research proposals which included issues of race and ethnicity in the Criminal Justice System.
10. CCRC 25th Anniversary
The Head of Communication joined the meeting; the Board was in complete agreement that this was a very special event and work needed to commence shortly. A steering group would be appointed to begin planning.
11. Public Board meeting
The Head of Communication reported that a virtual public board meeting would take place in November by Zoom. It will be publicised.
The Chairman stressed the importance of the media strategy and requested that the HoC circulate the stakeholder map and linked documents to the Board this week.
12. Any other business
The DCO reported that the Board’s decision to move no appeal cases decision making to some casework staff had been postponed because of the Transformation Programme, Covid and new Case Review Managers joining the Commission. The Board agreed that implementation could be delayed for around six months.
13. Date of next meeting
Tuesday 24 November at 10.30
Minutes of the Public Board Meeting
Tuesday 24 November 2020 at 10.00-11.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Mrs Sally Berlin (Director of Casework Operations)
Mr Peter Ryan (Interim Director of Finance & Corporate Services)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: None
1. Welcome
The Chairman welcomed everyone to the Commission’s first public Board meeting. Attendees included stakeholders and interested parties including the Scottish CCRC and CCRC Commissioners and staff.
2. Declarations of interest
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 29 September 2020 were approved.
4. Action Matrix
The first meeting of the steering group for the Commission’s 25th Anniversary Conference was expected to take place in the next month.
The stakeholder events schedule will be circulated to the Board.
5. Chairman’s update
The Chairman is due to meet the Lord Chief Justice and President of the Queen’s Bench Division in December.
The Chairman reported that the Commission had made a submission to the House of Lords Constitution Committee, Inquiry into the Constitutional Implications of Covid-19 on the workings of courts and tribunals.
It was noted that the Westminster Commission had not announced when their report would be published.
The Chairman had been interviewed by Evan Davis for BBC R4’s PM Programme in October. Discussion points included issues with delayed trials, possible changes to jury trial system and legal aid cuts and implications for miscarriages of justice. The interview went very well and the Chairman had been invited to return on a future occasion.
The Chairman was delighted to report that the Commission had made its 750th referral.
The Commissioner recruitment campaign was ongoing; interviews were scheduled for the beginning of January. Andre Katz, Independent non-executive director and Chair of Audit & Risk Assurance Committee, has been renewed for a second term. The Chairman and CEO had recently met remotely 4 new starters who were enthusiastic about joining the Commission. The Chairman together with Ian Comfort, Commissioner, and 2 members of staff were planning an online Christmas event for staff which was seen as essential in keeping everyone connected.
6. Chief Executive’s report
The Management Information Pack was noted by the Board.
The Chief Executive reported that the Transformation Programme had delivered the new IT and casework management system ahead of schedule. This was a significant achievement given the challenging circumstances the organisation was working in.
Casework was continuing to perform well with committees taking place remotely. Staff have adapted to working remotely with only a small number attending the office. Managers had been carrying out mid-year reviews and were supporting staff and considering their welfare.
The Director of Casework Operations was sifting the 99 applications received for Case Review Manager positions. For the first time applications are open to individuals who do not need to be office based.
The CEO and Director of Casework Operations had met recently with the Registrar, Court of Appeal Criminal Division.
The Board discussed the impact of Covid-19 on casework. Application numbers had fallen early during lockdown but had fluctuated with one month seeing a higher number than the pre-Covid period. The Customer Service Manager had arranged for the Commission to appear on National Prison Radio and continued to work with the Prison Service to ensure intake is maximised. Additional impacts on casework performance included staff sickness and some national Microsoft outages.
The Board discussed the recent Go Live of Microsoft 365. Daily training surgeries, materials and videos had been made available and members of the Transformation Programme were on hand to help with queries. There had been challenges with some aspects of training given remote working; and specialist and tailored training would be provided to assist. Microsoft Dynamics, the new Casework Management System, launched on 23 November; first impressions were that it was more intuitive than previous systems. The Board noted the huge advances made as a result of the Transformation Programme and thanked everyone involved for their hard work.
The CEO noted that with the possibility of more cuts to legal aid there was likely to be an increase in applications to the Commission. Together with the imminent spending review it was important to continue working efficiently and effectively to continue to provide high quality casework. The DFCS reported that Covid related costs had been incurred and he was looking to MoJ to reimburse.
7. Casework performance during and since Covid-19
The Director of Casework Operations reported that casework had responded well to Covid-19 challenges and performance was high. 60 referrals had been made in the current business year. This included Post Office Horizon Computer cases, each one of which had to be examined separately. These referrals were significant; the applicants affected had been greatly impacted by their experience of Post Office prosecutions.
The DCO noted that the Commission’s 750th referral turned on a potential alternative suspect as a result of DNA findings.
8. Transformation Programme update
The DFCS reported that the Transformation Programme had successfully rolled out the new systems considerably ahead of schedule. The Board noted that this achievement was set against the backdrop of the pandemic which necessitated diverting some Transformation Programme resource to remote working over the Spring putting pressure on the Programme team.
The new Finance and HR systems would be rolled out in December.
The new website work provided by MoJ was slightly behind schedule; it was now likely to be complete in January.
The Board congratulated the DFCS and the Programme and IT teams and noted their considerable hard work and commitment in delivering the new systems for the Commission.
9. Any other business
None
The Chairman thanked everybody for giving their time to join the Commission’s first public board meeting.
10. Date of next meeting
Tuesday 26 January at 10.30 am
Minutes of the Board Meeting
Tuesday 26 January 2021 at 10.30-12.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Mrs Sally Berlin (Director of Casework Operations)
Mr Peter Ryan (Interim Director of Finance & Corporate Services)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: None
1. Welcome
The Chairman welcomed everyone to the meeting and informed the Board it was Sally Berlin’s last meeting. On behalf of the Board, the Chairman thanked Sally for her hard work and loyal service to the Commission and congratulated Sally on her new position.
2. Declarations of interest
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 24 November 2020 were approved.
4. Action Matrix
Setting up a steering group for the 25th Anniversary conference remained outstanding; the CEO confirmed that it was being attended to.
5. Chief Executive’s report
The Management Information Pack was noted by the Board.
The Chief Executive reported that no members of staff were currently absent due to Covid but there was a sense of lock-down fatigue. A recent training event was well attended by staff and more similar events were planned to boost staff engagement. It was agreed that there would be a People agenda item going forward.
The staff survey outcome was noted showing improvement in six out of nine areas. There continues to be significant concern around pay.
Odgers had been instructed to conduct the campaign in respect of the Director of Casework. The Director of Finance & Corporate Services position would be advertised through a government wide campaign.
The CEO and Chairman wanted an early meeting with Antonia Romeo, the new Permanent Secretary.
CEO updated the Board regarding budget submission which was designed to protect casework and enable enhanced outreach, media and diversity both internally and externally. This is separate to the Transformation Programme budget.
The CEO and RW had attended a productive preliminary meeting with the Law Commission who were deciding the new programme of work. There is likely to be public consultation after Easter when the Commission will have the opportunity to make a formal submission.
A steering group for the 2022 Conference will be set up by end February and will include the Chairman, LL and Ian Comfort, Commissioner.
6. Chairman’s update
The Chairman reported that 18 candidates had been interviewed for the Commissioner role resulting in 4 names being submitted to the Secretary of State and the Prime Minister’s office for approval. The Chairman’s extension was still waiting approval. The Chairman was currently conducting Commissioners’ appraisals and it was clear that they wanted to be more involved with outreach work.
A RemCo meeting had been held in January.
The Chairman was due to meet the Secretary of State in February and asked the Board for any specific topics they wanted raising.
7. Casework report to note
Casework had performed well notwithstanding the CMS roll-out requiring casework staff to familiarise themselves with new ways of working; there was also a high level of annual leave in December. The number of long running cases is reducing and 3 referrals were made in the November/December period.
There was concern about the lower number of new applications received. The DCO was investigating the use of authorised mobile phones for prisoners to use to contact the Commission. This was now being escalated.
The DCO reported that there was the possibility of a large number of additional Post Office cases. The DCO was concerned that current resources were not adequate notwithstanding a current CRM recruitment exercise which is underway. Some “flex” is available through former interns.
8. Transformation Programme Report to note
The DFCS reported that the gsi email was expiring at the end of March and a new format had been put in place. The new website had been delayed but was coming back on track. The core upgrade of the Finance system took place in December. The procurement for a replacement
HR system has begun. Work has begun to set up a project to look at the Finance and BIS teams and the impact of the transformation programme.
The Board discussed the new CMS and time recording. Concern was expressed that it was difficult to record time or locate where it could be recorded and this could result in low take up which would distort the cost (or time taken) per case. The DFCS is keeping this under review; it is anticipated that there needs to be 3 – 6 months’ worth of data to evaluate the process properly. However, the DFCS stressed that evaluation was on-going.
9. 2021-22 Business Plan update to note
The Board agreed that it was important to carry out process review work first which could then support the introduction of AI. This review work included looking at the BIS and Finance Teams first, followed by CAT and ACAT and maybe the Legal department.
The DFCS hoped the finalised Business Plan could go to the March Board but it was dependent on whether the Budget was received.
2020-21 Business Plan progress to note. The Board noted the progress of the current business plan.
10. Stakeholder mapping for discussion
AK offered to help with the mapping and would discuss this further with the CEO.
11. Any other business
McKinsey & Company article – “Overcoming pandemic fatigue” for discussion.
12. Date of next meeting
Tuesday 23 March at 10.30 am
The Chairman thanked the Board for their support and particularly SMT who are working extremely hard
Minutes of the Board Meeting
Tuesday 23 March 2021 at 10.30-12.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Interim Director of Casework Operations)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: None
1. Welcome
The Chairman welcomed Amanda Pearce to the meeting as Interim Director of Casework Operations.
2. Declarations of interest:
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 26 January 2021 were approved.
4. Action Matrix
No actions outstanding.
5. Chairman’s update
The Chairman reported on her meeting with the Secretary of State. She had also held meetings with Redacted and Redacted. The Scottish CCRC was arranging a further meeting of the four CCRCs including Norway and New Zealand, likely to take place in August.
We are still waiting for the outcome of a submission to re-appoint Commissioners.
6. Chief Executive’s report
The Management Information Pack was noted by the Board.
The Chief Executive reported that she had attended a routine Business Assurance Meeting with MoJ and SMT as well as, where possible, joining fortnightly video calls held by the new Permanent Secretary, Antonia Romeo.
The CEO and FCSD had interviewed and now appointed an interim External Affairs Manager to address a period of absence. Recruitment for the DCO role would be handled by Odgers.
7. Casework report to note
The interim DCO updated the Board regarding telephone contact with prisoners. Although it is not possible to dial into a prison, our local rate number has been made available for all prisoners to use with authorised in-cell phones. Where in-cell phones are not available, prisoners will be given access to a phone to contact us. Prison video suites can be accessed by MS Teams calls.
Three new CRMs had been appointed with start dates pending. The interim DCO was looking at a rolling CRM recruitment programme as well as introducing trainee and senior CRM roles. A structured casework staff group would help with development and retention. The FCSD was waiting for budget confirmation. Extra funding would protect and enhance casework and ensure we can enhance engagement and outreach work.
8. Transformation Programme Report to note
The FCSD reported that the new website would be delivered in early May.
The FCSD had been considering the service model for IT.
The office move is scheduled for 2-16 August and increasingly information will be rolled out to staff including a virtual tour of the new building.
9. Westminster Commission Report
The Chairman has asked Board members and Commissioners for their observations. A focused sub-group would then be established which would report back to the Board.
10. Stakeholder mapping
The Board discussed the draft stakeholder map; members were asked to contact the CEO outside of the meeting with detailed comments. The CEO would keep the Board updated in respect of this and other stakeholder matters. The interim External Affairs Manager was now in post.
11. New accommodation
The paper was noted.
12. People
The CEO reported that the sense of covid and lockdown fatigue was lifting across the organisation; a programme of training events, management training, a mentoring scheme and regular updates on the new office had all contributed to this. A summer event was being planned to bring staff and Commissioners together. Following the staff survey a series of focus groups would be taking place, giving staff the opportunity to discuss issues. A member of staff had been appointed as Workforce Champion.
13. Any other business
The Chairman informed the Board that the action to move No Appeal decision making to CRMs would be delayed. This was due to CRM capacity and taking the opportunity to review our policy on exceptional circumstances.
External Assurance proposal
The Data Protection Officer joined the meeting to discuss data protection review proposals. The board agreed with the proposal to undertake a third party, full DPA 18 compliance assessment check.
14. Date of next meeting
Tuesday 25 May at 10.30 am
Board Minutes May 2021
Minutes of the Board Meeting
25 May 2021 at 10.30am-12.30pm
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Interim Director of Casework Operations)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: Mr Rob Ward (Non-Executive Director)
1. Welcome
The Chairman welcomed everyone to the meeting.
2. Declarations of interest:
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 23 March 2021 were approved.
4. Action Matrix
The Chairman reported that the sub-group to review the Westminster Commission recommendations was due to meet for the final time this week before submitting their responses to the Westminster Commission and publication on our website.
5. Chairman’s update
The Chairman announced that three new Commissioners were starting on 1st June. Planning for a further round of Commissioner recruitment was in progress. A number of media interviews with the Chairman had taken place concerning the recent PO cases and issues surrounding the Westminster Commission report. Following a discussion with the Chair of the Criminal Bar Association, the Commission had been invited to participate in a joint seminar on Legal Aid funding and other systematic issues in the CJS.
6. Chief Executive’s report
The Management Information Pack was noted by the Board.
The Chief Executive reported that recent focus had been on the Annual Report & Accounts and business planning.
The current public sector pay freeze effects all staff earning over £24k; we are still able to use the Commission’s Reward & Recognition policy to reward exceptional work or effort as a one- off. Commissioners will be reminded about the scheme so that they can alert managers to such performance.
The DFCS was in discussion with MoJ Taxation regarding Commissioner expenses. Separately, the CEO had been in discussion with the Public Appointments Team concerning the fee level for Commissioners; she was concerned that the fee was not sufficiently attractive and was putting off good candidates who are at the early stages of their career.
The Board discussed remote working. It was noted that the Commission had successfully become a home working organisation during the pandemic. Smarter Ways of Working were already under consideration when the Pandemic hit, this led to greater investment in technology and more rapid acceleration of change. It was agreed that this would continue and would be particularly beneficial in terms of being able to appoint staff outside of the West Midlands to those posts which we have struggled to fill. The organisation being “remote first” would also ensure the continuation of one culture and one way of operating. Time spent in the new office for the majority will primarily be for collaboration – new joiners, group activity, training etc. The CEO will update staff at tomorrow’s staff briefing.
7. Casework report to note
The interim DCO reported that 53 convictions were overturned in March and April. With Covid restrictions easing, travel to Northern Ireland to review material could go ahead in June. The prison estate restrictions meant face to face meetings were still not permitted, however, video conferencing with prisoners was available.
Three new CRMs were joining in June and the trainee CRM recruitment exercise would be launched in early July.
8. Transformation Programme Report to note
The DFCS reported that the current focus was on implementing the new HR system, the new website going live in June and the office move in August. The building work in the new offices will continue until the end of September.
The IT Transformation Manager is leaving in mid-August. The DFCS recorded his thanks for her hard work and commitment to the project over the last two years.
IT were implementing a Helpdesk ticketing system to deal with calls and recruiting an IT support analyst on a six-month contract.
CMS reporting was being looked at to see the number of days where a case sits at the different stages of a review and staff needed to be reminded to record their time to ensure the data is accurate.
9. Westminster Commission Report
The working group were preparing their response to the recommendations and anticipated this would be ready to submit in the next week together with publication on the website.
10. Business Plan
The Business Plan was approved subject to one drafting point.
11. Annual review of Risk Register
The Board was concerned about the increase in ransom ware attacks on organisations and Cyber Security generally. The DFCS reported that links were being made with MoJ and other government departments and a support contract was in place with a specialist cyber security company to provide additional resilience. Cyber awareness training for staff was ongoing and the Business Continuity Plan was under review.
12. ARAC annual report
The report was noted.
13. LRC annual report
The report was noted.
14. Board Terms of Reference
The Board terms of reference were approved.
15. People
It was reported that staff morale was good overall but CRMs’ portfolios were too large and the news of the pay freeze was disappointing for staff. CRM recruitment was a priority and SMT were looking at other opportunities to recognise good performance such as development opportunities.
16. Any other business
None
17. Date of next meeting
Friday 25 June at 8.30 am
Minutes of the Board Meeting
Monday 26 July 2021 at 10.30-12.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: None
1. Welcome
The Chairman welcomed everyone to the meeting.
2. Declarations of interest:
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 23 March 2021 were approved with a small amendment.
4. Action Matrix
The matrix is up to date with no outstanding actions.
5. Chairman’s update
The Chairman announced that the Body Corporate were meeting in the afternoon and this would be a good opportunity for all the Commissioners to get together. Last week the Chairman and a small group of Commissioners had visited the new office building and although it was unfinished it looked impressive. The Chairman and Casework Operations Director had recently taken part in a consultation about the establishment of a Canadian CCRC. The Chief Executive of the SCCRC had arranged a meeting of the 4 CCRCs on 4 August, with each Commission making a presentation on Zoom.
The Board reviewed a preliminary agenda for the public Board meeting in November.
6. Chief Executive’s report
The Management Information Pack was noted by the Board.
The Chief Executive reported that recent focus had been on recruitment. Over 240 applications had been received for CRM posts. The CEO was liaising with MoJ about the next round of Commissioner recruitment including reviewing the fee rate to ensure that some groups not precluded from applying. It was anticipated that the campaign would launch in September.
An external company had begun a Security Maturity Assessment. The process involves a number of telephone meetings with internal stakeholders to establish internal processes and controls. Included are reviews of our recruitment and training and DPO and facilities processes and to ensure cyber security is appropriately covered.
Mandatory data protection training had been undertaken by all staff and the policies had been updated when staff began working from home. Staff and Commissioners had been reminded about the use of social media.
The Board was disappointed that notwithstanding the many positive media stories about the Commission, we struggle to receive appropriate recognition. It was noted that the applicant engagement team was being expanded which would help to address this as would the introduction of an expanded media team.
7. Casework report to note
The COD reported that there was a resource issue with CRMs. Although we were making new appointments, they were only covering recent and planned future departures rather than increasing complement. Although the current recruitment round was underway it was unlikely successful applicants would be in post before December leaving CRMs with even heavier workloads. Two experienced interns were staying until February and the COD was looking at contacting previous interns to undertake some casework. The three new Commissioners were already making an impact with casework.
The Board noted that there were likely to be more Post Office referrals which would impact on the current CRM resource. The COD was clear with staff that quality was imperative over timeliness but that they must work closely with Group Leaders to ensure portfolio management.
8. Transformation Programme Report to note
The FCSD reported that the new website went live on 15 July. It was suggested that more case studies were included and the FCSD confirmed this was planned. The first stage of the new HR system will be implemented in August followed by new timesheets. Induction for critical workers will take place in the new building on 5th August in advance of the scheduled move a week later.
Managers were planning a workshop to look at how the Dynamics CMS system could help with Outreach work. Similarly, staff had been asked for suggestions on any improvements that might be implemented to improve the CMS process.
9. Westminster Commission update
The COD’s report was noted. The COD was asked to look at how the Statement of Reasons were communicated to applicants with mental health problems and to consider the recent research conclusions by The University of Sussex.
10. Long Running Cases Committee updated Terms of Reference
The Board approved the amended Terms of Reference.
11. People for discussion
The Chief Executive reported that the Remote-First drop in with the CEO and Chairman had taken place on 23 July. A small number of staff expressed concerns about remote working; they were asked to contact the FCSD about joining the working group which was being established.
12. Any other business
None
17. Date of next meeting
Tuesday 28th September
Minutes of the Board Meeting
Tuesday 28 September 2021 at 10.30-12.30
Meeting held remotely by video conference
Present:
- Mrs Helen Pitcher (Chairman)
- Miss Karen Kneller (Chief Executive)
- Ms Amanda Pearce (Casework Operations Director)
- Mr Peter Ryan (Finance & Corporate Services Director)
- Mr David Brown (Non-Executive Director)
- Mrs Linda Lee (Non-Executive Director)
- Mr Rob Ward (Non-Executive Director)
- Mr Andre Katz (Independent Non-Executive Director)
- Mr Martin Spencer (Independent Non-Executive Director)
Apologies: Mr Mark Oldham (Independent Non Executive Director)
- Welcome
The Chairman welcomed everyone to the meeting.
2. Declarations of interest:
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 26 July 2021 were approved.
4. Action Matrix
The matrix is up to date with no outstanding actions.
5. Chairman’s update
The Chairman was disappointed that her meeting with the Secretary of State had been cancelled due to the recent appointment of a new Secretary of State. An early introductory meeting had been requested, to discuss Commissioner recruitment amongst other issues. The Chairman was taking part in a meeting with Cabinet Office arranged by the Public Chairs’ Forum on recruitment. The Chairman was attending the next meeting of the MJSS Advisory Group on 13 October. A CCRC Strategy event is planned for April 2022.
6. Chief Executive’s report
The Management Information Pack was noted by the Board.
The Chief Executive reported that Commissioner recruitment was likely to be delayed due to Ministerial changes and dialogue with MoJ regarding the fee level.
A good meeting of the Remote-First drop-in with the CEO and Chairman took place on 23 September. SMT are meeting to review remote working draft policies and would ensure that the Board was regularly updated.
There had been a pilot of a remote working course for managers. The intention is to roll that out to all managers and to roll out similar training to all staff and Commissioners.
The Board was pleased that Communications would be a feature of the next strategy day. Some work is being done around sentiment tracking including engaging with an external provider for support.
7. Casework report to note
The casework report was noted by the Board. The COD reported that two new Kalisher interns were starting in October. The case intake had been low in August but had increased in September. The long-term average intake is 120 cases per month and it was noted that an increase would present challenges with current resource issues. 9 referrals had been made this business year so far.
8. Transformation Programme Report to note
The FCSD reported that the office move had taken place successfully. The remaining assets at 5 St Philip’s Place were being decommissioned. Phase 2 of the new HR system and the Process Review Project were both on target for completion in December.
The Transformation Project has a roll over budget for 2021-22. A Customer Relationship Management System is being designed as part of the CMS system to support stakeholder and outreach work. Enhancements to Dynamics will be carried out and a number of suggestions for change were being collated.
The FCSD confirmed that there will be a final review of the Transformation Programme to the Board in March 2022 and discussion at the Strategy Day in April.
9. Strategy day 2022 update
The Strategy day has been moved to 5 April 2022 and will be held in the new office.
10. Public Board meeting update
The Board approved the agenda for the November public Board meeting.
11. 25th Anniversary update
The interim External Affairs Manager joined the meeting and updated the Board on the 25th anniversary plan. Two venues had been booked for 2022 – Wednesday 19 October at the House of Lords and Tuesday 22 November at The Exchange in Birmingham. There will be a programme of events throughout the next year and a designated page on the website. An electronic commemorative book is being produced which will include interviews with fellow CCRC Chairs/Chief Executives.
The Chair of the Research Committee asked that the Committee considers the academic papers being prepared for the commemorative book.
12. People for discussion
The COD reported that Remote First was well received by staff but there was some anxiety experienced by a small number. A Q&A will be published which will provide reassurance. There was also anxiety around Covid-19 over the coming winter months. However, the COD had spoken to a lot of staff recently and the mood was generally positive particularly in light of recent recruitment.
Six new staff had been recruited; all live out of the West Midlands area. Three CRMs had been appointed and interviews for trainee CRM posts were taking place in October. The selection criteria for new CRMs was being reviewed to ensure we were not cutting out good candidates. To address the immediate resourcing issue, outsourcing casework to former interns was being considered and overtime for existing CRMs.
13. Any other business
The FCSD advised that following a tender process, (redacted) had been selected to carry out a review on the Commission’s Data Protection regime and demonstrate its compliance levels with applicable UK data protection law. The recommendations and findings will be reported back to the Board.
Audits on information security, financial controls and casework will take place in October.
14. Date of next meeting
Tuesday 30th November 2021
Minutes of the Open Board Meeting
Tuesday 30 November 2021 at 10.30-12.15
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies: Mr Rob Ward (Non-Executive Director)
1. Welcome
The Chairman welcomed everyone to the meeting and extended a warm welcome to those members of the public who were observing today’s annual open meeting.
2. Declarations of interest
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 28 September 2021 were approved. There were no matters arising and all actions were complete.
4. Chairman’s update
The Chairman provided a verbal update to the Board. Work was continuing on the next round of Commissioner recruitment. Commissioner induction and connectivity with the team had largely been held remotely. Similarly, meetings with staff were held remotely.
Regular liaison continued with Cabinet Office and MoJ. The Chairman has a great deal of positive involvement with the press. However, inaccurate coverage in an article in The Times risked deterring potential applicants. The inaccuracies are being pursued with The Times. A bi-annual meeting of the Body Corporate consisting of all Commissioners was taking place later that day. The Chairman confirmed she was delighted to be re-appointed for five years.
5. Chief Executive’s report
The Management Information Pack was noted. The CEO reported that casework recruitment was ongoing in light of the need for more case review managers as previously reported. The CEO was also in dialogue with MoJ about Commissioner recruitment including the fee level. Increasing the number of CRMs and Commissioners was vital to ensure CRM portfolio sizes reduce, and Commissioner decision-making flows. A virtual induction process for staff had been developed. Managers had received training on managing teams remotely and all staff and Commissioners were undertaking training on remote working. The Transformation Programme had taken some staff away from casework temporarily; however, casework performance was good. Under the Finance & Corporate Director’s leadership, staff had been very involved in the process of becoming a remote working organisation.
The CEO outlined some of the events she had recently attended. She also outlined key activities due in the final quarter of the year which will include business planning; preparation for the strategy event in April; onboarding new recruits and continued external engagement.
6. Casework report to note
The casework report was noted by the Board. The COD reported that performance against KPIs was positive and remained stable over the last few months. This was good news given the larger portfolios for casework staff. Figures showed that the number of new applications since lockdown were increasing again. The three new Commissioners had helped to progress decision making. There were fewer long running cases and of these, and although the number of cases was above target, taking account of linked cases, the number of reviews was below the target figure. 10 referrals had been made in the current business year with several in the pipeline. Outreach work was taking place to locate potential applicants related to successful cases, namely the Shrewsbury 24 and Post Office cases.
The COD reported on the Sunday Times article which reported that there are 90 cases which were referred only after a reapplication and implied that this was the result of investigative failings on the part of the CCRC. The COD emphasised that there are many reasons why a case which has been refused might later be referred including, for example, developments in science or medicine, changes in the law or new information provided by the applicant. In the last 10 years, there had been 4 decisions not to refer which had been followed by a referral decision and successful appeal.
Recruitment campaigns were ongoing for additional CRMs and casework admin staff and it was hoped this increased resource would enable portfolio size to be reduced. The ability to offer remote working had increased the number of applications from round the country.
7. Westminster Commission update
The COD reported that work was continuing on reviewing our Decision Documents, approach to Provisional Decisions and applicant update letters. No Appeals and Exceptional Circumstances (ECs) were also being examined and the interns were starting a research project to look at whether the introduction of the Easy Read NG form has increased the number of no appeal applicants who apply directly to the Court after receiving a CCRC decision that there are no ECs. Consideration was also being given to a further piece of work to look at those no appeal cases where potential ECs have been identified to see whether there is anything we can learn from that.
A Youth Justice Champion had been appointed working with the Head of Legal to arrange training on youth justice issues.
KPIs were being reviewed and the January Board would see a proposal of any revised KPIs.
A meeting regarding the Westminster Commission had been planned for the Chairman with Bob Neill MP, Barry Sheerman, MP and Glyn Maddocks in November, however, this had been postponed until the new year.
8. Transformation update
The Finance & Corporate Services Director reported that the programme had gone very well and ahead of schedule. 9 projects were started in 2019 including a new CMS, website, office move and smarter working. 6 projects had been completed and it was expected the remainder would finish by the end of March 2022. A benefits realisation exercise would be undertaken at the end of the financial year together with further enhancements to the CMS.
An 0800 number will be rolled out for the benefit of applicants and potential applicants.
9. New Commissioners- introductions
Zahra Ahmed and Nicola Cockburn introduced themselves to the Board as two of the three new Commissioners. Joanne Fazakerley had sent her apologies.
10. 25th Anniversary Conference
The Chairman confirmed there would be two main events to celebrate the 25th Anniversary. These would take place at the House of Lords on 19 October 2022 and the Birmingham Exchange on 22 November 2022; invitations would be issued to stakeholders. A working group is coordinating plans and the Research Committee is currently looking at academic input. Attention will now also be given by the Research Committee to commissioning a book to commemorate the Commission’s 30th anniversary.
A recent meeting of the stakeholder group was positive.
11. Engagement – new website/Instagram/outreach
The Manager of Applicant Engagement reported that funding had been made available specifically for increased engagement, enabling expansion of the engagement team. This will mean closer working with prison staff to increase prison visits and particularly to inform vulnerable groups how to apply to the Commission. Work will also increase with small charities, Community Chaplaincy, and Prison Advice Service to enhance communication with applicants. Outreach continues with National Prison Radio and Inside Time paper.
The new website has had a positive impact and enables applications online. Social media and Instagram are reaching people at liberty. Followers include small charities who have direct contact with potential applicants. The new Casework Management System allows for more strategic monitoring of applications.
A successful applicant spoke about his involvement with the outreach programme and how he wished to continue working with under-represented people.
12. International engagement – Canada and New Zealand updates
The CEO reported that New Zealand had launched its Commission. The Canadian Department of Justice invited us in July to take part in a consultation on the establishment of an independent Canadian Criminal Case Review Commission. These events and engagement are important in sharing ways of working and developing good practice.
Minutes of the Board Meeting
Monday 24 January 2022 at 10.30-12.15
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
- Welcome
The Chairman welcomed everyone to the first meeting of the year and introduced the Head of Business Planning & Performance.
- Declarations of interest
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 30 November 2021 were approved. There were no matters arising.
4. Actions Matrix.
All actions were complete.
5. Chairman’s update
The Chairman provided a verbal update to the Board. The Minister, Tom Pursglove MP had requested an introductory meeting with the Chairman which was arranged for 3 February. A great deal of time was being spent on Commissioner recruitment and reappointments with MoJ including bringing Commissioner’s appraisals forward. In consideration of Covid restrictions the Chairman’s visit to Northern Ireland had been postponed and replaced with remote meetings.
The Chairman congratulated Linda Lee, Commissioner on her recent success in becoming a Deputy District Judge.
6. Chief Executive’s report
The Management Information Pack was noted. The CEO reported that discussions were ongoing with MoJ to agree an increased fee for Commissioners which was holding up the start of the next recruitment campaign. Two new CRMs had started, and an open-ended CRM recruitment drive was being launched in March. A lot of work was going on to fill vacancies across the organisation and it was anticipated that there would be 10-12 new starters by the end of March. Pay remains a huge issue for staff. MoJ have requested a budget submission for a 3-year settlement.
The Board discussed casework portfolio sizes, the pressure on caseworkers and the need to recruit more CRMs. The COD oversees size of portfolios to make sure the targets are realistic and to support staff.
The CEO updated the Board on FOI.
The campaign for a Head of External Affairs and Communications had produced over 100 candidates.
7. Casework report to note
The casework report was noted by the Board. The COD reported that there had been 5 referrals in November/December bringing the total in the business year to 14 and more were being prepared.
The COD reported on the introduction of the Senior CRM role which had been well received by staff. The purpose of the role was to exemplify and drive improvements, provide CRM development opportunities and share knowledge. The senior CRMs were also assisting with some of the corporate issues that needed input.
8. Casework KPIs for 2022-23
The COD reported that she had looked at splitting KPI 1 into three timeliness categories.
1a – percentage of all cases completed within 12 months; 1b – percentage of review cases completed within 12 months and 1c – the percentage of triage cases completed within 4 months. The proposed targets of 70% for KPI 1b and 80% for KPI 1c were approved as realistic considering current portfolio sizes. The COD would keep under review gradually increasing the targets over a 3-year period.
The target for KPI 2 had previously been increased to 36 weeks to reflect the anticipated impact of closing the large number of long-running Post Office cases. However, those cases were no longer impacting the 12-month figures and the Board approved reverting to the previous target of 30 weeks.
9. Transformation Programme update
The report was noted by the Board. The Finance & Corporate Services Director reported that four of the five outstanding projects had been closed within the budget and timescales. The remaining HR modules would be completed in March and April. The Benefits Realisation will take place in March with the formal project sign-off in April 2022.
The Board commended the FCSD and Project Board for delivering a very well managed project, under budget and on time. The Chairman would contact the Public Chairs’ Forum with a view to sharing the model with other ALBs.
10. Business Plan forward look
The Head of Business Planning and Performance had been meeting the business owners and arranging discussions with staff to identify actions and key areas for development. The Board supported the forward look and provided feedback which will be adopted. The Chairman said that the Strategy meeting in April would build on the Business Plan.
11. People for discussion
The Board discussed CRM recruitment and issues around the reward package for caseworkers. Work was taking place on revising the recruitment packs for CRMs to showcase the role and the highlight the benefits including flexible working, pension, career progression and opportunities within the role. The new pack would also be more explicit about how demanding the role of the CRM could be
There have been a lot of new starters; key to on-boarding is good induction. Induction has been revisited and feedback from new staff was very positive.
A revised Reward & Recognition scheme is under consideration by SMT to make the process easier; staff will also be encouraged to nominate good performers.
12. Any other business
None
13. Date of next meeting – Monday 28 March 2022 at 10.30 am
Minutes of the Board Meeting
Monday 28 March 2022 at 10.30-12.15
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Welcome & Apologies
No apologies
Declarations of interest
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 24 January 2022 were approved. There were no matters arising.
4. Actions Matrix.
All actions were complete.
5. Chairman’s update
The Chairman provided a verbal update to the Board. At a recent meeting with the Westminster Commission, they had commended the CCRC for their hard work and for adopting the recommendations where relevant. Subsequently, Barry Sheerman MP had asked questions in parliament about our funding, budget and Commissioner appointments. The Chairman had been invited to attend an event on the future of the Justice Commission and broadening the work of the APPG.
The Chairman had met with the Permanent Secretary, Antonia Romeo and reiterated her concerns about delays in processing reappointments. The work of the Public Chairs’ Forum was also discussed.
6. Chief Executive’s report
The Management Information Pack was noted. The CEO reported that work on the Business Plan was progressing and this would come to the Board in May following input from the Strategy Day. Interviews were taking place imminently for the new Head of External Affairs and Communications role.
‘Your Consultation Group’ comprising ex-offenders some with legal knowledge, had joined the stakeholder forum. It was hoped to formalise the relationship and take part in some of their prison surgeries. Some limited funding would be provided to support their work and to facilitate the Commission accessing potential applicants in prison.
The Board noted that the two recent bids from production companies were not going ahead; it was understood that it was important to find the right partner.
Staff sickness absence in February was 2.9% of the available working days; the CEO would ask how the figures compared with similar organisations. The CEO would ask the Head of HR to do some analysis.
New initiatives were being introduced across the Commission to ensure staff remain connected. These included Casework Question Time events and a new health and wellbeing page on Sharepoint, to help create more non-work interaction amongst staff.
The Board was concerned that the actual headcount was 24 under budget. The COD reported that the new refreshed CRM recruitment pack was launched in March. Targeted advertising had been introduced and online applications were now available. Further, 12 of those vacancies had been filled but we were waiting for start dates.
7. Casework report to note
The casework report was noted by the Board. The COD reported that 20 referrals had been made by the end of February and it was anticipated there would be 26 by the end of the year. Following completion of two section 15 cases a further direction had been received from the Court of Appeal to conduct a section15 investigation.
A number of casework staff had recently started at the Commission. Recruitment would be taking place for an additional lawyer for the legal department and for the next cohort of Kalisher interns.
The Board agreed it would be worthwhile to look broadly at KPIs and take soundings to see how useful they are to stakeholders. This would be undertaken as part of the planning for the new corporate plan.
8. Westminster Commission update
The Board noted the paper detailing the progress against actions from the Westminster Commission report.
Two research projects were underway to consider the issue of Exceptional Circumstances and the approach to No Appeal applications, including a review of the guidance on ECs.
The COD reported that the guidance on communicating with applicants was being updated. In April 2022 call recording is to be introduced to monitor and enhance handling of telephone calls from applicants. Also, a new freephone number for applicants is being rolled out, beginning with those whose cases are under review.
Following an internal audit, updated guidance is being introduced and the Decision Pathway templates updated to ensure that we always record reasons for the decision not/to issue a PSOR. Group Leaders are looking at the quality of drafting and reasoning in SORs.
9. Post Office – outreach to potential and successful applicants
The Manager of Applicant Engagement joined the meeting and together with the COD updated the Board on the outreach work in relation to Post Office cases.
Out of the 707 ‘Potential Future Appellants’ (PFAs) identified by the Post Office, only 144 have appealed or applied to the CCRC and 186 are currently engaging with the Post Office’s disclosure exercise. We are contacting 172 people whose addresses are confirmed and have not engaged with the Post Office’s disclosure exercise. In addition, we are writing to 112 who have only recently received a letter from the Post Office.
Several successful applicants have been approached about their potential involvement with engagement/outreach/stakeholder initiatives. A small number had replied and spoken to the Manager of Applicant Engagement.
The Board thanked the team for their energy and enthusiasm for the outreach work being carried out in connection with these cases.
10. Transformation Programme Report to note
The report was noted by the Board. The Finance & Corporate Services Director reported that the Programme Status was GREEN. Since the January report, the Programme had successfully rolled out two additional HR system modules. The remaining modules within the project continued to make steady progress.
The Board discussed the budget underspend. The revenue underspend was mainly on staff costs. We have faced difficulties attracting new staff, as have many businesses in the UK. The delay in confirming our 21/22 budget allocation hampered our recruitment plans, considering it takes 6 to 9 months to recruit for some roles. Also, we faced competition from both private and public sector employers trying to fill vacancies. There were also delays outside of our control in recruiting for new Commissioners which we have not yet been able to commence. Casework staff have been particularly difficult to recruit with pay being a barrier to attracting the right people. Security clearance formalities also impact the time it takes to on board new starters. Currently we have 24 vacancies of which 12 are waiting to start. We have seen recruitment success through offering home working with several new starters living outside the daily Birmingham commute area.
11. People for discussion
The Board noted that staff were interested in the forthcoming strategy event; the CEO said a staff strategy event would take place over the summer. The COD reported that the new HR system meant the recruitment process was more efficient and offers to CRMs were likely to be made at the end of May. It was anticipated that by September the headcount would be up to complement across the organisation. The CEO noted that a large proportion of staff were on temporary contracts and that some of these posts needed to be made permanent to ensure stability.
12. Any other business
None
13. Date of next meeting – Tuesday 24 May 2022 at 10.30 am
Minutes of the Board Meeting
Tuesday 24 May 2022 at 10.30-12.15
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
1. Welcome & Apologies
No apologies
2. Declarations of interest
None
3. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 28 March 2022 were approved. There were no matters arising.
4. Chairman’s update
The Chairman provided a verbal update to the Board. A productive meeting had been held with the Group Leaders and quarterly meetings will be scheduled going forward. Inside Justice is attending the office on 7 June; the Chairman will also be recording an interview with Your Consultation Group that day.
The Chairman, together with the NI Commissioner and the Casework Operations Director is visiting stakeholders in Northern Ireland on 13 and 14 June. The Chairman’s meeting with the Minister has been postponed until 25 May. Plans for the 25th anniversary conference were well underway and written invitations would be posted in June.
5. Chief Executive’s report
The Management Information Pack was noted. The FCSD noted that there was an error in the headcount table due to the previous year’s budget figures being used. An amendment would be circulated to the Board.
The Board noted that 2021-22 is the second consecutive year in which no Judicial Review decisions have been made against the Commission.
The CEO, Chairman and FCSD had met with MoJ officials on 13 April setting out the need for a budget increase; MoJ suggested planning to over-recruit CRMs pending budget resolution. The CEO has also been pursuing an outcome regarding the business case for enhanced Commissioner fee rate to ensure retention and diversity.
A face-to-face meeting with Emily Bolton (Appeal) is scheduled for October with the CEO and Chairman with a virtual meeting during the interim.
A staff strategy event will be held on 26 July.
6. Casework report to note
The casework report was noted by the Board. The COD reported that recruitment was continuing with second interviews taking place for CRMs, a lawyer for the legal team, an investigations researcher and Kalisher interns.
As part of the Post Office outreach work, a second set of letters had been sent to applicants/appellants in May 2022.
7. Business Continuity Planning for approval
The FCSD reported that a business continuity exercise was taking place in June. The FCSD updated the Board about a recent test-phishing exercise.
The Board discussed some amendments to the BCP and were happy to approve the plan with the changes made.
8. Annual Strategic Risk Register Review and Risk Appetite
The Board reviewed the strategic risk register and approved it. Regarding risk appetite the Board considered that it was important not to be too risk averse because this would lead to missed opportunities but at the same time it must always be aware of the downside risks which should be reviewed on a case-by-case basis.
9. ARAC annual report to note
The Board approved the ARAC annual report.
10. Draft Business Plan 2022-2023 and Business Plan Report
The Head of Business Planning and Performance presented the draft business plan which had been informed by the April strategy event and staff meetings.
The Head of BP&P will re-circulate a final version reflecting comments. The business plan will be published on the website and lodged with MoJ.
11. People for discussion
The CEO reported that the size of case portfolios was causing stress for staff together with government reporting that they plan to reduce head counts in the civil services. The senior team is working with staff to ensure engagement, holding focus groups and a staff event is planned for 26 July at the office.
The FCSD had held meetings with GLs on remote working and a series of meetings with staff were ongoing.
12. Any other business
A Board evaluation will take place this year.
Terms of Reference – to be updated and discussed at July Board.
13. Date of next meeting
Single Item meeting to approve Annual Report & Accounts – Friday 1 July at 10 am
Next full Board meeting – Tuesday 26 July at 10.30 am
Body Corporate meeting and staff event in relation to Strategic Plan – 26 July
Minutes of the Board Meeting
Tuesday 26 July 2022 at 10.30-12.15
Meeting held at 23 Stephenson Street, Birmingham and remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Apologies
Mr Andre Katz (Independent Non-Executive Director)
Declarations of interest
None
1. Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 24 May 2022 were approved.
Two issues concerning data had been successfully actioned.
2. Chairman’s update
The Chairman provided a verbal update to the Board. A meeting has been sought with the new Minister, Simon Baynes but this will not be arranged until after summer recess. The Chairman continues to receive a large amount of correspondence from MPs on behalf of their constituents and from applicants themselves. The Chairman and Chief Executive met with Emily Bolton of Appeal and Glyn Maddocks and there will be a further meeting in October.
The Chairman met Rt Hon Lord Justice Green Chair, Law Commissionerat a PCF event and he updated her about the planned review of the law of criminal appeals. They are keen to engage with us and the Terms of Reference are being finalised.
The Chairman had attended a UK/GI meeting with the focus on issues with appointments, salaries, budgets and the terminology being used in Government circles about ALBs. There is an agreed agenda to influence these discussions as and when the political landscape clarifies.
The Rt Hon Jacob Rees-Mogg MP is officially opening 23 Stephenson Street on 28 July.
3. Chief Executive’s report
The Management Information Pack was noted. The FCSD reported that the Annual Report had not been laid as planned and was delayed until September. This was due to a technical issue around GPA leases – which CCRC had flagged early on – and was outside of CCRC control.
Following a standstill budget being settled, the Chairman and CEO had a call with the Chief Financial Officer; the FCSD is submitting more information to support our application for more funding. The CEO was still waiting for an outcome regarding the business case for enhanced Commissioner fee rate. Confirmation to reappoint Martin Spencer as an INED for a second term from 1st September remained outstanding.
The Chief Executive together with a small group of staff had a preliminary meeting with Raw TV to discuss the Commissions involvement in a documentary they were planning.
4. Casework report to note
The casework report was noted by the Board. The COD reported that the number of new applications is down. More application packs are being sent to prisons and Prison Radio and Inside Time are being used to raise awareness.
The Board discussed the size of CRM portfolios and recruitment for new casework staff. They were concerned about staff morale and the burden due to the large portfolios but supported the view held by the COD that cases should continue to be allocated to CRMs. GLs are supporting the CRMs with their heavy caseloads. The trainee CRMs are beginning to take cases on.
Recruitment continues with four CRMs going through clearance with anticipated start dates of September and October. The next round of CRM interviews is scheduled for the end of August and it is anticipated that there will be a full complement of CRMs in January 2023. A new Kalisher intern has been appointed and the next intern recruitment campaign is being launched in September.
5. Ethics Committee proposal
The Board had received a request from Mr Des Thomas, Cardiff Innocence Project to establish an ethics committee.
After a detailed discussion, the Board agreed that the Commission already had in place robust governance and mechanisms to consider such matters. These include the Complaints Procedures, the Stakeholder Forum and foremost, the Board’s regular and detailed oversight, ensuring the right tone and approach is set for the Commission and all its activities. The Chairman will write to Mr Thomas advising him of the Board’s decision.
6. Annual Report of Long Running Cases
The Board accepted the report and noted the improvement in the number of LRCs over the last couple of years. However, it was necessary to be vigilant because the number of case reallocations and portfolio sizes presented a risk that more cases could become long running. The CEO will consider the suggestion that a quality audit is carried out periodically.
7. Review of Terms of Reference:
The Board reviewed the following terms of reference:
Board – approved.
Body Corporate – approved with three amendments.
Remuneration Committee – approved.
ARAC – approved.
Long Running Cases – approved.
Stakeholder Forum – approved.
8. People for discussion
The CEO reported that salaries and welfare due to work pressures are key concerns. The internal communication is key and the new wider leadership group can help with this.
The Reward and Recognition scheme would be circulated to Commissioners for information, if they wanted to nominate individuals for exceptional working.
9. Any other business
The new head of Communications and External Affairs will be asked to look at the Sentiment Analysis report to see how it can be improved.
10. Date of next meeting
Tuesday 27 September at 10.30 am
Minutes of the Open Board Meeting
Tuesday 29 November 2022 at 10.30-12.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
In attendance:
Mr Matthew Reville (Head of External Affairs & Communications)
Ms Cathy Dilks (Senior Manager of Applicant Engagement)
1. Welcome
The Chairman welcomed everyone to the meeting and extended the welcome to those members of the public who are observing the open board meeting today.
Declarations of interest
None
Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 27 September 2022 were approved.
2. Introduction to Board Members
The Board Members introduced themselves and provided some background of their work and the committees they are involved in for those observing the open board meeting.
3. Chairman’s update
The Chairman provided a verbal update to the Board. The Chairman highlighted the on-going focus on the Board of recruitment and retention of staff, the increasing number of applications and concerns regarding resources. Maintaining the health and wellbeing of the staff and Commissioner group was vital to the work of the CCRC. The Finance & Corporate Services Director has been leading funding discussions with the MoJ in light of those concerns. The Chairman also updated on the Post Office cases and confirmed the CCRC had taken over contacting potential victims of miscarriages of justice for the Post Office. This was because many were not responding to the Post Office due to reasons of lack of confidence in the Post Office.
4. Chief Executive’s update
The Chief Executive provided a verbal update to the Board. The Management Information Pack was noted.
The CEO provided an update on the recent staff event which received positive feedback. The event was attended by over 70 members of staff, Commissioners and Independent Non-Executive Directors. Workshops held included topics such as the development of the corporate plan, internal communications, learning and development, and casework. Going forward two events each year will be organised to coincide with Board meetings to provide staff with the opportunity for continued engagement with Board members.
The CEO reported on recruitment and a review of HR policies currently underway to help support staff. In addition, there has been a recent outsourcing of IT first line support to provide additional resilience to the small IT team.
The CEO updated the Board on the new Head of The Centre of Expertise, (the MoJ team which supports ALBs), David West, and confirmed he will be visiting our offices in January.
In addition, the Law Commission is currently reviewing the law governing criminal appeals; this is currently at pre-consultation stage with the aim of a consultation paper for late 2023. Penny Lewis (Law Commissioner) is leading. A small group at CCRC led by Rob Ward (Commissioner) and John Curtis (Head of Legal) has been convened and met recently with the Law Commission.
5. Casework report to note
The casework report was noted by the Board.
The Casework Operations Director updated the Board that 4 more cases have been referred this month with more anticipated for December/January.
The COD reported on recruitment and the difficulties in sourcing high quality candidates. In the current round, 3 candidates for Case Review Manager have been put forward for final interview.
Given the difficulties with recruitment, two business cases seeking additional funding have been sent to the MoJ in respect of resources and salaries within casework. The COD reported that the trainee case review manager programme has been introduced which has been going very well. A senior case review manager programme has also been introduced to help develop case review managers and a rolling recruitment programme to keep vacancies open is also in hand.
6. Communications and Outreach Discussion
The CEO introduced Cathy Dilks, Senior Manager of Applicant Engagement, and Matt Reville, Head of External Affairs and Communications. The CEO advised the Board that many potential applicants do not know about the CCRC so plans are in place to increase the size of our comms and outreach team, but this is not without financial challenge.
Casework Context
The COD reported that although intake had dropped during the Covid pandemic, it had in fact started to decline before Covid. Given the pressures on the criminal justice system, miscarriages of justice were more likely, not less, hence the need to focus on outreach. Increased applications will be challenging but we are not fulfilling our statutory purpose if we are not accessible. Outreach can be targeted at under-represented groups of applicants, but also at particular types of cases (as with Post Office Horizon cases recently and, in the past, refugee cases).
Outreach Update
The Senior Manager of Applicant Engagement confirmed that the Applicant Outreach Team is a new team whose purpose is to make sure potential applicants have heard about the CCRC and understand its role and remit and know how to apply to the CCRC.
The current applicant engagement strategy has mainly focused on outreach to people in custody, as prisoners represent over 70% of applicant intake. The team has also been focusing on reaching out to prison staff and to those charities and organisations that assist people with criminal convictions. This outreach work is about educating people about our role and also managing expectations. This work is not about increasing applications for applications sake, it is about making sure anyone we may be able to help knows about us.
There was then an outline of some of the outreach work since July 2022 including:
- The provision of free online training to charities and organisations that assist people with criminal convictions.
- Visiting 10 prisonsin person to train staff, including young offenders and the female estate. This is to help prison staff effectively signpost our service.
- Prison staff are extremely busy; and face to face training is CCRC resource intensive. To address that, we also offer free online training to prison staff. Over the last 4 months we have provided training to 14 different prisons including prisons in Northern Ireland.
- Prison surgeries to talk directly with prisoners speaking to up to 25 potential applicants a day. Surgeries allow us to speak to people in custody in the most accessible way possible and this can help build trust between prisoners and the CCRC.
- Articles in every edition of the prison newspapers Converse and Inside Time, so that prisoners have an understanding as to the types of cases would refer and why.
- Regular broadcasts on National Prison Radio to communicate to prisoners in the most accessible way possible.
- Exploring and utilising the digital prison platforms that are opening across the prisoner estate.
- Examining ways to communicate with those people who may need CCRC assistance and who are at liberty including current use of social media.
Communications Update
The Head of External Affairs and Communications updated the Board on how he is shaping the communications function which comprises two teams:
- Communications – pro-actively engaging with the public, influencing public discussion on miscarriage of justice, and responding to questions from media and public.
- Applicant Engagement – helping to signpost potential applicants to CCRC.
The Head of External Affairs and Communications confirmed that he is developing a new 3-year strategy focusing on raising awareness of our services and maintaining external relationships with individuals, institutions and organisations. Consultation is currently taking place within the CCRC and outside of it regarding what people would like to see in the strategy. This has included engaging with the CCRC’s stakeholder forum group. Membership of the group includes justice groups and past applicants.
While the consultation regarding the strategy was on-going, early feedback suggests core themes such as increasing applications from applicants we may be able to assist by providing education about our role; increasing awareness of the CCRC and celebrating our real world impact; increasing knowledge of CCRC’s academic research; and supporting the recruitment of a high calibre workforce
7. Any other business
No other business raised and so the meeting was closed.
Minutes of the Board Meeting
Tuesday 27 September 2022 at 10.30-12.15
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller from item 5 (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
In attendance:
Mr Matthew Reville (Head of External Affairs & Communications)
1. Welcome and apologies for absence
The Chairman invited the new Head of Communications and External Affairs to the meeting. Apologies had been received from Mr Andre Katz (Independent Non-Executive Director), who had provided comments.
Declarations of interest
None
Minutes of the previous meeting and matters arising
The minutes of the previous Board meeting held on 26 July 2022 were approved.
2. Chairman’s update
The Chairman provided a verbal update to the Board. During the period of mourning following the sad death of HM Queen Elizabeth II all recent meetings with MoJ had been cancelled. Meetings will be sought with the new Lord Chancellor, Rt Hon Brandon Lewis CBE MP and the criminal justice ministerial team.
The Chairman continues to receive a large amount of correspondence from MPs on behalf of their constituents and from applicants themselves.
2. Chief Executive’s update
The Management Information Pack was noted. The COD reported on the casework KPIs and explained that the current lack of CRM and Commissioner resource was impacting on performance. Although two new CRMs had started in September, with a third joining in October, it takes a long time for them to be trained to be able to take on a significant number of cases. The FCSD reported that his comprehensive request for additional funding was sent to the MoJ in June. Since then, they have twice requested more information.
Commissioners will be asked to liaise with the COD and the Quality Manager regarding any casework quality issues to explore themes. The quality of casework should be reviewed before it goes to Commissioners, the Board noting that group leaders were struggling with workloads. Cases should also be sent to Commissioners sufficiently in advance of deadlines. The Commissioners will be reminded they can nominate staff for high-quality work by the Reward and Recognition scheme.
The Board noted the Commission’s improving social media presence. However, more people are welcomed to act as CCRC champions to influence across business platforms. Work was continuing on strengthening the social media output and this includes considering a presence on LinkedIn. At a recent meeting of the Group Leaders with the Chairman, it was suggested that LinkedIn could be used by staff to promote the organisation. It would reach audiences interested in our work and be a valuable recruitment tool.
4. Casework report to note
The casework report was noted by the Board. The COD reported that the intake in August was the highest since June 2018. This inevitably impacted on casework staff.
The COD reported on the decision of Manchester City Council seeking judicial review on a recent referral.
5. Communications discussion
The development of a new 2023-2026 External Affairs Strategy was discussed. The Head of External Affairs & Communications intends the draft to go to the Board January, for approval in March 2023 assuring the Board that in the meantime interim measures were being implemented. In addition, the first in a series of workshops with staff had taken place. This had been well attended and promoted positive ideas which will be posted on SharePoint. The Chairman requested periodic updates on the remainder of the workshops and that the Board and Commissioners also be updated as not all access SharePoint. The Board will be notified of forthcoming external events in advance.
The Board agreed that the strategy would benefit from broader external views. Stakeholders will be asked at the public Board meeting in November to submit their ideas on external outreach. Similarly, views of the stakeholder group will be sought on the understanding that final decisions rest with the Commission.
The Head of External Affairs & Communications will submit his final strategy discussion paper to Board members following today’s Board meeting. The stakeholder map will also be updated.
6. Staffing – retention and reward package for discussion
The Head of Human Resources introduced his paper outlining the challenges faced in recruiting and retaining. Commission salaries do not compare particularly well with the wider public sector. The Board was also aware that case review manager salaries do not reflect the demands of the role, and that we are struggling to attract and retain administrative staff. Considering that, business cases seeking additional funding are being prepared for MoJ in respect of both. The Board suggested that recruitment should emphasise the softer benefits of the role which can be overlooked such as the interesting and rewarding nature of the work which is purpose-driven.
Given the restrictions on pay increases, HR will issue Total Reward Statements so that colleagues can see the whole of their rewards package. This will outline pay, pension, annual leave, flexi leave, as well as the benefits the Commission offers in terms of equality, health and wellbeing for our staff. In particular, the Civil Service Pension scheme is a valuable benefit, and its value can be easily underestimated when comparing salaries alone. The MoJ operates a discount portal and details will be circulated to staff.
The Board discussed Recruitment and Retention payments in roles that are hard to retain or recruit. The Head of HR will also consider Wage Streaming whereby salaries can be drawn down to meet unexpected bills rather than or in addition to asking for a salary advance.
The Head of HR is working with the rest of the Senior Leadership Team and the Wider Leadership Team to explore other ways of enhancing the rewards package including options for support for vocational training. The Board were invited to contribute suggestions.
7. 25th Anniversary Conference update
The FCSD reported that planning for the anniversary conference was in the final stages. Briefings for the Chairman and Lord Carlile who is hosting the event are being prepared.
8. Any other business
The CEO updated the Board about the PCS ballot. Papers were issued to ALBs on 26 September for return by 7 November. The CEO and team meet regularly with the local union.
9. Date of next meeting
Tuesday 29 November 10.30 am
Minutes of the Board Meeting
Tuesday 31 January 2023 at 14.30-16.30
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
In attendance:
Mr Wayne Gough (Head of Business Planning and Performance)
Mr Robin David (Head of HR)
Mrs Sharon Neekpay (Executive Assistant to Chairman) for Item 1.
Secretariat: Mr James Marsh
1. Welcome and Declarations of Interest
The Chairman welcomed everyone to the meeting. The Board welcomed Mrs Neekpay to her new role as Executive Assistant to the Chairman.
There were no declarations of interest.
2. Minutes of the previous meeting and matters arising
The minutes of the Open Board meeting held on 29 November 2022 were approved. The Casework Operations Director would follow-up with Commissioner David Brown regarding the Custody vs Liberty split in the KPIs.
3. Chairman’s update
The Chairman gave a verbal update on recent meetings which included meeting the Group Leaders. Externally the Chairman has also met with David West (MoJ) and with the Rt Hon Edward Argar (Minister of State for Victims and Sentencing).
A Business Case has been submitted to MoJ regarding the reappointment of INED Mark Oldham. Continuity is very important for the Board; it was noted that INED Andre Katz is in his final term.
The Chairman is unable to attend the APPG “Future of Justice” event on 20 February. The Head of Legal and some Commissioners may attend.
The Miscarriage of Justice Support Service client day takes place on 28 March; this clashes with the CCRC staff event. Arrangements are being made for a virtual appearance.
Winston Trew is attending the CILEX Board regarding the work of CCRC, the Chairman will be in attendance also.
The Chairman and the CEO are meeting senior judiciary later today to discuss awareness raising of our work.
A Board Evaluation will be conducted.
4. Chief Executive’s update
The Chief Executive provided a verbal update to the Board which included a discussion about the recent Staff Survey results which were overall very good. The Head of HR will produce a paper for the Board; there will be a Board meeting in early March to take this item.
The Chief Executive updated the Board about changes to the External Affairs team. This is to ensure the CCRC can reach the people it needs to reach and to correct misunderstandings about what we do. We have two temporary press officer posts; those posts will be made permanent following a recruitment exercise. There is a need for a new manager (Head of News) as well as a Digital Officer post. We are also seeking a part-time fixed term Historian to catalogue our referrals and write them up in a user-friendly way on our website.
The Chief Executive reported that CCRC are still awaiting an update on the budget.
The Management Information Pack was received and noted.
5. Casework Report
The Casework Operations Director updated the board on casework data. In addition, process efficiencies were discussed at a recent meeting with Group Leaders with some practical ideas to take forward.
The Casework Operations Director explained her plans to introduce a “Specialist” CRM role. As well as identifying staff with specific areas of expertise, it would also highlight any areas for development and progression to support staff to gain knowledge in these specific areas and benefit of the whole organisation. There was a good discussion around ensuring appropriate grading of salary and the appointments process.
In respect of casework KPIs, it was clear that having too few casework staff and Commissioners was having an impact on performance. Work continues with MoJ in respect of funding for staff and Commissioners.
6. Corporate Plan
The Head of Business Planning and Performance presented the draft Corporate Plan. The Plan was well received, and a number of suggestions proposed. The Plan will come back to the Board in March as will a draft business plan.
7. Staff Retention
The Head of HR led a discussion on staff retention; and explained the introduction of a number of new policies and approaches to ways of working, however, salaries remain key. It was agreed that the Remote First way of working should be more prominent in recruitment materials.
The CEO suggested highlighting that many staff members hold judicial roles and to do more on what makes our work at CCRC unique including staff stories and case studies.
8. Any other business
A discussion took place about the CCRC Stakeholder Forum and inviting the ICO so that they could better understand our role.
An Annual Equality, Diversity and Inclusion report will come to the Board in May.
There being no further business the meeting closed.
Minutes of the Board Meeting
Tuesday 28 March 2023 at 10.30-12.30
Meeting held at CCRC, 23 Stephenson St, Birmingham B2 4BH
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Mr Martin Spencer (Independent Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
In attendance for items 6 and 7:
Mr Wayne Gough (Head of Business Planning & Performance)
Mr Robin Davis (Head of HR)
Mr Matt Reville (Head of External Affairs & Communications
1. Welcome and declarations of interest
The Chairman welcomed everyone to the meeting. There were no apologies and no declarations of interest.
2. Minutes of the previous meeting and matters arising
The minutes of the Board meeting held on 31 January 2023, and the interim Board meeting of 6 March 2023, were approved.
3. Chairman’s update
The Chairman provided a verbal update to the Board on recent meetings. This included meetings with members of the senior judiciary in respect of raising awareness of the CCRC by disseminating information about the Commission at the Crown Court. Productive discussions had also taken place regarding the attendance of CCRC staff to observe the
Crown Court.
The Chairman had prepared a video recording for the Miscarriages of Justice Support Service for their client day, acknowledging the very important work they do. Unfortunately, the Chairman was unable to attend as it clashed with the CCRC Staff Event.
There have also been several meetings with MOJ regarding financing, salaries and Commissioner fees.
4. Chief Executive’s update
The Chief Executive provided a verbal update. Casework performance continues to be adversely affected by having insufficient staff and Commissioners. This was predominantly an issue in respect of salaries and fee levels which the Board was familiar with, and which continued to be pursued with MOJ.
There was a discussion about casework recruitment including the current CRM recruitment exercise. It was also noted that over 900 applications had been received for a fixed 12 month-term casework administrator post. Following the current recruitment campaigns, the CEO recommended that SLT review the approach to recruitment further.
The Board was pleased to see increasing awareness of the CCRC on social media. The CEO reflected that this was down to the work of the Head of External Affairs & Communications and his team.
Outreach work continues with increased prison engagement including requests from approximately one third of the prison estate for CCRC information videos.
Given the pressures staff are under, and ongoing pay issues, morale overall is good albeit that there may be small areas where the improvement would be welcomed. It was noted that there was a high turn-out at today’s staff event.
The CEO updated the Board about the CCRC mentoring scheme which is about to be evaluated. She was keen for more staff/Commissioner engagement, following up on the
meeting the Chairman had that morning with Commissioners.
The Board was also updated about the meeting in London between the Chairman, CEO, Casework Operations Director and Head of Legal and the Canadian Minister of Justice and
Attorney General, the Honourable David Lametti.
During June 2023 there will be visits from Minister Argar, and from the Registrar and Vice President of the Court of Appeal Criminal Division.
The outcome of the budget was awaited. The Management Information Pack was received and noted.
5. Casework report
The report was received and noted.
The Casework Operations Director highlighted several positive outcomes during the year including some excellent referrals and staff appointments. It was noted that Trainee CRMs have just completed their first year and are doing very well. A competency matrix for CRMs to enhance training more generally has also been developed.
6. Strategies for Approval
- – External Affairs Strategy
- – People Strategy
- – IT Strategy
The Head of External Affairs & Communications, the Head of HR, and the Corporate Services Director, each presented the External Affairs & Communications Strategy; the
People Strategy; and the IT Strategy.
Following discussion, each strategy was approved with some minor changes proposed. The Board delegated final sign-off to the Chairman.
7. Business Plan
The Head of Business Planning & Performance presented the draft Business Plan for 2023/24. The Business Plan was discussed and subject to very minor suggestions, the
Board was happy to approve.
8. Accommodation Paper
The Finance & Corporate Services Director provided an update on the work of the Government Property Agency in respect of an occupancy monitoring exercise of 23
Stephenson Street. No action is required for now, and the Board will be kept updated.
9. Any other business
The Chairman updated the Board regarding the Board Evaluation, the result of which was very positive with above the benchmark scores in all areas. A small working group chaired by the Chairman, and to include Mr Ward, Commissioner, the Casework Operations Director and Mr Katz, INED, will be established to review the evaluation.
There will be an “Ask the Board” session at the Staff Event later today plus workshops providing further opportunities for Board members to engage with staff.
There being no further business the meeting closed.
The date of the next Board meeting is Tuesday 23 May 2023.
Meeting held remotely by video conference
Present:
Mrs Helen Pitcher (Chairman)
Miss Karen Kneller (Chief Executive)
Ms Amanda Pearce (Casework Operations Director)
Mr Peter Ryan (Finance & Corporate Services Director)
Mr David Brown (Non-Executive Director)
Mrs Linda Lee (Non-Executive Director)
Mr Rob Ward (Non-Executive Director)
Mr Andre Katz (Independent Non-Executive Director)
Mr Mark Oldham (Independent Non-Executive Director)
Apologies
Mr Martin Spencer (Independent Non-Executive Director)
Presenters:
Wayne Gough – Head of Business Planning & Performance
Robin Davis – Head of HR
Welcome
The Chairman welcomed everyone to the meeting and explained that the purpose of this
interim meeting was to seek Board approval for the Corporate Plan and to discuss the Staff
Survey Results, ahead of the all-staff event on 28 March 2023.
Martin Spencer, INED, had forwarded his comments in advance of the meeting, which the
Chairman incorporated into the discussion.
Corporate Plan
The Head of Business Planning & Performance introduced the Corporate Plan which the
Board discussed. Apart from a few minor tweaks, the Board was content to approve the plan.
Staff Survey
Robin provided an update on the results of the 2022 People Survey. 74% of employees took
part in the survey. The overall Employee Engagement Index is at 71% which is an increase
on last year’s result of 68%. The Board noted that overall it was a very good outcome.
There remain areas of concern particularly regarding pay, learning and development, and
managing change. The Board noted that the Internal Communications Group was developing
a staff-led Action Plan as a live document for colleagues to see progress. The Head of HR
anticipated that the Action Plan will go to the Internal Communications Group week
commencing 13 March 2023 and once approved, shared with the Board and all of staff.
It was agreed that there would be an ‘Ask the Board’ session at the staff event, with staff being
invited to send in questions, including anonymously in advance of the session.
Any other business
The Chairman updated the Board on the result of the Board Effectiveness Evaluation. The
results were very positive with the Board scoring above average in all areas.
Next Meeting
28 March 2023 at 10.30am.