Executive Board Minutes 01 October 2013
Minutes of the meeting held at the Police Headquarters, Newby Wiske, on Tuesday 1 October 2013.
PRESENT:-
In the Chair: Commissioners Chief Executive Officer Joanna Carter (JC)
Officers: Chief Constable Dave Jones (DJ); Commissioner’s Chief Finance Officer and Head of Organisation and Development Gary Macdonald (GM); Chief Constable’s Chief Finance Officer and Chief Accountant Jane Palmer (JP); Head of Legal Services Simon Dennis (SD); Executive Officer to the Chief Constable Lisa Winward (LW); Commissioner’s Chief of Staff Will Naylor (WN);
Minute taker: Chief Executive Support Officer Debbie Allinson (DA).
99. APOLOGIES
Apologies were received from the Police and Crime Commissioner Julia Mulligan (JM) and the Deputy Chief Constable Tim Madgwick (TM).
200. MINUTES OF THE PREVIOUS MEETING HELD 17 SEPTEMBER 2013
The minutes were approved.
Several updates were also provided against the previous minutes:
- LW advised that discussions have taken place to investigate whether Proceeds of Crime Act (POCA) contributions could be used to set up funding for a third sector organisation however it has been identified that there may be potential tax implications. Awaiting confirmation in order to progress further.
- The Board discussed that confirmation has not yet been received regarding funding provision for policing of the Grand Depart in 2014. LW raised that the relevant Safety Advisory Group need to be aware of who is officially organising the event. GM confirmed that the formal confirmation services are required needed to be established prior to considering, under National Guidance, the applicability for charging of police events such as this.
- JC provided feedback to the Board regarding decisions made on the 24 September as this meeting was cancelled.
Decision Notice 66/2013 Aspire was approved.
Decision Notice 67/2013 NYP ANPR CCTV System Upgrade was approved.
WN to request confirmation in writing.
GM to progress Single Tender Action.
GM would like to review the usage of Single Tender Actions across the organisation and ensure the market is thoroughly tested in order to fully demonstrate value for money.
Police.UK and responding to HMIC Reports (Report for a Decision) – JC would like to adopt a formal approach to monitoring and responding to HMIC reports. SD reassured the Board that North Yorkshire
Police are largely compliant with Specified Information Order requirements.
GM to submit a draft approach for formal response to HMIC recommendations to Executive Board on 15th October.
SD to provide an update in relation to Specified Information Orders to Executive Board on 5th November.
The Statutory Statement of Accounts and Annual Governance Statements were approved on 23 September 2013.
201. DECISIONS REQUIRED
- Review of Operational Paper Records (presentation): This presentation summarised the progress made to date in relation to the storage and recording of paper records.
RESOLVED: The presentation and updates were noted.
GM to continue to develop as part of Centralised Storage of Exhibits and Paper Records work stream.
- York LPO – Mill House (Decision Notice): The decision was made to remit this decision in order to obtain further operation clarity.
The Head of Workforce Support Services to review the Decision Notice and provide clarity in relation to the current Command Structure, Operational Policing Model and Estates Strategy for reconsideration by the Executive Board on 29th October 2013.
- York Premises (Discussion Paper): The Board discussed the acquisition of the York premises and agreed that further consideration was required in relation to the current Operational Policing model, the IT Strategy, collaborative working opportunities and the Medium Term Financial Plan.
The Head of Workforce Support Services to consider the above factors and resubmit the paper for discussion by the Board on 29th October 2013.
- Enterprise Agreement: The Board considered the report of the Commissioner’s Chief Finance Officer, setting out a decision taken the previous day by the Chief Executive Officer (formally under Urgency Powers but in full consultation with the Commissioner) revising a decision reached by the Commissioner in the Executive Board on 30 July 2013.
The Commissioner through the Chief of Staff asked that the paper be amended so as to make clear that notwithstanding the formal decision-making conventions properly adopted in this case in the best interests of the police fund, the Commissioner had been fully informed of (and had played an active role in) the course of resolving the matter.
In accordance with the letter of the Scheme of Delegation the Commissioner had already been engaged in the decision reached. In accordance with the spirit of the Scheme of Delegation all that remained was for the Board to note the decision. The Board duly noted the paper.
Paper to stand as formally noted by the Commissioner subject to amendment in suitable terms as set out above.
202. DECISIONS AND DELEGATED MATTERS TO NOTE
Decision Making Forecast Status Update: GM provided several updates on forthcoming reports to the Executive Board. The Status Update was noted.
203. MATTERS ARISING FROM CORPORATE PERFORMANCE AND CO-ORDINATION GROUP
The next meeting for this group is to be held on 4th October 2013. DJ raised that there has been an increase in the number of calls to the Force Control Room which are not proportionate to crime figures. The increase in demand for service will be progressed by the Corporate Performance and Co-ordination Group.
204. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED
Tier 2 Change Proposal: GM confirmed that input had been received from relevant colleagues and consultation with UNISON was scheduled prior to formal consultation with staff. The Change Proposal reflects the Stage 2 Proposal recently submitted to the Home Office.
SD requested that as the Change Proposal impacts on his role profile he does not see it appropriate to provide legal advice.
To allow time for members to review, provide feedback and agree the proposals the Board members agreed a follow up meeting would take place following the Corporate Performance and Scrutiny Group.
GM and the Head of Workforce Support Services were thanked for their proposal.
205. NATIONAL OR LOCAL DEVELOPMENTS AND CONSULATIONS
- APCC, HMIC and ACPO Updates and Communications: The report was noted. Discussion took place around ensuring that all communications and invitations were included in the update from various sources.
SD stated that invitations to hospitality events should be recorded on the Gifts and Gratuities Register whether attended or declined.
LW to progress the development of a central reference document.
160. FORTHCOMING EVENTS OR COMMUNICATIONS
JC discussed with the Board the proposed agenda for the forthcoming Police and Crime Panel meeting on 10 October 2013.
SD raised the possibility of inviting Police and Crime Panel members to corporate meetings on occasions.
206. FREEDOM OF INFORMATION ACT
There were no matters to note.
207. ANY OTHER BUSINESS
JP confirmed that following the Boards approval of the Annual Accounts, these were signed by the auditors on 25th September. Board Members to ensure the date is correct on their copy.
Apologies for the next meeting from LW, SD – JW attending, JM, GM
208. DATE OF NEXT MEETING
The next meeting will take place at 9am on Tuesday 8 October at the Office of the Police and Crime Commissioner, 12 Granby Road, Harrogate, North Yorkshire, HG1 4ST.