DORSET POLICE JOINT EXECUTIVE BOARD Monday, 31 July 2017 1145 hrs Chief Constable s Office, Force Headquarters CHAIRPERSONS: ATTENDANCE: MINUTES: APOLOGES: Chief Constable PCC DCC NETHERTON (via Teleconference) T/Assistant Chief Constable Assistant Chief Officer Director of Human Resources Head of Legal Services (Joint Legal Services) OPCC Chief Executive (via teleconference) Head of Corporate Development Chief Finance Officer, OPCC Director of Operations, OPCC Head of Communications and Engagement Assistant Chief Constable s Staff Officers OPCC Staff Officer Chief Superintendent FIELDING (Observer via Teleconference) PA to the Chief Constable DCC Vaughan Deputy PCC Chief Officer, Special Constabulary Director of Legal Services OPCC Staff Officer The Chief Constable introduced Sergeant PEARCEY to the meeting who is due to take over from Sergeant MAY as temporary Staff Officer to the Assistant Chief Constable 1. ACTIONS OF MEETING HELD 17 JULY 2017 [FOIA - Open] The actions arising out of the meeting held on 17 July 2017 were updated, the following points were highlighted:- Track of Youth Demographics It was noted that the track had undertaken however it was not the case Action complete. PSC Handbook Overtime Issues The DoHR updated that the Force will implement the Police Support Staff Council handbook in full; however, concern had been raised and checks were to be undertaken with other Forces. After the summer a plan will be put in place to implement going forward. ICT Latest Recruitment Position Recently discussed at the PRISM Board, it was noted that the discussions at this Board did not reflect the actual numbers; a plan to recruit into current vacancies has been implemented. 2. HORIZON SCAN [FOIA Closed under S31 and S36] The Horizon Scan for the week commencing 24 July 2017 was presented by the Head
of Corporate Development and issues of note were highlighted as follows: Corrosive Attacks PCC asked if there was a plan in Dorset to deal with such incidents? There was discussion over the purchase of acid products and whether such purchases were registered in any way. It was noted that there was a need for tactical advice to officers to include a position regarding retailers of chemicals. This would be tasked via the Clinical Commissioning Group. Jewish Attacks in Dorset The ACC reported that Superintendent Noyce looking at issues around the Jewish community nationally. The PCC requested and update on the Jewish Community and Sisterhood prior to a meeting taking place later in the week. 3. COMMUNICATIONS AND ENGAGEMENT DEPARTMENT UPDATE [FOIA - Open] 3.1 The Communications and Engagement Report for the week ending 28 July 2017 was circulated to the meeting for information. The report covered the following topics:- Force Marriage, HBA and FGM: Increased Summer Risk Guy Hedger murder investigation: Woman charged and Crimestoppers Reward Woman Sentenced for brothel-keeping in Bournemouth Emergency Services Family Fun Day The following topics were highlighted for further discussion:- Camp Bestival Engagement A lot of positive remarks about how members of the Force interacted with the public. This has been covered on both the local and national level. Very successful event. This event tested the infra-structure in advance of the Bestival Event being held in September. 4. FOI REQUESTS [FOIA Open] The FoI requests received for 29 th June to 5 th July and 20 th to 26 th July were presented by the Head of Legal Services to the meeting for discussion. The Head of Legal Services highlighted the requests of note for Dorset. The requests were noted and none raised for further discussion. 5. UPDATES FROM FORCE CONTROL BOARD [FOIA Closed under S31(1)(a), S22 and S43(2)] 5.1 Operational Update [FOIA Closed under S31(1)(a)] The ACC reported the following:- 9 Premises have been damaged in Dorchester, the suspect has been arrested and the local business community have been updated. There have been a number of fatal RTC s over the weekend with 6 persons killed in D&C on Devon link road this morning. Alliance FLO s been sent to support. 5.2 People and Leadership Update [FOIA Closed under S22] 5.2.1 Regional Employment Model There were 3 options to consider; however, the option chosen was to use TUPE and a lead Force needs to be identified. There will be a paper which will be circulated to CC s and PCC s in the Region for circulation for the meeting to be held on 13 September 2017.
Register of Training Providers for Apprenticeships There is a National register that the Force need to be on if we wish deliver apprenticeships. The Skills Minister has indicated that registration will not open again in July as they have been flooded by applications from non-levy organisations have sent in applications (over 2000) which create a number of national problems and the College is preparing a response. 5.3 Financial Update 5.3.1 Wimborne Police Station Site and Purchase of Dorset County Council Building [FOIA Closed under S43(2)] The meeting was asked to note that the following recommendations had been agreed by the Police and Crime Commissioner:- (i) The surrender of the lease of the existing Police Station site in return for the agreed proportion of the gross receipt: As reported in January an agreement has been reached with DCC that the OPCC Dorset should receive 35% of the receipt from the sale of the site. This represents 10% in excess of a pro rata division of the site which can be viewed as a premium to reflect the inconvenience to Dorset Police of relocating from the current operational site. Based on the offer from the preferred bidder this would result in a receipt of in the order of 1.435 million. (ii) The acquisition of the freehold interest in the County Council owned site:- Discussions were taking place with DCC about the potential acquisition of an alternative site to provide an appropriate location for the Wimborne based policing teams which will need to be retained in the town. This consists of a building in close proximity to the existing site which would provide sufficient accommodation and facilities for the local policing and response needs and in addition would provide some additional space which could assist in the delivery of the wider estates requirements both in the east of the county and the force as a whole. The estimated total cost of securing and rendering this building appropriate for occupation will be in the order of 600,000. It was AGREED to dispose of the current Wimborne Police Station in conjunction with Dorset County Council and acquire DCC owned accommodation (Pippins) to be brought into operational use. The PCC wished to specifically record his interest in ensuring that this building would be brought up to modern standards and would like to have a further update on the design and refurbishment works both internally and externally. ACO 5.3.2 Award of Police Pensions Contract [FOIA Closed under S43(2)] A report was presented to the meeting which outlined that Police Pensions administration has historically been undertaken by a third party of behalf of Dorset Police; this in line with the vast majority of Forces nationally. The existing contract has been with Capita Employee Benefits Ltd, who also provide a like service to 5 other Forces, including Gloucestershire, Wiltshire and Devon and Cornwall in region. This expires 9 October 2017. It was reported that the performance from Capita has been mixed however, predominantly poor. The report noted steps which had been taken by the Force to address the poor service received.
The options for future provision were provided to the meeting however it was noted that any formal extension to the contract with Capita had been declined on grounds of performance; however a very short term period of transition with data transfer had been negotiated while assessment of other potential providers was undertaken by Regional Procurement by way of a Gate 2 appraisal where it had been apparent that the Kier Group would be the preferred supplier (they already provide scheme administration services to 23 forces); although it was noted that a significant uplift in contract costs was highly probable. The meeting was asked to consider that in being consistent with the recommendation of the South West Procurement Board in their Gate 2 appraisal, the contract for Police Pensions Scheme administration be awarded to Kier for a 4 year contract as follows:- Implementation Costs 27,750.00 Annual Contract Fee 103,783.58 Whole life of contract (4 years) 442,884.32 There was significant discussion around the recommendations of the paper; however the members of JEB accepted that at this stage there was no tangible options available with regard to Capita and supported the recommendation to move to Kier. The ACO provided a brief background together with some of the concerns in terms of the transition which could see difficulties going forward and agreed to ensure police officers and in particular the Federation and Superintendents Association were kept informed of the progress. The ACO also provided update on the requirements of GMP, which was identified as a potential one off cost and that a future report would be brought back to JEB once firm details were available on procurement process and timescales. The use of KIER was AGREED ACO 5.3.3 Budget Planning Process 2018/19 [FOIA Closed under S22] The members of the Joint Executive Board were asked to consider a report which would later be presented to the Independent Audit Committee at its meeting on 1 September 2017, and endorse the outline Dorset Police budget planning process timetable for the financial year 2018/19. The Paper included a specific item relating to potential council tax harmonisation. Alexis Garlick (OPCC Treasurer) asked for detailed assurance around the review of balances, paper setting out the base position as part of the work to be undertaken in September. The remainder of the report was noted. 5.3.4 Financial Impact of Recruitment Options [FOIA Closed under S22] A paper which presented the financial impact of the modelled options to reduce officers numbers back to establishment figures by reductions in recruitment plans was presented to the meeting with 4 different options to consider. The meeting was asked to consider the following RECOMMENDATIONS:- 1. To note the financial impact of the various models of recruitment presented, both on the current year and future years. 2. To agree and implement a preferred option for adjusting recruitment. 3. To agree the future years officer establishment for budgeting is 1,217 FTE.
Chief Officers thanked Nicky ANDERSON and Michael GRAVELLE for producing a comprehensive paper, the preferred option going forward was 4 (to reduce intake cohort to 8) with a caveat that this would constantly be reviewed against both leavers profile and as part of the budget process. 5.3.5 Resource Management June 2017 [FOIA Closed under S22] The report presented provided the financial position for the Force and OPCC as at the end of the first quarter, June 2017. The purpose of the report was to:- 1. Present the first revenue monitoring 2017/18. 2. Report on establishment and employee profiles. 3. To present recommendations for reducing the underlying overspend forecast. 4. Highlight impacts on the Medium Term Financial Strategy and any arising longer term financial risks. RECOMMENDATIONS for Decision:- 1. The contents of the report be noted and measures to address the projected overspend be considered. 2. To agree the following mechanisms for addressing the underlying overspend this financial year which will deliver 1.459m 3. Recognise in revie the funding for the e-commerce word which has now been finalised and has financed staff costs ( 0.959m) 4. Use 0.300m from the Major Operations Reserve to fund a recent major murder investigation. 5. Increase control of overtime and reduce the requirement on the RMU to fill resource gaps in order to reduce expenditure by an estimated 0.200m 6. To plan to reduce officer recruitment to reduce the financial pressures this year and, more critically, in future years (see report under agenda item 5.3.4). This was AGREED wil implementing Option 4 from the report under 5.3.4. 7. To recognise that with the above measures the remaining projected overspend of 0.858m will continue to be closely monitored throughout the year. If further savings are not achieved then this could result in a reduction in general balances. The report presented was discussed at length. The following points were highlighted:- There is a significant variation between the paper presented at the June meeting in comparison to the July paper. The projected overspend of 2.4m was noted. The action to be taken on overtime was endorsed At this stage no agreement was made to transfer any funds from balances or specific reserves. The availability of this was noted but the recommendation was to continue to monitor and use every opportunity to reduce potential overspend and then consider use of reserves at the end of the year. The transfer to revenue of the ecommerce grant in relation to the reimbursement of staff salaries from earlier years was supported, however, the OPCC Chief Finance Officer requested further detail in order to understand the origins of the grant and confirm it was received for revenue funding and identified within the balance sheet. Head of Finance
5.3.6 Dorset Costs for ICCS, STORM, AVAYA and GAZETEER [FOIA Closed under S43(b)] The report presented to the recent PRISM Board updated was presented. The aim of the paper presented was to update on the known costs, at this time, in relation to ICCS, STORM, AVAYA and Gazeteer. The monies currently set aside to cover the costs was 1,500,000 however, it was likely the costs would exceed that at 1723,200. The report was submitted for awareness and due consideration. It was AGREED to go ahead with the acquisition and installation of AVAYA to support the ICCS and STORM. A request was made for further work to be done to understand the costs of the current ICCS and Command and Control infrastructure to off-set the identified ongoing revenue costs. Chief Technology Officer (for tasking by ACO) 6. STRATEGIC PERFORMANCE BOARD UPDATE/URGENT ISSUES [FOIA Open] The Actions for the Strategic Performance Meetings were presented for the information of the meeting. 7. TRANSFORMATIONAL PRISM BOARD/URGENT ISSUES [FOIA Open] DCC NETHERTON presented a report which provided update on the PRISM Portfolio. 8. STRATEGIC ALLIANCE UPDATE/URGENT ISSUES [FOIA Open] No update provided. 9. STANDARDS AND ETHICS BOARD UPDATE/URGENT ISSUES [FOIA Open] The minutes of the Standards and Ethics Board held on 13 June 2017 were presented for the information of the meeting. The content of the minutes were noted. 10. EQUALITY AND CONFIDENCE UPDATE/URGENT ISSUES [FOIA Open] The summary of actions arising out of the Equality and Confidence Board were circulated for the information of the meeting. 11. CONSIDERATION OF STRATEGIC DIRECTON AND FORCE PRIORITIES [FOIA Open] No change. 12. OPCC SCRUTINY PANELS ) [FOIA Open] 12.1 No panel meetings minutes were presented. 13. PCC CHALLENGE ) [FOIA Open] A matrix indicating the PCC Questions, Challenges and Issues and Letters was circulated to the meeting for information. The Matrix indicated where the question/challenge/letter was received; the date last updated and its status. The OPCC Chief Executive ran through the challenges contained on the matrix and the
following points were raised:- FOIA - Open Action Fraud this Challenge has been closed. 16. PCC ISSUES FROM THE PUBLIC (STANDING ITEM) [FOIA Open] No issues raised. 17. ANY OTHER BUSINESS [FOIA Open except 17.1 Closed under S43(2)] 17.1 Ferndown Site Disposal Option Update [FOIA Closed under S43(2) A report was presented which provided information on the original 3 options put forward in September 2014 and noted that it was, at that time, agreed for disposal of the whole site. It was noted that in 2017, from a strategic perspective and a business requirement that requirements have changed and as such the Board was requested to support the option of disposal of the South site, whilst retaining the North site comprising of the Administrative Building for a period in line with the outcomes of the estates strategy which is currently under review. The paper was AGREED by the meeting however, concern was expressed regarding residual parking and whilst the decision was approved to dispose of the south side and maintain the north, there was a request for analysis of what parking would be available, how it will be allocated and what, if any, residual issues this may present Head of Estates (for tasking via ACO) 17.2 Use of Force The PCC was feeling under prepared; the Force has given an expectation that stats will be published; however, the stats are not available. He thought that terminology and wording will not be understood by the public. The PCC requested to pause on release and if possible provide an Alliance publication. The PCC will speak to Alison Hernandez about a joint publication.