Executive Board Minutes – 28 September 2021

Jonathan Foster (JF)            – Interim Chief Fire Officer, NYFRS Lisa Winward (LW)                     – Chief Constable, NYP

Ray Ward (RW)                    – Managing Director, enableNY

Jonathan Dyson (JD)           – Temporary Deputy Chief Fire Officer, NYFRS Thomas Thorp (TT)                                              – Interim Assistant Chief Executive, OPFCC Caroline Blackburn (CB)                                              – Interim Assistant Chief Executive, OPFCC

Maria Earles (ME)               – Head of Business Design and Assurance, enableNY Mike Clements (MC)          – Head of Finance, enableNY

Jane Wintermeyer (JW)      – Head of Legal Services / Force Solicitor, Evolve Michael Porter (MP)                                              – Chief Finance Officer, OPFCC

Ruth Warman                      – Executive Assistant to the PFCC, OPFCC in attendance

Donna Musgrove (DM)       – Chief Inspector Force Control Room, NYP

Jane Larkin (JL)                    – Force Control Room Manager, NYP

Jenni Newberry (JN)            – Head of Commissioning & Partnerships, OPFCC

Maeve Chappell (MCh)       – Corporate Communications Lead, enableNY

PA welcomed all to the meeting, attendance was noted, and apologies were received for PC and JN.

The minutes of the previous meeting and the Action Log were noted and updated.

Regarding page three of the minutes for the previous meeting, under Item 5a) York Area Estates Development Plan, there had been a typographical error where the word “not” had been used instead of the word “now”. The meeting agreed the previous minutes be amended to show the York Area Estates Development Plan would now proceed to development of full Business Case.

Recruitment Plan Update

At a previous meeting, the NYP Talent Team had been asked to look at enhancing the recruitment profile for this financial year (2021/22) due to the risks of under recruiting and not meeting the Op Uplift Target.

Therefore, this meeting received a proposal to facilitate an additional intake alongside the current recruitment plans, to double up intake in January 2022. The meeting agreed and accepted this proposal.

OPFCC to lead on an external Communications Plan, defining a broad range of scene setting messages to the public, helping to place the RRM proposals in context. Publication of messages to be at regular intervals from October 2021 through to the consultation itself.

The meeting was asked to note the detail provided and advise on programme progression.

It was agreed that engagement with representative bodies regarding draft proposals should proceed.

The meeting also asked for an update on the EDI work to be presented at the next meeting, to receive assurance that EDI and RRM projects will be ready in good time for the HMICFRS inspection in March 2022.

ACTION:

·        An EDI update is to be prepared for the November meeting.

The meeting had previously agreed funding for additional resources in the FCR to ease the pressures caused by high levels of demand. The meeting received an update on FCR performance, showing an enhanced service to accommodate demand and therefore value for money to the public.

The meeting agreed that the additional funding agreed at the July 2021 meeting could now be utilised in order that additional resourcing be extended to March 2022.

b.  SOH & Digital Communications & Model 3 Complaints Update

The meeting received an update on Single Online Home, which will be going live on 20 October 2021. The meeting was assured that the system would provide a suitable introduction to customers in relation to how their complaint will be handled.

c.  Seized Exhibits – Internal Audit Findings

The meeting received an action summary of the recent internal audit regarding seized exhibit arrangements undertaken in July 2021 and discussed prioritisation of the actions and follow-up.

Action:

·        LW to review requirements regarding the internal audit findings, with input from the Legal Team.

The meeting had approved the draft Strategy in May and agreed the Steering Group could move to final production with a request that there is an emphasis on a mixed economy to enforcement which now forms part of the Strategy.

The version of the Safer Roads Strategy circulated to members (attached with the papers) is the latest draft which has been designed with Print and Design. The Partnership Steering Group have taken onboard feedback in developing this version.

The Strategy has commenced through partners internal governance routes for approval, with NYCC and CYC being the two authorities requiring sign off at two levels, Executive Group and Full Council.

CYC are reviewing the strategy at their Executive meeting on 30 September 2021 for approval and papers were published 17 September. Following the meeting it will be determined if the Strategy will need to be ratified by Full Council.

Other members of the Steering Group (e.g., Highways England) have authority to approve the Strategy and therefore do not require separate, internal governance approval.

Strategy Launch proposed for 18 November 2021 following full council adoption at both NYCC and CYC and final sign-off at the Executive Board meeting next month.

Final version of the Strategy to come to next Executive Board meeting on 2 November, for sign-off.

A communication group will be meeting to discuss the Strategy within the next couple of weeks to gather ideas and plan the launch – linking in key winter/safer roads messages and moving to drink/drive campaign at the end of the year. The Partnership Working Group have already gathered some key dates for inclusion in the Communications plan.

MP’s paper (following next on the agenda) sets out funding proposals for more sustainable funding streams into the partnership.

ACTION:

·        Strategy to receive final sign-off at the next meeting.

b. Road Safety Funding Proposals

The meeting received and discussed proposals to resource initiatives regarding accidents involving bicycles and motorcycles. The meeting also noted the recommendations for using the first year’s allocation of funding, as the results of the invitations to quote will determine how future funding is utilised.

a.   Ripon Police/Fire Development

The meeting received an update on progress to date to address issues within the estate in Ripon, for their information.

Key activities to develop the solution since the commencement of the project were highlighted and discussed. Site investigation was currently a key activity to assess risk around ground conditions.

The meeting noted progress and risks, further updates will follow at future meetings.

b.  York Area Estates Development Plan

The meeting received an update on the York Review Project, for their information.

The approach to stakeholder and partner engagement had been considered at the previous Steering Group and work had commenced on developing the timeline for key business case activities: stakeholder engagement, risk identification, benefits planning, cost planning, impact assessments and option appraisal.

The meeting received the OPFCC Commissioning Update, receiving and noting the contents.

·        HMICFRS readiness to be discussed at the next meeting.

·        Road Safety Strategy, for final sign off.

All attendees were reminded to note that the October meeting will take place at 09:00 hrs (not 09:30 hrs) on Tuesday 2 November to accommodate annual leave arrangements. The deadline for paper submission would still be 12 noon on Thursday 21 October.

The Commissioner also wished to congratulate Jane Wintermeyer on her impending retirement at Christmas, and to also thank her for the sterling service that she had provided over the years.