Executive Board Minutes 17 September 2013
Minutes of the meeting held in Conference room One, Police Headquarters, Newby Wiske, on Tuesday 17 September 2013.
PRESENT:-
In the Chair: Julia Mulligan (JM).
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); Force Solicitor Simon Dennis (SD); Executive Officer to the Chief Constable Lisa Winward (LW); Commissioner’s Chief of Staff Will Naylor (WN).
Minute taker: Commissioner’s Governance Support Officer Claire Askew (CA).
190. APOLOGIES
Apologies were received from Deputy Chief Constable Tim Madgwick (TM); and the Commissioner’s Chief Executive Officer Joanna Carter (JC);
191. MINUTES OF THE PREVIOUS MEETING HELD 10 SEPTEMBER 2013
Subject to 3 amendments these minutes were approved.
Several updates were also provided against the previous minutes:
- WN advised that work with the Two Ridings Community Foundation is progressing. JM asked if a long term solution could be investigated to secure Proceeds of Crime Act (POCA) contributions for community initiatives through endowments.
- Further discussion took place in regard to clarifying the minutes and the communications plan in relation to the Northern Base Decision Notice.
- GM confirmed that the Stage Two Transfer Scheme Proposal has been submitted and acknowledged by the Home Office. JM thanked those involved in the preparation of the proposal and agreed with GMs suggestion that all team members should be individually written to, to be thanked for their contribution and efforts. The Board also discussed the arrangements for providing a briefing to the Police and Crime Panel, agreeing that once feedback has been received from the Home Office the Police and Crime Panel briefing can be prepared.
- JM advised that the Annual Report and Commissioners Anniversary Report scheduled from November have been removed from the decision making forecast as alternative ideas are being considered.
- SD advised in relation to the private minutes that correspondence is due to be sent to the Police Federation. JP requested to be kept updated.
- JP confirmed that the Aspire report scheduled for 24 September 2013 is required.
ACTION: WN to provide the information collated so far to LW, for LW to investigate and provide feedback directly to JM.
ACTION: CEA to amend the minutes to reflect the discussion above;
ACTION: WN to circulate the key messages of the communications plan to Executive Board members.
ACTION: Letter of thanks to be corresponded to members of the Stage Two Transfer Scheme proposal team (Lead: GM);
ACTION: Briefing for the Police and Crime Panel to be drafted following feedback from the Home Office.
92. DECISIONS REQUIRED
- Delivery Board Programme Update (Discussion paper): This paper summarised the progress made on the Chief Constables Delivery Group. DJ advised that the third meeting of the Delivery Board took place on 16 September where discussion took place around the challenge of making savings whilst maintaining services. GM advised that following the refresh of the Police and Crime Plan the work streams terms of references will be updated to reflect the new outcomes. DJ recommended that it will be helpful to have a flow from the operational policing model in to the Delivery Board which requires further discussion with JM and ACC Kennedy.
The Board also discussed the approach for the Police and Crime Plan and how collaborative working with partners should be approached.
RESOLVED: The report and next steps for development were noted and approved.
- Asset Management Strategy Update (Discussion paper): This paper highlighted the progress made to date in the matter of asset management and to recommend future lines of development.
RESOLVED: The report and next steps for development were noted and approved.
- Review of Financial Policies and Procedures (Report for a decision): As part of the wider review and development of the financial governance framework, the Corporate Budget Devolved Resource Management Policy and the Non-core Income Generation Procedures have been reviewed.
The Board discussed and noted the four procedures.
The Board also discussed the policing provision during the Grand Depart in 2014. JM agreed to speak with the Chief Executive of Leeds City Council to clarify the funding provision for policing.
RESOLVED: The report and review was noted.
ACTION: JM to contact the Chief Executive at Leeds City Council.
- Appointment of Member to the Joint Audit Committee (Decision Notice): The Decision Notice was approved for Katherine Johnson to become an Independent Member of the Joint Audit Committee with immediate effect.
193. 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.
194. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP
There were no significant matters to note.
195. NATIONAL OR LOCAL DEVELOPMENTS AND CONSULTATIONS
The following reports will be submitted to the Joint Audit Committee on Monday 23 September 2013:
- CEO Report on Audit Recommendations: The report was noted.
- Internal Audit Progress report: The report was noted.
- TOIL Management for Police Officers Final Report: The report was noted.
- Financial Systems Testing: The report was noted.
- Complaints Handling Survey: The report was noted.
- APCC, HMIC and ACPO Updates and Communications: The report was noted.
196. FREEDOM OF INFORMATION ACT
There were no matters to note.
197. ANY OTHER BUSINESS
- Police Federation Open Meeting: This will take place on Thursday 19 September. JM and DJ discussed their preparations for the Open Meeting and which subjects were anticipated to be key areas for questions.
- CoPaCC Conference on “PCCs and Panels” – Wednesday 16 October, 2013: The Board discussed and agreed that it may be useful for a representative to attend this conference.
198. DATE OF NEXT MEETING
The next meeting will take place at 9am on Tuesday 24 September 2013 at the Office of the Police and Crime Commissioner, 12 Granby Road, Harrogate, HG1 4ST.