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043/2013 – Request for approval for funding for annual Capital Rolling Programmes for Estates, Transport and Information Technology Departments – 14 May 2013

Executive Summary and Recommendation:

The following functions form part of the Workforce Support Services Directorate. They all operate annual Capital Rolling Programmes to ensure that force assets are replaced or maintained:

  • Transport – 2013/14 funding requirement – £1,882,900
  • Estates – 2013/14 funding requirement – £1,043,300
  • Information Technology – 2013/14 funding requirement – £1,409,200

This paper seeks approval to include the 2013/14 Capital Rolling Programmes for these Departments in the approved Capital Plan, to the value of £4,335,400, split between the three functions as indicated above. Approval is also sought to commence the individual schemes comprising the Rolling Programmes.

Police and Crime Commissioner decision:  Approved



Date:  14 May 2013

Title:  Police and Crime Commissioner

Part 1 – Unrestricted facts and advice to the PCC

Introduction and background

North Yorkshire Police (NYP) operate Capital Rolling Programmes to ensure that force assets are replaced and/or maintained in an appropriate and timely fashion. This paper seeks funding for three of the forces key asset base Capital Rolling Programmes for the 2013/14 financial year.


Attached at Appendix A is the Vehicles Replacement schedule for the Transport department for the 2013/14 financial year. The Transport Strategy supports vehicles specifications being drawn up in collaboration with operational officers. Vehicles are replaced based on a whole life costing formula that takes the age of the vehicles, the expected life expectancy, maintenance regime and number of miles.

Vehicles are procured through number of contracts, primarily regional and national contracts that ensure that the force secures the benefits of large scale purchasing arrangements.

The schedule of replacement shows that a capital programme of £1,882,900 will be required for vehicle replacements in this financial year.


The Estates function undertakes an annual programme of refurbishment works to ensure that the estate is maintained to a high standard.

Our Estates Strategy seeks to ensure that the organisation disposes of those property assets that do not support operational policing and acquires new assets that do. It is the organisational aim to reduce the estates footprint where practical, improve sustainability and reduce both our consumption and impact on the environment.

Our approach to our Estate is one that ensure that our property assets are maintained to a standard that ensures that officers and staff have the appropriate facilities to undertake their roles. To this end we operate an annual capital rolling programme of works and refurbishment. For the 2013/14 financial year there is a requirement for £1,043,300 funding. This will be used to undertake the following works/refurbishments:

  • Custody upgrade at Northallerton, York, Selby and Skipton
  • Full refurbishment of Acomb police station (York)
  • Lift refurbishment and roof works at Selby and York
  • Energy efficiency works at Whitby
  • Refurbishment works at the Force Control Room and Vale House, Thirsk

Information Technology:

The strategic approach to IT service delivery is to ensure that the force is in a position to be able to exploit new technologies as they emerge. Whilst this work is in its infancy, our adopted approach to IT assets is based on a rolling programme of replacement based on life expectancy of the different asset types.

The asset types that are replaced under the IT Capital Rolling Programme includes items such as:

  • Laptops, Desktops, Monitors, Printer, Faxes and scanners
  • Servers
  • Storage and infrastructure

The funding requirement for the 2013/14 financial year has been calculated at £1,409,200.

Due consideration is given to the organisational strategic aims, to ensure that these are factored into our plans and the impacts that these changes will have on our technical assets.

It is proposed to enable essential replacements and ongoing business and use of IT to continue, as required, in the view of the Head of Workforce Support Services. Retrospective quarterly reporting will be provided on the replacement activity to ensure transparency in purchasing.

Additionally, work has already commenced to revisit and reconfirm future years IT Capital Rolling Programmes, to ensure that changes resulting from the IT Strategy delivery are reflected in future years programme and funding requirements.

Matters for consideration

In making a request for funding, it is acknowledge that it essential for the workforce to have property working and maintained assets, be it vehicles, buildings or technology. It is considered that it would not be appropriate to neglect these essential rolling programmes of activity; as to do so would only be ‘storing up problems’, and the organisation would potentially not be discharging it’s obligations in respect of Health and Safety and staff welfare.

The Police and Crime Commissioner is asked to approve the Transport, Estates and ISD Rolling Programmes for 2013/14 for inclusion in the Capital Plan, and to approve the commencement of the individual schemes comprising the Rolling Programmes.

Other options considered, if any

Not applicable

Contribution to Police and Crime Plan outcomes

This activity contributes to the Police and Crime Plan outcomes Goal 4 (Fit for the Future) by ensuring that we have invested and maintained force assets, ensuring that we are sustainable and that offers have the resources they require to undertake their roles.

Consultations carried out

Not applicable

Financial Implications/Value for money

The MTFP includes provision for the Rolling Programmes in the amounts set out in section 1.

Legal Implications

There are no specific legal implications arising directly from this paper.

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

Equality Implications

There are no Equality Implications as a direct result of this request for approval to funding for Capital Rolling Programmes. However, it should be noted that the delivery of the respective rolling programmes will seek to identify and address equalities issues in their respective areas as part of the delivery of the rolling programmes.

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.

Is there a Part 2 to this Notice – YES

If Yes, what is the reason for restriction – Commercially and operationally sensitive

Originating Officer Declaration

Author: Julie McMurray Collar: 6038 Date: 7th May 2013

Director/Chief OfficerJulie McMurray has reviewed the request and is satisfied that it is correct and consistent with the NYPCC’s plans and priorities. Julie McMurray, Collar 6038,7th May 2013
Legal AdviceLegal 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. Simon Dennis9 May 2013
Financial AdviceThe CC 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. Jane Palmer 004364 9 May 2013
Equalities AdviceAn assessment has been made of the equality impact of this proposal. 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. Julie McMurray, Collar 6038,7th May 2013

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 decision

Signature Julie McMurray Date 07 May 2013

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