Minutes of Meeting of the Northern Joint Police Board held in Council Headquarters, Glenurquhart Road, Inverness on Thursday, 22 November 2007 at 10.45 a.m.
Present
Representing the Highland Council
Mr J Rosie, Mr G M Smith, Mr W MacKay, Mrs D Mackay, Mr W J Ross, Mr M Rattray, Mr D Chisholm, Mr H Fraser, Mr A Millar, Mr I Renwick, Miss J Campbell (Substitute), Mr N Donald, Mr D Cameron, Mr B J Murphy
Representing Western Isles Council
Mr N M Macleod, Mr C Nicolson, Mr P Carlin, Mr I Mackenzie
Representing Orkney Islands Council
Mr A A Drever, Mr R K Leslie
Representing Shetland Islands Council
Mr A Duncan, Mr C Smith (Substitute)
Also in attendance as an Observer
Mr D Mackay (Highland Council)
Officials in attendance:
Chief Constable, Deputy Chief Constable, Chief Superintendent L Stewart, Chief Superintendent B Duncan, Mr P Fraser, Force Director of Finance and Asset Management, Ms E Ward, Force Head of Finance, Mr A Macleod, Force Estates Manager, Ms A Sillars, Force Director of Human Resources, Mr P Lamont, Force Head of Administration, Mrs M Grigor, Treasurer’s Office, Ms R Pieroni, Clerk, Mrs R Moir, Assistant Clerk, Mrs C Nicoll, Clerk’s Office
Mr N M Macleod in the Chair
1. Apologies for Absence
Apologies were intimated on behalf of Mrs P Munro, Mr P Corbett and Mr J Finnie of The Highland Council and Mr A Cooper of Shetland Islands Council.
2. Minutes – Previous Meeting
There had been circulated and were APPROVED Minutes of Board Meeting of 14 September 2007.
In reply to a query raised in relation to the Housing Management Review, item 9 of the Minutes refers, the Chief Constable advised that, since 1994, new recruits had no entitlement to the provision of housing or housing allowance. These officers now represented the majority of operational officers within the Force. At the same time, the Police Service no longer received funding support for housing provision and maintenance. Discussions had been taking place with local authorities and Registered Social Landlords with a view to disposal of the Board’s housing stock, while securing access to housing for officers, in particular those transferring to the outlying areas of the Force. The Board would be kept informed of progress at future meetings.
A query was also raised concerning Force policy relating to the closure of rural stations. The Chief Constable confirmed that the Force’s operational estate would be considered as part of the Force Review and also in the forward planning for the next 3 to 5 years. It was anticipated that the majority of the operational estate would remain as it was and that any amendments to the estate plan would be brought to the Board for consideration at a future meeting.
The Vice-Convener, recently appointed by COSLA to the Official Side of the Negotiating Body for Police Officers, informed Members that a Police Arbitration Tribunal had met on 2 November 2007 to consider the 2007 police officer pay award. It was expected that the findings of this arbitration would be reported in the near future, following which the Home Secretary would make a final determination on the award.
The Board NOTED the position.
3. Minutes – Finance and Policy Working Group
There had been circulated and were APPROVED Minutes of the Finance and Policy Working Group of 9 October 2007.
There had also been circulated and were HOMOLOGATED:
i. copy letter from the Clerk to the Scottish Parliament
Justice Committee comprising the Board’s submission to the Committee’s
Inquiryinto the Effective Use of Police Resources (item 2 of the Minutes
refers); and
ii. copy letter from the Clerk to the Scottish Government concerning the
forthcoming transfer of Northern Constabulary ICT staff and property to the
Scottish Police Services Authority (item 3 of the Minutes refers).
Referring to the Inquiry into the Effective Use of Police Resources, (i) above refers, the Convener reported that various Police organisations throughout Scotland had submitted evidence to the Inquiry, including ACPOS and the Conveners Forum. The Justice Committee intended to establish a Programme Board as part of the Inquiry to look at the future of Policing in Scotland and the Conveners’ Forum had been invited to nominate a representative to the Programme Board. A meeting had been held with Kenny MacAskill MSP, the Cabinet Secretary for Justice, on 30 October 2007, when discussions had taken place concerning the proposal for an additional 1000 officers for Scottish Police Forces. However, as Members were already aware, the Scottish Government had recently announced that 500 new officers would be recruited to Scottish Forces, of which 150 would be recruited within the current financial year. Eight of these 150 officers were being allocated to Northern Constabulary, which would bring the total of new officers for recruitment in the current year up to 28.
The Conveners Forum had been disappointed that the number of new officers had been reduced to 500, but was content with the progress that had been made in securing these additional resources. The Chief Constable welcomed the allocation of the additional 8 officers and reported that there had been a positive indication from the Scottish Government that additional funding for these extra officers would be made available by the end of the financial year. The recruitment campaign was now underway and places had been secured at the Scottish Police College at Tulliallan for these additional recruits. It was anticipated that the new officers would not be operationally available until late Summer 2008 and, allowing for the full two-year training programme, could not be regarded as experienced and contributing completely effectively until mid-2010. Members were reminded that, with the agreement of the Board, the Force had already raised its recruitment figure to a minimum of 710 officers and a maximum of 730. These additional officers would raise this upper level to 738. There were currently 723 officers within the Force and, given the growing demands on police officers, every attempt would be made to ensure the maximum benefit from the available resources.
In relation to the transfer of Northern Constabulary ICT staff and property to the Scottish Police Services Authority, Members were advised that this transfer would take place on 1 April 2008 and that discussions were ongoing to agree the transfer process.
During discussion, Members welcomed the additional resources allocated to the Force. However, they voiced their disappointment in the reduction in the number of additional officers being made available to Scottish Forces. They also voiced concern that the funding of these additional officers required to be sustainable in order to avoid any financial burden on the Force budget in the future. Members recognised the importance of recruiting new officers to the Force but, as a means of ensuring the desired maximum capacity, suggested that consideration be given to encouraging older officers to stay within the Force beyond their 30 years service. The Chief Constable reported that very few officers elected to stay beyond their service and that, financially, for every five new recruits that could be afforded the Force could afford to retain only 3 full service officers, which would not only have an impact on the number of officers available operationally but also on the visibility of officers on the beat.
The Board NOTED the position.
4. Minutes – Complaints Working Group
There had been circulated Minutes of the Complaints Working Group of 1 November 2007 .
With reference to Item 7 of the Minutes, the Vice-Convener advised that the proposed shadowing of investigating officers would provide an opportunity for Members of the Working Group to acquire a more in-depth knowledge of the complaints process and that a mechanism would be established ensuring that the position of neither the Board nor the Force would be compromised by this proposal.
The Board APPROVED the Minutes of the Complaints Working Group of 1 November 2007 and thus AGREED that a process permitting a number of Working Group Members to shadow complaints investigations be established.
5. Minutes – Audit Working Group
There had been circulated and were APPROVED Minutes of theAudit Working Group of 1 November 2007 .
6. Revenue Budget Monitoring Statement 2007/08
There had been circulated Report No. pol-47-07 dated 12 November 2007 comprising a statement and commentary by the Chief Constable on Revenue Expenditure and Income for the period to 31 October 2007.
In speaking to the report, the Chief Constable informed Members that overall an underspend of £198,000 was anticipated. He explained the factors that had led to the increase in the net budget compared with that previously presented to the Board, including pensions, which had seen further significant unbudgeted expenditure since August. The underspend in Direct Employee Expenses was expected to continue to the year end.
In reply to queries raised concerning pensions, the Chief Constable advised that the Police Pension Scheme was established on a UK-wide basis. As far as new recruits were concerned, a revised Pension Scheme had been introduced in 2006 offering a lower level of benefit to new recruits. These officers made a lower level of contribution and would have to serve 35 years service to achieve maximum benefit. The contributions paid by officers were added to an in-year fund and monies were then received from the Government to top-up this fund. With the pensions budget increasing year on year, the Chief Constable considered it important that every support be given to the Conveners Forum in their campaign for the transfer of responsibility for pensions budgets from Police Authorities to the Scottish Government.
Mention was also made of the grant received for counter-terrorism and the Chief Constable explained that this grant had been ring-fenced largely for the provision of counter-terrorism security advice to businesses and organisations such as airports. There was no additional funding for operational visibility provided by police officers and the costs for providing such a service would have to be accommodated within the Force budget. Members were concerned about the impact that these unscheduled costs would have on the budget and expressed the view that every effort should be made to lobby the Government for additional funding support. The Chief Constable advised that the detailed outcome of the Government’s 3-year Spending Review was awaited and reassured Members that counter-terrorism had been included as part of the Spending Review bid.
The Board NOTED the position.
7. Capital Expenditure Monitoring Statement 2007/08
There had been circulated pol-48-07 dated 12 November 2007 comprising a statement and commentary by the Chief Constable on Capital Expenditure for the period to 31 October 2007.
The Chief Constable reported that work was currently being carried out on the draft 3-year capital plan and this would be presented to the Board at its January 2008 meeting. Detailed proposals on the transfer of ICT staff and property to the Scottish Police Services Authority would also be presented to the Board at a future meeting.
During discussion, a query was raised as to whether a new Police station could be considered for Fort William as part of the 3-year capital plan. Problems were being experienced with the location of the present facility and it was also understood that improvements were required to the custody suite. The Chief Constable noted the concerns and advised that the Force had in place a rigorous prioritisation process for estate projects, with each facility considered carefully through this process before being added to the capital programme. The needs of the Lochaber area would be considered along with the needs of the other Commands in the Force Area.
With regard to the VIPER (Video Identification Parade Electronic Recording) project, Chief Superintendent Stewart reported that it had been intended to install a number of VIPER suites throughout the Force in the current financial year. However, the facilities had not yet been completed as further improvements had been made to the Project and it could now be implemented more efficiently at a lower cost. The impact of these improvements was currently being considered by Forces UK-wide and it was hoped that the facility would be made available in the near future.
The Board NOTED the position.
8. Procurement Report
There had been circulated Report No. pol-49-07 by the Chief Constable providing Members with a progress report on recent procurement activity.
In reply to a query raised concerning the disparity in the costs for the provision of Police Surgeon/Forensic Medical Examiner Services in Orkney and Shetland, the Force Director of Finance and Asset Management reported that the tender process in Orkney had highlighted the limited market of suitably qualified individuals able to provide this service. Members were assured that every attempt had been made to achieve best value.
The Board NOTED the position.
9. Independent Custody Visiting Scheme – Scottish Progress Report 2006/07
There had been circulated and was NOTED copy report as submitted by the Clerk on behalf of the Board for inclusion in the Scottish Independent Custody Visiting Scheme Progress Report for 2006/07, to be published in the near future.
10. Chief Constable’s Periodic Report
There had been circulated Report No. POL50/07 by the Chief Constable comprising his Periodic Report and covering the following issues:-
i. Crime and Road Accident Statistics;
ii. Crime Situation;
iii. Update from Operational Support Services Unit.
In speaking to the report, the Deputy Chief Constable was pleased to report that the detection rate currently stood at 63.2% against a Force target of 63%; in particular, the Western Isles and Orkney Command Areas had achieved detection rates of over 70%. Crimes of dishonesty had slightly increased and Members were reminded that this followed the introduction of the new Scottish Crime Recording Standard. There had been a significant reduction in serious crime; a 23% reduction in fatal road accidents; and 31% reduction in serious casualties when compared with the same period in the previous year.
The new fixed penalty scheme for anti-social behaviour, implemented in September 2007, had resulted in a significant saving in the time dedicated to report writing, allowing increased visibility and patrol time for officers on the beat. To date 300 fixed penalties had been issued in the Force Area. Members were also advised that there had also been an increase in the number of crimes involving information technology (IT) and the Force had established a computer forensic unit who worked closely with Area Commands to tackle this growing trend.
During discussion, Members expressed their concern over the number of recent fatalities arising from road traffic accidents involving youths and enquired what initiatives the Force had in place to educate youngsters on safe driving. The Deputy Chief Constable explained that education packages were widely available throughout the Highlands and Islands aimed at encouraging young people to drive safely and the Force remained very proactive in its campaign to reduce the number of road traffic accidents. Speed cameras had proved successful in the campaign to reduce the number of drivers using excessive speed and the Deputy Chief Constable agreed to include statistics in future reports which would help demonstrate the effective use of the Safety Camera Partnership throughout the Force Area. Members suggested that consideration be given to the introduction of a graduated licence system, which had already proved successful abroad in reducing the number of road traffic accidents involving young people. The Chief Constable advised that ACPOS was currently in the process of developing a policy for such a system. Members agreed that the Board should actively pursue, through ACPOS, the introduction of a graduated licence system as a means of reducing the number of accidents involving young drivers.
Members highlighted the need to urgently upgrade some of the main routes in the Highlands and also the hidden dangers such as diesel spillage from commercial vehicles and also sap from trees, which had a detrimental effect on the road surface. Mention was made of an initiative introduced by the Police in Devon and Cornwall which had targeted haulage companies and filling stations in an attempt to reduce the number of incidents involving fuel spillage. The Chief Constable advised that the Force was always keen to look at new initiatives and he would be happy to look into this further.
Finally, an expression of thanks was made on behalf of the community in Wick, to Chief Inspector John MacDonald for his work and assistance during his term as Area Commander for Caithness.
Thereafter, the Board NOTED the position.
11. Letters of Appreciation
There had been tabled 51 letters of appreciation by the Chief Constable for the period 1 August to 30 September 2007. There had also been circulated and was NOTED Report No. pol-51-07 dated 17 October 2007 by the Chief Constable illustrating letters of appreciation.
12. Complaints against the Police
There had been circulated and was NOTED Report No. pol-52-07 dated 17 October 2007 by the Chief Constable regarding complaints against Police Officers from 1 August to 30 September 2007.
The Board AGREED that the Complaints Books specifying complaints against the Northern Constabulary, which had been available for inspection by Members prior to the meeting, be declared exempt information by virtue of Paragraph 1 of Part I of Schedule 7A of the Local Government (Scotland) Act 1973.
13. Schedule of Meetings
There had been circulated Report No. pol-53-07 dated 12 November 2007 by the Clerk recommending a schedule of meetings for 2008 as undernoted:
- Friday 18 January (a.m.) Inverness
- Wednesday 23 April (return 24 April) Stornoway
- Friday 29 August (a.m.) Inverness
- Friday 14 November (a.m.) Inverness
The Board AGREED the schedule of meetings for 2008 and that the Clerk make the necessary arrangements.
The Board also NOTED that, should there be a need for a meeting of the Finance and Policy Working Group to consider the Budget, this would be held on the morning of Tuesday, 8 January 2008.
14. Execution of Deeds
The Board NOTED the deed recently executed on behalf of the Board, as set out in the Agenda for the meeting.
The meeting ended at 12.45 p.m.