Executive Board Minutes – 25 October 2016
Record of Meeting
Meeting: Executive Board
Date and Time: Tuesday 25 October 2016, 09.30 – 12.30
Location: Snow Meeting Room, West Offices, Station Rise, York, YO1 6GA
Chair: Fraser Sampson
Attendees:
Dave Jones (DJ) – Chief Constable of NYP
Tim Madgwick (TM) – Deputy Chief Constable of North Yorkshire Police (NYP)
Fraser Sampson (FS) – Acting Chief Executive Officer
Jane Palmer (JP) – Chief Constable’s Chief Finance Officer
Maria Earles (ME) – T/Head of Organisation & Development
Jane Wintermeyer (JW) – T/Head of Legal Services / Force Solicitor
Dave Hannan (DH) – Superintendent – Chief of Staff NYP
Will Naylor (WN) – Chief of Staff to the PCC
Louise Wood (LW) – Head of Corporate Communications
Richard Flint (RF) – Head of Estates and Logistics
Darren Armstrong (DA) – Technical Project Manager
Kirsty Bewick (KB) – Acting Senior Support Officer to the CEO (Minutes)
Apologies
Julia Mulligan (JM) Police & Crime Commissioner (PCC) for North Yorkshire
Joanna Carter (JC) Chief Executive Officer (CEO)
Paul Kennedy (PK) – Acting Deputy Chief Constable (A/DCC) of NYP
Michael Porter (MP) – PCC’s Chief Finance Officer
Items and Decisions
Discussion | Outcome / Decision | |
813 | Previous Minutes The Minutes of the previous meeting held on 27 September 2016 were approved for publication. |
N/A |
814 | Decisions Required and Report for Information | |
814a | Estates Strategy Update – Easingwold Decision Notice
RF attended and gave an overview of the matters included within the Decision Notice. The benefits of the proposal were outlined and explanation around risk and cost was provided. Discussions took place around the proposal, the associated risks, the costs involved and the ongoing possibilities for collaboration with North Yorkshire Fire and Rescue. |
The Decision Notice was approved subject to amendments to include information about the costs in the Part 1, to make it clear that Part 2 was necessary due to detailed cost information being commercially sensitive, to include further information about the benefits and to make it clear why parking provision was being provided at the site.
See Action 814a |
814b | Police & Crime Plan Update
WN provided a verbal update to the Board and advised that opinions were being gathered through the use of face to face interviews, focus groups and open source survey which was available to the public and members of staff and will remain open until 18 November 2016. The first draft will be completed by middle of December and circulated for feedback before a draft is made public in January. The end product will be complete by the end of March. A discussion took place around the practicalities and presentation of data. |
N/A |
814c | ICT Infrastructure Upgrade – Cortex
DA provided an overview of the Report produced around the ICT Infrastructure Upgrade. It was advised that the recommendation was based on a mandatory upgrade and would involve the use of a third party with no impact on the internal ICT team. A discussion took place around the need to confirm with regional colleagues what options they were taking to ensure that systems selected were compatible and therefore would not hinder future collaborative work. DA advised that he would communicate with colleagues, however, he did not foresee any difficulties. |
The Board accepted the report and approved the recommendations made.
DA to communicate with regional colleagues around the upgrades to their systems to ensure future compatibility.
See Action 814c |
814d | ICT Mobile Telephony
DA provided an overview of the Report produced around the ICT Mobile Telephony. A discussion took place around the various options available and why other options were not advisable. JP advised that the recommendation was within budget and that it would provide savings. |
The Board accepted the report and approved the recommendations made. |
814e | Backup Infrastructure
DA provided an overview of the Report produced around Backup Infrastructure. A discussion took place around the various options and why other options were not suitable. It was queried whether the contract would mean there was a lack of flexibility/commitment to one system during that time. DA advised that the infrastructure would be a standalone solution which would be capable of linking in with a number of options. He further advised the Board that the solution would provide stability and reassurance in NYP’s backup capabilities and that the critical data on the future cost of ‘cloud’ provision necessary for the Board to make an informed strategic choice was not available at this stage. |
The Board accepted the report and approved the recommendations made. |
815 | Decisions & Delegated Matters to Note | |
815a | Decision-Making Forecast Status Update:
Discussions took place around matters to be raised at future meetings of the Executive Board. |
N/A |
815b | Decision Notices Approved and in Progress list
The Report was noted. |
N/A |
816 | Matters Arising from Corporate Performance, Scrutiny & Delivery Board
A discussion took place around the review of governance arrangements for NYP. The meetings for the remainder of the year were discussed and it was proposed that no further performance meetings would be held in 2016 to allow time for the review to take place and for the new structure to commence from January 2017. It was agreed that this proposal would need the approval of the PCC. LW advised that a proposal paper around the performance meeting was currently being written and would be circulated. |
WN to discuss future 2016 corporate performance meetings with the PCC.
LW to circulate proposal document.
See Action 816 |
817 | National or Local Developments or Consultations | |
817a | APCC, HMIC & NPCC Updates & Communications:
The Report was noted. |
N/A |
817b | Events:
The report was noted. |
N/A |
818 | Forthcoming Events or Communications
TM advised that the community speedwatch had been timetabled with an update from the five districts occurring within the next few weeks. LW advised that the joint major investigation team announcement would be getting released the week commencing 31st October. FS advised that he will be supporting the PCC at national Police Reform & Transformation Board meetings. |
N/A |
819 | Freedom of Information Act and Transparency Matters for Mention by Exception
No matters were raised for discussion. |
N/A |
820 | Any Other Business.
A discussion took place around the recent 7 force transformational fund bid as well as current thoughts in relation to the funding formula. WN provided an update on the recent APCC conference. |
N/A |
821 | Date & Time of Next Meeting The next meeting of the Executive Board will take place at 09:30 on 22nd November 2016 in the Snow Meeting Room, West Offices, York. |