Chief Officer Group Meeting

CHIEF OFFICER GROUP MEETING

MINUTES

19 July 2016

Conference room 5, HQ

Attendance:
Mr S Byrne
Ms J McCormick
Mr M Roberts
Mrs S Boycott
Ms J Gill
Mr D Bryan
Mr P Woods
Mr N Bailey
Mrs S Davies
Ms W Bebbington
Mrs N Bailey
Mr M Bollers / Chief Constable (Chair)
Deputy Chief Constable
Assistant Chief Constable
Assistant Chief Constable
Assistant Chief Officer
Force Solicitor
Head of Planning and Performance
T/Chief Superintendent of People Performance and Standards
Head of Strategic Change and Portfolio Management
Head of Finance
Head of Human Resources
T/Head of Communications and Insight
Apologies: / None
1. / Minutes and action updates (Part Two)
The minutes of the last meeting held on 21 June 2016 were agreed as a true record without amendment. The actions were updated accordingly.
2. / Chief Constable update
Mr Byrne provided an update following the National Police Chiefs Council meeting.
3. / Finance
Ms Bebbington provided details of the first quarter review 2016/17, which has forecast an overspend of £900k. The reasons were discussed.
PCSOs – forecast in year overspend of £375k, which includes the vacancy factor. A discussion followed about current PCSO recruitment and minimum numbers required for cost effective training.
ACTION COG/A/011/2016 - Mrs Bailey to review PCSO recruitment and training and consider different options for training going forward.
Police Pay is forecast to be overspent by £254k, due to 11 more officers in force than when the budget was set in December 2015.
Command Team - forecast to be overspent by £55k, due to the unbudgeted CJ Co-Ordinator post, travel costs and accommodation.
Department for Criminal Justice, has forecast overspend of £179k, due to the 3 month delay in the start of the M6 roadworks.
Forensics Investigation has forecast an overspend of £200k, due to the increased volume of drug drive sampling. A discussion followed and it will be reviewed as part of PBB3, with full costs.
Overtime has forecast an outturn overspend of £421k, which is due to football, Easter Bank holidays and the night time economy.
Public Contact has forecast an overspend of £248k, due to overtime and an extra 5 FTE posts against establishment.
A discussion followed about the vacancy factor, which will now be reviewed at half year, together with PBB3 draw the line, as the budget could result in an increased overspend at £3m not £2m.
Capital – the majority of the projects have commenced and if all the money is spent, then the Force may be in a borrowing positon by the end of the year.
Mr Roberts joined the meeting at 10.30 am.
Other Business
Items for Decision
4. / Stakeholder quarterly review
Mr Bollers provided an update on the recent baseline survey and the low response received. A discussion followed about the use of an external market research company to carry out a further sentiment survey and the inclusion of engagement in the quarterly performance review (QPR) process.
DECISION COG/D/018/2016 - The following was agreed.
1.  Progress on the senior stakeholder management project be noted.
2.  An external baseline sentiment survey be retaken, by an external market research company.
3.  The process to capture engagement and sentiment be incorporated into the QPR process.
Items for Information
5. / None
PART TWO - PRIVATE ITEMS
6. / PCSO Headwear
Ms Gill explained that as part of the Constabulary’s review of staff and officer uniform, options have been considered to provide operational headwear that is fit for purpose in relation to health and safety requirements, practical to wear and cost effective. A discussion followed about the options to replace the existing hard hat with a ‘bump cap’ which will have a blue stripe, which is in line with national regulations. Communication has been completed with PCSOs. A review of all uniforms will be included in PBB3.
DECISION COG/D/019/2016 - Option 2 was agreed, to adopt the cap as operational headwear for PCSOs. The financial costs are within the uniform budget.
7. / Uniform update
Ms Gill explained that as part of the review of officers’ uniform, options have been considered for the provision of operational waterproof footwear, which is practical and cost effective. A discussion followed about previous arrangements and the options for the issue of waterproof footwear.
DECISION COG/D/020/2016 - Option 2 was agreed
To purchase waterproof boots for new officers, allow officers on duty at Creamfields to retain their waterproof footwear and offer waterproof footwear to the remaining operational officers, dependent on operational requirement. To be financed from Stores budget.
Items for Discussion
8. / Task Force update and future recommendations
Mrs Boycott proposed a pilot to consider a change in line management for the merger of all Roads Policing functions into Task Force Command under one Superintendent. The present structure was formed as part of PBB2, which was required to embed the new tasking processes and working practices of the Task Force. A discussion followed about the pilot, improved resilience of supervision and more efficient working practices and the capacity required for changes in Oracle and RMU.
DECISION COG/D/021/2016 The pilot was agreed in principle. To be taken to JNC for discussion with the Federation and Unison about the proposed change in line management.
ACTION COG/A/012/2016 – Mrs Bailey to take this report to JNC this afternoon to consult with the Federation and Unison.
9. / Research Agreement with University of Chester
Mrs Bailey asked for the report to be withdrawn as it has not been through the appropriate groups.
Items for Information
10. / Performance Update from Collaborations
Firearms Alliance – Mrs Boycott advised that an agreement has been reached to change shift patterns.
Dog Alliance – briefing provided for information.
NWMPG – A review is being undertaken of the group.
TITAN – Mr Roberts provided an update.
CT Transition – Mr Roberts to provide a briefing to Chief Officers.
MFSS – Ms Gill provided an update following a recent meeting in Northamptonshire.
ACTION COG/A/013/2016 – Mr Woods to produce a review timeline, plan and briefings on time critical points.
11. / Exception reporting
Blue Light – Ms Gill provided an update in relation to the redesign of headquarters to accommodate Blue Light Collaboration. Letters have been sent out to In Scope staff, but no timelines advised. A workshop is to be held on 20 August 2016 to develop the Service Level Agreements, followed by a Governance workshop. Estates and Change departments will co locate from September 2016.
ACTION COG/014/2016 Ms Gill advised Mrs Bailey that a report is required on Blue Light Collaboration TUPE and increase in establishment to go to the Commissioner for a decision.
12. / Strategic Change Dashboard
Updates were discussed.
Mr Byrne asked about body worn cameras, which will be included in the Digital Policing Programme. A discussion followed about the national programme and work on body worn cameras and kit.
13. / Joint Strategic Risk register
Mr Woods advised the main risks.
14. / Management Decisions
·  Estate update
·  Extension of a contract
15. / Any Other Business
Operational Drugs store options.
DCC McCormick said that the funding is already agreed within the Blue Light Collaboration estates programme. Ms Gill explained the reasons for the report and discussed the options.
Mr Bryan asked if BAM have been contacted in respect of the PFI contract and its options to provide structure changes. Ms Gill advised that there is an operational requirement to complete quickly.
DECISION COG/D/022/2016 – Option 3 was agreed which is at a reduced cost to that agreed previously as part of the Blue Light Estates programme. It is subject to a check to understand if we have consulted with BAM on the contract options for structure change. Also to check if consideration has been given to the use of a force owned site. Ms Gill to speak to the force Solicitors.
Asset Survey -Mr Bollers asked that everyone encourage their staff to complete the survey.
PBB3 workbooks - Mr Woods asked everyone to complete the workbooks. Mr Byrne asked that consideration is given to future years. A discussion followed about the focus on doing things differently, not growth.
Mr Byrne asked that in future there is a standing item on COG agenda for items to go to Ethics Advisory Committee.

Meeting finished at 11.45am.

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