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Executive Board Minutes 10 June 2014

Minutes of the meeting held at Police Headquarters, Newby Wiske, at 10.10am on Tuesday 10 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: SMSR Project Manager Darren Director (DH); SMSR Project Director Jae Saleh (JS); Business Planning and Support Manager Caroline Blackburn (CB); Personal Assistant to Chief Executive Officer Sarah Goodwin (observing).

Minute taker: Commissioners Governance Support Officer Claire Askew (CA).

472. APOLOGIES

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

473. MINUTES OF THE PREVIOUS MEETING

Subject to amendments the minutes of the meeting held on 03 June 2014 were approved for publication.
The following updates were provided:

WN provided an update on the results of the Safety Camera Vans survey which has now closed. (minute 463b (2) (action log reference number 10).

ACTION: TM, WN and NC to meet following the Executive Board to discuss the resources for analysing the results.473. ACTION LOG OF THE PREVIOUS MEETING

The Action Log was noted, however due to time restrictions the Action Log was not discussed.

474. DECISIONS REQUIRED

Police and Crime Plan Refreshment: DH and JS provided a presentation on the key findings of their research to feed into the refresh into the Police and Crime Plan. This included feedback from survey findings on protecting vulnerable people; early intervention and prevention; cutting crime and anti-social policing; and improving victim care.

ACTION: DH and JS to finalise their full report on research findings and submit to the OPCC by week commencing 16 June 2014. The research findings will feed into the Police and Crime Plan (copy to be provided to CB). (Lead DH/JS/WN).

ACTION: The Big Police Debate survey on the OPCC website will close on 15 June 2014 and these results will also feed into the Police and Crime Plan (Lead: WN/MSargood);

ACTION: Draft Police and crime Plan structure to be submitted to Executive Board on 16 June if available (Lead CB).

Draft Annual Report (version 2): CB provided an update on the draft Annual Report format, which had previously been presented to the Executive Board on 27 May 2014. This included a sample report based on feedback from the previous discussion. JM thanked CB for the progress to date. Weekly meetings have been scheduled for the development of the Annual Report which will be presented to the Executive Board in its final format on 24 June 2014.

ACTION: CB to continue development of draft Annual Report.

Draft Annual Governance Statement (version 2): GM presented the second draft format of the Annual Governance Statement (AGS), which in order to be more of a public facing document has been produced in a new format to be consistent with the Annual report; the text is in plain English (avoiding technical jargon); and includes testimonials from individuals within the service tasked with governance. Whilst the document is being revised to be public facing care is being taken to ensure that the report is statutorily compliant.

ACTION: JM to meet with GM to discuss the final format of the AGS, which will need to be presented to the Executive Board in its final format on 24 June 2014.

ACTION: JC to have sight of final AGS prior to sign off by Chief Finance Officers.

ACTION: Final AGS to be signed off by Chief Finance Officers GM and JP by 30 June 2014.

Charging for Police Services during the Tour de France Grande Depart (Decision Notice 007/2014): The Board agreed that as compliance checks had not been completed that this Decision Notice be deferred to the Executive Board on 16 June 2014. The final Decision Notice needs to include the costs of the resources required to police the Grand Depart in North Yorkshire, that the full costs will be unknown until after the event, reference to the ACPO charging guidelines, and reference to the collaboration agreement with West Yorkshire Police who will be on gold command at the time of the Grand Depart.

ACTION: Decision Notice to be deferred to the meeting of the Executive Board on 16 June 2014.

HMIC Crime Data Integrity: TM advised the Board that HMIC have confirmed that the HMIC Integrity and Corruption Report will be available to NYP from the beginning of July 2014 and requested consultation regarding the communications for the publication of this report. TM also confirmed that the HMIC report Making the Best Use of Police Time will be published 22 June 2014 and the HMIC report Valuing the Police 4 will be published 22 July 2014.

The Board also briefly discussed quarterly reporting to the Executive Board to allow the OPCC increased sight of the HMIC reports. JM advised that she would discuss this further with JC.

ACTION: TM to be consulted regarding communications prior to the publication of the HMIC report on Integrity and Corruption (Lead: LWood).

ACTION: JM to discuss with JC reporting mechanisms for wider monitoring of integrity issues.

475. DECISIONS AND DELEGATED MATTERS TO NOTE

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

24 June 2014, item to be moved to a later date – Approval to acquire new Ripon facility.

22 July 2014 – suggestion to link Collaboration thematic to SMSR presentation on Police and Crime Plan research findings.

476. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP

There were no matters for consideration.

477. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED

There were no matters for discussion.

478. NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS

APCC, HMIC and ACPO Updates and Communications: The report was noted.
Events: The report was noted.
Great Yorkshire Show 8 – 10 July 2014 to be added. DJ, TM and JM all to attend at various times.

479. FORTHCOMING EVENTS OR COMMUNICATIONS

There were no matters for discussion.

480. FREEDOM OF INFORMATION ACT

There were no matters for discussion.

481. ANY OTHER BUSINESS

Queens Speech 2014: For information GM provided the Board with a briefing of the Government’s legislative programme for the 2014/15 parliamentary year. In total eleven bills were announced for the next year in Parliament and three that have been published in draft form for pre-legislative scrutiny.

Joint Independent Audit Committee (JIAC): The next meeting of the JIAC will be on 27 June 2014. The agenda will include the draft statement of Accounts which will need to be completed and signed off by both Chief Finance Officers by 30 June 2014.

482. DATE OF NEXT MEETING

The next meeting of the Executive Board will take place at 12noon on Monday 16 June 2014 at Police Headquarters, Newby Wiske. The Change Programme Board has been cancelled.