STRATEGIC MANAGEMENT BOARD 12/2008

Meeting Number

12/2008

Date

16/12/2008

Location

Conference Room 3

Duration

10:00–12:10

Present:

Mrs S Sim – Deputy Chief Constable (Chair)
Mr J Campbell - T/Assistant Chief Constable (Operations, Communications and CJD)
Mr S Culkin - Assistant Chief Officer (Finance & Resources)
Ms M Berne – Head of Corporate Communications
Chief Superintendent N Adamson – Criminal Justice Department
Chief Superintendent G Calvert – Force Information and Intelligence Department
Chief Superintendent G Davis – Human Resources
D/Superintendent I Dawes – Professional Standards Department
Chief Superintendent M Dennett – South Tyneside
D/Superintendent B Franklin – Crime Department
Chief Superintendent R Kearton – Corporate Development Department
Chief Superintendent K Lambert – Northumberland
Chief Superintendent N Mackay – Operations Department
Chief Superintendent T Shilston - Communications Department
Chief Superintendent G Smith – Gateshead
Chief Superintendent S Storey – North Tyneside
Mr H Thompson – Information Systems & Technology Department
Mr R Watson – Federation Representative
Chief Superintendent P Weir – Newcastle
Miss C Taylor - Corporate Development Department (Secretary)
Miss S Laurie – Corporate Development Department (Observer)

Invitees:

Mr K Donaghy – Central Services Manager

Apologies for absence:

Mrs J Lawson – Head of Human Resources
Chief Superintendent C Machell – Professional Standards Department
Chief Superintendent D Pryer – Sunderland
D/Chief Superintendent C Thomson – Crime Department

1. OPENING

The Chair opened the meeting by welcoming all members and acknowledged that this was the last meeting to be attended by Mr H Thompson, Director of IS&T, and thanked him for the valued contribution he has given to the Strategic Management Board.

2. MINUTES OF THE OPEN SESSION OF STRATEGIC MANAGEMENT BOARD HELD ON 18 NOVEMBER 2008.

The minutes of the open session of Strategic Management Board (SMB) held on 16 November 2008, having been previously circulated, were agreed subject to the following amendment:

That agreement (i) for item 4 Force Performance is deleted.

That agreement (ii) for item 4 Force Performance is changed to reflect the below:

To Communications Department quality assuring opening codes and what they eventually aspire to.

3. MATTERS ARISING

  1. Approach to Efficiency Savings (Item 3 (i))

The Assistant Chief Officer (ACO) (Finance and Resources) presented a previously circulated report informing members of the proposed approach to efficiency savings that had been agreed by Chief Officers and include the introduction of local targets for savings to be generated from within area commands and departments.

He informed members that Chief Officers have agreed the Medium Term Financial Forecast (MTFF) 2009/10 to 2011/12 which will inform the Medium Term Financial Strategy (MTFS) of the Police Authority. He stated that there still remains within the MTFF an overall deficit of £20m, which the Force intends to find £8m over this three year period and that the Treasurer will be addressing options for meeting the balance of the deficit within the MTFS.

The Assistant Chief Officer (Finance and Resources) stated that the report regarding efficiency savings builds on the Value For Money (VFM) Strategy and sets out an approach that supports and delivers required level of savings. He went on to state that delivery of the required efficiency savings will need to be driven through the business planning process, which is ongoing and led by ACO (Human Resources) and ACO (Finance and Resources) to ensure the requirement is incorporated within business planning.

He then set out a timetable for the initial exercises for departments, including:

  • Chief Officer decision on the targets to be set for departments - December 2008.
  • Delivery of workshops - January 2009.
  • Draft departmental plans to be submitted to ACO (Finance & Resources) for interim review - February 2009.
  • Final presentation by Heads of Department at Executive Board - April 2009.

Members NOTED the update provided.

DISCHARGED

4. FORCE PERFORMANCE

Chief Superintendent (Corporate Development) presented a breakdown of Force performance as relates to recorded crime, burglary dwelling, detection rates and Home Office confidence targets.

Of particular note was:

  • Total recorded crime - All area commands have seen a reduction in the average crimes per day per month for November 2008 compared to October 2008. The Chair requested that thanks be passed on to relevant staff regarding reductions in total recorded crime; however they aren’t to get complacent.

  • Total crime has increased compared to year to date in North Tyneside (1.5%) and Northumberland (8.4%), total crime for the remaining area commands is below that for last year.

  • Performance trigger points had a new trigger for most serious violence against the person for North Tyneside, which is heavily influenced by wounding/ endangering life offences that had risen by 68.0%, equal to 17 offences compared to 2007.

  • Burglary dwelling repeat victimisation - for burglaries in 2003/2004, 8.0% were repeated within 12 months. This rose to 9% (9.5% and 9.3%) for burglaries in 2004/2005 and 2005/2006, and fell to 7.3% for burglaries in 2006/07, and was lower still at 6.3% for burglaries in November 2006 to October 2007. The Harm Reduction Unit is preparing a Force Strategy for repeat victimisation which will propose a tiered response with a menu of options for repeat victims. The initial draft is expected by the end of December 2008.

  • Trend analysis (detections) - the 3 month rolling average is above the base for 2007/08. Performance for October and November 2008 is significantly higher than previous months. Total crime, whilst showing an improvement in its detection rate from March 2008, is still not achieving the 38.9% target. All area commands, with the exception of Sunderland, had missed their individual targets.

  • National Mobile Phone Register (NMPR) - Mobile phones are logged on NMPR using an International Mobile Equipment Identity (IMEI) unique serial number. Each check of an IMEI number leaves a ‘footprint’ on the database and subsequently any crime details entered at a later date would return a match at that time. Research shows that 21 forces had links to the ‘Immobilise’ website. The Force website could be updated to include the immobilise link and other crime prevention advice regarding mobile phone security at no cost. This also has a significant link with the forces current acquisitive crime campaign. Applying a greater use of NMPR across the Force would have an impact upon detections and cases of crime involving mobile phones, additionally NMPR could be utilised in intelligence searches where a phone is used in a crime and an IMEI number can be identified.

  • The Force’s British Crime Survey (BCS) measure of 47.5% is better than the national average of 45.4% and better than our most similar group average of 44.6%. BCS values within our family range from 38.3% (South Wales) to 52.7% (Cleveland). Northumbria is third best in its family, and 14th best overall.

Following a lengthy discussion, members AGREED:

  1. To the Harm Reduction Unit carrying out investigations into Policies in Force regarding robbery at retail premises to assist Area Commanders.

  2. To Area Commanders ensuring that Crime Prevention Officers are working towards tackling repeat victimisation to ensure target hardening advice is communicated, particularly in respect of burglary dwelling.

  3. To research being carried out to ascertain if there is currently a search screen on Crime Recording to search for suspects.

  4. To incorporate IMEI searches as principle to find stolen property.

  5. To carry out a Public Relations exercise to publicise the usage of IMEI searches.

ACTION: D/SUPERINTENDENT (CRIME)/ AREA COMMANDERS/ CHIEF SUPERINTENDENT (GATESHEAD AREA COMMAND)/ CORPORATE COMMUNICATIONS/ SECRETARY

Secretaries Note:

Chief Superintendent (Gateshead) provided an update after the SMB regarding search screens for suspects including:

Inspector (Criminal Justice Department) had been consulted and the amendment to the crime recording system, to add suspect named to the Offender Menu options, will be carried out during the next appropriate shut down of the system.

As an interim measure Gateshead Officers utilise the decision pending field until the appropriate updates to the system.

DISCHARGED

5. INFORMATION AND COMMUNICATION STRATEGY

The Director of IS&T presented a previously circulated report proposing to members the principles of the Information and Communications (ICT) strategy. He informed members that KPMG consultants undertook a review of ICT services as part of the overall Corporate Decision Making Review (CDMR) and one of the recommendations from that review had been to revise the ICT strategy to better align with business requirements.

He stated that whilst strategies for Information Management (IM), Systems (IS) and Technology (IT) have always been produced as part of the ongoing IS&T service it was recognised that these were too technology oriented and not easily understood by business leaders. He then stated that further work to deliver an integrated IS strategy at a business level had been suspended prior to the KPMG review but later used as the basis for the revised ICT strategy following the current corporate style for key strategies.

The Director of IS&T informed members that the new draft ICT strategy sets out objectives to be achieved in support of the 2020 Vision, but is only part of the overall IS&T strategic planning process. The ICT Strategy is the highest level definition of direction aligned to business requirements.

Following a brief discussion, members AGREED:

  1. To the ICT Strategy.

  2. To note the programme of work identified in the action plan to deliver against the draft ICT Strategy.

ACTION: DIRECTOR OF IS&T

DISCHARGED

6. FRONTLINE SUPERVISION

Chief Superintendent (Corporate Development) presented a previously circulated report updating members on the findings from the frontline supervision inspection. She informed members that in July 2008; Her Majesty's Inspectorate of Constabulary (HMIC) published the report ‘Leading from the frontline’, which outlined the findings of a national inspection of frontline supervision and leadership, at the rank of Sergeant, in the police service of England and Wales. She stated that the report highlighted widespread fundamental skills gaps at frontline Sergeant level which manifests itself in a lack of confidence and capability.

She then went on to state that within the report, HMIC urged forces to take advantage of the opportunity to carry out their own ‘snapshot review’ in readiness for the implementation of the 26 recommendations contained within the report. HMIC also requested that forces should make an assessment of where they are currently positioned against each of the 26 recommendations previously mentioned. She also stated that the results of the ‘snapshot review’ and the self assessment are available on the CDD website.

Chief Superintendent (Corporate Development) informed members that the snapshot review had been based on six main areas suggested by HMIC with a number of further associated sub-areas:

  • Clarity of role and purpose
  • Training and preparation
  • Status and standards
  • Support
  • Critical incidents
  • Looking ahead.

Following a lengthy discussion, members AGREED:

Short Term

  1. To work being undertaken to evaluate training being provided locally to acting Sergeants within area commands to produce a corporate training package for all current and prospective acting Sergeants.

  2. To ongoing training needs analysis of the Sergeants’ leadership course, by the Performance Development Unit (PDU), and content of this report is considered should further re-design of the course take place.

Medium Term

  1. To the ‘Leadership strategy’ being communicated to all staff alongside the People and Diversity strategy and incorporated within the review of PDR as a means of reinforcing the Sergeants’ role.

ACTION: CHIEF SUPERINTENDENT (CORPORATE DEVELOPMENT)/ CHIEF SUPERINTENDENT (HUMAN RESOURCES)

DISCHARGED

7. CITIZEN FOCUS UPDATE

Chief Superintendent (Communications) gave a brief update on work currently ongoing within Citizen Focus. He informed members that two strands of the Citizen Focus arena will be updated at the Area Commanders meeting on 18 December 2008, namely the Policing Pledge and Crime Mapping.

T/Assistant Chief Officer also informed members of the production of a DVD by Corporate Communications regarding Citizen Focus, which will be played at parades and briefings to enable Citizen Focus to be built into performance.

Members NOTED the update provided.

DISCHARGED

8. INTERNET ACCESS – PERSONAL USE

The Director of IS&T presented a previously circulated report which informed members of the options for members to consider regarding the use of internet and email for personal use and the proposed changes to the published E-mail and Internet Access Policy in line with the agreed decision.

He stated that following initial proposals at Strategic Management Board (SMB) in October 2008, it had been agreed that the proposals for internet access be reviewed to include options for the personal use of internet access and that such proposals be brought back to SMB for consideration. He went on to state that in order to assess the potential implications of allowing personal use of the internet, consultation had been carried out with other forces.

He then highlighted to members the potential benefits to introducing personal use on the Internet, including:

  • Improved work life balance.
  • Improved productivity.
  • Avoiding absence to attend to personal commitments.
  • Greater contentment and lower stress being able to deal with personal matters when required.
  • Improved skills and learning etc.

Following a lengthy discussion, members AGREED:

  1. To submit the views of SMB members to the Executive Board for ratification and approval.

  2. To detailed policies and procedures being drafted based upon the decision at Executive Board along with the financial implications for consideration and approval at a future SMB.

ACTION: DIRECTOR OF IS&T/ SECRETARY

9. FINAL REPORT AND FINDINGS FOR OPERATION OSTRICH

D/Superintendent (Crime Department) presented a previously circulated report informing members of the outcomes of Operation Ostrich and make appropriate recommendations. She stated that at SMB on 22 January 2008, it had been agreed to identify a way of estimating the benefits of attending more volume crime scenes than were being attended under the Crime Scene Visits Criteria then in operation.

She then stated that the purpose of Operation Ostrich had been to assess the effect of mandatory Scientific Support Officer (SSO) attendance at all Burglary Other Than Dwelling (BOTD) crime scenes for a limited period of time, which enabled the Force to evaluate the following:-

  • Potential to increase forensic identification hits and intelligence by the attendance at more scenes.

  • The current ‘Visits Criteria’ procedure for Burglary OTD Crime Offences (Officer attending to access the scene for forensic potential and request Scientific Support accordingly).

Following a brief discussion, members AGREED:

  1. To note the findings of Operation Ostrich.

  2. To the Force “Scene Examinations Visits” procedure be amended to make Scientific Support Officer attendance mandatory at all BOTD crime scenes that occur at commercial or retail premises (including any other scenes within a permanent structure).

ACTION: D/SUPERINTENDENT (CRIME DEPARTMENT)/ SECRETARY

DISCHARGED

10. FINAL REPORT AND FINDINGS FOR OPERATION BARGE

D/Superintendent (Crime Department) presented a previously circulated report informing members of the outcomes of Operation Barge. She stated that at the SMB 22 January 2008, it had been agreed to identify a way of estimating the benefits of attending more volume crime scenes than were being attended under the crime scene visits criteria then in operation.

She then stated that the purpose of Operation Barge had been to assess the effect of mandatory Scientific Support Officer (SSO) attendance at all vehicle crime scenes for a limited period of time, which would enable the Force to evaluate the following:-

  • Potential to increase forensic identification hits and intelligence by the attendance at more scenes.

  • The current ‘Visits Criteria’ procedure for Vehicle Crime Offences (Officer attending to access the scene for forensic potential and request Scientific Support accordingly).

D/Superintendent (Crime Department) informed members that the findings of Operation Barge state there are no Forensic benefits to be gained from significantly increasing the number of Vehicle Crime Scenes visited. The study shows that the same forensic results can be achieved by visiting scenes using current attendance criteria rather than visiting indiscriminately.

Members NOTED the update provided.

DISCHARGED

11. OPERATIONAL INFORMATION MANAGEMENT SYSTEM (OIMS)

Chief Superintendent (Force Information & Intelligence Department (FIID)) presented a previously circulated report, which considered the introduction of an Operational Information Management Strategy (OIMS) as Force policy. He informed members that OIMS is the cornerstone of the Management of Police Information (MoPI), defining the processes by which information will be managed, both within force and with partners. It is the principle means of reference for all matters relating to operational information management.

He then stated that on 21 November 2008, members of the Information and Intelligence Management Committee (IIMC) approved the OIMS

Following a brief discussion, members AGREED:

  1. To the adoption of the OIMS as Force Policy.

ACTION: CHIEF SUPERINTENDENT (FIID)/ SECRETARY

DISCHARGED

12. SUSTAINABLE DEVELOPMENT

The Assistant Chief Officer (Finance & Resources) presented a previously circulated report which informed members of a proposed Northumbria Police Sustainable Development Strategy.

He stated that in March 2005, the Government published “Securing the future - delivering the UK sustainable development strategy” and added that the Government's strategy stresses the interdependency of the social, economic and environmental dimensions of sustainability.

He then stated that the Force’s commitment to the principles of the Government's sustainable development strategy is reflected in the Chief Constable’s “2020 Vision” to build trust and confidence in the community and reduce crime and disorder.
He stated this vision is underpinned by eight strategic aims - one of which is the aim of sustainable development which seeks to integrate the principles of responsible environmental management and sustainable development into our strategic planning and day to day activities. He added a post of Sustainable Development Adviser has been created within the Finance and Resources Department, to assist in the implementation of this Strategy.

He highlighted that the Northumbria Police Sustainable Development Strategy will ensure that the principles of responsible environmental management and sustainable development are integrated into Northumbria Police’s strategic planning and day to day activities.

Following a brief discussion, members AGREED:

  1. To the Sustainable Development Strategy and delivery plan.

  2. To the Sustainable Procurement policy.

ACTION: ASSISTANT CHIEF OFFICER (FINANCE & RESOURCES)/ SECRETARY

DISCHARGED

13. ANY OTHER BUSINESS

There were no items of any other business.

14. DATE, TIME AND VENUE OF NEXT MEETING

22 January 2009, 10am, conference room 3.