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14/2015: Proposal to co-locate North Yorkshire Police (NYP) Transport & Logistics functions with North Yorkshire Fire & Rescue Authority (NYFRA) Transport & Logistics service – located at Thirsk – 16 October 2015

Executive Summary and Recommendation:

This Decision Notice is a follow up to Decision Notice 001/2015 approved on 31 March 2015 in which the Commissioner approved a Statement of Intent for the co-location of NYP Transport and Logistics functions with North Yorkshire Fire and Rescue Authority (NYFRA) Transport and Logistics functions.  This gave approval for negotiations with the NYFRA to take place to explore co-location of the Transport and Logistics function.

The Police and Crime Plan priority ‘Transforming the Organisation’ includes progressing focussed collaboration opportunities.  One of the goals is to pursue opportunities with NYFRA.

Work has been ongoing to progress the potential for co-location of the NYP Transport Department, Print and Design Unit and Clothing Stores with the NYFRA Transport & Logistics Department for some time and following the successful application and receipt of central government grant funding to NYFRA for a new Transport and Stores facility there is now the potential to progress this project.

NYFRA have now identified and purchased a suitable facility that can allow the co-location of both NYFRA & NYP’s Transport & Logistics functions in the Thirsk area. The proposal is for NYP to enter into a contractual agreement with NYFRA to lease the NYP occupied space at the new location for a period of 25 years, under a Heads of Terms agreement to be subsequently approved once drawn up by the organisation’s legal teams.

This proposal is an integral part of the Estates Strategy approved by the Commissioner on 17 June 2015 (Decision Notice 007/2015), and is an essential enabler for the Police Headquarters move from the current site at Newby Wiske to Alverton Court, Northallerton, approved by the Commissioner on 08 June 2015, Decision Notice  004/2015.

The proposal is in line with the aims of the Estates Strategy to provide an estate that is affordable and sustainable; aligns with the operational needs of the force; and supports the future direction for the organisation, which prioritises frontline local policing within the community.  Policing is about people not property, and with this in mind we will reduce the overall size of our estate in a planned and managed way over a seven year period, whilst increasing the opportunities for public engagement by boosting our community presence and improving our online services.  In line with the Estates Strategy the approach for this proposal is to co-locate with another public service.

The proposal is consistent with the core co-location and collaboration ethos of the Estates Strategy.   It will meet functional needs and is hoped to provide benefits to both NYP and NYFRA through enabling closer working in the future.   Taking into account the fact that this proposal would cost no more than any other option open to NYP to re-locate these departments/services and the benefits detailed below, it is deemed that taking this decision would represent Best Value for NYP in both the long and short term.

Detailed costs are provided in part 2 of this Decision Notice, for the information of the Commissioner as they are deemed commercially sensitive.

It is recommended that:

  • The Commissioner makes a decision to allow the co-location of NYP’s Transport & Logistics functions with NYFRA’s Transport & Logistics functions to take place. 
  • That this in turn would be subject to appropriate staff consultation as set out in Section 5 of this Decision Notice.
  • That approval is given to enter into a contractual lease agreement for a period of 25 years under a joint Heads of Terms agreement (to be developed and agreed).

Decision

Police and Crime Commissioner decision: Approved

Signature: signature
Date: 16 October 2015
Title: Police and Crime Commissioner


Introduction and Background

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 provided for £2.42m capital monies for site / premises acquisition and fitting out.  Following on from the direction articulated in the Statement of Intent previously signed up to, NYFRA and NYP looked at the potential to co-locate on a new site.  Upon identifying the potential site NYFRA have made an offer to NYP to progress a co-location opportunity with them.  This includes the Transport Department (currently located at Vale House, Thirsk, and the Force Stores and Print & Design (both currently located at Police HQ, Newby Wiske).

NYFRA engaged agents to identify potential sites and the best location was identified as the former TRAC Lighting facility located on Station Road, opposite Thirsk Racecourse (Appendix A). This site is suitable for both organisations Transport & Logistics functions.  It is located only 1.47 miles from the current NYP Transport Department at Thirsk Industrial Park.

NYFRA have completed the new site acquisition and now require a firm commitment and contract with NYP that we will re-locate our Transport & Logistics functions on a single site to allow building design and planning to progress.

It should be noted that the premises will be owned by NYFRA.  The proposal is that NYP will lease part of the building as required (as shown in the internal floor layout, Appendix B) under a Heads of Terms agreement.

NYP and NYFRA would operate to their own functional requirements however both organisations will explore opportunities for synergies and efficiencies in operating costs. Suitable governance arrangements will also be established to enable reporting to Senior Leaders of both organisations as the project progresses.

Benefits

  • This proposal allows the relocation of some Headquarters functions, which in turn facilitates the move to Alverton Court and the disposal of Newby Wiske.
  • NYP will be supporting NYFRA via a two day a week secondment of the NYP Transport Manager which will help facilitate this agreement.
  • The proposal will provide NYP with a purpose built Transport and Logistics facility in a central hub which in turn will provide a more efficient service to NYP.
  • The proposal demonstrates joint working with NYFRA and may facilitate further joint working and mutual benefits.
  • This initiative will assist NYP with increased resilience with regard to vehicle maintenance and logistics support.
  • It is also envisaged over the course of time this co-location will provide efficiency gains both cashable and non-cashable for both organisations.

Other Options Considered

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

The re-location of the functions at the current Headquarters site to Alverton Court includes the re-location and rationalisation of use of a number of buildings.  This re-location supports that overall set of moves and streaming to bring together similar functions.

The other only option at this time for the NYP business functions is to remain at their current locations.  This co-location will allow for property space to be maximised at the existing NYP owned Vale House to support the overall rationalisation of the estate.  If this option is not pursued alternatives to enable relocation of those functions that are planned to move into the Vale House location would need to be sought.

Co-locating with the NYFRA will reduce revenue costs and allows closer working relationships with a key partner.  It is anticipated that subsequent benefits will arise for both organisations working more closely and other options for collaboration within these co-located functions will be pursued. The relocation to the new site in Thirsk will ensure NYP is fit for the future and more energy efficient due to being a purpose built and designed facility (internally) which will incorporate up to date building and design techniques. Through providing a flexible and agile working environment it will be a better workplace for staff.

Contribution to Police and Crime Plan Priorities

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

Implementation and Resourcing Implications

Timescale
The re-fit element of the new facility will need to be completed by the end of March 2016, in line with the DCLG grant requirements received by NYFRA.  It is envisaged that NYP will begin to occupy the building towards the end of 2016.  At this time, subsequent moves will be enabled.

Costs
It is intended that NYP will fund the capital element required to re-fit the NYP element of the new facility.  These are estimated and included in part 2 of this decision notice as they are commercially sensitive. The budget for this re-fit was included in the overall Newby Wiske re-location budget and is already in the force Medium Term Financial Plan (MTFP).

There will be on-going lease and service charges which are also in part 2 of this decision notice as they are also commercially sensitive.  They will be subject to further scrutiny before being finalised in the Heads of Terms agreement. These charges were estimated and taken into account in the overall Newby Wiske re-location cost model.

 Consultations Carried Out

Name (Collar Number) Department Comments
Will Naylor Office of the PCC Consulted
Jane Palmer Finance Services Consulted
Lisa Winward Local Policing NA
Ken McIntosh Beyond Local Policing NA
Rosemarie Holmes 4647 Human Resources Consulted
Jane Wintermeyer Joint Corporate Legal Services Consulted
Louise Wood Corporate Communications Consulted
Jonathan Garrett Property and Facilities Consulted
Sudeep Chatterjee Information and Communications Technology Consulted
Bob Brigginshaw Transport Consulted
Supt Richard Anderson Joint Corporate Commissioning and Partnership Services NA
 Helen Raisbeck Procurement NA
Maria Earles Organisation and Development Consulted
 Sarah Wintringham Information Management NA

Compliance Checks

Financial Implications/Value for money – Commissioners Chief Finance Officer comments:
The Commissioner is being asked to ‘allow the co-location of NYP’s Transport & Logistics functions with NYFRA’s Transport & Logistics functions to take place and in that regard allow NYP to enter into a contractual lease agreement for a period of 25 years under a joint Heads of Terms agreement (to be developed and agreed)’.   Although NYFRA have purchased the existing building, refurbishment and refitting is required which is yet to be fully scoped therefore there is no certainty as to the actual costs of the building or what NYFRA would charge NYP for the needed space both in terms of initial Capital build costs or on-going revenue costs. The costs that have been estimated and are stated in Part 2 of this Decision Note would appear prudent and therefore it is expected that these would be towards the top end of the expected costs.

These prudent estimated costs are in line with those that were set out within the Alverton Court Decision Notice, which identified a number of expected Estates moves, to enable and better align functions within the organisation. The combination of these moves was modelled to deliver in excess of £4m of estates savings over 30 years. Therefore the costs outlined within this Decision are within the current financial plans of the Commissioner and are an enabler to deliver the savings within the Alverton Court Decision Note.

The Commissioner’s attention is drawn to the fact that as currently proposed, NYP will not own any proportion of the building, despite what is likely to be a significant contribution to the fit-out costs.  This should be reflected in the finalised terms of the lease agreement to ensure best value for money.

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.

Legal work to arrange the lease will be done as business as usual.

Human Resources Implications:
HR implications remain as detailed in the response provided to the first Decision notice 001/2015 in relation to this co-location proposal.  This second Decision Notice requests a commitment which will, if implemented have an effect on the workforce currently employed in the respective department as outlined above.  Full consultation with staff and their representing bodies will be required as plans reach an appropriate stage to ensure that all decisions are taken and the decision notice implemented with appropriate consideration of any staff concerns.

The Head of Estates, Logistics and Technology has confirmed that full engagement has been conducted with all affected staff since the last Decision Notice and Unison has been provided with a copy of the draft Decision Notice.

The information in this decision if made, must be communicated internally to staff at the earliest opportunity as part of this continued consultation (and not later than the publication of the DN) in order that transparency, internal communications and good practice is maintained.

Public Access to information
As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account when reaching the decision.  This Notice will detail all information which the Commissioner will disclose into the public domain.  The decision and information will be made available on the Commissioner’s website.

Only where material is properly classified as Restricted under the Government Protective Marking Scheme 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 will be used to detail those matters considered to be restricted.  Information in Part 2 will not be published.

All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).


Part 2

Is there a Part 2 to this Notice – YES

A) Commercially sensitive

B) Prejudices the prevention or detection of crime, the apprehension or prosecution of offenders, or the administration of justice


Report Information

Author: Richard Flint
Head of Department: Richard Flint – Head of Estates Logistics & Technology

Executive Group Sponsor: Joanna Carter – Chief Executive Officer

Date created: 2 July 2015

Background documents: 

  • Appendix A: Map of location, external and internal photographs
  • Appendix B:  Internal layout cad drawing

I confirm that all the above advice has been sought and received against this and any associated Part 2 information and I am satisfied that this is an appropriate request to be submitted for a decision

 

Signature:          Richard Flint                                                                                Date: 02/07/2015


13-2015-Appendix 1 13-2015-Appendix 1a 13-2015-Appendix B

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