Executive Board Minutes – 28 July 2015

Meeting:
Executive Board

Date and Time:
Tuesday 28 July 2015, 09:40-12:35pm

Location:
The George Hudson Meeting Room, West Offices, Station Rise, York

Chair:
PCC Julia Mulligan

Attendees:

Julia Mulligan Police & Crime Commissioner (PCC) for North Yorkshire
Tim Madgwick (TM) Deputy Chief Constable of North Yorkshire Police (NYP)
Joanna Carter (JC) Chief Executive Officer (CEO)
Maria Earles (ME) Interim Head of Organisation & Development
Jane Wintermeyer (JW) Interim Head of Legal Services / Force Solicitor
Michael Porter (MP) PCC’s Chief Finance Officer
Jane Palmer (JP) Chief Constable’s Chief Finance Officer
Louise Wood (LW) Head of Corporate Communications
Will Naylor (WN) Chief of Staff to the PCC
Lisa Matthews (LM) Personal Assistant to the CEO (Minutes)
Sarah Chalmers (SC) Personal Assistant to the PCC for North Yorkshire (Observer)

Apologies:

Dave Jones Chief Constable of NYP
Paul Kennedy (PK) Assistant Chief Constable (ACC) of NYP

Items and Decisions:

No.	Discussion	Outcome / Decision
715	Previous Minutes The Minutes of the previous meeting, held on 22nd June 2015, were approved for publication, subject to minor amendments.
09:50 – T/ACC Ken McIntosh (KM) entered the meeting.
716	Decisions Required
716a	MTFP – Quarterly Update inc Affordability Update: MP gave an overview of the Medium-Term Financial Plan (MTFP). A discussion took place around the consultation document issued regarding the reform of Police funding formula, and the potential implications. Updates were provided and subsequent discussions took place. All indications are further reduction in funding.	The Board noted the content of the report and confirmed that the current arrangements for financial planning should continue. The MTFP will be published. See Action 716a.
716b	Treasury Management Report – Quarterly Update: The Board noted the Report and a discussion took place. It was advised that there have been no substantial changes from the position held in the previous quarter.	The recommendations made within the Report were approved.
716c	Wellbeing Programme: ACC McIntosh provided an update on contract clarification with the supplier. The clarifications continue with support from regional procurement. A further briefing will be provided to the Executive Group to report on the contractual position. The HR team are also engaging with the work being co-ordinated by Thames Valley Police, Durham Constabulary and the College of Policing with regards to wellbeing. This will be incorporated into the update to be given to the Executive Group.	Arrangements are to be made for an update on the Wellbeing Programme to be delivered to the Executive Group.
10:50 – KM left the meeting.
716d	Transport & Logistics Decision Notice: JC gave an overview of the matters included in the Transport & Logistics Decision Notice. The benefits of the proposals included were outlined. A discussion took place around the associated costs.	A Decision Notice is to be produced in relation to this matter.
673e	Origin Update TM provided information around matters included in the Update Report, and explained the benefits of upgrading the system version currently in place.	The Decision Notice was approved, with the caveat that this be amended to make reference to the Estates Strategy and reflect the associated benefits of the proposal and more developed cost estimates.
717	Decisions & Delegated Matters to Note
717a	Decision-Making Forecast Status Update: ME provided hard copies of the Decision-Making Forecast. Discussions took place around matters to be raised at future meetings of the Executive Board. Future decisions relating to the Estates Strategy were also discussed.	Senior Leaders must ensure that interdependent projects are taken into consideration when drafting Decision Notices. See Action 717a.
717b	List of Pending or In-Progress Decision Notices: The list was noted.
718	Matters Arising from Corporate Performance, Scrutiny & Delivery Board A discussion took place around the public questions to be posed at the Corporate Performance Delivery & Scrutiny Board to be held on 28th July 2015.	The approach to be taken to the questions posed by members of the public and members of the Board was agreed.
719	National or Local Developments or Consultations
719a	APCC, HMIC & NPCC Updates & Communications: JC suggested that it must be ensured that nominated key people to lead are on the Consultations sheet. Discussions took place around consultations pertaining to Local Justice matters.	See Action 719a.
719b	Events: The Report was noted. The Board was advised of any amendments and additional events
720	Forthcoming Events or Communications No matters were raised for discussion.
720	Freedom of Information Act and Transparency Matters for Mention by Exception No matters were raised for discussion.
721	Any Other Business Mobile Data – JC advised that a meeting regarding Mobile Data and the interdependencies to other major projects has been arranged for Thursday 30th July 2015. A discussion took place in relation to this matter. Update: This contract was signed on Friday 31st July 2015.
722	Date & Time of Next Meeting The next meeting of the Executive Group will take place at 09:30am on Tuesday 22nd September 2015 in the George Hudson Meeting Room, West Offices, Station Rise, York.