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Executive Board minutes: 25 June 2013

OFFICE OF THE POLICE AND CRIME COMMISSIONER FOR NORTH YORKSHIRE

 EXECUTIVE BOARD

 Minutes of the meeting held at the Chief Constables Office, Police Headquarters, Newby Wiske, on Tuesday 25 June 2013.

PRESENT:-

In the Chair:                   Julia Mulligan (JM)

Officers:                       Chief Constable Dave Jones (DJ); Commissioners Chief Executive Officer Joanna Carter (JC); Commissioners Chief Finance Officer and Head of Organisation and Development Gary Macdonald (GM); Chief Constables Chief Finance Officer and Chief Accountant Jane Palmer (JP); Deputy Force Solicitor Jane Wintermeyer (JW); Executive Officer to the Chief Constable Staff Lisa Winward (LW).

APOLOGIES

Apologies were received from Deputy Chief Constable Tim Madgwick (TM) and the Force Solicitor and Head of Legal Services Simon Dennis (SD).

MINUTES OF THE PREVIOUS MEETING

Subject to three minor amendments the minutes were approved for publication.

DJ asked LW to follow up the progress of the ANPR Catterick Garrison Decision Notice.

JM undertook to provide feedback on the draft accounts to JP by the end of the day.

JM asked to liaise with LW to follow up the communications plan for the ANPR Back Office Function Decision Notice.  As the OPCC has received media interest on the subject the OPCC will be the lead for the communications plan with input from NYP from the operational perspective.

JC confirmed that the Decision Notice for the acceptance of the offer for the Ripon police station site had been redrafted, approved by JM and published.

DECISIONS REQUIRED

052/2013 Approval to award Payroll Services Contract:  The Board supported the option for 3years + 1 year, but requested further information in the public part of the Decision Notice for the following areas:

  • Fuller explanation of the 3years + 1 year option;
  • Fuller explanation of how the payroll provision will be funded;
  • What measures will be place to future proof the payroll provision;

The Board also discussed the feasibility of the payroll system being compatible with North Yorkshire Fire and Rescue systems.

ACTION:   GM to update the draft Decision Notice and submit directly to JM for approval;

ACTION:  GM and LW to research the feasibility of the payroll system expanding within other agencies.

054/2013 Confirmation of new on-call arrangements for NYP officers:  The Board agreed that as this did not require a decision but was instead to provide an update on the Winsor recommendation, it should be withdrawn as a Decision Notice and accepted as a discussion paper to note.

This led to discussion regarding the guidance and support authors receive for taking ideas and concepts forward.  Guidance notes for the Decision Making Process are being finalised and JP offered to discuss these when she meets with Superintendents on 27 June to ensure support and guidance is cascaded throughout their departments to authors of potential new ideas or concepts.

ACTION:  That the Decision Notice is withdrawn and noted as a discussion paper;

ACTION:  JP to discuss the guidance for the Decision Making Process with Superintendents.

DECISIONS 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

STATEMENTS OF ACCOUNTS:  JP circulated hard copies of both sets of accounts which are due to be approved in their draft form on 28 June.  Following feedback from the External Auditors and scrutiny by the Joint Audit Committee, the draft final Accounts will be published on 4 July.

Members raised some further minor amendments which JP will incorporate into the final draft version.

JP and her team were thanked for the large volume of work involved in producing the draft Statements of Accounts.

ANNUAL GOVERNANCE STATEMENT:   It was agreed that in order for the Statements of Accounts and Annual Governance Statement to receive increased public understanding and awareness, a summary covering report including the key themes will be produced

ACTION:  GM to draft a summary covering report for the Statements of Accounts and Annual Governance Statement.

ANNUAL REPORT:  JC advised the Board that the report did not provide the focus specified in the original briefing and that the report would be re-worked and re-recirculated by 28 June.

ACTION:  Annual Report to be re-worked and re-circulated to Members.

BUSINESS PLANNING TIMETABLE UPDATE:  GM provided a brief verbal update, which included reference to the Engagement Plan for partners which he will circulate to Members for information following the meeting.  JM provided an update on the Chief Executives Meeting where she and TM had outlined the Commissioning Model.

DECISION MAKING FORECAST:  GM advised that a Decision Making Forecast Update will be provided as a standing agenda item to future Executive Boards.

NATIONAL OR LOCAL DEVELOPMENTS AND CONSULATIONS

HMIC INSPECTION PROGRAMME 2013/14:  GM has progressed a schedule of all internal inspections, which will cover all scrutiny activity. GM suggested that the full inspection timetable and approach be brought to the Executive Board on 10 July for further discussion.

ACTION:  GM to present the approach and inspection timetable on 10 July.

FORTHCOMING EVENTS OR COMMUNICATIONS

The weekly ‘Forthcoming Overview of Communications’ spread sheet is to be included on the Executive Board agenda as a standing item.

JM requested an update on the Great Yorkshire Show.

ACTION:  Staff Office to liaise with OPCC regarding the objectives and requirements for JM attendance.

FREEDOM OF INFORMATION ACT

OPCC Compliance with Specified Information Order:  A review of the compliance with the Specified Information Order has been undertaken and a plan to ensure full compliance and the necessary high degree of transparency has been drafted.

ACTION:  That the plan is implemented and the Commissioners website updated accordingly.

DATE OF NEXT MEETING 9am Tuesday 2 July 2013, Office of the Police and Crime Commissioner, Melmerby.