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Executive Board Minutes 29 October 2013

Minutes of the meeting held at the Office of the Police and Crime Commissioner, 12 Granby Road, Harrogate, HG1 4ST on Tuesday 29 October 2013.

PRESENT:-
In the Chair: Commissioner Julia Mulligan (JM)

Officers: Chief Constable Dave Jones (DJ); Deputy Chief Constable Tim Madgwick (TM); Commissioners 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); Executive Officer to the Chief Constable Lisa Winward (LW); Police Lawyer Emma Morris (EM);
Commissioner’s Chief of Staff Will Naylor (WN);

Minute taker: Commissioners Governance Support Officer Claire Askew (CA).

223. APOLOGIES

Apologies were received from SD. EM attended on his behalf.

224. MINUTES OF THE PREVIOUS MEETING HELD ON 23 OCTOBER 2013

  1. In relation to minute 271(6), DJ advised that TM may meet with Barbara Petchey of the Crown Prosecution Service. JM advised that there may also be the opportunity to meet with Martin Goldman of the Crown Prosecution Service in November/December.

    ACTION: JM to meet with Martin Goldman, Chief Crown Prosecutor for Yorkshire and Humberside (Lead: CA/R Firth);

    ACTION: TM to meet with Barbara Petchey, Deputy Chief Crown Prosecutor for West and North Yorkshire (Lead: TM/L Savage).

  2. In relation to minute 281(1), JC advised that funding had been raised at the Regional Collaboration Board where it was confirmed that the proceeds in crime fund was available to bid against which may be an alternative to the Innovation Fund. LW suggested that match funding for the Two Ridings Community Foundation could also link in through this route. JM asked for an update on the possibility of working with the Two Ridings Community Foundation, to ascertain if there are any implications to then be able to give the project further consideration. Both TM and EM advised that the tax implications were being investigated and would request an update from SD.

    ACTION: TM and EM to request update from SD regarding the Two Ridings Community Foundation. (Post-meeting note: update provided by Legal Services to LW following the meeting)

  3. In relation to minute 217(7), WN advised that he has spoken with A/DCS Amanda Oliver (AO) to discuss customer journey work, which will require further discussion with the Head of Commissioning and Partnerships Jenni Newbery (JN). AO is also involved in the Insight Centre project which will provide a valuable link. JM requested that a scoping exercise is undertaken by JN and AO for a victims needs assessment, to be brought back to Executive Board.

    JM requested that at the meeting on 19 November to discuss the Operational Policing Model a briefing is provided regarding public engagement.

    JC explained initial work has been undertaken to demonstrate various geographical elements relating to the Operational Policing Model work. An evolving plan is then to be over layed with other requirements such as estates to be able to support the delivery model. Once further refined this could bring in partner information and both intervention and demand drivers.

    ACTION: Victims Needs Assessment Scoping Exercise to be undertaken by JN and AO (date to be submitted to Executive Board to be confirmed);

    ACTION: Public engagement briefing to be included at the Operational Policing Model meeting on 19 November 2013;

225. DECISIONS REQUIRED

  1. Boroughbridge LPSO (Decision Notice): TM advocated the potential for the former Boroughbridge police premises to be used for alternative uses, due to its facilities and links to the A1 motorway.

    ACTION: That the report is approved in principle, but that further consideration be given at the Executive Board on 5 November when further information regarding alternative proposals are available.

  2. York City Centre LPSO (Decision Notice): The Board agreed to the Decision Notice in principle, however agreed to seek further clarity regarding the funding of the York LPSO during discussion of the Medium Term Financial Plan (MTFP), scheduled for 5 November 2013.

    Action: That the report is approved in principle subject to clarifying funding during discussion of the MTFP on 5 November 2013.

  3. Athena House (Discussion Document): This item was withdrawn due to being included on the agenda in error.

226. DECISIONS AND DELEGATED MATTERS TO NOTE

  1. Delegated Decisions Update: This report provides notification of the use made of the authority delegated by the Commissioner. The list of decisions made is proposed to be published, but it is considered that further work to the format is required. Further discussion will be deferred until SD is available to comment.
  2. Treasury Management (Report for a Decision): JP confirmed that this will be a quarterly report in order to ensure compliance with the CIPFA Code of Practice for Treasury Management.
  3. JP highlighted the unavoidable failure to meet NYP’s fixed rate indicator relating to the maturity structure of fixed rate borrowing due to a lack of borrowing. It was suggested to alter the indicator to 50%, but after discussion the Board agreed to retain the current indicator and instead provide further full explanation of why the indicator had not been met.

    RESOLVED: The report is noted;

    RESOLVED: The proposed changes to the investment guidance are approved;

    ACTION: Quarterly Treasury Management Report to be scheduled on to the Decision Making Forecast;

    ACTION: That the next report includes a discussion of the benefits and disadvantages of holding general reserves, including consideration of the appropriate level of general reserves.

  4. Outturn Paper Report: This report provides details of the provisional financial outturn position for the Forcewide Revenue budget, non-core income generation and the Capital and Revenue Development Programme. The Board discussed the forecast underspend, the options for the underspend and the rationale of the decision making process. In order to provide assurances JP recommended that a summary of the decisions made and the rationale behind them is considered at the same time as the MTFP, scheduled for 5 November.

    RESOLVED: The report was noted.

  5. Decision Making Forecast:
    • It was noted that the Executive Board on 19 November has not been cancelled but will be for the sole discussion of the Operational Policing Model. The Forecast will be updated to reflect this.
    • The Business Planning and Budget Setting Discussion Documents will be removed from the 5 and 12 November meetings.
    • The Communications Review scheduled for 5 November will be removed. The appointed interim Head of Communications will implement the review recommendations.
    • The Customer Access Signage Decision Notice will be removed and as appropriate form part of the Communications Review recommendations.
    • Command Team Support Discussion Document to be added to the schedule for 5 November.

227. MATTERS ARISING FROM CORPORATE PERFORMANCE AND CO-ORDINATION GROUP

Current Performance Report: JM requested several amendments to the financial information contained within the report. Other than correcting the template the report is approved for publication of the Commissioners website:

ACTION: WN to liaise with Stephen Murray and JP for amendments to the report prior to publication.

228. NATIONAL OR LOCAL DEVELOPMENTS AND CONSULTATIONS

JM and DJ provided several updates regarding attendance at forthcoming events. The APCC, HMIC and ACPO Updates and Forthcoming Events were noted.

229. ANY OTHER BUSINESS

JM provided feedback on the ‘Time to Talk’ event held on 24 September and thanked to the Corporate Communications Team for the organisation and publicising of the event which resulted in good attendance.

LW reported that the Corporate Communications Team have been shortlisted for five public sector awards.

230. DATE OF NEXT MEETING

The next meeting will take place at 9am on Tuesday 29 October at the Office of the Police and Crime Commissioner, 12 Granby Road, Harrogate, North Yorkshire, HG1 4ST.