Executive Board Minutes 24 June 2014

Minutes of the meeting held at Police Headquarters, Newby Wiske, at 9:00am on Tuesday 24 June 2014.

PRESENT:

In the Chair: Commissioner Julia Mulligan (JM)

Officers: Chief Constable Dave Jones (DJ); Deputy Chief Constable Tim Madgwick (TM); Commissioner’s Chief Executive Officer Joanna Carter (JC); Chief Constables Chief Finance Officer and Chief Accountant Jane Palmer (JP); Commissioner’s Chief Finance Officer and Head of Organisation and Development Gary Macdonald (GM); Chief Constable’s Executive Officer Nigel Costello (NC); Acting Head of Legal Services Jane Wintermeyer (JW); Commissioner’s Chief of Staff Will Naylor (WN). Head of Communications Louise Wood (LW).

Also in attendance: Risk and Assurance Manager Donald Stone (DS); Business Planning and Support Manager Caroline Blackburn (CB);

Minute taker: Commissioner’s Chief Finance Officer and Head of Organisation and Development Senior Support Officer Judith Kirk (JK)

494. APOLOGIES

There were no apologies received.

JM welcomed LW to the meeting, who has recently been appointed as the Head of Communications.

495. MINUTES OF THE PREVIOUS MEETING

1. Subject to minor amendments the minutes of the meeting held on 16 June 2014 were approved for publication.
2. ACTION LOG OF THE PREVIOUS MEETING
   The Action Log was noted and the following updates provided:
   1. The Board agreed that the following actions can be closed as completed: 19,25,38,39,42,44,52,55,56,57.
   2. (ref.7) Statistical analysis completed, to be shared as soon as possible
   3. (ref.17) JP confirmed Evaluation in accounts, copy to be shared with members. JP to link with JC regarding Linking minute notes with action log notes
   4. (ref.22) Minute 431 – WN to provide date.
   5. (ref.31) ACPO + APCC considering the option of a joint APCC + ACPO Conference
   6. (ref.43) GM clarified DCC Madgwick, DCS Mason and Steve Murray will produce draft plan for Performance Thematic for this date.
   7. (ref.47) Final version drafted, expect to issue 24/6/14
   8. (ref.58) Minute 485 e – Northern Base – costs for custody provision to be provided, Work ongoing.

496. DECISIONS REQUIRED

1. Draft Statutory Accounts Copies provided to members for consideration prior to meeting and discussed during meeting.These accounts require final sign off by Monday 30th June 2014 by Police and Crime Commissioners Chief Finance Officer and Chief Constable Chief Finance Officer respectively

   ACTION: members to provide feedback to JP by 9am Thursday 26th June, JP to then ensure latest version of Draft Accounts are updated to reflect feedback observations.

2. Draft Annual Report Copies provided to members for consideration prior to meeting and discussed during meeting.This report is due to be published 30th June 2014, and will be finally approved for publication by the Police and Crime Commissioner.

   ACTION: Members feedback to be provided to CB by 5pm 25th June

3. Draft Annual Governance Statement Copies provided to members for consideration prior to meeting and discussed during meeting. This Annual Governance Statement requires final sign off by Monday 30th June 2014 by Police and Crime Commissioners Chief Finance Officer and Chief Constable Chief Finance Officer respectively
   ACTION: Members feedback to be provided to DS by 5pm 25th June
4. Draft Police and Crime Plan Copies provided to members for consideration and discussion during meeting. 1st draft is due by 3rd July, Final Plan is due by 19th July, and will be finally approved for publication by the Police and Crime Commissioner.

   ACTION: Members feedback to be provided to CB by 5pm 25th June

5. Decisions made by the Chief Executive Officer, the Heads of Function, the Chief Finance Officers and Force Solicitor using delegated authority:

   JW advised DEL9021415 is still in proceedings

   ACTION: More detail to be provided for 006-2014/15 – Chief Executive Officer section, and 2014/15-23, 2014/15-24, 2014/15-27 of Chief Constables Chief Finance Officer and Chief Accountant section
   AGREED once amendments made.

497. DECISIONS AND DELEGATED MATTERS TO NOTE

Decision Making Forecast Status Update: The Board noted the report and agreed the following updates:

• SARC – latest possible date needs to be added to Forecast. GM to request H Marshall link with DCS S Mason
• JM reiterated the requirements for forecast items to ensure enough time is factored in for communication and publication strategies. Communication plans are to be included in Decision Notices.
• GM provided update on latest position with Innovation Fund bid – Home Office have advised new date will be in early July 2014. JM advised Nick Payne had also been contacted by Home Office regarding some queries.
• T/ACC McIntosh to be invited to attend Executive Board on 1st July to provide Tour de France update.

498. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP

There were no matters for consideration.

499. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED

There were no matters for discussion.

500. NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS

1. APCC, HMIC and ACPO Updates and Communications: The report was noted. JM
2. Events: The report was noted.

501. FORTHCOMING EVENTS OR COMMUNICATIONS

Yorkshire Show – 8th to 10th July. Dependant on outcome of 5th Bid application, JM planning to launch Rural Crime Network at this event on 8th July.

JP attending PACCTs meeting on GM behalf on 25th June

502. FREEDOM OF INFORMATION ACT

There were no matters for discussion.

503. ANY OTHER BUSINESS

1. GM advised PACCTs have enquired if forces would be interesting in a collaboration of Internal audit
   services, Expression of Interest to be submitted at this stage.
2. JM thanked GM for all his hard work and support to the Executive Board as well as to the Force in

504. DATE OF NEXT MEETING

The next meeting of the Executive Board will take place at 10am on Tuesday 1 July 2014 at Police Headquarters, Newby Wiske. The Change Programme Board will take place at 9am.