Executive Board minutes: 22 May 2013
OFFICE OF THE POLICE AND CRIME COMMISSIONER FOR NORTH YORKSHIRE
EXECUTIVE BOARD
Minutes of the meeting held at the Offices of the Police and Crime Commissioner, Melmerby, on Wednesday 22 May 2013.
PRESENT:-
In the Chair: Julia Mulligan (JM)
Officers: T/Deputy Chief Constable Sue Cross; OPCC Chief Executive Officer Joanna Carter (JC); OPCC Chief Finance Officer and Head of Organisation and Development Gary Macdonald (GM); Chief Constables Chief Finance Officer and Chief Accountant Jane Palmer (JP); Chief of Staff Ken McIntosh (KM); Deputy Force Solicitor Jane Wintermeyer (JW); OPCC Head of Policy and Projects Will Naylor (WN).
APOLOGIES
Apologies were received from T/Chief Constable Tim Madgwick and Force Solicitor and Head of Legal Services Simon Dennis.
MINUTES OF THE PREVIOUS MEETING
Several amendments were required, subject to these amendments the minutes were approved for publication.
DECISIONS REQUIRED
047/2013 – ANPR Back Office Function: Whilst recognising the need to keep elements of the report private due to the operational impact, JM asked if some of the information in the private section of the decision notice could be released for publication. This would also allow for the context of the requirements for the Back Office Function and the significant investment required to be better explained and understood in the public domain.
JM also requested that as this is stage one of developing ANPR technologies, that an overarching communications plan for this Decision Notice and future ANPR related Decision Notices is prepared.
Discussion also took place regarding national mandatory technology requirements and linking up with other forces.
ACTION: Draft Decision notice to be re-drafted to ensure any information that can be published is included in the public section and submitted to JM for approval.
ACTION: Overarching ANPR Communications Plan is prepared.
ACTION: That further to the above actions the recommendation to replace the current Back Office System is approved.
045/2013 – Financial Impact and Related Matters: Following discussion the following elements are to be incorporated into the draft Decision Notice:
- Clear narrative of the savings of the restructured statutory officers and the range of duties they undertake;
- To clearly identify the Commissioners Support Staff and the Commissioners Statutory Officers;
- To include vacant posts that are pending review for the Commissioner’s Support Staff.
ACTION: JP to redraft the draft Decision Notice and submit to JM for approval.
027/2013 – Multi-Agency Safeguarding Hub (MASH): The Board discussed the budget implications to NYP of new posts appointed to the MASH and agreed that all new posts (including MARAC posts) will be for 3 years, which will be in line with the 3 year commitment by NYCC and the City of York.
The Board also discussed the grading and cost of the MARAC post giving due regard to current costs to NYCC.
JP highlighted that the Crime Directorate has identified £16,000 recurring funding from staff working flexibly. Net recurring revenue costs are therefore £121k (£114k + £23k – £16k). The £23k is funded from provisions already made in the budget. The capital and one off revenue costs of £107k (£46k + £13k +£48k) are also funded. This will be included in the Decision Notice.
ACTION: Draft Decision Notice is to be re-drafted to reflect the points given above and submitted to JM for approval.
042/2013 Payroll Auto Enrolment: The recommendation to delay the auto-enrolment staging date for NYPCC to 1 May 2017 was approved.
046/2013 Airwave Coverage at Fulford Road: Further clarity on the requirements for Airwave coverage, contract management and contract costs were required.
ACTION: NYP to follow up the above points with the Radio Communications Team and the draft Decision Notice to be re-submitted to the Executive Board on 4 June.
048/2013 Disposal of former police station in Harrogate: The recommendation to accept the offer of £1,550,000 with a further £350,000 payment subject to securing planning approval was approved.
ACTION: That a Communications Plan is prepared prior to publication of the Decision Notice.
DECISION NOTICES AND DELEGATED MATTERS TO NOTE
There were no matters to note.
MATTERS ARISING FROM CORPORATE PERFORMANCE AND COORDINATION GROUP
There were no matters to note.
CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED
Officer Numbers 2013/14 and Onwards Budget, and Components of Gap in 2014/15 Budget: The Board discussed the various figures in circulation for officer numbers and initial information about the contributing factors for the 2014/15 budget gap.
ACTION: GM to draft 2 page summery for JM in support of discussions with MPs regarding PO numbers and funding.
Strategic Partnership, and Stage Two Transfer;
Internal Partnership Board;
Corporate Performance Approach;
Decision Making Process:
Discussed together, JC provided copies of the updated decision making process. JC highlighted the need for the Change Management Sub-Group to have the provision for JM and the Chief Constable to discuss strategic issues to drive through the Stage 2 transfer work. JC also provided various recommendations for the approach of the Corporate Performance Group, recommending option 4 which will allow for a risk based approach which covers planned delivery according to the focus of key activities and the management of risk via the risk register.
The Board also discussed the option of the risk register providing a basis for the work provided to the Police and Crime Panel, which would also allow for additional business to be flagged up. The risk register could also be crossed referenced with the Police and Crime Plan to show where risks are being mitigated and to aid in prioritising the Police and Crime Plan deliverables.
GM suggested examples of work be presented to each board in the Decision Making Process, in order for each board to work through the examples and demonstrate where they understand their responsibilities lie. This will then allow to identify any duplication or gaps in the process.
Annual Governance Statement (AGS): During discussion of the previous items, JC had circulated a summary of the Decision Making and Scrutiny Arrangements for inclusion in the AGS. It was agreed to discuss the summary and AGS further at the Executive Board on 28 May 2013.
Partnerships: GM provided an update on Partnerships, which included discussions that have taken place with Superintendents regarding local requirements and delivery plans. GM also confirmed that the funding agreement document is in development.
Officer Safety training Discussion Paper: Due to time constraints this item will be deferred to a future meeting of the Executive Board.
NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS
Government announcement on Traffic Courts: Due to time constraints this item will be deferred to the meeting of the Executive Board on 28 May 2013.
FORTHCOMING EVENTS OR COMMUNICATIONS
There were no matters to note.
ANY OTHER BUSINESS
There were no matters to note.
DATE OF NEXT MEETING
9am Tuesday 28 May 2013, Commissioners Office, Melmerby.