Executive Board Minutes – 28 June 2016

Record of Meeting

Meeting: Executive Board
Date and Time: Tuesday 28th June 2016, 09.30 – 12.30
Location: Thornton Meeting Room, West Offices, Station Rise, York, YO1 6GA
Chair: Simon Dennis

Attendees:

Simon Dennis (SD) Acting Chief Executive and Monitoring Officer
Tim Madgwick (TM) Acting Chief Constable of North Yorkshire Police (NYP)
Paul Kennedy (PK) Acting Deputy Chief Constable (ACC) of NYP
Maria Earles (ME) T/Head of Organisation & Development
Jane Palmer (JP) Chief Constable’s Chief Finance Officer
Michael Porter (MP) PCC’s Chief Finance Officer
Will Naylor (WN) Chief of Staff to the PCC
Kirsty Bewick (KB) Personal Assistant to the CEO (Minutes)

Apologies

Julia Mulligan (JM) Police & Crime Commissioner (PCC) for North Yorkshire
Dave Jones (DJ) Chief Constable of NYP
Joanna Carter (JC) Chief Executive Officer (CEO)
Jane Wintermeyer (JW) T/Head of Legal Services / Force Solicitor
Louise Wood (LW) Head of Corporate Communications

Items and Decisions

No.	Discussion	Outcome / Decision
786	Previous Minutes The Minutes of the previous meeting held on 22 March 2016 were approved for publication.
787	Decisions Required.
787a	Medium Term Financial Plan MP gave an overview of the Medium-Term Financial Plan highlighting that they had been prepared pre-Brexit. A discussion took place around the content of the report, in particular the need to look forward both in relation to the process to bid in for the transformational fund, the impact of the Policing and Crime Bill and the need to include Brexit considerations into scenario planning.	The Board accepted the Report
787b	Prudential Indicators & Treasury Management JP and MP gave an overview of the Report produced around the Prudential Indicators and Treasury Management. The content was noted by the Board. It was highlighted that investment rates are currently not in a good position, however, they look better in the longer term. Furthermore, it is likely that there will not need to be any borrowing in the current year. A discussion took place in relation to funding purchases through finance leases and both JP and MP highlighted that the organisation should avoid these given the low interest rates at which the organisation can currently borrow funds and that this was a position which needed to be communicated to senior managers.	The Board accepted the Report. Senior Managers to be updated on no longer using finance leases to fund purchases.
787c	Final Accounts & Annual Governance Statement Final Accounts MP and JP gave an overview of the final accounts for 2015/16. JP asked if there were any additional items for the contingent liabilities section – it was agreed that nothing needed to be added. Annual Governance Statement An overview was provided of the document and the Board was advised that it needed to be published on 30 June 2016. A discussion took place around its content and it was agreed that a few amendments would be completed before publication.	The Board accepted both items with the agreement that certain amendments needed to be completed on the Annual Governance Statement.
787d	IAC ToR JP presented the draft Terms of Reference which has been produced for the JIAC. A discussion took place around its contents and it was agreed that Quorum needed to be amended to state that at least 2 Members needed to be present.	The Board noted the contents of the JIAC ToR and requested an amendment was made to the Quorum total.
788	Decisions & Delegated Matters to Note
788a	Decision-Making Forecast Status Update: Discussions took place around matters to be raised at future meetings of the Executive Board. It was agreed that the approach to the Police Complaints needed to be added to the forecast for a date to be confirmed.	Amendments to be made to the Decision-Making Forecast.
788b	Decision Notices Approved and in Progress list The Report was noted.
789	Matters Arising from Corporate Performance, Scrutiny & Delivery Board A discussion took place around the question submitted for consideration at the Corporate Performance, Scrutiny & Delivery Board. The Board agreed on a response. A further discussion took place around the need to discuss at Corporate Performance the increase in Hate Crime since the EU Referendum and the concerns raised by the Police and Crime Panel in relation to the 101 service.
790	National or Local Developments or Consultations
790a	APCC, HMIC & NPCC Updates & Communications: The Report was noted.
790b	Events: The report was noted.
791	Forthcoming Events or Communications No matters were raised for discussion.
792	Freedom of Information Act and Transparency Matters for Mention by Exception A discussion took place around FOIs and response times and the guidance which had been received by the National Police FOI and DP Central Referral Unit. An Action plan has been created and work is ongoing in this area. It was agreed that the action plan, along with updates needed to go to the Command Team meeting before coming back to Board.	Action plan to go to Command Team meeting before coming back to Board at a date to be determined.
793	Any Other Business. PK advised that the Force was currently finalising the agreement with the Police ICT Company. It was anticipated that the work would fall into three main categories; strategy, the identification of prioritisation and the identification of an ICT Lead. A discussion took place around Agile working and the Board were informed that Rosie Holmes had recently secured project support for a period of 2 days a week.
794	Date & Time of Next Meeting The next meeting of the Executive Board will take place at 09:30 on 26th July 2016 in the Thornton Meeting Room, West Offices, York.