Future Anti-Racism Observatory for Scotland: Design Advisory Group minutes - May 2024

Attendees and apologies

• Adebusola Ramsay, Visual Artist, Independent Researcher and Data Linkage
• Arshia Ramzan(Project Officer Scottish Government)  
• Dr. Ankna Arockiam, Lecturer, Royal Conservatoire of Scotland and Artistic Director of Westbourne Music
• Prof. Ima Jackson, Professor of Community Engagement in Research, Social Policy and Infrastructure Development
• Dr. Mark Wong (Co-Chair of Design Advisory Group), Senior Lecturer in Public Policy and Research Methods and Social and Urban Policy Subject Group Lead, University of Glasgow
• Micheal Matovu (Co-Chair of Design Advisory Group), Co-Founder and Director of Radiant and Brighter Community Interest Company
• Monica Lee-MacPherson, Head of SHIMCA (Scottish Highlands and Islands and Moray Chinese Association) Inverness
• Ndaye-Lisa Badji-Churchill, Advocacy Officer at Shelter Scotland and Volunteer Manager at Black Girls Hike C.I.C
• Nusa C Parinussa, Founder-Director of ID.Y CIC. ( PM role)
• Olalekan Oyedepo, Researcher, Co-Founder and Project coordinator at the Hope Project Scotland
• Rupa Mooker, Employment lawyer
• Samina Ansari, Former CEO Amina - Muslim Women's Resource Centre
• Zaki El Salahi, Freelancer in 'Dark Matter Education' and PhD Candidate

Apologies

• Shulamite Ezechi, CEO of ANYISO

Items and actions

Key discussion points

Design Advisory Group (DAG) operations

• welcome to Dr. Ankna Arockiam, and Zaki El Salahi
• Scottish Government (SG) provided an update and information on processes for group members especially Finance and Reimbursement. Outstanding payments will be followed up. Significant payment delays continue to be noted
• Proposed Design Lead (PDL)  provided an update on procurement: pace has shifted quickly; a new timeline document was shared. Prior Information Notice (PIN) of the tender went out on Public Contracts Scotland, deadline was Monday 6th to register interest (can still register for supplier event after). Semi-public Supplier event for interested parties is on 17th
• an update was provided on Huddle online working platform: high functionality but expensive for short timeframe remaining on DAG programme. SG security advice is being sought regarding Google workspace

• a Core Briefing document is being drafted by (SG) as an opportunity for DAG to support how SG colleagues communicate about future Anti-Racism Observatory for Scotland (AROS)

• any Freedom of Information (FOIs) enquiries made, parliamentary questions & questions from internal colleagues  that have been requested are asked to be clearly and timeously shared on an ongoing basis with DAG

• procurement short life working group (SLWG) will be contacted this week to develop evaluation processes and criteria over May-June. A Memorandum of Understanding (MOU) agreement draft between government, future host and future AROS is also to be developed
• noted the alternative if no suitable host organisation is found needs to remain in DAG’s and SG’s considerations

• discussed the ongoing delays within SG due to the First Minister change, change of Cabinet, Ministers and DAG liaisons 

• an update was provided on SLWGs, and on government colleagues including new Director for Equalities Directorate, John Somers. It was noted that there is ongoing work required towards shared understanding with SG on the necessity for collaboration on anti-racism work as a new process for SG.

• an update was provided on Fiscal Host Impact Funding Partners (IFP) – progress being made on proposal and agreed way of working as new to IFP. There is some expectation of confidence in IFP’s experience of more progressive fund management and work with marginalised communities

• input of DAG in the Programme of Work (developed with SG Project Manager was invited). A discussion followed around clarifications required, communications strategy, partnerships and work on mapping internal departments and working groups relevant to anti-racism work be developed

• it was noted that risks to the work and group members remain due to ongoing delays in SG convening of wider “race” equalities stakeholder groups. DAG seeking public clarity of information from SG about its role especially in relation to existing “race” equalities organisations across Scotland. The delay of appointment by Minister for members as current representatives of the interim work is creating risk and an information vacuum

• deliverables were revised for more meaningful Community Engagement within the shorter timeframe remaining following administrative delays. It was agreed to focus on introducing communities to working principles and aiming to build trust and relationships. DAG members were invited to feedback on all deliverables

• discussion followed on the community co-production fund and processes, and the work’s principles of transparency and genuine co-production with communities. Significant concerns noted regarding how time pressures within engagement with people adversely impacted by systemic racism is at risk of perpetuating racism. Recognition that this will need carefully managed as delays continue within SG processes 

• Proposed Design Lead (PDL) provided an overview of the progress on the Equality Impact Assessment (EQIA) process

• noted there is no project lead recruited, and this is creating and sustaining unacceptable risks and demands of DAG members and those they seek to engage. SG approached to address and end this situation

• the previously requested meeting of SG stakeholders in “race” equality sector has been followed up with a further request

Actions

• Programme Manager (PM) to invite for feedback into the Programme of Work (PoW)
• PM to update PoW from member feedback and securely share list of community organisations in network with members
• proposed a designer accessible pack for community engagement
• Memorandum of Understanding (MOU) for future host, DAG and SG agreed to be developed
• a communications pack to be developed
• PDL to developing briefing for EQIA
• DAG members to suggest people to invite to share their expertise related specific strands of work
• PDL and PM to make a summary paragraph about DAG for clarity for members to share when introducing DAG work to colleagues and networks
• PDL and PM to make a glossary explaining all terms and acronyms for accessibility and transparency