Archived decisions

AT A MEETING of the HAMPSHIRE POLICE AUTHORITY held at The Castle, Winchester on Tuesday 25 September 2001.

PRESENT:

Councillor S.A. Hayes (Chairman); Mrs R. Atkinson; Mr M.J. Attenborough-Cox; Mrs C. Barratt; Mrs L. Cawsey, JP; Councillor A.P. Collett; Councillor D. Gillett; Mrs J. Griffin, JP; Mr R.J. Gully; Councillor P.A. Heath; Mr G.M. King, JP; Councillor P. Mason; Mr R. Palmer; Councillor Mrs J. Rayment; Councillor Mrs M. Snaith.

Also present: Mr P.C.B. Robertson (Clerk), Mr P. Kernaghan (Chief Constable), Mr J.C. Pittam (Treasurer), Mr I.R. Readhead (Deputy Chief Constable), Mr M. Coombes (Director of Finance), Chief Supt. G. Stogdon (Corporate Services), Ms J. Bodman (Corporate Services), Mr G. Ford (Performance Review Manager), Mrs M. Boyes, Miss S. Jackson, Ms C. Vagg (Clerk's office).

497. CHAIRMAN'S REPORT

    (a) Recent Terrorist Atrocities in America and the Death of Sir John
    Hoddinott

    The Chairman referred to the appalling terrorist atrocities which had occurred in the United States of America on 11 September resulting in such a tragic loss of life and a threat to world peace.

    He also referred to the recent sudden death of Sir John Hoddinott, CBE, Chief Constable of the Hampshire Constabulary from 1988 until his retirement in September 1999.

    The Chairman informed the Authority that Sir John had been a leading police officer of his generation and responsible for introducing innovative policing in Hampshire and the Isle of Wight.

    The meeting stood in silent tribute as a mark of respect for both of these events.

    (b) Mr R. Palmer

    The Chairman welcomed Mr R. Palmer who was attending his first meeting as a member of the Authority.

498. PRESENTATION OF THE HAMPSHIRE POLICE AUTHORITY CRIME PREVENTION AWARD

Prior to the commencement of the formal proceedings of the Authority, the Chairman of the Crime Prevention Panel presented the Authority's Crime Prevention Award to Chief Inspector Mark Pontin in recognition of his outstanding commitment to young people in Hampshire and the Isle of Wight through his involvement with the Challenge and Adventure Project on the Isle of Wight, his contribution to the introduction of the "Get Real" and "Getting it Right" Programmes, and the introduction of the Rock Challenge event for secondary school children in the two Counties.

Chief Inspector Pontin thanked the Authority and the Constabulary for their support of his work which aimed to ensure that young people, no matter what their background, had the opportunity to fulfil their potential in a life, free of crime.

499. MINUTES

    (a) Full Authority

    The Minutes of the meeting of the Authority held on 17 July 2001 were confirmed as a correct record and signed by the Chairman subject, in Minute 482 (e), to the substitution of the words "County Council" for "Police Authority" in the fifth line of that Minute.

    Matters arising:

      (a) Minute 480(c) - Public Consultation: MORI Focus Group Proposal

      The Clerk indicated that this report would now be presented to the meeting of the Authority in November.

      (b) Minute 482(iii) - Community Affairs Steering Group

      The name of Mr R. Palmer was substituted for the name of Mrs R. Atkinson in the membership of the Community Affairs Steering Group.

      (c) Minute 482(vi) - Financial Affairs Panel

      Mr R. Palmer was appointed to fill the vacancy on the Financial Affairs Panel.

    (b) Councillor and Magistrates Only

    The Minutes of the meeting of the Councillor and Magistrate Members of the Authority held on 18 September 2001 were received and noted.

500. STANDARDS COMMITTEES - APPOINTMENTS AND PROCEDURES

The Authority considered a report of the Clerk (Item 3 in the Minute Book) on the requirement, under the Local Government Act 2000, for the Authority to establish a Standards Committee to:-

      (i) Advise Authorities on the adoption of the Code of Conduct for its members;

      (ii) Provide advice and training to members in relation to the Code;

      (iii) Help raise awareness of ethical and conduct issues in Authorities.

      The report made proposals for the size of the Standards Committee and suggested that a Selection Panel was established to deal with the process of appointing the two external Independent Members of the Standards Committee.

      Arising from discussion, the Authority considered the need for a police check on potential applicants and Members considered that this should apply, not only to candidates for those positions, but to all Members of the Authority who should be seen to be setting the standards in this area. The Chief Constable and the Clerk undertook to prepare a paper on this matter for consideration at a future meeting.

      RESOLVED:

      (a) That a Standards Committee of 7 Members comprising
      1 Independent Authority Member, 3 Councillor Members, 1 Magistrate Member and 2 external Independent Members be appointed as follows:-

      Mrs C. Barratt
      Councillor A. Collett
      Mr G.M. King JP
      Councillor Mrs J. Rayment
      Councillor Mrs M. Snaith
      External Independent Members (2 to be appointed)

      (b) That arrangements be put in hand to advertise the two vacancies for external Independent Members.

      (c) That a Selection Panel of 3 Police Authority Members comprising 1 Independent Authority Member, 1 Councillor and 1 Magistrate be appointed to select and recommend the name of the 2 external Independent Members to the Authority for approval as follows:

      Councillor S.A. Hayes
      Mrs J. Griffin, JP
      Mr R.J. Gully

      (d) That the draft Terms of Reference for the Standards Committee be presented to a future meeting of the Authority for approval.

      (e) That a report on the Police vetting of Members of the Authority be submitted to a future meeting of the Authority.

501. POLICE AUTHORITY'S 2002/03 PRECEPT NOTICE AND ANNUAL POLICING PLAN

The Authority considered a report of the Clerk (Item 4 in the Minute Book) which proposed a process for managing the production of the Police Authority's 2002/03 Precept Notice and Annual Policing Plan.

RESOLVED:

    (a) That the Chairman of the Community Affairs Steering Group and Councillor Mrs M. Snaith together with the Chairman of the Best Value Performance and Management Panel and Mrs R. Atkinson be appointed to form a joint working group to approve the content and amendments to drafts of the 2002/03 Precept Notice, Annual Policing Plan and Best Value Performance Plan.

    (b) That the final drafts of those documents be presented to a joint meeting of the Community Affairs Steering Group and the Best Value and Performance Management Panel prior to being recommended to the full Authority for approval.

502. MEDIA AND COMMUNICATIONS FOR HAMPSHIRE POLICE AUTHORITY - UPDATE

The Authority considered a report of the Clerk (Item 5 in the Minute Book) which updated Members on developments in the Authority's media and communications function and set out a revised Communications Strategy.

The Clerk reminded Members that a wider review of consultation was ongoing which was looking at various approaches including the use of MORI. A final view would be sought from the Community Affairs Steering Group before a report was presented to the Authority in November.

The Media Services Officer highlighted key aspects of the report and Members particularly supported the greater use of local radio as a means of communicating with the public. The Chairman also reported that the Chief Constable had invited the Authority to attend his annual meeting with editors in order to raise the Authority's own profile.

RESOLVED:

    (a) That the report be noted.

    (b) That the Appendix to the report be approved as the Communications Strategy for the Police Authority for the coming year subject to the deletion of the words "where possible" in line 1 of paragraph 8 on page 3 of the document.

    (c) That the continuation of the media priorities for 2001/02 be agreed.

    (d) That the Community Affairs Steering Group be responsible for public surveys undertaken both by the Authority and by an external agency.

503. CONSULTATION ON SENTENCING REFORM

The Authority considered a report of the Clerk (Item 6 in the Minute Book) which set out the findings of the Review of the Sentencing Framework for England which had been announced on 16 May 2000. The Review was tasked with considering what principles should guide sentencing decisions and what types of disposal should be made available to the Courts so as to reduce re-offending more effectively. Before the Government formulated and announced its own views, the Home Secretary had sought a wide and public debate about sentencing and, in particular, views on a number of questions.

Members noted that, although the consultation was on questions around which the Home Secretary wanted public consultation to take place, many of the issues were very significant and required a much more detailed debate than had been possible since the report had been published in July. In this respect, Members asked for such matters to be presented to the Authority at an earlier stage, wherever possible, in order for informed views to be prepared.

Members then considered the report in detail and made specific reference to aspects of the report which required further clarification. In particular, Members felt that it should be possible for those sentencing to articulate a specific sentence, e.g. of imprisonment, for a set period, capable of being reduced on the satisfaction of clear conditions expressed openly at the time sentence was pronounced, with failure to satisfy those conditions resulting in the full sentence being served. It was considered crucially important, if public confidence was to be restored, for the sentence to be unequivocal and transparent so that if, for example, a period in prison was to be reduced subject to conditions this was expressed in simple, easily understood terms together with the consequences of non-compliance.

In addition, in relation to non-custodial sentences, the Authority expressed the need for rehabilitation programmes for offenders to be more flexible and that where, rehabilitation was included as part of the sentence, that this was appropriate and had regard to different types of offenders, their backgrounds, ethnicity, etc.

In conclusion, the Authority considered that proper resourcing would be essential to make the revised arrangements work if they were implemented. It was also felt that arrangements should be made for obtaining the views of offenders themselves in the consultation process. The Clerk undertook to forward these comments to the Home Office direct and to the Association of Police Authorities for inclusion in their corporate response to the consultation document.

RESOLVED:

That the comments set out in the paper, as revised, be forwarded to the Home Office as the Authority's response to the consultation paper on the Report of the Review of the Sentencing Framework entitled "Making Punishments Work", with a copy to the Association of Police Authorities.

504. HAMPSHIRE INDEPENDENT CUSTODY VISITING SCHEME

    (a) Home Office Circular 15/2001 - Revised Guidelines

    The Authority considered a report of the Clerk (Item 7(a) in the Minute Book) which reviewed the operation of the Hampshire Lay Visiting Scheme in the light of Home Office Circular 15/2001 which contained revised guidelines in relation to the organisation of such schemes.

    Members noted that the guidance confirmed the change of name from "Lay Visiting" to "Independent Custody Visiting" and reiterated that, whilst the Home Office provided central guidance on how Independent Custody Visiting should be organised and carried out, responsibility for delivery lay with Police Authorities working in consultation with police forces.

    The report highlighted the key implications of the new guidance which, in many cases, was already in operation in the Hampshire Scheme. Whilst the guidance did not impact directly on the custody visiting process itself, the administrative arrangements supporting the Scheme would need to be revised accordingly. The Scheme Administrator referred to the areas which would require revision and indicated that these would be implemented in consultation with the Panel Convenors and the Police, where appropriate.

    RESOLVED:

      (i) That the Independent Custody Visiting Scheme be revised in the light of Home Office Circular 15/2001 and the recommendations contained in the report, and that a copy be circulated to all Independent Custody Visitors in due course.

      (ii) That Police Authority Members and Magistrates continue to be allowed to act as Independent Custody Visitors.

    (b) Operation of the Scheme - January to June 2001

    The Authority considered a report of the Clerk (Item 7(b) in the Minute Book) which reviewed the progress of the Hampshire Independent Custody Visiting Scheme for the period January to June 2001 and attached as Appendices the six monthly progress reports from the four Panel Convenors.

    Members expressed their appreciation of the professionalism demonstrated by Custody Visitors during the course of their work which contributed to the integrity and effectiveness of the Scheme. It was also hoped that one of the Panel Convenors might attend a future meeting of the Authority to present their report in person.

    RESOLVED:

      (i) That the report be noted.

      (ii) That Independent Custody Visitors be thanked for continuing to ensure the high standards of the Hampshire Scheme.

505. POLICE AND SUPPORT STAFF STRENGTH

The Authority considered a report of the Chief Constable (Item 8 in the Minute Book) which set out police strength against budgeted strength at 31 July 2001.

The Chief Constable referred to his staff who were in New York performing the role of Family Liaison Officers within the Family Liaison Centre which had been set up by the Foreign and Commonwealth Office to assist families from the two counties who had been bereaved in the recent terrorist atrocities.

RESOLVED:

That the report be noted.

506. PERFORMANCE INDICATORS - FIRST QUARTER REPORT

The Authority considered a report of the Chief Constable (Item 9 in the Minute Book) on the progress of the Authority's Performance Indicators incorporating Best Value Indicators for the period April to June 2001.

The Deputy Chief Constable updated the Authority with regard to the impact of "silent" 999 calls, 95% of which were activated accidentally on the same make of mobile phone.

He indicated that a system to screen out these calls in the Metropolitan area had been successful and would be available nationally from 1 October. However, this did not address the problem of the call having to be answered in the first place which would continue to affect the ability of the Force to meet its target of answering 90% of 999 calls within 10 seconds.

The Authority was pleased to note the efforts made by the Force to meet its target of 1.3% ethnic minority strength. Although the figure currently stood at 1.14%, Members acknowledged the significant progress which was being made in this area and noted the comment of Her Majesty's Inspector of Constabulary which stated that Hampshire was the only Force which was on line to meet its target based on 1991 census figures.

RESOLVED:

That the report be noted.

507. YOUTH JUSTICE AND CRIMINAL EVIDENCE ACT 1999

The Authority considered a report of the Chief Constable (Item 10 in the Minute Book) which provided a brief overview on the arrangements to address the requirements of the Youth Justice and Criminal Evidence Act 1999 to respond to a significant increase in the present criteria for video interview to include young persons between the ages of 14 and 18 and adults considered to be vulnerable. It was noted that the Act would cover both victims and witnesses for interview by video.

RESOLVED:

That the report be noted.

508. POLICE NATIONAL COMPUTER DATA QUALITY

The Authority considered a report of the Chief Constable (Item 11 in the Minute Book) on the Hampshire Constabulary's position with regard to the national issues surrounding Police National Computer (PNC) Data Quality. This had been raised due to concerns highlighted by the Information Commissioner following publication of the HMIC Thematic Inspection "On the Record" which included the Police National Computer and Data Quality. The report had identified that there had been little improvement in PNC (Phoenix) data quality since 1998, when the Police Research Group had published a critical report on the same subject and had recommended immediate action.

Members noted that, in order to evaluate the performance of Forces, an inspection progress had been agreed with HMIC, which commenced on Sunday 1 April, 2001 and had continued until Friday 31 August, 2001.

The Deputy Chief Constable referred to the position in Hampshire where an Action Plan had been implemented in order to demonstrate tangible improvement by 31 August. This project was led by the Assistant Chief Constable (Specialist Operations) together with a project board created to manage the process, consisting of representatives from the key business areas of the Force. He indicated that resources had been allocated to clear identified backlogs within a three month period and a short-term solution established to ensure that once an individual had been charged or reported their details were entered onto PNC within 24 hours.

Members noted that the long-term solution to this problem was an interface between the Prisoner Management System and the Police National Computer so that arrest details could be provided at the point of charge with the effect being that the PNC record would be created within 1 day. It was hoped that this new procedure would be in place by the end of September, 2001, at the latest.

Members were pleased to learn that, throughout the Inspection process, Hampshire had maintained a consistent pattern of improvement for both arrest/summons creation and reduction in impending prosecutions. However, Members were concerned to learn that responsibility for PNC data entry lay with the Courts Service and not the police. In this respect, the Authority agreed that a letter should be sent to the Home Secretary drawing his attention to this fact and seeking an indication of when the Courts are likely to assume their duties in this area.

RESOLVED:

    (a) That the Authority notes:-

      (i) The progress achieved by central monitoring of concerns around PNC Data Quality.

      (ii) That a focused working group, under the chairmanship of Assistant Chief Constable (Specialist Operations), was currently reviewing management structures, and business processes, the aim of the group being to produce a long-term strategy to ensure that the Force has a comprehensive plan to address PNC Data Quality issues.

    (b) That the review to be undertaken at (a)(ii) above, be supported.

509. POLICE AND COMMUNITY LIAISON GROUPS

The Authority considered a report of the Clerk (Item 12 in the Minute Book) on various matters relating to Police and Community Liaison Groups.

Members were pleased to note that the Constabulary's Exhibition Bus had been particularly successful when used at a recent consultation event in Havant and Gosport Town Centres but asked that consideration be given to the provision of lighting to improve daytime visibility.

RESOLVED:

That the report be noted.

510. APPOINTMENT OF MEMBERS TO ATTEND CONFERENCES/MEETINGS OF OUTSIDE BODIES

    (a) Ongoing Implications of the Human Rights Act for Police and Police Authorities - 12 July, 2001

    RESOLVED:

    That the attendance of Mr. G.M. King JP and Miss S. Jackson at a conference on the ongoing implications of the Human Rights Act held in London on 12th July, 2001 be approved.

    (b) Launch of the Youth Justice Board's Annual Review - 16 July, 2001

    RESOLVED:

    That the attendance of Mr. R.J. Gully at the launch of the Youth Justice Board's Annual Review held in London on 16 July, 2001 be approved.

    (c) NCIS and NCS : National Consultation with ACPO and the APA - 20 July, 2001

    RESOLVED:

    That the attendance of Mr. M.J. Attenborough-Cox at a national consultative meeting of NCIS and NCS held in London on 20 July, 2001 be approved.

    (d) Launch of the Gender Agenda - 21 August, 2001

    RESOLVED:

    That the attendance of Mr. G.M. King JP at the launch of the Gender Agenda Conference in Birmingham on 21 August, 2001 be approved.

    (e) PITO/ACPO/APA/IT Directors : IM Quartet Conference, Nottingham - 18/20 September, 2001

    RESOLVED:

    That the attendance of Mr. M.J. Attenborough-Cox at a conference on the development of ICT for the Police Service held in Nottingham from 18-20 September, 2001 be approved.

    (f) Crime and the Impact on Rural Communities, Isle of Wight - 17, 18 and 19 October, 2001

    RESOLVED:

    That the attendance of Mrs. J Griffin JP, Mr. R.J. Gully, and Councillor D. Knowles at a conference organised by the Isle of Wight Community Safety Partnership on crime and the impact on rural communities to be held in Ryde on 17, 18 and 19 October, 2001 be approved.

    (g) APA Seminar - "People Matters" - 23 October, 2001

    RESOLVED:

    That the attendance of Mrs. R. Atkinson, Councillor S. Hayes, Councillor P. Heath and Mr. G.M. King JP at an APA conference "People Matters" to be held in London on 23 October, 2001 be approved.

511. REPORTS FROM MEMBERS/OFFICERS ATTENDING CONFERENCES/ MEETINGS OF OUTSIDE BODIES

    (a) RESOLVED:

    That a report from Mr. G.M. King JP and Miss S. Jackson on their attendance at a conference on the ongoing implications of the Human Rights Act held in London on 12 July, 2001 be received and noted (Item 14(a) in the Minute Book).

    (b) RESOLVED:

    That a report from Mr. G.M. King JP on his attendance at a conference on the launch of the Gender Agenda held in Birmingham on 21 August, 2001 be received and noted (Item 14(b) in the Minute Book).

512. MINUTES OF THE MEETING OF THE CRIME PREVENTION PANEL

RESOLVED:

That the Minutes of the meeting of the Crime Prevention Panel held on 26 July, 2001 be received (Item 15 in the Minute Book).

513. NOTES OF THE MEETING OF THE COMMUNITY AFFAIRS STEERING GROUP

RESOLVED:

That the notes of the meeting of the Community Affairs Steering Group held on 30 July, 2001 be received (Item 16 in the Minute Book)

514. MINUTES OF THE PERSONNEL PANEL

    (a) Meeting held on 31 July, 2001

    RESOLVED:

    That the Minutes of the meeting of the Personnel Panel held on 31 July, 2001 be received (Item 17(a) in the Minute Book).

    (b) Meeting held on 11 September, 2001

    RESOLVED:

    That the Minutes of the meeting of the Personnel Panel held on 11 September, 2001 be received (Item 17(b) in the Minute Book).

515. MINUTES OF THE MEETING OF THE FINANCIAL AFFAIRS PANEL

RESOLVED:

That the Minutes of the meeting of the Financial Affairs Panel held on 14 September, 2001 be received and, where necessary, adopted.

With reference to Minute 143, the Chairman of the Panel indicated that this would need amending to reflect more accurately the discussion at the meeting when Members had agreed to seek the approval of the Authority to the establishment of a Contract Review Group, to monitor and review contracts approved by the Authority as part of the Capital Programme. In addition, this Minute needed to refer to the fact that a further report had been requested for presentation at the Panel's October meeting on matters related to the additional expenditure for the refurbishment of Basingstoke Police Station.

516. MINUTES OF THE BEST VALUE AND PERFORMANCE MANAGEMENT PANEL

RESOLVED:

That the Minutes of the meeting of the Best Value and Performance Management Panel held on 17 September, 2001 be received (Item 19 in the Minute Book).

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