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/ Draft Minutes of Meeting

Meeting: CHIEF OFFICER TEAM

Venue: THE OAK ROOM, ADMIN 1, FORCE HEADQUARTERS

Date: MONDAY 1 JULY 2013 Time: 09:30 – 12:00 hrs

Attendance:
T/Deputy Chief Constable Mr J Akhtar (Chair)
Assistant Chief Officer Mr N Brook
Assistant Chief Constable Mr G Dodd
Assistant Chief Constable Mr C Guildford
T/Assistant Chief Constable Mrs I Lee
Assistant Chief Constable Mr J Robins
C/Insp Sam Millar
Ms K Sinkinson – Chief Officer Team Secretariat
ITEM 1: APOLOGIES
Summary of Discussion:
Apologies for absence were submitted on behalf of Chief Constable Mr M Gilmore, Assistant Chief Constable Mr M Milsom

OPEN SESSION

ITEM 2: MINUTES AND MATTERS ARISING FROM THE MEETING HELD 24 JUNE 2013
Summary of Discussion:
The minutes from the meeting on 24 June 2013 were amended and agreed.
ITEMS FOR DECISION
ITEM 3: FITNESS TEST
Summary of Discussion:
ACC Mr Robins introduced a paper requesting the Chief Officer Team give approval to the introduction of fitness testing to be introduced for police officers and police staff in line with the 2nd Windsor Review Report recommendations and the approval by the Home Secretary following consideration and advice from the Police Advisory Board (PAB). Chief Officer Team (COT) discussed the proposed way forward in respect of costs and logistics of facilities for implementing the testing.
Decision:
COT support the recommendations in principle and that ACC Mr Robins would bring a paper back to provide further details of implementing the test, in consideration of costs and minimising abstraction to operational duties.
Rationale: Further consideration is to be given to the potential implementation costs and to minimising the abstraction of officers from operational duties.
Action: ACC Mr Robins to bring a paper back to COT with further details of implementing the Fitness Test in consideration of costs and minimising abstraction to operational duties.
ITEM 4: BIOMETRICS VETTING
Summary of Discussion:
ACC Mr Robins detailed a paper requesting consideration of recommendations to extend the Biometric Vetting procedures to PCSOs and other front-line police staff roles prior to their appointment. These terms and conditions would be with the consent of new recruits, internally and externally.
Decision: It was agreed to introduce pre-employment bio-metric vetting for all PCSOs and all other frontline police staff roles.
Rationale: To afford the highest opportunities of vetting frontline police and staff roles.
Action: ACC Mr Robins to progress the Biometrics Vetting paper.
ITEM 5: FORCE JOB EVALUATION
Summary of Discussion:
ACC Mr Robins presented a paper which outlined the current methodology and processes used by the Force for job evaluation. COT were asked to determine which HR options to progress for evaluating police staff roles.
Decision: The following recommendation were agreed:
i)  Retain Hay job evaluation methodology.
ii)  Review the market factors and professional pay scale processes.
Rationale: To retain the advantage of being able to process and evaluate roles rapidly, during the current period of intensive organisational change.
Action: ACC Mr Robins to progress the agreed proposals for the Force Job Evaluation.
ITEM 6: HI TECH Crime Unit Relocation
Summary of Discussion:
It was agreed that this paper should be withdraw and progressed through Riding House Project Board.
Action: ACC Mrs Lee to progress the Hi Tech Crime Unit Relocation paper through the Riding House Project Board.
ITEM 7: VEHICLE LIVERY OPTIONS
Summary of Discussion:
ACO Mr Brook presented a paper which detailed the options available for increasing the visibility of the current West Yorkshire fleet of plain vehicles. Currently WYP has in the region of 1130 operational vehicles with 47% of the vehicles in some form of livery. Taking the low cost option of fitting door crests and the 101 number to vehicles which would not be used for observation and specialist covert work, the Force marked fleet could reach 70% by the end of 2013. Monitoring vehicle usage was discussed, and the essential requirement for unmarked cars for DCs responding without full PPE kit.
Decision: The Vehicle Livery Options paper recommendations was agreed:
(13) That 81 vehicles are installed with the Force crests to the front doors and 101 number to the rear quarter.
(14) The parts and labour at £2,187 to come from the current Transport budget with no additional funding required.
(15) All future plain vehicles that are required for livery are supplied in the standard white colour instead of the current royal blue that is retained for those vehicle replacements that are not to be put into livery.
Rationale: Increasing the visibility of the WYP Force vehicles.
Action: ACO Mr Brook to progress the Vehicle Livery Options paper recommendations.
ITEM 8: HORSFORTH LIBRARY
Summary of Discussion:
ACO Mr Brook detailed a paper which asked COT to consider the acquisition, through a lease of premises within Horsforth Library, to co-locate elements of the Airedale and Wharfedale NPT (currently based at Otley Police Station) with appropriate partners in a single site. Additional capital funding of £121k and ongoing revenue of costs of approximately £27k per annum are required.
Decision: COT agreed to progress the paper today and to present to the Community Outcomes meeting with the PCC on 8th July. Paper to be sent to the Programme of Change Board (PoC) – to note.
Rationale: To provide more of a centrally located permanent presence enhancing our NPT policing service and meeting the new operating model.
Action: ACO Mr Brook to:
i)  Progress the capital funding of £121k and ongoing revenue cost of approximately £27k for the Horsforth Library premises lease acquisition.
ii)  Present the Horsforth Library paper to the PCC on 8th July and forward the paper to the PoC Board, to note.
ITEM 9: HUDDERSFIELD POLICE STATION
Summary of Discussion:
ACO Mr Brook outlined a business case which recommended options for the refurbishment of Huddersfield Police Station in line with the recent Chief Officer Team instruction.
Decision: In principle Option 3 refurbishment was supported by COT, this addresses the buildings main mechanical and infrastructures systems, rear yard and energy efficiency. It was also agreed that the Chief Constable should be sighted and his views considered, in relation to operational arrangements, prior to presenting the paper at the next Community Outcomes meeting at the OPCC on 8th July.
Rationale: In view of the operational arrangements, age of the building (1967) and with the prospect of long term occupancy of the premises.
Action: C/Insp Millar to ensure CC Mr Gilmore is sighted on the paper recommending the Option 3 refurbishment decision prior to presenting to the OPCC on 8th July.
Action: ACO Mr Brook to present the Huddersfield Refurbishment paper at the OPCC meeting on 8th July.
STANDING ITEMS
ITEM 10: FUTURE AGENDA ITEMS
Summary of Discussion:
The Future Agenda Items were agreed.
ITEM 11: ANY OTHER BUSINESS
Summary of Discussion:
Riding House
ACO Mr Brook presented a paper, which with the approval of the PCC, requested approval of a bid to purchase the property investment on the market that includes Riding House. Securing a surrender of Stobart’s lease over the property will be a condition to the offer, as it is vital to terminate the Force’s lease on Riding House and remove the £419k annual rent. Discussions with Stobart have been favourable. The ACO Mr Brook has discussed and agreed the proposals and bid price with CC Mr Gilmore. Closure of bids will be 4th July.
Decision: The recommendations of the paper were agreed.
Rationale:
Action: ACO Mr Brook to take the paper to the Community Outcomes meeting at the OPCC with a recommendation that we make a bid for the purchase of the Riding House site at a price which is deemed to be appropriate.
OFFICE ACCOMODATION
It was noted that, following refurbishment, Legal Services will re-locate to Laburnum Road where more separate officers are available and PSD will locate back to Admin 1. Legal Services will re-locate in three weeks time.
DATE OF NEXT MEETING
The next Chief Officer Team meeting will be held on Monday 8 July 2013 in The Oak Room, Admin 1, Force Headquarters, commencing at 0930 – 1300 hours.
SUMMARY OF ACTIONS from Chief Officer Meeting 01.07.13
Action: ACC Mr Robins to bring a paper back to COT with further details of implementing the Fitness Test in consideration of costs and minimising abstraction to operational duties.
Action: ACC Mr Robins to progress the Biometrics Vetting paper.
Action: ACC Mr Robins to progress the agreed proposals for the Force Job Evaluation.
Action: ACC Mrs Lee to progress the Hi Tech Crime Unit Relocation paper through the Riding House Project Board.
Action: ACO Mr Brook to progress the Vehicle Livery Options paper recommendations.
Action: ACO Mr Brook to:
iii)  Progress the capital funding of £121k and ongoing revenue cost of approximately £27k for the Horsforth Library premises lease acquisition.
iv)  Present the Horsforth Library paper to the PCC on 8th July and forward the paper to the PoC Board, to note.
Action: ACO Mr Brook to present the Huddersfield Refurbishment paper at the OPCC meeting on 8th July.
Action: C/Insp Millar to ensure CC Mr Gilmore is sighted on the paper recommending the Option 3 refurbishment decision prior to presenting to the OPCC on 8th July

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