Executive Board Minutes 22 April 2014

OFFICE OF THE POLICE AND CRIME COMMISSIONER FOR NORTH YORKSHIRE

EXECUTIVE BOARD

Minutes of the meeting held in Conference Room One, Police Headquarters, Newby Wiske at 10:30am on Tuesday 22 April 2014.

PRESENT:-

In the Chair: Julia Mulligan (JM)

Officers: Chief Constable Dave Jones (DJ); Deputy Chief Constable Tim Madgwick (TM); Assistant Chief Constable Paul Kennedy (PK) (up to and inc minute 410e); Superintendent Amanda Oliver (AO) (up to and inc minute 410e); Commissioner’s Chief Executive Officer Joanna Carter (JC); 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); Acting Head of Legal Services Jane Wintermeyer (JW); Commissioner’s Chief of Staff Will Naylor; Innovation & Leadership Manager Leanne Dudhill (LD) (up to and inc minute 410e); Interim Head of Communications Di Burton (DB) (up to and inc minute 410e) and Barbara Paterson (BP) (up to and inc minute 409e).

Minute taker: Commissioner’s Governance Support Officer Claire Askew (CA).

408. APOLOGIES

No apologies were received.

409. MINUTES OF THE PREVIOUS MEETING

Subject to some amendments the minutes of the meeting held on 15 April 2014 were approved for publication.

The following updates were provided:
• Regarding the recent HMIC Valuing the Police 4 Inspection, TM reported that positive feedback has been received so far with NYP having comprehensive plans in place. TM also acknowledged the work by Lesley Whitehouse and team during the HMIC inspection.
• JC reported that all work in relation to the IT Strategy, work has been progressed for the Telephony Project Business Case which forms part of the IT strategy. However the final approval of the IT Strategy Decision Notice (minute 399a, approved in principle on 15 April 2014) may cause some delays for the progression of the Telephony Project Business Case. The Board asked if the Telephony Project Business Case could be extracted from the IT Strategy Decision Notice and approved.
ACTION: Telephony Project Business Case to be extracted from IT Strategy Decision Notice and submitted and approved as a separate Decision Notice in order to meet the project timescales (Lead: JC).
• TM confirmed that the Safety Camera Vans Decision Notice is being progressed for submission to the Executive Board on 03 June 2014, with a meeting scheduled for 23 April 2014 with all NYP parties involved in the Decision Notice to ensure that all required actions have been undertaken to complete the Decision Notice. WN confirmed that the public consultation for the Safety Camera Vans Decision Notice is being progressed, this is due to commence mid-May. JM requested that WN ensures that NYCC cabinet members and Police and Crime Panel members are aware of the consultation.
• JP enquired if the Stage 2 Additional Priority Governance Documents Decision Notice had been approved. JW confirmed that the Decision notice had been updated to reflect the comments made by the Executive Board on 15 April 2014 and re-circulated for approval.
ACTION: JM to consider and approve re-circulated Decision Notice.

410. DECISIONS REQUIRED

b) Operational Policing Model (OPM): Following the OPM presentation in March 2014, PK advised that the feedback from the Executive Board had been incorporated into the draft OPM report. JM provided further feedback, requesting that the report includes the number of officers and resources for each area, showing the figures before and after the implementation of the OPM. The OPM Implementation Plan is being finalised and will be submitted to the Executive Board on 06 May 2014.

JM confirmed that following the Senior Leadership Day (SLD) on 08 May 2014, the OPM will be launched with the mission, vision and goals of NYP on 15 May 2014. This will allow a short period for intensive communications and consultation with key stakeholders and will also link in with the Police and Crime Plan consultation.

The Board was provided with a timeline of key activities to deliver the Annual Report and the Police and Crime Plan, alongside OPM activities. DJ recommended that the dates for purdah in light of the forthcoming local elections be included in the timeline and the district council Chief Executives be informed of the key points of the OPM, for them to distribute the information as they see appropriate to election candidates.
ACTION: OPM Implementation Plan to be submitted to the Executive Board on 06 May 2014 (Lead: PK and AO);
ACTION: WN and JW to consult with Corporate Communications Department on purdah guidance; including previous guidance circulated by message of the Day in 2012 prior to the Police and Crime Commissioner elections.

a) Preparation for the SLD: The SLD day will take place on 08 May 2014. 62 senior NYP officers and staff have been requested to attend the event. DB provided an overview of the objectives for the SLD programme. The programme will include sessions on each of the 4 work streams.
ACTION: In order to reinforce the narrative of the day, LD to re-circulate the SLD programme and confirm attendees.

c) Citizens in Policing Strategy Document: Following the original presentation of the strategy in March 2014, PK confirmed that the feedback of the Executive Board had been incorporated and presented this updated strategy for approval to use to progress volunteer recruitment, training and deployment, with a further update on the progress of the strategy to the Board in 3 months time.

JM requested that the strategy is amended to be clearer on its strategic aims and achievements and also that further consideration is given to the communications plan to recruit volunteers in rural area where media access is limited. JP requested that the budget for the recruitment and training of additional volunteers is provided.
AGREED: That the Citizens in Policing Strategy be adopted as a working draft, to be resubmitted and reviewed at the Executive Board on 29 July 2014.

d) Partnerships Hub Update: This item will be deferred to the Executive Board on 29 April 2014.

e) OPCC Records Management and Correspondence Handling Policy (Decision Notice): Due to the high volume of correspondence received by the OPCC, JC confirmed that this policy was required as a Decision Notice in order to strengthen the status of the Commissioners intention to openly and publically establish the process to address correspondence.
AGREED: Subject to further amendments and compliance checks, the draft policy was approved in principle:
ACTION: WN to amend draft Decision Notice, ensure compliance checks are completed and re-submit to JM for approval (NB Financial compliance checks will undertaken by GM).

411. DECISIONS AND DELEGATED MATTERS TO NOTE

a) Decision Making Forecast: The Board noted the report and agreed the following updates:
• OPM Implementation Plan – scheduled for 06.05.14
• Partnerships Hub Update – rescheduled for 29.04.14
• Accounts Format – scheduled for 06.05.14
• The following reminder to be added to 0306.14 “Date to note: Senior Leadership Day 12 June 2014”.

412. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP