Minutes of Meeting of the Northern Joint Police Board held in the Council Chamber, Council Offices, Sandwick Road, Stornoway on Wednesday, 23 April 2008 at 9.30 a.m.
Present
Representing the Highland Council
Mr J Rosie, Mr G M Smith, Mr D Mackay (Substituting), Mrs D Mackay, Mr W J Ross, Mr M Rattray, Mr D J Chisholm, Mr H Fraser, Mr A Millar, Mr I Renwick, Mrs P Munro, Mr P Corbett, Mr N A Donald, Mr J Finnie, Mr D Cameron, Mr B J Murphy
Representing Comhairle nan Eiliean Siar
Mr N M Macleod, Mr C Nicolson, Mr P Carlin, Mr I MacKenzie
Representing Orkney Islands Council
Mr A Drever, Mr R K Leslie
Representing Shetland Islands Council
Mr A Cooper
Also in attendance as Observers
Mr M Macleod (Comhairle nan Eilean Siar)
Mr K Murray (Comhairle nan Eilean Siar)
Officials in attendance:
Chief Constable
Deputy Chief Constable
Mrs E Ward, Director of Finance and Asset Management, Northern Constabulary
Mr A Graham, Deputy Director of Human Resources, Northern Constabulary
Mr P Lamont, Head of Administration, Northern Constabulary
Chief Superintendent L Stewart
Chief Inspector P Eddington
Mr D Robertson, Treasurer’s Office
Ms M Morris, Clerk
Mrs R Moir, Assistant Clerk
Mrs C Nicoll, Clerk’s Office
Mr N M Macleod in the Chair
1. Apologies for Absence
Apologies for absence were intimated on behalf of Mr W Mackay, The Highland Council, and Mr A Duncan, Shetland Islands Council.
2. Appointment of Clerk and Monitoring Officer
Following the retiral of the previous Clerk, Ms Roslyn Pieroni, the Board AGREED to appoint Ms Michelle Morris, Assistant Chief Executive, The Highland Council, as Clerk to the Board.
The Board also AGREED that the person shortly to be appointed to the new post of Head of Legal and Democratic Services, The Highland Council, be also appointed Monitoring Officer to the Board at that time.
3. Minutes – Previous Meeting
There had been circulated and APPROVED Minutes of Board Meeting of 18 January 2008.
4. Minutes – Finance and Policy Working Group
There had been circulated and APPROVED Minutes of the Finance and Policy Working Group meeting held on 22 February 2008, subject to the amendment of the date of the meeting to read 22 February 2008 rather than 22 January 2008.
Members were advised that the Convener and the Chief Constable had attended a meeting with Mr D Mulhern, Chief Executive of the Scottish Police Services Authority (SPSA) and Mr T Nelson, SPSA Director of Forensic Services, to discuss further the Board’s concerns relating to the possible relocation of forensic services from the Grampian Police Forensic Science Laboratory to new premises in Dundee. The Scottish Police Authorities Conveners Forum was also due to meet with the Justice Cabinet Secretary in the near future.
The Board NOTED the position and AGREED that copies of the Minutes of the Conveners Forum meetings would in future be circulated for information to Board Members.
5. Presentation on Wildlife Crime
At its meeting held on 18 January 2008, the Board had agreed that a wildlife officer make a presentation to a future meeting of the Board, as a means to demonstrate best practice.
Chief Inspector Paul Eddington, Area Commander, Ross, Cromarty & Skye, made a presentation to the Board on wildlife crime issues. In the course of the presentation, he provided Members with an overview of the various types of offences committed, including poaching, egg collecting and trapping, and the extent and effect of wildlife crime over the Highlands and Islands area.
The work of the Force covered many areas, including diversity and biodiversity, as well as agriculture, moorland and marine issues. Officers worked closely with gamekeepers, water bailiffs and local communities, who were all very protective of the wildlife in their own areas and provided useful ‘ears and eyes’ support. The Force also played a role in the Highland Biodiversity Partnership and worked closely with other agencies, including the Scottish Fisheries Protection Agency, in their work to protect the iconic species of the area. One major area of concern had been the increase in the illegal poisoning and trapping of all species which not only had an impact on the area’s wildlife but had also raised concerns about public safety. Trapping was a very contentious issue at present as current legislation did allow the use of some traps in certain circumstances but more often that not both locals and tourists found the use of these traps offensive and reported their existence to local Officers.
Chief Inspector Eddington was pleased to report that there had been a decrease in the number of cases relating to egg collecting and the Force had forged a good working relationship with the Royal Society for the Protection of Birds (RSPB) in addressing this issue. The range of backgrounds of those who had indulged in illegal egg collecting had been surprising and the most severe cases had been dealt with by a term of imprisonment. As an example of the Force raising public awareness of wildlife crime issues, Members were advised that an educational pack was currently being prepared, in consultation with the RSPB, which would be circulated to schools throughout the Force area.
In relation to marine matters, mention was also made of a positive prosecution in Inverness relating to the disturbance of dolphins in the Moray Firth area, while another incident was currently being investigated at Ardersier.
In conclusion, Chief Inspector Eddington explained that the work of the Force in addressing wildlife crime had also included the protection of rare plants, freshwater mussels and the control of illegal potions and substances often found in traditional eastern medicines. At present, wildlife crime did not appear on the curriculum for probationer officer training at the Police College. However, a distance learning course was now available and the Force had also introduced the subject into their own probationer training programme.
Members were appreciative of the work being undertaken by Officers despite the limited resources available. In reply to a query raised as to whether there were any plans to introduce full-time wildlife crime officers, the Chief Constable explained that at present rural officers were often best placed to deal with these matters and were supported by officers in the Area Commands whose remit included part-time responsibility for these issues. He reassured Members that this issue would continue to be a significant priority for the Force and would be kept under regular review.
The Convener thanked Chief Inspector Eddington for his interesting and informative presentation, which was NOTED.
6. Force Review Implementation
There had been circulated Report No. pol-14-08 by the Chief Constable providing a progress report on the implementation of the ongoing Force Review Programme.
The Chief Constable reported that, since the last meeting of the Board, the Force had worked to agree policing plans and budgets and as a result had made financial savings which would assist in providing maximum funding for operational policing. In total the Force had been able to achieve an increase in the operational budget of £1.6M. This increase did not include any additional monies from the Scottish Government for recruitment in 2008/09. The Force continued to face a challenge in the recruitment of officers and in 2007/08 a total of 62 officers had been recruited, which had been the highest number of new officers recruited over the past 10 years. It was anticipated that the Force would achieve 780 officers in the current year, which would necessitate the recruitment of up to 108 officers, including those recruited with the additional monies provided by the Scottish Government. The first twelve Constables to be recruited during the course of the next few months would be stationed at Lerwick, Stromness, Bettyhill, Lairg, Benbecula, Kyle of Lochalsh, Fort William, Kingussie, Grantown on Spey, Nairn and Inverness. Further allocations of new officers would be announced during the recruitment process.
The Convener thanked the Force for their work in achieving the additional funding required for operational purposes and also acknowledged the important contribution made by the Scottish Government in the provision of additional officers. Members also acknowledged the important contribution made by the Force Review in helping to maximise the number of officers available for operational duties.
In reply to a query raised in connection with the availability of translation services throughout the area, Members were advised that interpreters used for police support required to be accredited, and it was not always easy to gain access to this service. A national contract was in place providing reasonable access to audio interpreters. However, the geography of the Highlands and Islands had created significant difficulties in some areas. NHS Highland and Highlands and Islands Fire and Rescue Service had also faced difficulties with this service and discussions were taking place with all local agencies in an attempt to address the problem. Dumfries & Galloway Constabulary were currently leading on an ACPOS project looking at ways of improving access to this valuable resource.
Thereafter, the Board NOTED the position.
7. Revenue Budget Monitoring Statement 2007/08
There had been circulated and was NOTED Report No. pol-15-08 comprising a statement and commentary by the Chief Constable on Revenue Expenditure and Income for the period to 29 February 2008.
8. 2008/09 Revenue Budget Efficiency Plan
At its meeting held on 18 January 2008, the Board had noted that there was an expectation that 2% cash efficiency savings would require to be made in the 2008/09 financial year and subsequent years, and that a report would be brought to the April meeting of the Board on the proposed savings.
In this connection, there had been circulated Report No. pol-16-08 by the Chief Constable outlining the Efficiency Plan being adopted by the Force to link in with the 2008/09 Revenue Budget.
In speaking to the report, the Chief Constable explained that, based on a budget of £46.958M, the efficiency target of 2% had been calculated at £939k; indeed savings of £1,427,512 had been identified, which would be reinvested in front line policing. The ongoing Force Review had helped to achieve these savings without impacting on operational policing and maintaining a continuity of service. Members were reassured that UNISON and the TGWU had been fully consulted during the Review process.
The Board NOTED the position.
9. Capital Expenditure Monitoring Statement 2007/08
There had been circulated Report No. pol-17-08 comprising a statement and commentary by the Chief Constable on Capital Expenditure for the period to 29 February 2008.
In speaking to the report, the Chief Constable was pleased to report that the construction of the new Police Station at Grantown had now been completed and that a formal opening of the new facility would take place on 1 May 2008. Members were also informed that the new facility at Whalsay was nearing completion, which demonstrated the impact that investment in the capital programme was clearly making operationally. The Convener echoed the views of the Chief Constable and commended the contribution made by the Board in helping to secure the necessary additional funding for the upgrade of the Force estate. He also thanked all officers and staff for their continuing work in addressing the needs of the communities served by these much needed facilities.
During discussion, Members were advised that direction was still awaited from the Government in relation to the VIPER Project. Members were reminded that it had been intended to roll out this project across the area. However, a potentially more cost effective alternative solution was currently being investigated. In relation to the WinScribe Project, this was being rolled out incrementally throughout the Force area and would reduce officer time spent on incident and crime recording.
Following further discussion, the Board NOTED the position.
10. 3-Year Capital Plan 2008/09 to 2010/11
There had been circulated Report No. pol-18-08 by the Chief Constable dated 11 April 2008 outlining proposals for the 3-year Capital Plan commencing 2008/09. Members noted that, in relation to ongoing projects, it had been assumed that planned expenditure in 2007/08 would be fully incurred to 31 March 2008 and that it was intended that revisited and revised estimates would be brought to a future meeting of the Board once year-end positions had been finalised.
The Chief Constable reported that the proposed project at Fort William would be built into the 2009/10 Capital Plan once the costs of the project had been scoped. It was anticipated that this project would be completed during the 2010/11 financial year. Members welcomed confirmation that building works were progressing at Rhiconich and Lairg.
In response to a query raised concerning the fuel efficiency of the Force vehicle fleet, the Chief Constable advised that the fleet currently stood at 215 vehicles and consisted largely of diesel vehicles. A replacement programme was usually carried out every three to five years and the mileage of each vehicle was taken into account when considering which vehicles required to be replaced. Tests had recently been carried out on the use of a hybrid vehicle within the Force, which had helped to demonstrate the Force’s commitment to addressing sustainable issues. Members reinforced the need for all organisations to address the issues of climate change and sustainability, particularly in relation to asset management. The Chief Constable undertook to bring a more detailed report on this subject to a future meeting of the Board.
Thereafter, the Board APPROVED the 3-year Capital Plan 2008/09 to 2010/11 and NOTED that a detailed report on climate change and sustainability in relation to the management of assets would be submitted to a future meeting of the Board.
11. Estate Management Programme
There had been circulated Report No. pol-19-08 by the Chief Constable dated 10 April 2008 providing an overview of the Capital and Management Projects Programme.
In reply to queries raised concerning the disposal of surplus properties, Members were advised that such properties were offered, in the first instance, to the Constituent Authorities or local housing associations and, if neither wished to acquire the properties, they were then offered for sale on the open market. In some cases, the disposal process proved to be long and protracted for reasons outwith the control of the Board, for example complex title issues. However, every effort was made for these disposals to be dealt with expediently.
Queries were also raised about the closure of rural police offices. The Chief Constable advised that it was intended to undertake a reorganisation of the rural police estate and to submit a report to a future meeting of the Board outlining the proposals for this reorganisation. He emphasised that there was no intention to remove policing services from peripheral areas. The Force would continue to provide continuous visible policing and the Chief Constable reassured Members that both the Board and communities would be fully consulted on the Force proposals.
Thereafter, the Board NOTED:
i. the progress made to date on approved projects; and
ii. that a report would be submitted to a future meeting of the Board
outlining proposals for the reorganisation of rural police stations
throughout the Force area.
12. Procurement Report
There had been circulated and was NOTED Report No. pol-20-08 by the Chief Constable providing Members with a report on recent procurement activity.
13. National Mobile Data Bid
There had been circulated Report No. pol-21-08 by the Chief Constable advising Members of the National Mobile Data Bid process. Part of the bid process required the identification of an applicant Force and a Police Board to endorse the bid. The Deputy Chief Constable was currently the Mobile Data Executive Lead for the ACPOS Business Change Programme Board, and, as Northern Constabulary held the Executive Lead, the bidding Police Force automatically defaulted to Northern Constabulary; therefore the bidding Police Board would be the Northern Joint Police Board. This was standard practice in any national bidding process and did not hold either the Force or the Board liable for any monies.
The Board AGREED to endorse the National Mobile Data Bid process.
14. Community Consultation Exercise
There had been circulated Report No. pol-22-08 by the Chief Constable informing Members of the outcome of a Community Consultation Exercise undertaken during December 2007.
The Chief Constable explained that this consultation had been the fifth of such exercises undertaken by the Force and had involved the issue of 4,500 questionnaires throughout the area. He was pleased to report that the consultation had provided positive results and indeed 95% of communities had reported that they felt very safe or fairly safe in their area within 15 minutes walk of their home. The exercise had provided a valuable tool in identifying policing priorities common to both the Force and local communities. Interestingly, the six major issues of concern identified in 2007 had been broadly similar to those highlighted in previous years. Whilst more of the major areas of concern had already been reflected in the Force’s strategic priorities, other concerns had reflected quality of life issues that the Force was already working to address in collaboration with partner agencies. As a means of keeping in touch and working closely with local communities, the Force had attended 180 community council meetings in the previous three months and had also attended 20 Highland Council Ward Forums. Although the Force could not guarantee attendance at every meeting, it had been recognised that such attendance was important in maintaining vital contact with local communities and every effort was made to attend as many meetings as Force commitments would allow.
Members welcomed the positive report provided by the Chief Constable. However, it was suggested that it might have been useful for the consultation to have highlighted at least six of the major concerns of senior Northern Constabulary Officers. Mention was also made of the common perception present in communities that the Force did not pay enough regard to the more low level crimes such as dog fouling and litter and that the Force should be seen to be prepared to take more action on these matters. In response, the Chief Constable emphasised the current demands on Police Officers and, given the nature of these demands, advised that some crimes were given priority over others, depending on their seriousness. The object of the consultation exercise had been to weave the concerns of both locals and the Force into the policing plans. For example, alcohol was highlighted as a priority to address anti-social behaviour. Public road safety and drugs were also strategic concerns which were given appropriate priority in the plans. The Chief Constable advised that he would be happy to share the policing plans with the Board and encouraged Members to discuss any issues of concern with their local Area Commander.
Following further discussion, the Board NOTED the position.
15. Service Point Strategy
There had been circulated Report No. pol-23-08 by the Chief Constable providing an update on the development of a Service Point Strategy within Northern Constabulary.
In speaking to the report, the Chief Constable explained that the aim of the Service Point Strategy had been to reinforce the Force’s commitment to maintain visibility and access to routine police services. There were 61 operational offices throughout the Force area, 23 of which presently provided full-time or part-time clerical support. Constraints on resources did not unfortunately allow full-time access at each facility but it was hoped that this strategy would help to address the needs of local communities and release officer time for more productive duties. The Force intended to widely publicise information about the opening hours of the various offices in the local media, on the Force website and on the station buildings. Discussions were currently taking place in the Islands areas to provide access where the provision of clerical support could be met locally.
In reply to a query raised, the Deputy Chief Constable confirmed that the Highland Council had been keen to explore a partnership arrangement with the Council’s Service Point in Brora. Although it was envisaged that this arrangement might provide added opportunities to increase access to policing services, further discussion was required before operating procedures could be drafted. The Force was confident that the strategy would provide an adequate and acceptable service locally and would also provide the increase in visibility that local communities were seeking.
Members agreed that there was great merit in the proposed partnership arrangements providing a point of contact and an enhanced service. Members were appreciative that higher visibility locally would help to address the more low level issues, for example dog fouling and litter, which in the long term would win more public support for the Police Service. It was suggested that a report be brought back to the Board comparing figures relating to these lower level issues before and after the implementation of the service point strategy. The Chief Constable agreed to prepare a report for a future meeting of the Board focussing on anti-social behaviour and quality of life issues and highlighting the work done in prioritising these issues.
Following further discussion, the Board NOTED the position.
16. Gender Equality Schemes
There had been circulated Report No. pol-24-08 by the Chief Constable presenting the 2008 Annual Report on progress made by the Force in meeting the statutory obligations under the Gender Equality Duty.
Members were advised that the Board was required to publish its annual report on its Gender Equality Scheme by 30 June 2008. As the Board did not meet again until 29 August, Members were asked to delegate powers to the Clerk to prepare and publish a report on the Board Scheme by the due date, in consultation with those Members appointed to sit on the Force’s Diversity Progress Group.
The Board NOTED the progress made by the Force in meeting the statutory obligations under the Gender Equality Duty and AGREED to delegate powers to the Clerk to prepare and publish a report on the Board Scheme by the due date, in consultation with those Members appointed to sit on the Force’s Diversity Progress Group.
17. Investors in People
There had been circulated and was NOTED Report No. pol-25-08 by the Chief Constable dated 10 April 2008 on the work of the Force towards the achievement of the Investors in People Award. A formal presentation of the Award was due to take place in Police Headquarters, Inverness on Tuesday 29 April 2008.
18. Review of Discretionary Policies under the Local Government
Pension Scheme
There had been circulated Report No. pol-26-08 by the Treasurer dated 8 April 2008 advising of a review of the Board’s discretionary policies under the Local Government Pension Scheme following changes in HM Revenues and Customs (HMRC) legislation.
Members were advised that the Discretionary Payments Regulations had initially been set up in 1998 and were reviewed every five years. The last review had taken place in 2003 and the next full review was scheduled for 2008. However, changes to the HMRC legislation, which had been incorporated into the Local Government Pensions Scheme (Scotland) Regulations with effect from October 2006, had directly affected two of the current Discretionary Policies, requiring them to be reviewed in advance of the next scheduled review.
The Board NOTED the removal of the policy on the abatement of pensions upon re-employment and AGREED:
i. that the suspension of contributions was removed with effect from 1
October 2006;
ii. to review all policies in 2008 as part of the five year review incorporating
those changes; and
iii. that, in line with the main scheme policy, there be an ‘opt out’ provision
allowing reconsideration of any specific discretion if the special
circumstances of an individual case merit it.
19. Independent Custody Visiting Scheme: Volunteer Travel Expenses
There had been circulated and was APPROVED Report No. pol-27-08 by the Assistant Clerk dated 14 April 2008 inviting the Board to approve an increase in the mileage rate payable to volunteer Independent Custody Visitors to 49p per mile.
20. Health and Safety: Remit of the Audit Working Group
The Board AGREED that consideration of this item be deferred to a future meeting of the Board.
21. Northern Joint Police Board and Police Staff Associations Liaison
Group – Constitution and Membership
At its meeting held on 15 June 2007, the Board had appointed the following Members to the Northern Joint Police Board and Police Staff Associations Liaison Group: Convener, Vice Convener, Mrs P Munro, Mr C Nicolson, Mr A Drever and Mr A Duncan.
There had been circulated for approval an updated and revised Constitution of the Northern Joint Police Board and Police Staff Associations Liaison Group, as recommended by the members of that Group, following their first meeting held on 27 February 2008.
The Board APPROVED the revised constitution and NOTED that it provided for the Group’s membership to include seven Board Members rather than six.
Mrs P Munro, seconded by Mr J Finnie, nominated Mr I Renwick, the Highland Council.
Mr I Mackenzie, seconded by Mr J Rosie, nominated Mr P Corbett, the Highland Council.
In a vote between the two candidates, Mr I Renwick received 3 votes and Mr P Corbett received 16 votes.
The Board therefore AGREED to appoint Mr P Corbett as a member of the Northern Joint Police Board and Police Staff Associations Liaison Group.
22. Scheme of Approved Duties
There had been circulated Report No. pol-28-08 by the Assistant Clerk dated 4 April 2008 recommending a Scheme of Approved Duties tailored to the circumstances of Board membership.
The Board APPROVED the draft Scheme of Approved Duties, subject to the sentence following paragraph 2.2 being amended to read ‘Attendance at other social or entertainment events, notwithstanding receipt of an invitation, will not be eligible for reimbursement of travel and subsistence expenses’.
23. Chief Constable’s Periodic Report
There had been circulated Report No. POL29/08 by the Chief Constable comprising his Periodic Report and covering the following issues:-
i. Crime and Road Accident Statistics;
ii. Crime Situation ;and
iii. Update from Operational Support Services Unit.
Members were informed that there had been a reduction of 6.6% in recorded crime compared with the same period in the previous year. There had been 183 fewer victims on the roads and for the first time in seven years there had also been a reduction in Class 1-5 Crimes. There were still many challenges to be faced by the Force and the Chief Constable commended the work done by officers and staff in providing an excellent policing unit in the Highlands and Islands.
The Deputy Chief Constable reminded Members that a challenging target of 63% had been set for the Force detection rate and he was pleased to report that the Shetland Area Command had achieved a detection rate of 70.7% and the Western Isles Command a rate of 72.5%. The Force road safety campaign continued and at the year end there had been a reduction of 13% in fatal casualties, a decrease of 21% in serious injuries and also a reduction in the number of slight injuries by 13%.
Members were informed of some of the recent most notable results, including the recovery of drugs to the value of £80,000 in Shetland and drugs with a value of £65,000 in Badenoch and Strathspey. In conclusion, Members were advised that, in the course of the previous year, a total of 905 fixed penalties had been issued, which had equated to 1000 hours of report writing time for Officers.
Members congratulated the Force in achieving a high standard of service for the Highlands and Islands and for the significant reduction in Class 1-5 crimes. The Deputy Chief Constable advised that the excellent relationship between the Force and the general public, together with the successful policing approach demonstrated by the Force, had played a major part in the reduction of these crime figures. The Force would continue to seek to improve the policing service provided and to strengthen the close working relationship with local communities.
Following further discussion, the Board NOTED the position.
24. Letters of Appreciation
There had been tabled and were NOTED 39 letters of appreciation received by the Chief Constable for the period from 1 January to 31 March 2008. There was also circulated Report No. pol-30-08 by the Chief Constable dated 4 April 2008 illustrating letters of appreciation.
25. Complaints against the Police
There had been circulated and was NOTED Report No. pol-31-08 by the Chief Constable dated 4 April 2008 regarding complaints against Police Officers from 1 January to 31 March 2008.
It was recommended that the Complaints Book specifying complaints against Northern Constabulary, which would be 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.
26. Execution of Deeds
The Board NOTED the deeds recently executed on behalf of the Board, as set out in the Agenda for the meeting.
27. Exclusion of the Public
The Board resolved that, under Section 50(A)4 of the Local Government (Scotland) Act 1973, the public be excluded from the meeting for the following items on the grounds that they involved the likely disclosure of exempt information as defined in Part I of Schedule 7A of the Act, the relevant paragraph being shown.
28. Force Review
Paragraph 1
There had been circulated to Members only and was APPROVED Report No. POL32/08 providing Members with an update on the Police Staff position and associated costs relating to the implementation of the Force Review.
29. Removal Allowance: Mortgage Interest/Bridging Loan Interest
Paragraph 1
There had been circulated to Members only and was APPROVED Report No. POL33/08 by the Chief Constable dated 9 April 2008 on a request received for assistance in relation to a mortgage/bridging loan.
30. Complaints Working Group
Paragraph 1
There had been circulated to Members only Report No. CWG4/08 by the Clerk, previously considered by the Complaints Working Group at its meeting held on 22 February, together with the Minutes of that meeting. There was also circulated separately Booklet A comprising the documentation relating to one of the complaints under reference in the circulated report. Members noted that the complaint documentation that formed Appendix 3 to Report No. CWG4/08 would be circulated to all Board Members for consideration when the matter was no longer sub judice.
The Board APPROVED the Minutes of the Complaints Working Group held on 22 February 2008, and thus AGREED the recommendations of the Working Group in relation to the two complaints brought to the Board at this meeting.
The meeting ended at 1.00 p.m.