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001/2015 Transport and Logistics Co-location with NYFRS – 31 March 2015

Proposal to co-locate North Yorkshire Police (NYP) Transport & Logistics functions with North Yorkshire Fire & Rescue Service’s (NYFRS) Transport & Logistics service within the North Yorkshire county area.

Executive Summary and recommendation:

Following discussions between North Yorkshire Police and the Police & Crime Commissioner (PCC) and the North Yorkshire Fire and Rescue Authority (NYFRA) as to how some of the future challenges of providing services for the County and City of York might be met, both parties have acknowledged the benefits of collaboration and in particular expressed a wish to explore the potential for working more closely together on Transport and Logistics functions. In that regard NYP and NYFRA have already signed up to a joint ‘Statement of Intent’. The principal driver for such an arrangement is the desire to improve resilience, raise performance, reduce spending and to provide value for money services.

NYP has an Estates Strategy that seeks to ensure that our property portfolio is managed as a corporate asset.  It ensures that the Estate is proactively managed and maintained, that statutory responsibilities are met and that space is fully utilised based on our requirements for specific functions.

Co-location with other public sector bodies supports the organisational work stream around Partnerships and Collaboration and the opportunities with other public sector services to secure savings/efficiencies through collaboration.  This in turn supports the government’s drive towards better managed public sector assets.

NYFRA submitted a bid for funding to the Department for Communities and Local Government (DCLG) to create a new Transport & Stores facility.  The bid was successful and provides for £2.42m capital monies for site / premises acquisition and fitting out.  NYFRA have now asked if NYP intend to progress a co-location opportunity with them in regard to our Transport & Logistics functions.

NYFRA have engaged agents to identify potential sites and one is currently under consideration. 

It recommended that the Commissioner is asked to take a decision to allow negotiations with the NYFRA to take place, regarding co-location on a specific site.  Once the actual financial implications and location of this proposal is known then a further decision notice will be provided to request permission to enter into any contractual agreement.

Police and Crime Commissioner decision: Approved

JC-Decision-notice-sign


Part 1 – Unrestricted facts and advice to the PCC

1. Introduction and background

NYP & NYFRA agreed to the commissioning of external advice, firstly for an initial scoping exercise and secondly for a more detailed analysis providing advice on various options for Transport & Logistics.

The findings from the analysis suggested there were efficiencies to be gained from co-locating the two operations but that these were not able to be defined without further organisational consideration.

Meanwhile, to support joint-working in the previous agreed Statement of Intent, NYFRA submitted a bid for funding to the Department for Communities and Local Government (DCLG) to create a new Transport & Logistics facility. This included the desired option to co-locate with NYP should it prove viable.  The bid was successful and provides for £2.42m capital monies for site / premises acquisition and fitting-out.

NYFRA has engaged agents to identify potential sites. The requirements of the grant funding effectively mean that new-build is not an option and therefore the proposal is to identify a site and undertake any necessary but affordable adaption’s to meet the requirements of NYFRA and the Police as submitted to DCLG.

NYFRA hopes to be in a position soon to progress with a site acquisition and would like some reassurance around NYP’s commitment to co-locate with the NYFRA Transport & Logistics functions on a single site, should this be mutually beneficial.

NYFRA have suggested that the following key points should be agreed as part of this initiative:

  1. A) NYFRA will seek to procure premises having regard to the functional/space requirements of NYP and any conditions attached to the award of the Central Government Grant
  1. B) The premises will be  owned by the NYFRA
  1. C) In principle, NYP will lease space from the NYFRA on terms to be agreed should this be a viable business option.
  1. D) Both NYP and NYFRA would operate to their own functional requirements, however both organisations will explore opportunities for synergies and efficiencies in operating costs.

The acquisition of any new premises will be led by the Director of Finance and Technical Services NYFRA in consultation with the Head of Technical Services NYFRA.  The lead NYP representative will be the Head of Estates, Logistics & Technology. Suitable governance arrangements will be established to report to the individuals who comprised the Steering Group which oversaw initial exploration of joint opportunities.

Timescale

NYFRA have indicated although they will endeavour to meet the requirements of NYP, the grant award to NYFRA must be committed by the end of the 2015/16 financial year. 

2. Matters for consideration

The re-location of the Transport function from Vale House, Thirsk, the Stores Function and Print & Design functions from HQ are dependent on this co-location opportunity taking place. 

3. Other options considered, if any

The other only option at this time for the NYP business functions is to remain at their current locations.  Co-location will allow for property space to be maximised  and therefore the estate rationalised and the resulting savings invested in delivering front line services.

4. Contribution to Police and Crime Plan outcomes

The recommendations in this Decision Notice are offered on the basis that they will fully support the Police and Crime Plan priorities as follows:

  • Transforming the organisation – Improving Efficiency & Productivity
  • Partnerships & Commissioning – Valuable partnership working 

5. Consultations carried out

The content of this paper has been informed by:

Richard Flint – Head of Estates, Logistics & Technology

Sudeep Chatterjee – ICT Manager

Jonathan Garret – Estates Manager

Initial feedback and direction from Executive Group members

6. Financial Implications/Value for money

There are no financial implications at this present time however a full financial analysis of any proposed move will need to be included in any future business case. 

Legal Implications

Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Acting Force Solicitor and Head of Legal Services is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.

8. Equality Implications

There are no equality or diversity implications in respect of the request to progress this work.  However, a full community impact assessment and equality impact assessment will form part of the analysis.

9. Human Resources Implications

This Decision Notice requests a commitment, which will, if implemented have an effect on the workforce currently employed in the respective departments outlined above.  Full consultation with staff and their representative bodies will be undertaken as plans reach an appropriate stage, to ensure that all decisions are shaped, taken and implemented with appropriate consideration of any staff concerns.

The information in this Decision Notice will be communicated internally to staff at the earliest possible opportunity (and not later than the publication of the decision notice) in order that transparency and internal communications good practice is maintained. 

Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted.  Information in Part 2 will not be published.


Part 2

Is there a Part 2 to this Notice – NO


Originating Officer Declaration

Author name:  Richard Flint

Collar number: 005960

  Name      (Collar Number) Date of completion (√)
Head of Department has reviewed the request and is satisfied that it is correct and consistent with the NYPCC’s plans and priorities. Joanna Carter(Chief Executive Officer)3594 18.3.2015
Legal Advice Legal advice has been sought on this proposal and is considered not to expose the PCC to risk of legal challenge or such risk is outlined in Part 1 or Part 2 of this Notice. Charlotte Clarke (Acting Deputy Force Solicitor)3655 16.3.2015
Financial Advice The PCC CFO has been consulted on this proposal, for which budgetary provision already exists or is to be made in accordance with Part 1 or Part 2 of this Notice. Michael Porter(Commissioner’s CFO)4317 10.3.2015
Equalities Advice Either there is considered to be minimal impact or the impact is outlined in Part1 or Part2 of this Notice.  Author to complete as Equalities matters are mainstreamed within departments. Richard Flint(Head of Estates, Logistics & Technology)5960 10.3.2015
HR Advice HR advice has been sought in relation to any people related matters  Leanne Consett (HR Professional Support Manager 16.3.15

 

I confirm that all the above advice has been sought and received and I am satisfied that this is an appropriate request to be submitted for a decisionSignature  R. Flint – Head of Estates, Logistics and Technology                                   Date 10.03.2015
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