Executive Board Minutes – 09 September 2014

EXECUTIVE BOARD
Draft Minutes of the meeting held at the OPCC, Harrogate at 10:00 am on

Tuesday 9 September 2014

PRESENT:-
In the Chair: Commissioner Julia Mulligan (JM)

Officers: Deputy Chief Constable Tim Madgwick (TM); Chief Executive Officer Joanna Carter (JC);
Commissioner’s Chief of Staff Will Naylor (WN); Commissioner’s Chief Finance Officer Michael Porter (MP); Acting Head of Organisation and Development Donald Stone (DS); Acting Head of Legal Services Jane Wintermeyer (JW); Head of Communications (LW)

Minute taker: Commissioner’s Chief Executive Officer’s Personal Assistant Sarah Goodwin (SG)

APOLOGIES
Chief Constable Dave Jones (DJ)

Chief Constable’s Executive Officer Nigel Costello (NC)

Chief Constables Chief Finance Officer and Chief Accountant Jane Palmer (JP)

1. MINUTES OF THE PREVIOUS MEETING

The minutes from the 2 September 2014 were approved for publication with minor amendments.

2. ACTION LOG The action log was noted with relevant updates.
1. DECISIONS REQUIRED
   1. North Yorkshire Community Safety Partnership (CSP) Merger Sign Off – Decision Notice:

   his Decision Notice considered the changes implemented by the Police and Social Responsibility Act (2011) that relate to Community Safety partnerships. This passed the responsibility to approve CSP area mergers from the Home Office to local Police and Crime Commissioners.

   The Commissioner was invited to consider and approve a proposal to combine the six Community Safety Partnerships (CSPs) in North Yorkshire into one North Yorkshire CSP that will work alongside the City of York CSP. This recommendation follows extensive consultation and agreement by all responsible authorities.

   RESOLVED: The Board approved the Decision Notice in principle subject to refinements.

   Action: JM and WN to make refinements to the DN prior to publication.

   2. Police and Crime Plan – Update: WN provided an update on the Police and Crime Plan development progress since the previous Executive Board. He advised the Board of the predicted timescales for delivery of the product and that he was satisfied that these would meet the set consultation requirements. It was acknowledged that while there had been ongoing sharing and development with NYP that the timescales for consultation on the content would include adequate time for the Chief Constable to be consulted. It was also requested that the CC, DCC, PCC and CEO are updated on progress of the plan prior to the Executive Board scheduled for next week.

   RESOLVED: The Board welcomed the update, and opportunity to feed comments back in relation to the draft plan.

   Action: WN to continue with development of Police and Crime Plan and to ensure an update is provided outside of EB.

   3. Estates Strategy Review: JC provided a presentation in relation to the key Strategic Estates considerations that required early consideration by the Board.

      This included a high level overview of the potential for relocation of functions; possible co-location with a range of potential partners; the timing of critical decisions and interdependencies; an update on the position in relation to the existing estate.

      The presentation also considered costs and contract implications in relation to technology (IT) and Interdependencies with estates decisions.

      The Estates Board will establish recommendations that incorporate the organisational requirement and operational need in line with the Police and Crime Plan.

   RESOLVED: The Board welcomed the presentation from JC and agreed to the progress of the immediate priorities through the Estates Board.

   Action: TM to arrange a PNSP presentation to JM, DJ and JC outside of Executive Board. LW to progress communications in relation to the investment in Northallerton custody. Specific key decisions to be considered further at Estates Board with onward recommendations to Executive Board as appropriate.

   4. Communications Thematic – Update: LW provided a presentation on her key findings and recommendations arising from the research and consultation undertaken since commencement in post of Head of Communications. She discussed marketing methods and channels currently being utilised and how these could be improved to better provide information to our communities and workforce. As part of her recommendations she discussed budgets, training and future focus of resources. It was highlighted that there were opportunities for new and more effective ways of working.

      RESOLVED: JC to consider the recommendations and strategy outside of the Executive Board.

      Action: LW to forward her presentation to DJ and incorporate feedback prior to consideration by JC of proposed implementation plans.

3. DECISIONS AND DELEGATED MATTERS TO NOTE

Decision Making Forecast: The Board noted the report and agreed several updates:

1. Communications Strategy. To be progressed by LW. Once a final version is completed this would be considered by CEO and progressed through the agreed route.
2. MAUDS – Business Case/Decision Notice. To be finalised by the lead officer. Final version to be submitted to CEO for consideration.
3. Police and Crime Plan – Verbal Update – this will be considered outside of Executive Board.
4. Traffic data loggers – Decision Notice. To be finalised by the lead officer. Final version to be submitted to CEO for consideration.
5. Specified Information Order – Report. To be considered at 16 Sept 2014 Executive Board.
6. Governance Thematic – to be considered as the primary agenda item on 16 Sept 2014 Executive Board.
7. Draft Joint Police & FRS Transport Business Case – add to forecast for 6 October 2014. Draft to go to CEO prior to wider circulation.
8. Approval to acquire new Ripon facility – Decision Notice – remove, date for consideration to be confirmed.
4. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP

There were no items for discussion.

5. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED

There were no items for discussion.

6. NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS
1. APCC, HMIC and ACPO Updates and Communications: The report was noted.
2. Events: The report was noted.
1. FORTHCOMING EVENTS OR COMMUNICATIONS

There were no items for discussion.

2. ANY OTHER BUSINESS

There were no items for discussion.

3. DATE OF NEXT MEETING

The next meeting of the Executive Board will take place at 10.30 am on Tuesday 16 September 2014 at Conference Room One, Police Headquarters.