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RegisterSTRATEGIC MANAGEMENT BOARD 10/2008
Meeting Number
10/2008
Date
21/10/2008
Location
Conference Room 3
Duration
10:00 - 13:30
Present:
Mrs S Sim – Deputy Chief Constable (Chair)
T/Assistant Chief Constable J Campbell (Operations, Communications and CJD)
Mr B McCardle – Assistant Chief Officer (Human Resources)
Chief Superintendent N Adamson – Criminal Justice Department
Chief Superintendent G Calvert – Force Information and Intelligence Department
Chief Superintendent M Dennett – South Tyneside
Mrs M Grieve – Corporate Communications
Chief Superintendent S Hall – Force Information and Intelligence Department
Chief Superintendent R Kearton – Corporate Development Department
Superintendent W Keenen - Professional Standards Department
Chief Superintendent K Lambert – Northumberland
Mrs J Lawson – Head of Human Resources
Chief Superintendent N Mackay – Operations Department
Chief Superintendent D Pryer – Sunderland
Chief Superintendent S Storey – North Tyneside
Chief Superintendent T Shilston - Communications Department
Chief Superintendent G Smith – Gateshead
Mr H Thompson – Information Systems & Technology Department
D/Chief Superintendent C Thomson – Crime Department
Chief Superintendent P Weir – Newcastle
Miss C Taylor - Corporate Development Department (Secretary)
Invitees:
Apologies for absence:
Ms M Berne – Head of Corporate Communications
Chief Superintendent G Davis – Human Resources Department
Chief Superintendent C Machell – Professional Standards Department
Mr R Watson – Federation Representative
PART 1 - OPEN SESSION UNDER THE FREEDOM OF INFORMATION ACT 2000
1. OPENING
The Chair opened the meeting by welcoming all members.
2. MINUTES OF THE OPEN SESSION OF STRATEGIC MANAGEMENT BOARD HELD ON 16 SEPTEMBER 2008
The minutes of the open session of Strategic Management Board (SMB) held on 16 September 2008, having been previously circulated, were agreed as an accurate record.
3. MATTERS ARISING
There were no matters arising.
4. FORCE PERFORMANCE
Chief Superintendent (Corporate Development) presented a breakdown of Force performance as relates to crime, detection rates, anti-social behavior incidents, performance indicators (exceptions) and Force objectives where targets were not being met. Of particular note was:
For the period April 2008 to 14 October 2008, total crime has increased by 1.2% compared to the same period the previous year. Up until September 2008, total crime during 2008/09 had been less than that recorded last year at the same period.
Violent crime has increased by 0.5%, compared to the same period the previous year and is 3.5% above target. Most serious violence against the person has also increased compared to the same period last year, by 3.1%; however, this is equivalent to 7 offences only. Other wounding and criminal damage are both meeting target. Serious acquisitive crime has increased by 2%. Within serious acquisitive crime, the greatest increases are in burglary dwelling and taking from motor vehicles.
Based on performance to date, total crime, over the next six months (October 2008 to March 2009) will have to be 4.7% below its level in October 2007 to March 2008, or about 7.9% below its level in the last six months (April to September 2008), if the force is still to meet its 2% reduction target for 2008/09.
The total crime detection rate has decreased by 1.0%, compared to 2007/08 and is not meeting its 38.9% target.
Compared to the 2007/08 detection rate, the vehicle crime detection rate has fallen by 6.7%.This drop in vehicle crime detections had also impacted on serious acquisitive crime which has seen a -5.5% drop in the detection rate. Violent crime has also seen a drop in the detection rate (-3.3%), which equates to a reduction of 394 detections.
Anti-social behaviour incident reductions can be seen in total, youth and non-youth therefore the targets to reduce by 4% are being achieved.
Satisfaction survey - Overall satisfaction with the whole experience has risen from 87.3% in 2007/08 to 88.1% and is achieving the 87.6% target.
Satisfaction for overall service for white respondents is 86.9% and for minority ethnic respondents is 81.4%, giving a gap of 5.5%. This indicator is therefore not meeting its target to maintain or reduce this gap.
T/Assistant Chief Constable (Operations, Communications and CJD) presented to members the operational focus and service focus of performance measures and processes (measurement opportunities) flow charts, which he stated, mapped out the process of contact with the Force (draft format).
He informed members that the flowcharts are part of a three staged process, namely:
- Operational focus and service focus of performance measures and processes.
- Investigative processes.
- Performance measures and processes which provide measurement opportunities throughout the Criminal Justice System (CJS).
Following a lengthy discussion, members AGREED:
To an analysis of satisfaction regarding overall service for white respondents and for minority ethnic respondents.
To feedback from all members regarding operational focus and service focus of performance measures and processes at the Area Commanders meeting 24 October 2008.
Members to provide feedback on their views of issues to be contained in the Force Performance review.
To develop an investigative performance measure and process flowchart to be provided at the next Strategic Management Board.
ACTION: CHIEF SUPERINTENDENT (COMMUNICATIONS)/ ALL MEMBERS/ T/ASSISTANT CHIEF CONSTABLE (OPERATIONS, COMMUNICATIONS AND CJD)/ SECRETARY
5. FACILITIES AGREEMENT FOR SUPPORT ASSOCIATIONS
The Head of Human Resources presented a previously circulated report detailing facilities to be afforded by Northumbria Police to the support associations and sought feedback from members.
She informed members that the Force has four support associations, Women in Northumbria (W.I.N.), the Disability Support Association (DSA), the Gay Police Association (GPA) and the Black and Minority Ethnic Police Association (BMEPA), which are each allocated an annual budget of £2,500. She stated at present, there are no clear guidelines on how support associations should use this budget and expenditure is not monitored to assess the contribution made towards helping the Force achieve its diversity objectives.
She went on to say that activities undertaken by support associations differ widely and this has resulted in confusion amongst both members of the associations and staff within the organisation. Standardisation of roles and responsibilities between the support associations is required to ensure that they are being used appropriately.
The Head of Human Resources stated that a clearer framework is required to define roles and responsibilities within the overall support network available to staff and in particular, there is confusion over the purpose of the support associations compared to the Colleague Support Network (CSN). This was highlighted in a review of the CSN carried out in 2007 and during recent consultation with the Chairs of the support associations.
Following a brief discussion, members AGREED:
To the working protocols for the support associations within Northumbria Police.
To the facilities which will be afforded to executive members and representatives.
To the expectation of Northumbria Police as to the manner in which the support associations will conduct their business and the nature of their activities.
To the level of facility which will normally be granted.
To the Force procedure for facilities agreements for support associations.
To an implementation date of 1 November 2008 for the force wide introduction of the Facilities Agreement for Support Associations.
ACTION: HEAD OF HUMAN RESOURCES/ SECRETARY
DISCHARGED
6. FORCE PROJECTS STATUS REPORT
Chief Superintendent (Corporate Development) presented a previously circulated report which updated members on the current status of ongoing strategic Force projects.
She stated that under Force business change management arrangements, Project Managers are required to provide monthly progress updates against strategic Force project plans.
Members NOTED the update provided.
DISCHARGED
7. CITIZEN FOCUS UPDATE
Chief Superintendent (Communications) gave a brief update on work currently ongoing within Citizen Focus.
He confirmed to members that at the Citizen Focus project board meeting on 14 October 2008 critical friends and project leads discussed project mandates, which are in part the product of initial scoping exercise and represent a broad statement of intent placing the individual projects in the wider context. He stated that they will be finalised week ending 24 October 2008 and then project leads will be required, with the assistance of the project support team, to produce action plans for consideration and sign off by Executive Board members.
He informed members of a link he will send to all members to enable access to the Citizen Focus Programme database to have up to date information regarding Citizen Focus within the Force.
He then went on to discuss with members the Green paper policing pledge on public facing crime mapping which must be in place by 31 December 2008. He informed members that, after extensive enquiries, a software supplier had been identified to deliver a suitable product by 1 December 2008.
Chief Superintendent (Communications) then discussed the wider implications of the policing pledge. He informed members that he heads a Force working group on the issues and that the group had analysed the 12 points of the pledge and concluded that in 4 areas there was complete compliance. The majority of the remainder required minor amendments to procedure. An action plan has been agreed by Chief Officers and is being progressed within timescales. He stated that the majority of actions are already carried out in some form by the Force and won’t mean an increase in bureaucracy.
Following a brief discussion, members AGREED:
That the action plans for the Citizen Focus Programme be forwarded for Executive Board approval once constructed.
That a link to the Citizen Focus database is circulated to all members of the Strategic Management Board (SMB).
Area Commanders to provide reassurance to Inspectors regarding actions from the policing pledge not increasing bureaucracy.
That Chief Superintendent (Communications) visually demonstrates the crime mapping facility as part of his verbal update at the next meeting of SMB.
ACTION: CHIEF SUPERINTENDENT (COMMUNICATIONS)/ AREA COMMANDERS/ SECRETARY
DISCHARGED
8. ILL HEALTH RETIREMENT AND DEFERRED PENSION PROCEDURES
The Head of Human Resources presented a previously circulated report which asked members to consider the introduction of a revised Ill Health Retirement Procedure and Deferred Pension procedure for police staff.
She informed members that since November 2006, the provision for ill health retirements and deferred pension entitlements had been managed by means of an integrated Ill Health Retirement and Deferred Pension Procedure. She stated that on 1 April 2008, a number of changes were made to the Local Government Pension Regulations which affect the Local Government Pension Scheme (LGPS) provisions for police staff and that these changes impacted significantly upon both ill health retirement and deferred pensions entitlements.
The Human Resources Manager went on to give an overview of the significant changes made to the criteria used to determine ill health retirements.
Following a brief discussion, members AGREED:
To implement separate procedures to manage Ill Health Retirement and Deferred Pensions.
To the Ill Health Retirement Procedure.
To the Deferred Pension Procedure.
To an implementation date of 1 December 2008 for the force wide introduction of the Ill Health Retirement and Deferred Pension Procedures.
ACTION: HEAD OF HUMAN RESOURCES/ SECRETARY
DISCHARGED
9. INTERNET ACCESS
The Director of IS&T presented a previously circulated report which proposed changes to the way that Internet Access is assigned to Northumbria Police officers and staff and sought approval for the proposed changes to the published E-mail and Internet Access Policy and to replace the E-mail and Internet Use Procedure with two separate procedures:
- An updated e-mail use procedure following the on-going review of email archiving.
- A new Internet Access process Procedure.
Following a lengthy discussion, members AGREED:
To an additional proposal being incorporated within the Internet Access report to state that:
All staff and officers will be granted internet access (general access) that restricts access to an agreed list of web site categories e.g. gambling, adult content etc.
Unrestricted internet access will only be granted to officers and staff where their specific role or operational duties requires that access and requests for approval will be submitted via the Head of Department/ Area Commander and forwarded to Director of IS&T.
That consideration be given for personal use of the internet by officers and staff provided that such use complies with all security and IT polices and procedures, does not interfere with any work priorities or requirements and the use is neither excessive nor unreasonable.
That the Federation and UNISON be consulted regarding the updated Internet Access report.
That the revised Internet Access report will include any implication arising from the new proposal and be brought back to SMB for consultation prior to being progressed to the Executive Board for final approval.
ACTION: DIRECTOR OF IS&T/ SECRETARY
10. FORCE POLICY - POLICE RESPONSIBILITY TO PEOPLE WITH MENTAL HEALTH DISORDERS
D/Chief Superintendent (Crime) presented a previously circulated report which asked members to approve a new Force policy regarding police responsibility to people with mental health disorders.
He informed members that during the course of the on-going review of the Instructional Information System (IIS) it had been identified that procedures in respect of Mental Health issues were out of date, and that no policy in respect of police responsibility to people with mental disorders existed.
He stated that a new policy will be created to outline the Northumbria Police position of supporting mentally disordered members of the community and to inform current and future procedures.
Following a brief discussion, members AGREED:
To the introduction of a Force policy regarding police responsibility to people with mental health disorders.
ACTION: D/CHIEF SUPERINTENDENT (CRIME)/ SECRETARY
DISCHARGED
11. ANY OTHER BUSINESS
The Streamlined Process
Chief Superintendent (Criminal Justice) presented a breakdown of the Criminal Justice System Streamlined Process. He stated that the Streamlined Process had been introduced by the Ministry of Justice as a multi agency project to be delivered by the National Prosecution Team and managed by the Local Criminal Justice Board (LCJB).
He also stated that Deputy Chief Constable Sim had been appointed Senior Responsible Officer for Northumbria and that all areas must be live by June 2009.
He informed members that the Streamlined Process will work by:
- Police identify plea and provide accurate summary of admission.
- Crown Prosecution Service receive and serve only necessary evidence.
- Provides clarity for defence to advise client.
- Enables court to effectively manage 1st hearing.
- Result is a positive outcome at 1st hearing for proportional effort.
Chief Superintendent (Criminal Justice) went on to say that the system will go live within the Force by 1 April 2009, an LCJB delivery team will be set up for implementation and increased support from the Criminal Justice Units.
He then explained that in order to successfully implement the new guidance, Evidence Review Officers (EROs) (who would undertake a gatekeeping function), would need to be introduced within each Area Command. The Deputy Chief Constable then instructed that this matter was non negotiable and that the organisation would not initially rely on a generic approach, in which all supervisors were solely responsible for delivering the process.
Following a brief discussion, members AGREED:
To the Streamlined Process being included on the agenda for the Area Commanders Meeting on 24 October 2008 for the process to be agreed and to ascertain where future updates will be presented.
ACTION: CHIEF SUPERINTENDENT (CRIMINAL JUSTICE)
DISCHARGED
Business Planning Process
Assistant Chief Officer (Human Resources) informed members that he had been identified as the senior lead for a review of the Corporate Business Planning Process. He stated that the Business Planning Process will be taken back to basics to enable engagement with area commands and departments and to focus on what the Force wants in order to drive policing forward, taking into account corporate and local policing targets. He also stated that there will be clear links to corporate strategies that have already been implemented within the Force to prioritise resources and help to drive efficiency savings.
He went on to say that the new process will be monitored and reviewed to ensure proportionality will be easy to understand and able to be updated with a minimal amount of bureaucracy as possible. The system will be managed locally within area commands and departments and will not be centrally driven although will be centrally coordinated.
Following a brief discussion, members AGREED:
To a discussion forum being set up inviting Area Commanders or nominated representatives to discuss the review of the Business Planning Process.
That the Business Planning Process be included on the agenda for the Area Commanders Meeting on 24 October 2008.
ACTION: ASSISTANT CHIEF OFFICER (HR)/ T/ASSISTANT CHIEF OFFICER (OPERATIONS, COMMUNICATIONS AND CJD)
DISCHARGED
12. DATE, TIME AND VENUE OF NEXT MEETING
18 November 2008, 10am, Conference Room 3.
