Executive Board Minutes 29 April 2014
OFFICE OF THE POLICE AND CRIME COMMISSIONER FOR NORTH YORKSHIRE
EXECUTIVE BOARD
Minutes of the meeting held at the office of the Police and Crime Commissioner, 12 Granby Road, Harrogate, at 10:30am on Tuesday 29 April 2014.
PRESENT:-
In the Chair: Commissioner Julia Mulligan (JM)
Officers: Chief Constable Dave Jones (DJ); Deputy Chief Constable Tim Madgwick (TM); Commissioner’s Chief Executive Officer Joanna Carter (JC); Commissioner’s Chief Finance Officer and Head of Organisation and Development Gary Macdonald (GM); Chief Constable’s Chief Finance Officer and Chief Accountant Jane Palmer (JP); Acting Head of Legal Services Jane Wintermeyer (JW); Commissioner’s Chief of Staff Will Naylor (WN).
Also in attendance: Head of Workforce Support Services Julie McMurray (JMc)
Minute taker: Chief Executive Officer’s Support Officer Debbie Allinson (DA)
419. APOLOGIES
No apologies were received.
420. MINUTES OF THE PREVIOUS MEETING
Subject to some amendments the minutes of the meeting held on 22 April 2014 were approved for publication.
The following updates were provided:
• JC used urgency powers to progress the Telephony Project Business Case. This has been recorded on the Delegated Decision’s log. Clarification was provided to pursue but not to enter into an agreement until the IT Strategy and Business case has been formally recorded as an approved and published decision by the Commissioner.
• TM advised that a Superintendent’s post is to transfer into the Partnership Hub at no additional cost.
• The OPCC Records Management and Correspondence Handling Policing Decision Notice still requires compliance checking.
421. DECISIONS REQUIRED
a) Strategic Estates Briefing:
JMc provided a map of North Yorkshire and the City of York area that highlighted all NYP property assets and their current status (e.g. owned, subject to disposal, leased etc). Additionally, a list of all properties sold between 2010 to current date was submitted to provide the Board with an overview of disposals activity and the reduction in the NYP estate. These documents were used as the basis for an open debate regarding the current estate, which is now more consolidated and the potential to refresh/review the Estates Strategy to reflect the strategic direction of the organisation, the estate requirements of the OPM, the implication of technological advances and developments within the IT Strategy.
ACTION: JMc to provide details of disposals to WN for publication on the website.
ACTION: JP to provide a valuation of the current estate including total operating costs of each individual estate to help assess if the organisation is as responsive, effective and efficient as possible.
ACTION: It was agreed that accommodation move requests should be submitted to the Operational Board / via the OPM work-stream for consideration, to ensure that senior officers are sighted and that all requests receive the necessary approval.
ACTION: JMc to review the Estates Strategy in conjunction with OPM colleagues to ensure that the estate meets future operational requirements with a view to creating opportunities to better deliver services from 2017 and beyond which will meet operational / legal requirements, customer demand and provide value for money.
JMc provided an update on the Northern Base project. Progress to date was discussed and there were still some community concerns. JM would like to ensure that these concerns have been considered and responded to appropriately. Due diligence is necessary in relation to sewage concerns to provide assurance that a workable solution would be in place.
ACTION: JMc to evaluate Northern Base initial requirements against the current plans to ensure all elements that were identified in the original proposal/evaluation are included in the current plan. JM also requested further evaluation of a number of specific issues.
ACTION: JM requested further work to ensure that the concerns raised by the South Kilvington community have been fully considered. A Decision Notice to move from the preferred site to the next stage is then to be submitted for approval.
b) Police Innovation Fund (Decision Notice 002/2014):
The PIF bids were approved for progression to the Home Office with the exception of the Scarborough Partnership Bid which was not received.
ACTION: GM to review and make some minor amendments prior to submitting the bids including;
• Amend the Executive Summary in the covering Decision Notice to fully explain the rationale for selecting each bid
• The Insight Centre Hub bid needs to reflect that the funding is required for an implementation resource
• The Together York bid should clearly demonstrate the benefits to victims
• The overall format and key policy areas should be reviewed prior to submission
• Final products to be presented to Delivery Board
The Board agreed that for any unsuccessful bids, there was clearly a case for the external funding therefore those unsuccessful would be remitted to the relevant Delivery Board work-stream to consider and progress.
c) Partnerships Hub Update:
TM provided an update that Ch Supt Day is now in post and that the Community Safety Team and function has moved to the Partnerships Hub. There is opportunity to expand services delivered via the hub including the huge potential to deliver the Citizen in Policing Strategy.
ACTION: TM to provide WN with a list of functions which now sit within the Hub
ACTION: DA to arrange a meeting between TM, JM, SD and JN to discuss the functions of the Hub and links with Commissioning.
422. DECISIONS AND DELEGATED MATTERS TO NOTE
Decision Making Forecast: The Board noted the report and agreed the following updates:
a) The Executive Board on 6th May has been cancelled and all items rescheduled for the 13th May
b) Request to increase York vehicle fleet DN – removed
c) OPM Implementation Plan – sensitivities around Purdah were considered. To provide as much time as possible to finalise the plan and to allow for effective OPM communications, paper rescheduled for 20th May
d) Safety Camera Vans DN – rescheduled for 17th June to allow time to design, promote and consult on the Road Safety Engagement Analysis. Board members are requested to provide any feedback on the questionnaire to WN by 2nd May.
GM to arrange for current format options and initial work undertaken on the Annual Report to be provided to the Commissioner.
GM to liaise with JMc the date for Northern Base progression DN and link with WN regarding a date for the next South Kilvington public meeting.
The board discussed competing demand for resources and capacity of resources to deliver different projects including OPM. GM to remit to Delivery Board to prioritise work-stream areas.
423. MATTERS ARISING FROM CORPORATE PERFORMANCE AND SCRUTINY GROUP
There were no matters for discussion.
424. CONCEPTS AND/OR INITIATIVES TO BE DISCUSSED
There were no matters for discussion.
425. NATIONAL OR LOCAL DEVELOPMENTS/CONSULTATIONS
a) APCC, HMIC and ACPO Updates and Communications: The report was noted.
b) Events: The report was noted.
426. FORTHCOMING EVENTS OR COMMUNICATIONS
There were no matters for discussion.
427. FREEDOM OF INFORMATION ACT
There were no matters for discussion.
428. GM confirmed that in relation to the Assessment of Regional Costs, there would be no attendance by CFOs at the proposed meeting. However, work would be undertaken to feed into the cost based assessment.
It was confirmed that the Equality Diversity and Human Rights Board chaired by the DCC had a remit which includes Ethics/Standards/Integrity.
DJ suggested that it would be beneficial to arrange a meeting with Cicada prior to the Leadership Day on 8th May. DA to arrange for 6th May.
DJ advised that two new recruitment schemes will be launched on 1st May 2014, the Direct Entry scheme for Superintendents and the Fast Track scheme for officers.
ACTION: Message of the Day regarding Purdah and the implications for staff to be published. WN and JW to liaise.
429. DATE OF NEXT MEETING
The next meeting of the Executive Board will take place at 1.30 pm on Tuesday 13 May 2014 in Conference Room 1, Police Headquarters, Newby Wiske.