• Agenda

Minutes of Meeting of the Northern Joint Police Board held in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Friday, 18 January 2008 at 10.00 a.m.

Mr N M Macleod in the Chair

1.           Apologies for Absence

Apologies were intimated on behalf of Mrs D Mackay, Mr D Chisholm and Mrs P Munro of The Highland Council.

2.           Presentation by Scottish Police Services Authority (SPSA)

Mr D Mulhern, Chief Executive of the Scottish Police Services Authority made a presentation to the Board on the work of the Scottish Police Services Authority.

Members were provided with a background to the establishment of the SPSA and of the legislative mandate to deliver the following services and functions:

·        training and education to the Scottish Police Service through the Scottish Police College
·        single control of national police databases, previously the responsibility of the SCRO and now the responsibility of the SPSA’s Criminal Justice Section
·        single provider for ICT, which commenced in 2007 with the integration of the Scottish Police Information Strategy and would continue in April 2008 with the integration, consolidation and transition of ICT from all Scottish Forces to the SPSA
·        end-to-end forensic provision, with the integration of local crime scene examiners into the forensic science service together with finger print experts and forensic scientists, providing a forensic service that would follow through from examination of the crime scene to court
·        a supported and integrated national response to serious organised crime in Scotland.

The Authority had begun work on 1 April 2007 and was still, to a certain extent, a work in progress.  Systems and processes were still being developed.  However, the Authority had continued to deliver business continuity.  1300 staff had transferred to the SPSA from five different organisations to create what was effectively a single shared service and Police Forces had continued to receive the same level of service they had previously received.  The achievements of the SPSA to date had included:

·        the delivery of a replacement Criminal History System - work was ongoing to improve and enhance this system
·        2.7% of cash efficiencies in the first year of operation had been reinvested in the organisation to continue the work on enhancing the current service
·        the delivery of Strategic Priorities, set by the Scottish Government, including finger printing, identifying cash efficiencies, integration of ICT and the integration of services
·        the delivery of an effective forensic service following the Glasgow Airport terrorist attack
·        the delivery of an effective service with an uncertain budgetary settlement on start-up.

Mr Mulhern outlined the challenges which had been and were still to be faced by the new Authority.  Particular mention was made of the under-utilisation of the Scottish Police College.  The College had been regarded as a huge asset to policing in Scotland; however, during 2007 there had been a 41% shortfall in the anticipated numbers of probationers attending the College. All Forces had been consulted on the anticipated take-up of the courses offered by the College and it was noted that Northern Constabulary had been one of three Forces which had delivered more probationer recruits than had been anticipated. Probationer training was one of the primary priorities for the Authority and there was concern that this under-utilisation of the College would affect other areas of priority. 

There had been difficulties in demonstrating best value due to the absence of baseline data.  It would not be until the end of the first year that sufficient baseline information would be available to compare future years’ performance.  Nevertheless, the SPSA Board was keen to be as open and accountable as possible whilst continuing to enhance the service through the identification of efficiencies. 

In conclusion, Mr Mulhern provided a brief on the opportunities ahead, including the provision of a forensic science service which was fit for purpose.  A challenging three-year Corporate Plan had been submitted to the Scottish Government for approval and it was anticipated that this Plan would be published in the near future and circulated to all Scottish Forces and Police Authorities.

Following the presentation, the Convener confirmed that the Board was supportive of the work of the SPSA and wished to continue developing a constructive and positive working relationship with the Authority.  However, there were a number of concerns still to be addressed with the SPSA and an invitation was extended to Mr Mulhern to attend a meeting of the Finance and Policy Working Group in February/March 2008 to discuss these concerns further.  It was important for the Board to be content that the services to be transferred to the SPSA would be just as good as, if not better than, those presently provided.

The Chief Constable also expressed support for the work of the SPSA in bringing together existing national support structures and recognised that there was still much work to be done, particularly with reference to accountability and governance.  He highlighted the need for a proper consultation and engagement process with Forces and suggested that a possible Customer Board would help allow full consultation to take place with Chief Constables and Board and Authority Conveners.  There was also a need for the SPSA to demonstrate its credibility as a supplier of best value support services within the Highlands and Islands.  Some uncertainties remained regarding the transfer of ICT support staff.  It was important that the SPSA continued to support these staff members to deliver a high quality support service and equally important that the staff continued to feel valued in providing this service.  The Chief Constable reassured Members that he would endeavour to ensure that the transfer of ICT staff would be undertaken as smoothly as possible and that there would be no detrimental effect to services in the area as a result of this transfer.

Mr Mervyn Rolfe, Convener of the SPSA Board, explained that the Board was emphatic that the SPSA would be an entirely accountable organisation.  They were supportive of the key performance indicators being made publicly available to allow people to judge for themselves whether the desired high quality service was being achieved.

During discussion, Mr Mulhern echoed the comments of Mr Rolfe and further emphasised that the SPSA was keen to demonstrate that its processes were as open and transparent as was possible. The Agency was subject to inspections by Her Majesty’s Inspectorate of Constabulary (HMIC) and Audit Scotland had been appointed as the Authority’s external auditor, thus providing a high level of scrutiny.  In relation to the transfer of ICT staff, Mr Mulhern explained that the Authority had no intention of centralising the ICT service.  ICT requirements were local in nature and would continue to be addressed locally.  The Authority would be looking at how best to increase and improve departmental capability without detriment to the skills and resources currently available.  ACPOS were currently leading on discussions with ICT staff relating to their transfer and copies of the SPSA transfer policies and documents were available to all staff affected by this transfer.  Members were also advised that the SPSA had established a Group to set up and sign-off Service Level Agreements with Police Boards in relation to service delivery.

In reply to a query raised concerning VAT exemption, Mr Mulhern reported that, of a current budget of £85M including capital, the Authority’s VAT bill for the current year was £3M.  The VAT bill prior to set-up had been £1.9M. Notwithstanding the VAT exemption previously enjoyed by the organisations that now made up the SPSA, there was still a liability on certain services which had been met from the current budget.  The Scottish Government were currently looking at where various budgets would sit within the Authority in an attempt to reduce the VAT liability.

Referring to the proposed closure of the Grampian Police Forensic Science Laboratory, Mr Mulhern advised that a report had been submitted to the December meeting of the SPSA Board on a proposal to building a new laboratory in Dundee.  This proposal had received approval in principle and had been submitted to the Scottish Government for consideration.  A reply was currently awaited. 

Following further discussion, the Convener thanked Mr Mulhern for his presentation and looked forward to further discussions at the meeting of the Finance and Policy Working Group to be held in February/March 2008. 

Thereafter, the Board NOTED the position.

3.           Minutes – Previous Meeting

There had been circulated and were APPROVED Minutes of Board Meeting held on 22 November 2007.

4.           Minutes – Complaints Working Group

There had been circulated Minutes of Complaints Working Group held on 8 January 2008.  The Board APPROVED the Minutes and thus AGREED to recommend that a sub-committee be set up with a 7 week (maximum) deadline for dealing with complaints in the relevant categories as set out in the circulated report.

The Convener reported that, in accordance with the recommendation arising from the Police Complaints Commissioner’s report relating to complaints by the Macleod family of Wick, a meeting had been held between the Board and the family on Wednesday 9 January when the Board had expressed unreserved apology for the way in which the initial investigations into their son’s death and the subsequent handling of their complaints had been carried out.  The Board noted that the Macleod family had highlighted a number of issues which they felt required to be addressed further.  These discussions were ongoing.

5.           Complaints Sub-Committee

Further to item 6 of the Complaints Working Group Minutes (item 4 above refers), there had been circulated Report No. pol-1-08 dated 10 January 2008 by the Clerk inviting the Board to approve Complaints Handling Procedures, as set out in the report, and to establish an ad hoc Complaints Sub-Committee to deal with complaints received by the Board concerning (a) decisions reached or actions taken by the Board itself or (b) any other complaints, excluding complaints about either (i) a Chief Officer, in terms of the Police (Conduct)(Senior Officer)(Scotland) Regulations 1999, or (ii) quality of service complaints about Northern Constabulary; a process for each of these latter categories already being in place.

The Board APPROVED the draft Complaints Handling Procedures and AGREED:

i.             to submit a copy of these Procedures to the Police Complaints Commissioner for Scotland; and
ii.           to appoint a Complaints Sub-Committee as undernoted, with delegated powers to deal with complaints falling into categories (i) and (iv) as set out in the Complaints Handling Procedures:

6.           Revenue Budget Monitoring Statement 2007/08

There had been circulated Report No. pol-2-08  comprising a statement and commentary by the Chief Constable on Revenue Expenditure and Income for the period 1 April to 31 December 2007.

The Chief Constable reported that pensions continued to be the most variable element of the Force budget and that an overspend of £283,000 had been built into the year-end projection for this budget head.  An underspend of £482,000 had also been built in for direct employee expenses.  Income continued to be ahead of budget and out-turns were in line with the anticipated budget.

In reply to a query raised concerning the provision of medical services, Members were advised that the 23% increase in the provision of medical services had included the provision of forensic services and also of services in the Force custody suites.  Members were reminded that, since 2004, the provision of medical services had been outsourced following a competitive tendering process and the scale of fees payable had been dictated by the fact that there were few suppliers of these services available in the Highlands and Islands. 

The Board NOTED the position.

7.           Revenue Budget 2008/09

There had been circulated Report No. pol-3-08 by the Chief Constable presenting the proposed revenue budget for the Board for 2008/09, together with Report No. F&P1/08, previously considered by the Finance and Policy Working Group at their meeting held on 8 January 2008.  There had also been circulated Finance and Policy Working Group of 8 January 2008.

In speaking to the report, the Chief Constable advised that the budget as presented to the Board represented an overall increase of 3.1%.  The provision of ICT services had still been included in the revenue budget due to the fact that the details for the transfer of ICT staff etc had yet to be agreed.  An adjustment would be brought back to the Board at a future meeting to reflect the transfer of these revenue costs and assets.

Full year salary budgets for 730 whole time equivalent (WTE) officers had also been included and the Chief Constable explained that, due to funded secondments and specific grants for officer posts, the number of WTE officers in post was anticipated to exceed 730. The projected cost for pensions was estimated to be £9.045M, which represented an increase of 2.7% over the 2007/08 pensions budget.  There was an overall increase in requisitions of 4.89%, which had included provision for capital funding to allow necessary investment in the Force operational estate.

In addition to the budget position presented to the Board, and whilst detailed guidance was still awaited, there was an expectation that 2% cash efficiency savings would require to be made in the 2008/09 financial year and subsequent years.  A report would be brought to the April meeting of the Board on the proposed savings.

In reply to a query raised concerning the inclusion in the budget of commutations for 22 officers eligible to retire, the Director of Finance and Asset Management explained that, should the officers choose to remain in post after 31 March in the year they become eligible to retire, the commutation element of their pension had to be carried forward as an expense due to fall within the new financial year.  Monies for ill-health retirals could be carried forward, depending on the overall financial position, but would not necessarily be ring-fenced.

Thereafter, the Board APPROVED the Minutes of Meeting of the Finance and Policy Working Group held on 8 January 2008 and the revenue budget for 2008/09 as outlined in the report, and thus AGREED that:

i.             the Convener respond to the letter from Mr Peter Peacock MSP in terms reflecting the Working Group’s view that the Force was dealing effectively with wildlife crime through its local officers throughout the Force area; and
ii.           a wildlife officer make a presentation to a future meeting of the Board as a means to demonstrate best practice.

8.           Capital Expenditure Monitoring Statement 2007/08

There had been circulated and was NOTED Report No. pol-4-08 comprising a statement and commentary by the Chief Constable on Capital Expenditure for the period 1 April to 31 December 2007.

9.           Freedom of Information (Scotland) Act 2002: Implementation

There had been circulated and was NOTED Report No. pol-5-08 dated 9 January 2008 by the Chief Constable providing Members with an update on the implementation of Freedom of Information legislation within Northern Constabulary.

10.      Independent Custody Visiting Association – Scottish Annual Conference 2008

There had been circulated Report No. pol-6-08 by the Clerk inviting the Board to agree to host the 2008 Independent Custody Visiting Association (ICVA) Scottish Annual Conference.

The Clerk reported that the costs of the Conference, to be held on Saturday, 20 September 2008, would be met by the ICVA, and that the Inverness City Committee had kindly agreed to host a welcome drinks reception on the evening of 19 September.  The Convener having thanked the Inverness City Committee for their hospitality, the Board AGREED to host the 2008 Independent Custody Visiting Association Scottish Annual Conference on 20 September 2008, in Highland Council Headquarters, Inverness.

11.      Northern Constabulary Diversity Progress Group

The Board was invited to appoint three Members to sit on Northern Constabulary’s Diversity Progress Group, which was due to meet at the end of January.  Members noted that the former Convener and Vice-Convener had previously sat on this Group.

The Board AGREED the following appointments to the Northern Constabulary Diversity Progress Group:

12.      Public Sector Equality Duties

i.             Northern Joint Police Board Equality Schemes

There had been circulated Report No. POL7/08 by the Clerk updating Members on progress on the Board’s Equalities Schemes. 

The Board NOTED the position and APPROVED the revised Disability Equality Scheme Action Plan subject to an amendment to the effect that the comment in the Action Plan relating to the action on Publicity should read “Appropriate consultation options under discussion with Northern Constabulary to promote awareness of the Board”.

ii.           Northern Constabulary Disability Equality Duty: Annual Report

There had been circulated and was NOTED Northern Constabulary’s Annual Report on progress made on the actions arising from the Force Disability Equality Scheme 2006-2009.  Members congratulated all officers concerned for their work in implementing the Duty.

13.      Establishment of Joint Consultative Group

There had been circulated Report No. pol-8-08 by the Clerk reminding Members that the Board already had in place a Northern Joint Police Board and Police Staff Associations Liaison Group, with representation from the local branches of the Scottish Police Federation and Association of Scottish Police Superintendents, and at Chief Officer level.  To date the Board had not had a similar body for Support Staff and the Board was invited to establish a Joint Consultative Group with representation from the recognised trade unions.

The Board AGREED:

i.             to establish a Joint Consultative Group (JCG);
ii.           to adopt the draft JCG Constitution appended to the circulated report; and
iii.         to appoint six Board Members to the Joint Consultative Group as undernoted:

14.      Police Staff Redundancy and Early Retirement: Revised Force Reference Documents

There had been circulated and was NOTED Report No. pol-9-08 by the Chief Constable advising Members of revisions made to the Force Reference Documents relating to the Early Retirement/Voluntary Severance Scheme and Redundancy.

15.      Road Safety

At its meeting held on 22 November 2007, the Board had raised a number of concerns relating to road safety matters.

In this connection, there had been circulated Report No. pol-10-08  by the Chief Constable providing Members with an update on the current position on road safety issues, and on action taken to date.

The Chief Constable provided a background to the measures being undertaken by the Force in relation to Road Safety.  He suggested that a presentation be made to a future meeting of the Board that would fully inform Members of the specialist work being undertaken by officers in addressing road safety issues.

Mention was made of ongoing concern relating to the high number of incidents on the A82 Trunk Road.  Members were appreciative of the support provided by the Force at a meeting held on 25 January 2008 concerning the urgent need for the upgrading of this route.  The Convener advised that the Board shared the views and concerns of the public relating to this route and welcomed the formation of a local action group to steer the campaign for the necessary upgrading.  He advised that the Board would be happy to provide support where possible for this campaign.

Members’ attention was drawn to the Pass Plus Scheme that had been established to encourage new drivers to take additional driver training once they had passed their driving test.  The content of the scheme aimed at expanding inexperienced drivers’ knowledge and skills on aspects of driving and other road types not fully covered by the Learner curriculum.  Members were keen for this scheme to be rolled out throughout the Highlands and Islands and noted that it had already been in operation in Orkney for 2 years and also in the Highland area.  Discussions were currently taking place to introduce the scheme to the Western Isles and Shetland.

The Board NOTED the position and AGREED that a presentation on the specialist work being undertaken by the Force in relation to Road Safety be made by Inspector John Smith, Roads Policing Unit, at the Board meeting to be held on 29 August 2008.

16.      Chief Constable’s Periodic Report 

There had been circulated Report No. POL11/08 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.

Members were advised that there had been a reduction in the overall crime rate of 1.7% compared with the same period in the previous year.  There had also been a reduction in the number of Class 1 Crimes and acts of vandalism.  The detection rate currently stood at 63.3%, with 6 of the 8 Area Commands exceeding this target.  There had been an increase of 3.4% in the detection of drug related crimes, which reflected the amount of work carried out by the Force on the ground.

There had been a slight increase in the number of fatalities resulting from road traffic incidents, although there had been significant decreases in the number of serious and slight injuries.  Members were reassured that the Force continued to actively pursue its campaign to make the roads of the Highlands and Islands safer for users. 

Members welcomed the report and congratulated the Force for its continuing hard work in all areas, with particular reference being made to racially motivated crimes, drug related crimes and drink driving.

Following further discussion, the Board NOTED the position.

17.      Letters of Appreciation

There had been tabled 41 letters of appreciation by the Chief Constable for the period 1 October to 31 December 2007.  There had also been circulated and was NOTED Report No. pol-12-08 dated 7 January 2008 by the Chief Constable illustrating letters of appreciation.

18.      Complaints against the Police

There had been circulated and was NOTED Report No. pol-13-08  dated 7 January 2008 by the Chief Constable regarding complaints against Police Officers from 1 October to 31 December 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.

19.      Execution of Deeds

The Board NOTED the deeds recently executed on behalf of the Board, as set out in the Agenda for the meeting.

20.      Presentation

The Convener presented Ms Pieroni with a gift to mark her forthcoming retiral as Clerk to the Board.  The Board echoed the Convener’s thanks for her work and support since becoming Clerk in December 2001, and wished her well for the future.

The Convener also advised that Mr A Macleod, the Force Estates Manager, was soon to be moving to a new position with Comhairle nan Eilean Siar.  The Board AGREED that a letter be sent to Mr Macleod on behalf of the Board expressing grateful thanks for his work and support during his time as Estates Manager.