Executive Board Minutes – 16 September 2014

Draft Minutes of the meeting held at Conference Room One, Police Headquarters at 10:30 am on
Tuesday 16 September 2014

PRESENT:-
In the Chair: Commissioner Julia Mulligan (JM)
Officers: Chief Constable Dave Jones (DJ); Deputy Chief Constable Tim Madgwick (TM); Chief Executive Officer Joanna Carter (JC); Chief Constable’s Executive Officer Nigel Costello (NC); Commissioner’s Chief of Staff Will Naylor (WN); Commissioner’s Chief Finance Officer Michael Porter (MP); Chief Constables Chief Finance Officer and Chief Accountant Jane Palmer (JP); 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)

579. APOLOGIES

None recorded.

580.MINUTES OF THE PREVIOUS MEETING

The minutes from the 9 September 2014 were approved for publication.
The following updates were provided:

1. Police and Crime Plan: WN outlined the timescale for the delivery of the first draft of the plan content was 19 September 2014. The timescales for delivery of the final product were discussed in the context of the requirement for statutory consultation.
2. Estates Strategy Update: JC explained that there was an Estates Board meeting at the end of this week with key time critical areas for consideration. TM emphasised the it was important for colleagues to ensure that any potential requirements from the Operational Policing Model development are considered in the estate strategy and IT strategy.
3. Communications Thematic: LW confirmed that the explanatory material had been circulated as requested. MP and JP explained that they were looking into the funding elements and it was recognised that there was a need for investment in key enabling activity such as Communications. It was agreed that any required refinements to the strategy would be fedback to LW and that the Strategy would then be considered and signed-off at Change management Board.

ACTION LOG
The action log was noted with relevant updates.

581. DECISIONS REQUIRED

1. Governance Thematic: HM provided a presentation on governance structures in order that the Board could consider proposals for change in order to improve this area. It was noted that consultation with senior colleagues had informed a SWOT analysis and that research findings suggested that in common with North Yorkshire this area was subject to review with other PCCs and forces. The Board discussed during the presentation the success of some examples that had worked well in terms of gaining initial support for new proposals and subsequently approval. DJ explained it was desirable to avoid detailed discussions at the Executive Board meetings as the bulk of the work will have already have been undertaken. It was noted that it may be desirable for Decision Notices only to be considered at Executive Board by exception. The Board were keen to see a practical example processed through the new proposed system. JP explained the need to consider the levels of delegation had been considered and that there may be a need for some refinement.

   RESOLVED: The Board welcomed the presentation, and the opportunity to discuss the development of the governance structure.

   Action: HM to develop a worked example of how a live example would flow through a revised structure for consideration at Change Management Board.

2. Specified Information Order: The Board considered the update paper that had been circulated with the agenda. JW and JP provided some further context in relation to the difficultly experienced in making progress and that the recruitment process was almost complete and if successful JP explained that candidates would be in place at the beginning of October 2014.

   RESOLVED: The Board noted the update and re-emphasised the importance of achieving full compliance in line with transparency commitments.

   Action: JC requested that JP prepare a plan with a timeline for completion of the activity.

582. DECISIONS AND DELEGATED MATTERS TO NOTE

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

1. Performance Thematic to be removed (TW now unable to attend)
2. Police and Crime Plan – timing to be considered. WN to update
3. Communications – finalisation timetable following strategy approval
4. ANPR Business Case – DS to check this item as there was a suggestion to bring the timing forward if possible

583. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP

There were no items for discussion.

584. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED

There were no items for discussion.

585. NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS

1. APCC, HMIC and ACPO Updates and Communications: The report was noted. In relation to: GR-B 289/2014: Letter from the Secretary of State for Justice to Police and Crime Commissioners: Our Commitment to Victims, WN explained that the Justice Secretary, JN and LD were considering further. TM would be considering the implications in respect of this work, specifically in relation to staffing. JC will consider at the next risk group.
2. Events: The report was noted. WN explained that in relation to events there was a River Safety Press Briefing – agenda and communications had been passed to the press.

586. FORTHCOMING EVENTS OR COMMUNICATIONS

There were no items for discussion.

587. ANY OTHER BUSINESS

TM noted the developments in South Yorkshire. As requested there will be an item on CSE at the next Corporate Performance board.

588. DATE OF NEXT MEETING

The next meeting of the Executive Board will take place at 14:00 pm on Thursday 2nd October 2014 at Conference Room One, Police Headquarters.