Executive Board Minutes – 20 December 2016
Record of meeting
Meeting: Executive Board
Date and Time: Tuesday 20th December 2016, 09:25-13:00.
Location: PCC Meeting Room, North Yorkshire OPCC
Chair: Julia Mulligan
Attendees
Julia Mulligan (JM) – Police & Crime Commissioner (PCC) for North Yorkshire (Joined at 10:05)
Dave Jones (DJ) – Chief Constable of North Yorkshire Police (NYP)
Tim Madgwick (TM) – Deputy Chief Constable of NYP
Fraser Sampson (FS) – Interim Chief Executive Officer (CEO)
Michael Porter (MP) – PCC’s Chief Finance Officer
Jane Palmer (JP) – Chief Constable’s Chief Finance Officer & Chief Accountant
Jane Wintermeyer (JW) – Temporary Head of Legal Services / Force Solicitor
Dave Hannan (DH) – Superintendent – Chief of Staff NYP
Louise Wood (LW) – Head of Corporate Communications (Joined at 09:30)
Tom Thorpe (TT) – Interim Chief of Staff
Lisa Matthews (LM) – Temporary Senior Support Officer to Head of Estates & Logistics (Minutes)
Lesley Hills (LH) – Personal Assistant to Interim CEO
Apologies
Joanna Carter (JC) – Chief Executive Officer
Maria Earles (ME) – Temporary Head of Organisation & Development
Paul Kennedy (PK) – Acting Deputy Chief Constable (A/DCC) of NYP
Will Naylor (WN) – Chief of Staff to the PCC
Items and Decisions
| Discussion | Outcome / Decision | |
| 826 | Previous Minutes The Minutes of the previous meeting held on 22nd November 2016 were approved for publication. |
N/A. |
| 827 | Decisions Required and Report for Information | |
| 827a | ICT Resources:
Sudeep Chatterjee attended and provided an update around the current ICT resources, projected demand and agreed funding changes to ‘day rate’ contractors which will take effect from June 2017. SC presented the ICT Operating Model Framework compiled with the assistance of the Police ICT Co. and highlighted the substantial risks facing the organisation. It was agreed that further capacity was required in order to meet the needs of the organisation. A discussion took place around the proposed level of resources required, the assumptions, options and evidence together with the recruitment timetable and dependencies. |
ICT Resources:
The Board agreed that recruitment should be undertaken for additional posts within the ICT department in early 2017; this cost should be incorporated into the Medium-Term Financial Plan. |
| 827b | Medium Term Financial Plan (MTFP) Update:
MP gave an overview of the MTFP. JM advised that recruitment and staffing levels should be areas of focus for the Force. LW advised that the full recruitment process will be considered in January 2017 with a view to improve this. A conversation took place in relation to these matters. |
Action 827b was issued. |
| 828 | Decisions & Delegated Matters to Note | |
| 828a | Decision-Making Forecast Status Update:
The report was noted. |
N/A.
|
| 828b | Decision Notices Approved and in Progress list
The report was noted. |
N/A.
|
| 829 | Matters relating to Corporate Performance, Scrutiny & Delivery Board
No matters were raised for discussion. |
N/A. |
| 830 | National or Local Developments or Consultations
|
|
| 830a | APCC, HMIC & NPCC Updates & Communications:
The Report was noted. |
N/A. |
| 830b | Events:
The report was noted. Updates were provided on events attended in recent weeks. |
s &
N/A. |
| 831 | Forthcoming Events or Communications
No matters were raised for discussion. |
N/A. |
| 832 | Freedom of Information Act and Transparency Matters for Mention by Exception
No matters were raised for discussion.
|
N/A.
|
| 833 | Any Other Business (AOB) | |
| 833i
|
Governance, Decision-making and Delegation: FS presented a discussion paper pertaining to the current and proposed Governance, Decision-Making & Delegation models following a review of working practices by FS and A/DCC Paul Kennedy. It was noted that there were both requirements and opportunities to address working practices, with the principal need for change being in organisational culture. It was noted that the working methods of the workforce must be updated in order for any change in structure to be effective in empowering staff and reducing bureaucracy. A discussion took place around decision-making forums, the scheme of delegation and the importance of senior staff understanding and exercising their levels of decision-making along with the format of meetings. There was broad agreement around the areas for change and further consideration would be required in order to understand how the proposed meeting structure would join up. | Action 833i was issued. |
| 834 | Date & Time of Next Meeting The next meeting of the Executive Board will take place at 09:30 on 24th January 2017 in the Office of the Police & Crime Commissioner, Harrogate. |