Nottinghamshire Police Independent Advisory Group – updated January 2014

IAG Purpose:

The Nottinghamshire IAG is a strategic group who seek to improve two way communication between Nottinghamshire Police and the diverse communities of NottinghamCity and the County. As independent advisors and critical friends, our role is to assist the building of public confidence, improving local policing performance and accountability.

IAG Advisors are volunteers who are representative of the Nottinghamshire Communities and passionate about improving local policing performance.

Introduction and background:

Consultation comprises of both:

  • The formal arrangements the Nottinghamshire Police enters into to shape strategies and policies
  • The urgent discussions that help shape local policing responses to particular incidents.

When dealing with critical and serious incidents we can talk in general terms but to be effective we need to be able to talk in confidence, in detail at an earlier time.

Police work can be confidential due to matters of “national security” or “operational effectiveness”. It can also involve personal data, be subject to rules of sub judice, or otherwise secret. If not handled properly, our inability to disclose all that we know leads to mistrust and a belief that the community is being excluded from effective consultation.

As an IAG, we want to develop principles of consultation that will allow us to better involve the community, the voluntary sector and our partners in decision making.

To best develop these principles within the framework of our Values and our policing plan, a more structured approach to strategic and critical operational planning, policies and procedures must be developed. This will be more proactive and ask members of our community for fresh ideas, advice and views, within a structure that controls the flow of information. We see the Nottinghamshire Independent Advisory Group as fulfilling this requirement.

Aims:

To create a Nottinghamshire Police Independent Advisory Group that will:

  • Involve the Group in policing decisions so that we can work together for the benefit of our community
  • Extend communication and consultation within the community.
  • Provide reassurance.
  • Increase trust and confidence in policing our local community.

Objectives:

The Nottinghamshire Police Independent Advisory Group will be able to:

  • Openly discuss issues within a framework of confidentiality.
  • Provide a strategic perspective in managing critical incidents.
  • Influence local policing tactics.
  • Discuss current areas of concern in the community.

Independent Advisor Role:

The advisor is independent of the Police in as much as s/he is not a police officer. S/he brings expertise and knowledge which is useful to police. The knowledge is based on being a member of the public, who has been a recipient of policing services; S/he is usually selected for their knowledge of a particular community, skill or area of work.

They will be asked to provide advice as outlined below:

Community perspective:

  • How is the incident likely to be perceived by their particular communities?
  • How are particular police activities likely to be perceived by their communities?

Personal perspective:

  • As a person who is connected to that particular community, how do you feel about the incident?
  • How do you feel about what the police are doing and/or proposing to do?
  • What suggestions or advice do you have from the perspective of your individual expertise/ skills?

The advisor may be asked:

  • To give strategic advice about the incident and the policing thereof.
  • The likely impact in relevant communities.
  • How key individuals might be feeling.
  • How to access effective communication channels.
  • To provide details of people who may be able to assist police with the incident.
  • To identify avenues of enquiries and comment as to how they affect communities and cultures.

In addition the advisor may:

  • Advise on cultural and other issues, specifically relevant to the community (is) involved.
  • Give guidance on communication with the victim, family, witnesses and/or communities.

What is beyond an Advisors remit?

  • Advising on how to investigate.
  • Undertaking enquiries on behalf of the Senior Investigating Officer. Speaking to the victim, witnesses or visiting the scene (unless asked to act as a facilitator to link with an individual or a community).
  • Encouraging individual witnesses to give evidence or a statement.
  • Being actively involved in a pro-active phase of the enquiry i.e. arrests, searches or interview except to advise on the potential impact of such actions or assist in facilitating communication with communities/individuals when asked.
  • Reading case papers to see if other courses of action can be pursued.
  • Speaking on behalf of police decision-makers to the media, investigators or other scrutinizers.

Operating Protocols:

  1. The business of the Nottinghamshire Police IAG and any disclosures made in the course of their work will be subject to the strictest confidentiality.
  2. Confidentiality remains a condition of membership and continues to apply even when a member has left the group.
  3. Independent advisors shall be appointed for four years. An advisor may be reappointed at the end of that period. They may only serve a further term if re-elected and with the support of the Chair and senior Police lead. This will apply retrospectively and therefore applies to existing members.
  4. Members of the Independent Advisory Group will be elected as Chair andVice Chair. They will be elected for a term of two years and may only serve further terms if re-elected and with the support of the Police lead.

Elections will be held at the lAG’s March/April meeting, biannually. The next elections are due in 2015. Members must express their interest and submit an expression of interest, by an agreed date, prior to the election to include:

  • Name
  • The role/ roles to be considered for
  • How they will contribute to the role and to the IAG

Election votes will be counted independently by a person selected by the Police lead, to attend the meeting and facilitate the election.

  1. There will not be an Annual General Meeting as the group do not have accounts etc to be scrutinised.
  2. The process to recruit new members will be carried out by the Chair and senior Police lead or his/her representative.
  3. Members will be afforded the opportunity to air their views in an open environment.
  4. The Group will advise/question the Nottinghamshire/Nottingham CityChief Superintendents on issues raised. This may include policing policy, policing style and policing objectives.
  5. The Superintendents/ Police lead will always feedback to the Group what happens to the advice it has given.
  6. The Group will meet regularly (at least quarterly) or when required to address a particular problem. The Group may agree on sub-groups that meet in addition to the full Group meetings.
  7. The Chair, or in their absence the Vice Chair, will act as the single point of contact for identifying an appropriately skilled and experienced advisor to deal with a request for specific advice from the Police.
  8. It is acknowledged members have busy lives but the meetings are not that frequent and active membership is vital to the Group’s effectiveness. Poor attendance impacts on the ability of the Group to represent the local communities and contribute to decision making. When an Advisor has missed 3 meetings in any 12 months, the Advisor will be invited to meet with the Chair and any other committee member available at the time, to agree continuation or termination of membership. Where an Advisor is aware of inability to attend due to change in personal circumstances, they are to contact the Chair to agree how best to progress. Any disagreements in relation to non-attendance issues or if a member is unwilling to step down, but it is considered that there are grounds that they should, will be referred to an Independent person for consideration. That person will be [insert name or organisation]
  9. Expenses reasonably incurred by members to fulfil their lAG obligations (generally limited to travel, transport and reasonable out of pocket expenses) will be reimbursed upon receipt of proof of expenditure. Claims are be made within three months of incurring that expenditure.Or Members expenses will be reimbursed at a rate of £10 per meeting to attendees, (to cover travel, transport and reasonable out of pocket expenses). Claims for such expenses must be made within 1 month of a meeting in order for expenses to be reimbursed, providing details of the expenditure incurred. Any claims should be made in writing (by email) to [insert email].
  10. The Superintendent(s), Inspectors and invited representatives of Nottinghamshire Police will attend meetings but not be members of the Group.
  11. Whilst other police officers may attend meetings at the request of the Group, their role is to provide background information and advice.
  12. The Superintendent(s) will reply to advice made but is not bound by any recommendations or suggestions of the Group. Nottinghamshire Police reserves the right to make operational and management decisions without reference to the Group or contrary to the wishes of the Group. However in such circumstances they should, when practicable and appropriate, discuss the reasons for doing this with the Group.
  13. Only brief action points; decisions or recommendations will be captured and circulated, sensitive material will not be included. The Group must be seen to be ethical.
  14. All members must declare any paid/unpaid services or work they provide to Nottinghamshire Police or other police services. Where an issue is discussed to which any member has a pecuniaryprofessional, personal or other interest, the member must disclose that and it shall be recorded in the notes. If such a disclosure is made it will be up to the Group to determine whether or not that member should continue to participate in those discussions, and the weight they wish to place upon the views raised by them.
  15. Breaches of the ethics protocol will require the Group to consider the suitability of an individual’s membership. If a Group member feels that an individual member has breached the ethics protocol or operating protocol, that should be raised in the first instance with the Police lead and Chair (or Vice Chair if it relates to the Chair) and the membership of that individual will be discussed with the individual directly (if appropriate) in the first instance and if not resolved, the Group will make a decision (using voting as a method if agreed by the Police lead) as to whether or not a person’s membership should continue.
  16. Contact regarding a critical incident, which may be at short notice and at anti social times, should include the Chair and any other members that the police are able to be contact or members whose particular skills and knowledge may be required. An opportunity will be given to those contacted, to suggest other members/community members who may be consulted on a one-off basis about a particular incident or issue. Other members will be given feedback about such incidents at the full IAG meetings and of any assistance provided by the IAG.
  17. Under no circumstances are members to use their position as a member of the Group to further their own pecuniary interests or to gain any personal advantage.
  18. Members MUST inform the chair if they have contact with Police within the Criminal Justice system, i.e. as an alleged offender, as a victim of or witness to a crime, or following a police caution,warning, or charge.

Criteria for membership are:

  • Live in and/or place of work is based in the Nottinghamshire/ NottinghamCity area
  • Volunteers must be over 16 and have lived in the UK for a minimum of 3 years with no Visa restrictions
  • Ability to contribute to the aims and objectives of the Nottinghamshire Independent Advisory Group.
  • Willingness to provide personal time and commitment – attending meetings and contributing to IAG activities. Ability to maintain effective, consistent and constructive scrutiny of the police on NottinghamshireIAG and discuss issues with senior police managers to effect change.
  • Commitment and the ability to make a positive contribution to developing police policy, practices and style.
  • Acceptance of and adherence to the operating protocols.
  • A willingness to assist with critical incidents, sometimes at short notice and at unsociable hours.
  • A willingness to take an active part in liaison with the wider community.

The group can from time to time invite other partners who may assist in an area of group activity i.e. Social services, Youth Offending Team, Probation Service. It may also include people who bring particular skills or expertise, which would be of substantial benefit to the group.

Selection:

Selection for membership will be by police/chair invitation. This does not, however, indicate a hierarchical relationship between police and lay members of the Group or other groups with who links are established. Persons seeking membership must complete an expression of interest, providing details about themselves to enable an informed decision to be made and must sign a confidentiality form. Security checks may be undertaken by the Sector Inspectors prior to membership being confirmed if they consider that appropriate. The status of each member’s authority within the Group is equal in respect of the ultimate goal of achieving the published objectives.

(NB: Evidence of a criminal record will not necessarily bar the member from being selected but may bar involvement in particular matters, such as crime inquiries)

Membership de-selection Criteria will be:

  • Breach of confidentiality/breach of the operating protocols and/ or codes of conduct
  • Misuse of position for personal gain.
  • Loss of confidence in the person due to criminal or other unacceptable activity or behaviour.
  • Sexist, Racist/Hate, Homophobic or other comments, actions or activities that the Group considers are inappropriate for continued membership.
  • Repeated failure to attend IAG meetings, contribute to the IAG activities and/or advise on critical incidents.

The final decision restswith an agreement between the Superintendant(s) and the Chair, or if the Chair is the relevant member, then the Superintendant and another IAG member that the Superintendant considers appropriate.

Definition of a Critical Incident

Any incident where the effectiveness of the Police response is likely to have a significant impact on the confidence of:

  • The victim
  • Their family and or
  • The community

The definition is deliberately broad and should ensure that potential Critical Incidents are not missed. It recognises the fundamental importance of community confidence and trust in the police response to Critical Incidents. It applies equally to Internal Critical Incidents.

Nottinghamshire Independent Advisory Group Code of Conduct and Declaration.

Confidentiality.

As a member of the Nottinghamshire Independent Advisory Group you will necessarily learn of and acquire information that has not yet been made public and is still confidential. It will be regarded as a betrayal of trust to breach such confidences. You should never disclose or use confidential information obtained during your membership of the Group for personal advantage or to the advantage of anyone known to you or to the disadvantage or discredit of the Group, police or any other interested party.

Apart from the breach of trust there may be grounds for prosecution under the Data Protection Act for breach of confidential information

Gifts and Hospitality

You will need to treat with caution any offer of gift, favour or hospitality that is made to you personally, knowing you to be a member of the Group. The person or organisation making the offer may be doing so to obtain information or trying to influence a decision.

You are personally responsible for declaring acceptance or offer of gifts or hospitality and for avoiding the risk of damage to public confidence in the Group.

Agreement to this document

All Advisors will be asked to sign to accept these changes and agree to abide to the Terms of Reference. These signatures will be retained by the Police and Group Admin Support Volunteer. Signature of and acceptance of the contents of this document is a condition of membership of the IAG.

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