Your Commissioner - Your Voice

Commissioner Zoë can ask questions on your behalf in her Online Public Meeting with the Chief Constable or Chief Fire Officer. Ask your question and find out more.

Executive Board Minutes 03 June 2014

Minutes of the meeting held at the Office of the Police and Crime Commissioner, Harrogate, at 10.25am on Tuesday 03 June 2014.

PRESENT:-
In the Chair: Commissioner Julia Mulligan (JM)
Officers: Chief Constable Dave Jones (DJ); Deputy Chief Constable Tim Madgwick (TM); Chief Constables Chief Finance Officer and Chief Accountant Jane Palmer (JP); Commissioner’s Chief Finance Officer and Head of Organisation and Development Gary Macdonald (GM); Chief Constable’s Executive Officer Nigel Costello (NC); Acting Head of Legal Services Jane Wintermeyer (JW); Commissioner’s Chief of Staff Will Naylor (WN).

Also in attendance: Senior Support Officer Judith Kirk (observing).
Minute taker: Commissioners Governance Support Officer Claire Askew (CA).

462. APOLOGIES

Apologies were received from Commissioner’s Chief Executive Officer Joanna Carter (JC);

463(a). MINUTES OF THE PREVIOUS MEETING

  1. Subject to amendments the minutes of the meeting held on 27 May 2014 were approved for publication.

    The following updates were provided:

    WN provided an update on the internal and external communications for the Operational Policing Model (minute 443(a) and 453(2)). DJ requested that the press release clearly explains the reasons for the Operational Policing Model and how the service is working towards being in the best position for the next comprehensive spending review period. The press release and other communications documents which have been prepared will be circulated to Board members to provide their feedback. This led to discussion of the long term corporate communications strategy which is to be developed by the new Head of Communications.

    ACTION: Board Members to provide feedback on internal and external communications documents to WN by Friday 06 June 2014

  2. In relation to minute 454(c), the Delegated Decision Report, JW provided an explanation in regard to the process for determining which settlements are pursued. Each individual claim is assessed to establish if it cost effective to pursue the claim, if NYP needs to defend an officers actions which they believe were correct or if the claim is justified. Where ever possible claims are settled prior to court. The Board recognised that a culture change is required that where NYP is in the wrong to apologise, resolve those claims as quickly as possible and to avoid a difficult and complex process.

    ACTION: 6 weekly meetings to be re-instated between JW and TM to have sight of and discuss claims and establish where lessons can be learnt (lead JW).

  3. In regard to minute 454(d), Review of Reserves and Provisions Decision Notice (005/2014), the Board noted that the appendix had been updated and recirculated as requested and the Decision Notice has been approved and published on 30 May 2014.

463(b). ACTION LOG OF THE PREVIOUS MEETING

The Action Log was noted and the following discussed:

  1. The Board agreed to close the following actions: 9; 40; and 41.
  2. (10) WN provided initial findings from the Safety Camera Vans public consultation which received approximately 2,500 responses.
  3. ACTION: Further analysis of the results, what is required and by whom to be discussed by WN and TM.

  4. 34) JP advised that there was a delay issuing the warrant cards due to ascertaining whether the cards could be issued without a brail strip on the reverse and the strip being provided at a later date. DJ to provide guidance.
  5. ACTION: Kate Williams/Dave Murray to contact DJ to establish what wording is required on the brail strip and if the strip can be issued at a later date.

  6. (43) The Board discussed the arrangements for the visit by HMCIC Tom Winsor on 02 October 2014.
  7. ACTION: WN to develop agenda for HMCIC Winsor’s visit to NYP.

  8. (31) WN sought clarity on the arrangements required to showcase NYP at the APCC and ACPO conferences in autumn 2014.
  9. ACTION: WN to continue developing arrangements.

  10. (42) Use of Underspend Report. JM confirmed that she would provide feedback on the report to JP following the Executive Board.

464. DECISIONS REQUIRED

IT Strategy Decision Notice (001/2014): This Decision Notice requests approval to the investment identified in the Information Technology Strategy Business Case, previously submitted to the Executive Board on 15 April. Following that meeting the Board had requested some amendment’s which this version provided.

ACTION: Subject to further minor amendments, Decision Notice approved in principle. Final version to be circulated and approved for publication by 11 June 2014.

465. DECISIONS AND DELEGATED MATTERS TO NOTE

Decision Making Forecast Status Update: The Board noted the report and agreed the following updates:

  1. ACC McIntosh to be invited to the Collaboration Thematic on 22nd July 2014
  2. Tour de France paper for 10 June 2014 should be a Decision Notice format not report
  3. NYP Employer Discretions paper on 16th June 2014 should have CEO as Sponsor not ACC
  4. Airborne Datalink paper on 22nd July 2014 should have DCC as sponsor not ACC
  5. Citizens in Policing paper on 29th July 2014 should have ACC Kennedy as sponsor not DCC with R Anderson as author
  6. HMIC Data Integrity paper in May TBC section can now be allocated to 15th July 2014 meeting
  7. Approval to procure Construction partner in Sept 2014 TBC section should be renamed as follows “Approval to procure construction partner and site options paper” but retain in same section for now pending indication of date for delivery of this piece of work.

466. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP

There were no matters for consideration.

467. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED

There were no matters for discussion.

468. NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS

APCC, HMIC and ACPO Updates and Communications: The report was noted.

Events: The report was noted.

GMs names to be removed from the above documents with effect of 4 July 2014.

469. FORTHCOMING EVENTS OR COMMUNICATIONS

The Board discussed the arrangements for the Leadership Day on 12 June 2014.

470. FREEDOM OF INFORMATION ACT

There were no matters for discussion.

471. ANY OTHER BUSINESS

WN advised the Board of correspondence received by South Kilvington parish council regarding the proposals for the new northern base.

ACTION: WN to draft response to South Kilvington Parish Council.

GM provided an update on the interim arrangements for the position of Commissioner’s Chief Finance Officer.

472. DATE OF NEXT MEETING

The next meeting of the Executive Board will take place at 10.00am Tuesday 10 June 2014 in Conference One at Police Headquarters, Newby Wiske.