Archived decisions
AT A MEETING of the PERSONNEL PANEL of the POLICE AUTHORITY held in the Basing Room, Castle Avenue, The Castle, Winchester on Tuesday 27 May, 2003
PRESENT:
Mr. G.M. King JP (Chairman); Mrs. R. Atkinson; Councillor D. Gillett; Councillor P. Mason; and Councillor Mrs. J. Rayment.
Also present: Mrs. M. Adamson (Director of Personnel); Ms. C. McKenna (Assistant Director of Personnel); Sergeant Chris Harvey (Training Department) and Mrs. M. Boyes (Clerk's office).
174 DECLARATION OF INTEREST
Members were mindful that, where they believed they had a personal or personal prejudicial interest in any matter to be considered at the meeting, they should normally at the time of the debate, declare their interest and, having regard to the circumstances described in paragraphs 9, 10, 11 and 12 of the Police Authority's Code of Conduct, consider whether to leave the meeting whilst the matter was discussed.
175 APOLOGIES
Apologies were received from Mr R. Gully and Mr P. Robertson.
176 MINUTES
The Minutes of the meeting of the Panel held on 28 January, 2003 were confirmed as a correct record and signed by the Chairman.
Matters arising:
Minute 162
The Director of Personnel confirmed that the Health and Safety Advisor would be addressing the agreement between the Federation and Unison in relation to safety representatives.
Minute 164
The Director of Personnel confirmed that the Recruitment Department had received the thanks of the Panel. The review of recruitment standards was currently underway and a full report would be brought to the Panel in September.
Minute 165
The Director of Personnel advised the Panel that the Constabulary had been unsuccessful in being allocated funding from the Home Office which was available to South East Forces to assist with housing. The Chairman asked for the disappointment of both the Authority and the Constabulary to be recorded and referred to the inconsistencies that are being applied across the South East Region. It appeared that our successful recruitment was being penalised by the Home Office.
177 POLICE STRENGTH FORECAST 2003/04
The Panel considered a report of the Chief Constable (Item 4 in the Minute Book) on police numbers for 2002/03 and the expected position for 2003/04.
The Director of Personnel introduced the report and advised the Panel that all the Crime Fighting Fund (CFF) funded posts had been recruited during 2002/03 and the Force were currently 30 officers below strength. This position would be addressed within the next three months. The only threat to the achievement of target recruits was the availability of places at Centrex District Training Centres (DTC).
The Chairman sought clarification on what was being done nationally in relation to the problems being experienced at DTC.
The Director of Personnel confirmed that there was a shortfall of 1300 places nationally due to the fact that the government had not provided Centrex with sufficient funding.
The Panel were reassured that the Recruitment Department were in constant dialogue with DTC to minimise the effect, however it was uncertain what would happen later in the year.
RESOLVED:
That the report be noted.
178 SPECIAL CONSTABULARY 2003
The Panel considered a report of the Chief Constable (Item 5 in the Minute Book) on the Hampshire Special Constabulary which currently had 365 officers, representing a drop of 120 over the last two years. The report highlighted that the Special Constabulary across the country is experiencing a drop in numbers, and many Forces have reduced their entry criteria in order to address this. It has consistently been the policy of Hampshire Constabulary to apply the same recruiting standards for the Special Constabulary as for the regular Force.
The Director of Personnel introduced the report and advised the Panel that she would update them on the success of the recruitment campaign as soon as the statistics were available.
The Panel sought clarification on the issue of payment to Specials. The Director of Personnel advised that the majority of Specials were now indicating that they were in favour of being paid, however no funds had yet been identified by the Home Office.
RESOLVED:
That the report be noted.
179 SICKNESS ABSENCE
The Panel considered a report of the Chief Constable (Item 6 in the Minute Book) on the management of sickness absence which is a key performance indicator for the Constabulary. The target for 2002/03 was a maximum of 10 days sickness absence, this target was met for both police officers and support staff. The target for 2003/04 is 9 days.
The Assistant Director of Personnel introduced the report and confirmed that there were improved levels of attendance across the Force due to a number of strategies being put into place. The Home Office had provided funding for a stress audit and back pain management programme which were due to take place shortly. The back pain management programme would now be taking place in September and February with 2 groups of 10 members of staff with emerging symptoms.
The stress audit had been delayed due to the competitive tendering process which had now identified 2 providers. The programme is likely to commence in September 2003. The 2 divisions that will be utilised in the stress audit would be the control room and the Havant/Waterlooville Divisions. The Occupational Health Department had also been provided with additional temporary staff and an Occupational Health Advisor. The Department were now undertaking 40 clinics per week with home visits where necessary.
Special Priority Post Payments (SPP), and Competence Related Threshold Payments (CRTP) were also linked to attendance, the Performance Development Review (PDR) would also be looking at attendance levels. The Panel were further advised that the implementation of the Police Efficiency (Amendment) Regulations 2003 had been introduced from 1 April 2003, this introduced the ability to require a police officer to resign on the basis of poor attendance. The publication of the new Police Regulations 2003, and the associated determinations of the Home Secretary have closed a loophole whereby previously a police officer on or approaching nil pay only needed to return to work for one day in order to refresh their entitlement to half pay for a whole year. This anomaly had now been removed.
The Director of Personnel advised the Panel that the Employee Relations Team had worked extremely hard on all the above issues with the key changes in legislation being strongly led by Hampshire Constabulary.
The Panel would receive feedback as soon as the information was available on the success of the back pain management programme. The Assistant Director of Personnel further confirmed that the Staff Associations were currently being consulted on the revised Attendance Management Policy. A revised training programme would be commenced once the policy was published which was likely to be within 6 weeks. She further clarified that the stress audit would look at all the important issues contained within paragraph 5.4 of the report, the control room had been identified to be used in the audit as the attendance levels had improved significantly.
The Panel were pleased to note that staff who had good attendance records would be thanked. Their presence was valued by the Authority and signs of appreciation could raise morale across the Force.
RESOLVED:
That the report be noted.
180 STAFF TURNOVER TRENDS AND EXIT QUESTIONNAIRE RESULTS OCTOBER 2002 TO MARCH 2003
The Panel considered a report of the Chief Constable (Item 7 in the Minute Book) on the analysis of staff turnover for the last 6 months (October 2002 to March 2003), and assesses trends when compared with figures for previous years (April 2000 to March 2001 and April 2001 to March 2002). The report focused on reasons for leaving, gender, ethnicity and service profiles of police and support staff leavers.
That Assistant Director of Personnel advised the Panel that the turnover figures for police and support staff had remained steady within the period. Pay and conditions did not appear to be a significant factors in decisions to leave the Force. The most common reason for leaving Hampshire was to transfer to another Force, and for support staff it was voluntary resignation. There had been a significant increase in the turnover of probationer constables compared with the last 6 months recording figures. The North East Hampshire Division had the highest turnover of both police and support staff during the period, although there was no clear trend in reasons cited for leaving. The greatest percentage of support staff leavers now fall into the 25 to 34 year old category which was in line with previous years, and reflected the age profile of support staff. More than half of all support staff leavers had completed less than 2 years service.
The Director of Personnel advised the Panel that a study was being undertaken into probationers leaving within 2 years. The pre-application processes was now more thorough than a year ago.
The Chairman advised the Panel that the Best Value Review of Training had identified a cost to the organisation for the loss of probationer constables with less than 2 years service. This figure was approximately £5.2 million over 5 years.
RESOLVED:
That the report be noted.
181 RESTRICTED DUTIES - POLICE OFFICERS
The Panel considered a report of the Chief Constable (Item 8 in the Minute Book) on the restricted duties programme and the work undertaken by the Personnel Department on the management of information relating to officers on restricted duties which was reflected within the report.
The Assistant Director of Personnel introduced the report and advised the Panel that 76% of those on restricted duties were police officers with musculoskeletal and psychological conditions. Paragraph 5.2 identified the number of divisional officers in substantive roles in comparison to non-substantive roles. The Force was working hard to identify more substantive posts for restricted duties officers.
RESOLVED:
That the report be noted.
182 RECRUITMENT REPORT - APRIL 2003
The Panel considered a report of the Chief Constable (Item 9 in the Minute Book) on the trends in police recruitment which continued to be positive. The report further advised the Panel of the Home Office website and national application form which could be completed manually or on line.
The Assistant Director of Personnel introduced the report and advised the Panel that the average intake for 2001/02 was 21 this rose to 40 in 2002/03. A new National Assessment Centre would be implemented by 31 March 2004. The necessary training for Hampshire assessors is scheduled for October and November with implementation as early as the new year. Due to the imminent launch of the new recruitment pack no further Hampshire full packs were issued as of February which resulted in a reduction of the number of forms being returned the following month. The Assistant Director of Personnel further advised the Panel that the intake for June was full and July's nearly full.
The Director of Personnel advised the Panel that 80% of women were failing the job related fitness test. Nationally the Police Advisory Board were changing the standards to address this issue. Research was being undertaken by Loughborough University and a report was expected in 6 months time. The new test was currently in place in Hampshire.
Applications that were being received from the north of the county were being fast tracked through the process as this was the area of highest need.
The Panel discussed the recruitment information evening recently held at the Mount Pleasant School in Southampton which attracted 60 visitors, over half of whom were from the local minority ethnic community. Local feedback from community leaders who attended the event was very positive.
The Assistant Director of Personnel agreed to provide each Member of the Panel with a sample copy of the new application pack at the next meeting.
RESOLVED:
That the report be noted.
183 GRIEVANCE RESOLUTION PROCEDURE - ANALYSIS OF RESULTS
The Panel considered a report of the Chief Constable (Item 10 in the Minute Book) setting out the analysis of grievances registered under the Grievance Resolution Procedure (GRP). The analysis covers the period 1 April 2002 through to 31 March 2003. A total of 51 grievances were reported for 2002/03.
The Assistant Director of Personnel introduced the report and drew the Members attention to paragraph 2 which detailed the reported police grievances. The Panel were further advised that the Grievance Resolution Procedure had been re-drafted and was currently out for consultation. The Assistant Director of Personnel further clarified that within the current Grievance Resolution Procedure, data in the area of informal grievances was not collected but this will change with the introduction of the new procedure. The panel were aware that there was currently no way of tracking individuals or specific locations and it was felt important to be able to do this. The new procedure will enable this to happen.
The Panel discussed the number of grievances raised by female officers within the Force. It was considered that women would more easily talk about problems.
The Director of Personnel considered that the number of grievances per annum should increase to approximately 90 as this ratio of grievances per employee is indicative of a healthy organisation. The Harassment Contact Officers (HCO) provided options and ways forward for minority ethnic staff, however the Panel noted that no grievances had been raised by minority ethnic staff to date.
RESOLVED:
(a) That, in line with the review of the grievance procedure, improvements in the collection, evaluation and presentation of statistical information continue.
(b) That the report be noted.
184 EQUALITY AND DIVERSITY MONITORING (APRIL 2000 TO DECEMBER 2002)
To consider a report of the Chief Constable (Item 11 in the Minute Book) containing targets, key findings and recommendations in relation to equality and diversity and includes areas required to be monitored under the Race Relations (Amendment) Act 2000.
The Assistant Director of Personnel introduced the report and brought the Members attention to the key findings within the report and the ongoing actions that had been highlighted.
The Panel sought clarification on staff with disabilities and the new systems that would need to be introduced in order for both police officers and support staff to classify themselves as having a disability. They noted that the exemption under the Disability Discrimination Act (DDA) for police officers would cease in 2004.
The Director of Personnel advised that job related fitness tests would be developed to accommodate the fact that the exemption would no longer be in place and further advised that a national ACPO Committee were currently looking at this issue. The medical would also need to be reviewed as part of this process.
The Panel thanked the Director of Personnel for a good comprehensive report.
RESOLVED:
That the report be noted.
185 HAMPSHIRE CONSTABULARY HEALTH AND SAFETY AUDIT SUMMARY
The Panel considered a report of the Chief Constable (Item 12 in the Minute Book) on the audit programme which had not been running for 6 months, the report summarised the main issues identified as part of the audit and the overall review of health and safety within the Force.
The Director of Personnel introduced the report and advised the Panel that the audit was going very well and that 26 units had now been completed, which was approximately a third of the Force. The Members attention was drawn to the urgent actions in paragraph 3 of the report. This had been highlighted due to the high profile court case that the Metropolitan Police were currently involved with. She further advised that the Metropolitan Commissioner and former Commissioner had both been acquitted on a number of charges. The Business and Property Services Department were currently undertaking a survey of buildings that had glass at low levels and would be undertaking risk assessments across the Force estate.
The Chairman asked to be advised when the updated insurance inspection reports had been completed, and was pleased to hear that visits by the Health and Safety Advisor were encouraging people to think more safely.
The Director of Personnel advised that health and safety training had been completed by all police officers across the Force, however it was not currently covered within induction for support staff. This was done in the local physical environment. Logs of attendance by staff at induction and training generally were completed and held.
RESOLVED:
That the report be noted.
186 ANNUAL PERSONNEL PLAN
The Panel considered a report of the Chief Constable (Item 13 in the Minute Book) on the requirement to produce annual costed Personnel Plans which demonstrate clearly how the activities, objectives and targets set out in the Annual Policing Plan will be delivered through people. The Hampshire Constabulary Personnel Strategy was attached to the report as an appendix.
The Assistant Director of Personnel introduced the report and advised the Panel that the Association of Police Authorities (APA) suggested framework for Human Resources Plans had been tailored to meet the needs of the Force and the Police Authority. The strategy had been developed following consultation with senior managers, staff associations, the Chairman of the Police Authority and the Chairman of the Personnel Panel. The APA framework was used for costs and the information was attached at appendix 2 to the report.
The Panel sought clarification on objective 8 which was to create a healthier workforce. The Assistant Director of Personnel confirmed that this was addressed through the following methods. The Occupational Health Department worked on a daily basis provided advice and guidance to staff. The back pain management programme and the stress audit were due to take place in September of this year. Private medical treatment was also available and approximately £60,000 had been spent currently. These were all considered to be proactive preventative measures to help staff look after their own health.
The Panel requested an additional column on the Strategy which would identify action dates to provide targets.
The Panel sought clarification on the recommendations contained within the Victoria Climbie enquiry and asked if the personnel strategy covered these.
The Assistant Director of Personnel advised that this purely related to posting to child protection units and that this was an operational policing matter.
RESOLVED:
That the report be noted.
187 TRAINING PLAN
The Panel considered a report of the Chief Constable (Item 14 in the Minute Book) on the Training Plan for the Force for the period April 2003 to March 2004. Feedback to the Police Authority Personnel Panel on progress against the Plan would be given on a 6 monthly basis.
The report was introduced by Sergeant C. Harvey who presented the Training Plan to Members highlighting the key objectives and business plan priorities and the links to the Training Plan. He highlighted the sickness management training that was now available to supervisors, public sector management programme available to staff, the merging of the career development department with the learning development department, and the implementation of the national competency framework, the 2 day diversity training programme and the development of e-learning. Sergeant Harvey further advised the Panel that there was a shift of focus within training. Staff would be given knowledge prior to the commencement of the course and use/practice skills during the course.
The Director of Personnel further advised the Panel that a management programme had been developed in public sector management to assist with leadership development, identifying training needs and skills and performing 360 degree appraisals. She further advised the Panel that information was available within the grievance handling and disciplinary processes that identified Police Sergeants as an area that needed training to further enhance their leadership skills.
The Panel were pleased to see that e-learning was being developed and noted the diversity issue was being addressed by way of a play, as part of the 2 day diversity training programme. Sergeant Harvey advised the Panel that Centrex were interested in both the diversity training programme and the CID training programme currently within Hampshire Constabulary.
The Chairman of the Panel asked that the training department be thanked for all their hard work in relation to absorbing the large number of new recruits and recognised the work that was being done within the department.
RESOLVED:
That the report be noted.
188 NATIONAL POLICE COMPETENCY FRAMEWORK
The Panel considered a report of the Chief Constable (Item 15 in the Minute Book) on the National Competency Framework (NCF) providing a national framework of technical skills, knowledge and behaviour which would support a wide range of personnel and training activities.
The Director of Personnel introduced the report and advised the Panel that the NCF comprised a library of behavioural skills and other activities i.e. technical skills. A new PDR process was being designed by the National Project Team and this had been further developed in Hampshire by both the Director of Personnel and as a result of a pilot being undertaken in Eastleigh, the new process would be in use for all police officers from 1 April 2003. The new form would be used for support staff from 1 April 2004. Attendance management was included within all PDR forms.
The Panel asked whether the Force would be attempting to achieve Investors in People status. The Director of Personnel advised that future consideration would be given to this matter.
RESOLVED:
That the report be noted.
189 SPECIAL PRIORITIES PAYMENTS
The Panel considered a report of the Chief Constable (Item 16 in the Minute Book) providing an update on the Special Priority Payments (SPP) scheme which is targeted on front line/operational posts which carry a significant higher responsibility level than the norm for the rank, present particular difficulties in recruitment and retention, and have specially demanding working conditions or working environments.
The Director of Personnel introduced the report and advised the Panel that this scheme had been developed in consultation with the Chairman of the Panel following consultation with other Forces', senior officers and Police Federation representation within Hampshire. The first payment would be paid as a lump sum in December 2003. The posts/amounts to be designated for SPP for 2004 would be determined in 4 to 6 months time.
RESOLVED:
That the report be noted.
190 COMPETENCY RELATED THRESHOLD PAYMENTS
The Panel considered a report of the Chief Constable (Item 17 in the Minute Book) on the Competency Related Threshold Payments Scheme (CRTP). A total of 1,114 officers applied for the payment. A total of 1,101 officers (79.1% of those eligible) received the payment.
The Director of Personnel introduced the report and advised the Panel that the team had worked very hard on the project which had proved very successful.
The Chairman of the Panel thanked the Assistant Director of Personnel and her team for all their hard work.
RESOLVED:
That the report be noted.
191 ESTABLISHMENT REPORT PART 1
The Panel considered a report of the Chief Constable (Item 18 in the Minute Book) on officers who have been commended by the Chief Constable since the last meeting, the report also included details on the deaths of police pensioners.
RESOLVED:
That the report be noted.
192 EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED:
That, by virtue of Paragraph 1 of Part I of Schedule 12A of the Local Government Act 1972 the press and public be excluded from this part of the meeting.
193 ESTABLISHMENT REPORT PART II
The Panel considered a confidential report of the Chief Constable (Item 20 in the Minute Book) on various personnel matters reported since the last meeting.
RESOLVED:
That the report be noted.
194 EMPLOYMENT TRIBUNAL STATISTICS - 1995 TO PRESENT
The Panel considered a confidential report of the Chief Constable (Item 21 in the Minute Book) on employment tribunal statistics which had been updated since the last meeting.
RESOLVED:
That the report be noted.
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