Archived decisions
AT A MEETING of the HAMPSHIRE POLICE AUTHORITY held at the Southern Support and Training Headquarters, Netley on Tuesday 26 November, 2002
PRESENT:
Councillor S.A. Hayes (Chairman); Mrs. R. Atkinson; Mr. M.J. Attenborough-Cox;
Mrs. C. Barratt; Councillor A.P. Collett; Councillor J. Fazackarley; Councillor D. Gillett;
Mrs. J. Griffin JP; Mr. R.J. Gully; Mr. G.M. King JP; Councillor D. Knowles; Councillor P. Mason; Mr. R. Palmer; Councillor Mrs. M. Snaith.
Also present: Mr. P.C.B. Robertson (Clerk); Mr. P.R. Kernaghan (Chief Constable); Mr. I.R. Readhead (Deputy Chief Constable); Mr. J. Pittam (Treasurer); Mr. M. Coombes (Director of Finance); Mr C. Smith (Assistant Chief Constable, Specialist Operations); Mr. R. Horobin (Head of Media Services); Inspector J. Malley; Chief Inspector M. Cooper; Chief Supt. G. Stogdon; Ms. J. Simms (Corporate Services); Ms. S. Jackson; Mrs. M. Boyes (Clerk's office).
635 APOLOGIES
Apologies were received from Mrs L. Cawsey JP, Councillor P. Heath, and Councillor Mrs J. Rayment.
636 MINUTES
The Minutes of the meeting of the Authority held on 24 September, 2002 were confirmed as a correct record and signed by the Chairman.
Matters arising:
Minute 619 - Hampshire Police Authority
The Director of Finance reported orally on the broad costs and implications of changing the name of the Authority and the Constabulary. He indicated that for outward-facing items alone e.g. signs, uniforms, etc., the cost was likely to be in the region of £200,000. This figure did not include the costs associated with changing the Constabulary crest.
Members noted the position and agreed that, at this stage, no further action should be taken with regard to changing the name of the Authority and the Constabulary.
Minute 624 - Performance of Call Management Division
It was noted that the Authority had not yet received an analysis of the percentage of calls which were not answered in time by the switchboard, Control Room, and the Force Enquiry Centre and the Chief Constable undertook to provide this information as soon as possible.
637 CHAIRMAN'S REPORT
(a) Informal Session of Authority
The Chairman informed Members that, after the lunch break, there would be a presentation in the informal session by Inspector A. Bottomley with regard to the Force's weapon capability which would be followed by a practical demonstration in the Weapons Department. Members would also have an opportunity to visit the joint control room with the Fire Service.
(b) Meeting with John Denham MP
The Chairman referred to a recent meeting of all Chairmen of Police Authorities held in London with John Denham MP which he had attended. He indicated that, in general, nothing new had emerged but that Mr Denham had confirmed that funding for Community Safety Officers would be on a tapering basis for three years following which Authorities would be entirely responsible for their funding.
(c) National Policing Plan
The Chairman indicated that he would be writing to the Chairman of the Association of Police Authorities (APA), Mrs Ruth Henig, following her recent press releases and media interviews in praise of the National Policing Plan launched by the Home Secretary at the APA Conference in Harrogate. He indicated that, as was the case in Hampshire, not all Police Authorities were in complete support of the National Policing Plan which had been the impression given by Mrs Henig.
Members agreed that the Authority should continue to make its views known independently to the Home Office as well as through the APA.
The Chief Constable also informed the Authority of the view of the Association of Chief Police Officers which was that the National Policing Plan restricted local aspirations and was too full of priorities to be a meaningful document. Nonetheless, the Police Service would endeavour to deliver its aims and objectives.
(d) Independent Police Complaints Commission - Consultation Period
The Chairman indicated that an extensive consultation process on the Independent Police Complaints Commission (IPCC) would commence in January 2003 and that the Authority should be in a position to make a considered and constructive response.
(e) Future Funding for Police Authorities
The Chairman referred to information provided by John Denham MP at the recent meeting with all Police Authority Chairmen in relation to future funding for Police Authorities which indicated that Authorities could expect a small overall increase in their budgets over the next three years but there was no acceptance that what the Government might choose as its national priorities would necessarily accord with local needs or that the budget would be increased in real terms for all authorities.
(f) The National Fire Strike
The Assistant Chief Constable (Specialist Operations) reported on the Police response to the recent two day fire strike and the current position on day five of the second strike. He informed Members that the joint control centre located in Vickery Building, Netley was working well and had attracted praise from senior armed forces and fire personnel for the way in which it was handling the situation. He reported that there had been an efficient response to all reported incidents and that retained fire-fighters were coping well. In addition, striking fire-fighters had, on occasions, left picket lines where there was a perceived threat to life. He emphasised that the Police commitment to escort green goddesses deployed in the two counties had been fulfilled.
Members noted the position.
638 THE FULBRIGHT POLICE SCHOLARSHIP 2001/02 - PRESENTATION BY CHIEF INSPECTOR P. BRIGHT
Chief Inspector P. Bright delivered a presentation on his experience of the Fulbright Police Scholarship 2001/02 which had involved a period of study in North Carolina for three months from January 2002 during which he conducted research into domestic violence and the use of family group conferences. A copy of his published report on the research had been circulated to Members separately for information.
Chief Inspector Bright outlined how the work he had carried out was being progressed through meetings with ACPO and other Police Forces and he referred, in particular, to his involvement with the Dove Project in Basingstoke which was running family group conferences in domestic violence circumstances. In this respect, he indicated that the project was now being evaluated and a report would be ready in April upon which he would be happy to report further to the Authority in due course.
Members discussed the approach to domestic violence in general and they thanked Chief Inspector Bright for his informative and helpful presentation.
639 APPOINTMENT OF INDEPENDENT MEMBERS
The Authority considered a report of the Clerk (Item 5 in the Minute Book) on the selection process for the three forthcoming vacancies amongst the independent membership of the Authority from 31 March 2003.
Members noted that the independent Selection Panel had approved the advertisement for new independent members and would consider the applications received and decide the long list for submission to the Home Secretary at a meeting in December. Following the receipt of the short list from the Home Secretary, interviews would be held in early February 2003 with appointments being confirmed by the Councillor and Magistrate Members at the meeting of the Authority on 18 February.
The Clerk indicated that it was now necessary to appoint a Panel of Members to interview the short-listed candidates for the three vacancies and it was suggested that this should comprise the Chairman and Vice-Chairman, together with one Magistrate, one Labour and one Liberal Democrat Member.
RESOLVED:
(a) That the position be noted.
(b) That a Panel comprising the Chairman and Vice-Chairman together with Mrs Griffin JP, Councillor J. Fazackarley and one Liberal Democrat Member to be nominated, be appointed to interview the short-listed candidates for the three forthcoming vacancies for independent Members on the Hampshire Police Authority.
640 POLICE AND SUPPORT STAFF STRENGTH
The Authority considered a report of the Chief Constable (Item 6 in the Minute Book) showing police and support staff strength and availability against budgeted strength as at 31 October 2002.
Members noted that, as previously reported, a potential 166 Crime Fighting Fund (CFF) officers had been allocated to Hampshire by the Home Office for 2002/03. The Chief Constable reported that the actual number achieved would depend upon recruitment levels but that the current forecast for recruitment was very encouraging. It was likely that the Force would be up to full strength, including all CFF posts, by the end of November this year. The Chief Constable also commented upon the distribution of ranks above sergeant level against budgeted strength and undertook to provide more detailed information on the organisation of support posts in terms of the percentage of staff in management ranks. He also agreed to check the position with regard to the position of UNISON in relation to their preference for the term "police staff" rather than "support staff".
In response to questions from Members in relation to the length of overseas secondments, the Chief Constable explained that officers were normally posted overseas for a period of one year to either Bosnia or to a police training facility in Kosovo. He expected the national commitment to sending officers overseas to taper over the next twelve months with the profile of officers changing to more senior ranks seconded in an advisory capacity. Members commended the work carried out by officers overseas, not just from a humanitarian point of view, but because the work that they do helps to create more stable societies in those countries.
RESOLVED:
That the report be noted.
641 PERFORMANCE INDICATORS - SECOND QUARTER REPORT - JULY TO SEPTEMBER 2002
The Authority received the second quarter report on the progress of the 2002/03 Annual Policing Plan (Item 7 in the Minute Book).
The Chief Constable outlined the report and drew particular attention to the welcome data in respect of house burglary crimes which were down by 4% and the increased detection rates for vehicle crime. Most notably, however, was the improvement in the number of 999 calls answered within 10 seconds which, having fallen to under 70% at this time last year, had risen to 88.9% in the first six months of 2002/03. Less encouraging were the numbers of fatal/serious road traffic collisions which were showing a return to 2000/01 levels and the increase in vehicle crimes.
Members referred to aspects of the report including the need for clearer diagrammatical information in relation to complaints. Whilst Members welcomed the achievement of the Force in increasing the number of 999 calls answered within 10 seconds, they expressed concern about the rise in the numbers of fatal/serious road traffic collisions. The Chief Constable explained that there appeared to be no pattern emerging or clear indications of why this situation had occurred but he assured the Authority that his officers would continue to target people who were unfit to drive as a result of drinking or taking drugs and excess speed.
RESOLVED:
That the report be noted.
642 STRATEGIC AND ANNUAL POLICING PLANS
The Authority considered a report of the Clerk and the Chief Constable (Item 8 in the Minute Book) on the Authority's Strategic and Annual Policing Plans.
Members noted that, although guidance was limited, early indications suggested that the Authority's three-year Strategy would need to be submitted to the Home Secretary for consideration and that, as this was the key document which determined the content and direction of the Annual Policing Plan, it seemed sensible that the Strategy should be submitted to the Home Secretary in final draft format prior to approval of the Annual Policing Plan. In order to fit in with the deadlines for the Annual Plan the draft Strategy would need to be submitted in mid-December 2002 although there was no indication of when, or even whether, the Authority would receive a response. It was, therefore, proposed that whilst clearly all Members needed to be consulted over the development of the Strategy, in order to meet the exceptionally tight deadlines, delegated authority for final approval of the draft, which would be sent to the Home Secretary, should be given to the Clerk, in consultation with the Annual Policing Plan Working Group, and the Chairman of the Authority.
The Authority, however, felt that all Members should have the opportunity to contribute to such a fundamentally important document and that, in addition, it would be impossible to determine priorities without having details of the budget settlement which would not be known until January 2003. Consequently, Members supported the proposal of the Chief Constable, that a letter should be sent to the Home Office indicating that, pending the grant settlement announcement, and with a view to ensuring a professional approach to the production of the Strategy, it would be helpful to know how long the Home Office required to consider and deliver a response on the draft document.
RESOLVED:
(a) That the likely tight deadlines for this year's planning process be noted.
(b) That authority for final approval of the draft Strategy (for forwarding to the Home Secretary) be delegated to the Clerk, in consultation with the Annual Policing Plan Working Group and the Chairman.
(c) That a letter be sent to the Home Office on the lines outlined above.
643 RESULTS OF CONSULTATION 2002
The Authority considered a report of the Clerk (Item 9 in the Minute Book) on the results of the new consultation arrangements in 2002.
Members were reminded that, following comments made by the District Auditor, it had reviewed its consultation arrangements and set an objective in its 2002/03 Annual Policing Plan stating its intention to consult effectively. In order for this effectiveness to be measured and for the results to inform future policing priorities, the new Core Groups had been asked to provide detailed information on their consultation outcomes and processes. These findings had been reported in detail to the meeting of the Community Affairs Steering Group held on 29 October 2002.
The report now before the Authority provided an overview of those findings and made recommendations for future consultation. In addition, it provided results of the analysis of Police Authority questionnaires which had been distributed by Core Groups at events throughout the spring/summer. Members noted that this analysis showed that the results were the same as for the past three years with the top topics of concern remaining as police visibility, youth nuisance, and graffiti.
In particular, Members had regard to the need to build in improved control and closer monitoring of budgets for approved consultation programmes whilst enabling good quality consultation. Members noted that, whilst the cost of consultation for the year was expected to be in the region of £33,000, this appeared not to be excessive when compared with a sample of other Authorities. Various approaches to managing the consultation budget were then discussed, including the allocation of budgets to individual core groups.
The Authority acknowledged the effort contributed by its staff to ensure the success of the new arrangements, particularly when coping with some of the inevitable teething problems which arose during the year. There was general agreement that the quality and breath of consultation had significantly improved in the last year and it was important to determine an appropriate budget in order to build upon this work. In this respect, it was also important to acknowledge the contribution of both the Core Group Administrators and the Local Authority Community Safety Officers. Members acknowledged that much had been learnt during this first year of the new arrangements and, whilst the end results might have been the same, the messages had been received from a more diverse range of people. It was recognised that the importance of good quality consultation providing qualitative data was paramount and there was a need to build upon the outcomes of the past year and balance good consultation with a pre-determined budget.
RESOLVED:
(a) That the feedback on consultation outcomes from Core Groups and questionnaire analysis be noted.
(b) That the setting of clear measurable objectives for consultation for the Annual Policing Plan 2003/04 be delegated to the joint meeting of the Community Affairs Steering Group and the Best Value and Performance Management Panel to be held on 5 December 2002.
(c) That Core Groups include full detailed costings within their proposed consultation programmes which are submitted to the Authority for approval each year.
(d) That consultation be limited throughout the winter this year, and that Core Groups concentrate on preparing their proposals and detailed costs for next year to be submitted to the Authority by the end of January 2003.
(e) That, from 2003/04, consultation periods run in line with the financial year of the Authority from April to March to allow consultation to run through the winter months.
(f) That the areas covered by Core Group Administrators be reviewed.
(g) That any further bids for consultation during the current financial year be submitted to the Authority's office for consideration by the Chairman of the Authority and the Chairmen of the Financial Affairs Panel and the Community Affairs Steering Group.
644 LOCAL PERFORMANCE MANAGEMENT ARRANGEMENTS FOR MEMBERS
The Authority considered a report of the Clerk (Item 10 in the Minute Book) which proposed the establishment of a working group to formulate local performance management arrangements for Members.
Pending the introduction of such arrangements, Members agreed to continue to submit a monthly application for allowances form which enables them to be reimbursed for any necessary expenditure that may have been incurred for travel and subsistence. It was noted that this form also served as a record of time spent by Members on Police Authority business, including travel and preparation time. In addition, it provided a record of Members' attendance at meetings of outside bodies. It was agreed that, until a performance management framework had been agreed and implemented, this practice should continue with forms being submitted on a regular basis and, in any event, no more than three months in arrears.
RESOLVED:
(a) That a Members' Performance Management Working Group comprising the Chairman of the Authority together with Mr M.J. Attenborough-Cox, Councillor A. Collett, Councillor J. Fazackarley, Mr R. Palmer and Councillor Mrs M. Snaith be appointed to consider formulating local performance management arrangements for Members.
(b) That, Members continue to submit application for allowances forms to record time spent on Police Authority business, regardless of whether travel and subsistence is being claimed.
645 POLICE AUTHORITY MEMBERS' TRAVEL AND SUBSISTENCE ALLOWANCES 2003/04
The Authority considered a report of the Clerk (Item 11 in the Minute Book) which proposed local travel and subsistence allowances for Members.
Members supported the key conclusions of the Independent Panel established by the Association of Police Authorities to undertake a review of local police authority schemes and agreed that these should be included within the Authority's own scheme to come in effect on 1 December 2002 with the addition of a clause providing for carers.
The report also set out as an appendix the new travel and subsistence rates suggested by the Independent Panel which had been simplified, particularly in relation to overnight accommodation and subsistence. Members noted that the mileage rates proposed were slightly lower than those currently applicable under the existing Home Office scheme but these rates were recommended by the Inland Revenue and applied to all car types. It was noted that mileage rates above those proposed would be subject to tax and National Insurance deduction.
RESOLVED:
(a) That, the new travel and subsistence rates attached at Appendix A, be approved to come into effect on 1 December 2002.
(b) That, the key conclusions from the Independent Panel (Paragraph 5 of the report), with the addition of a clause on carers, be adopted and included within the Hampshire Police Authority Members' Allowance Scheme for 2002/03, to come in effect on 1 December 2002.
(c) That all claims be submitted on a monthly basis and, only in exceptional circumstances, no more than three months in arrears.
646 PROBLEM RESOLUTION IN MULTI-AGENCY ENVIRONMENTS (PRIME)
The Authority considered a report of the Chief Constable (Item 12 in the Minute Book) on the success of the Constabulary's application to the Home Office Innovation Fund for a grant to support the development of PRIME.
Members noted that a bid had been submitted by Portsmouth Division, on behalf of the Force, for a contribution towards the total cost of the project which was estimated to be £200,000. The Force was subsequently informed that the Home Office had approved the project and granted funding of £70,000. The remainder of the costs were opportunity costs of staffing the PRIME team and of preparing specifications and system requirements for the computer system.
RESOLVED:
That the report be noted.
647 HAMPSHIRE CONSTABULARY RACE EQUALITY SCHEME UPDATE
The Authority considered a report of the Chief Constable (Item 13 in the Minute Book) updating the position with regard to the Constabulary's Race Equality Scheme.
The report requested the nomination of a Member of the Authority to participate in a permanent consultation panel, consisting of persons from minority ethnic backgrounds, set up to assist the Constabulary to fulfil its requirements under the Race Relations Amendment Act 2000 by providing one form of consultation on existing and proposed policies and functions. Access to this group was offered to the Authority in order to assist it to fulfil its own requirements for public consultation under the Act and to enable the Authority to carry out oversight and observation of the Constabulary's use of this process of consultation.
RESOLVED:
648 MEMBERS ATTENDING CONFERENCES AND MEETINGS OF OUTSIDE BODIES
The Authority considered a report of the Clerk (Item 14 in the Minute Book) requesting approval for the attendance of Members at conferences and meetings of outside bodies. In addition, the reports of Mrs J. Griffin JP and Mrs C. Barratt on their attendance at recent events were attached as appendices to the report.
RESOLVED:
(a) That the attendance of Members at the events indicated in the report be approved.
(b) That the report of Mrs J. Griffin JP on her attendance at the event set out at (d) in the report, be noted.
(c) That the report of Mrs C. Barratt on her attendance at the event set out at (f) in the report, be noted.
649 NOTES OF THE COMMUNITY AFFAIRS STEERING GROUP
RESOLVED:
That the notes of the meeting of the Community Affairs Steering Group held on 8 October 2002 be received (Item 15 in the Minute Book).
650 MINUTES OF THE CRIME PREVENTION PANEL
RESOLVED:
That the Minutes of the meeting of the Crime Prevention Panel held on 24 October 2002 be received (Item 16 in the Minute Book).
651 NOTES OF THE COMMUNITY AFFAIRS STEERING GROUP
RESOLVED:
That the notes of the meeting of the Community Affairs Steering Group held on 29 October 2002 be received subject to the inclusion of the name of Mrs J. Griffin JP in the list of those present (Item 17 in the Minute Book).
652 MINUTES OF THE FINANCIAL AFFAIRS PANEL
RESOLVED:
That the Minutes of the meeting of the Financial Affairs Panel held on 5 November 2002 be received (Item 18 in the Minute Book).
653 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 7 November 2002 be received (Item 19 in the Minute Book).
654 MINUTES OF THE PERSONNEL PANEL
RESOLVED:
That the Minutes of the meeting of the Personnel Panel held on 12 November 2002 be received (Item 20 in the Minute Book).
655 MR R. HOROBIN
The Chairman informed the Authority that Mr Richard Horobin, the Head of Media Services for the Force, would shortly be retiring and, on behalf of Members, he wished him a long, happy and healthy retirement.
656 EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED:
That, by virtue of the paragraphs of Part I of Schedule 12A of the Local Government Act 1972 as set out below, the press and public be excluded from the meeting.
Minute 657 - Paragraphs 7, 8 and 9
Minute 658 - Paragraphs 7, 8 and 9
Minute 659 - Paragraph 1.
657 PROVISION OF A NEW LIFT AND ASSOCIATED WORKS AT WESTGATE CHAMBERS
The Authority considered a confidential report of the Clerk (Item 22 in the Minute Book) which requested authority to proceed on the basis of a single tender in order to ensure the installation of a lift and associated works to ensure a satisfactory operational environment and layout at the Authority's office at Westgate Chambers as soon as possible. It also set out the proposed basis of professional fees that would be charged to the project.
RESOLVED:
(a) That the negotiation of a single tender contract be approved.
(b) That arrangements for professional fees be agreed.
(c) That the Clerk and the Treasurer be authorised to take all appropriate action to conclude arrangements on behalf of the Police Authority to secure the carrying out of all necessary works.
658 FAILURE OF THE BRITISH TELECOM 999 SYSTEM - OUTCOME
The Authority considered a confidential report of the Chief Constable (Item 23 in the Minute Book) on the eventual outcome of the negotiations conducted with BT concerning the failure of the British Telecom system in the Southampton area on
25 April 2002.
Members agreed that the proposed rectification and refund was an equitable and reasonable solution which should be accepted on a without prejudice basis.
RESOLVED:
That the benefits and refund being offered by BT be accepted.
659 MINUTES OF THE COMPLAINTS PANEL
RESOLVED:
That the confidential Minutes of the meeting of the Complaints Panel held on 29 October 2002 be received (Item 24 in the Minute Book).
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