Minutes of Meeting of the Northern Joint Police Board held in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Friday, 25 November 2011 at 9.30 a.m.
Present
Representing the Highland Council
Mr G M Smith, Mr D Mackay (Substitute), Mr W MacKay, Mr D Fallows, Mr W J Ross, Mr M Rattray, Mr H Fraser, Mr A Millar, Mr I Renwick, Mrs D MacKay (Substitute), Mr P Corbett, Mr N A Donald, Mr D Cameron
Representing Comhairle nan Eilean Siar
Mr N M Macleod, Mr C Nicolson, Mr P Carlin, Mr I Mackenzie
Representing Orkney Islands Council
Mr A Drever (by video-conference link), Mr R K Leslie
Representing Shetland Islands Council
Mr A Duncan, Mr A Cooper
Officials in attendance
Mr G Graham, Chief Constable
Mr A Cowie, Deputy Chief Constable
Chief Superintendent J Innes
Chief Superintendent R Noble
Mrs E Ward, Force Director of Finance and Asset Management
Mr R MacDonald, Force Estates Manager
Ms A Sillars, Force Director of Human Resources
Ms R Cleland, Head of Corporate Communications
Mrs M Grigor, Treasurer’s Office
Ms L Lee, Assistant Clerk
Mr S Taylor, Clerk’s Office
Mrs T Bangor-Jones, Clerk’s Office
Also in attendance
Mr C McCashey, ACPOS Coordinator for Counter Terrorism (Item 3)
Detective Chief Inspector M Mackay (Item 4)
Mr N M Macleod in the Chair
Preliminaries
The Convener reminded Members that a Strategy Seminar would take place after the meeting of the Board at Northern Constabulary Headquarters.
The Convener, on behalf of the Board, congratulated Councillor Pauline Munro on the birth of her twins, and wished Councillor John Rosie a speedy recovery from his recent illness.
1. Apologies for Absence
Apologies for absence were intimated on behalf of Mr J Rosie, Mr H Wood, Mrs P Munro, Mr B J Murphy and Mr B Gormley of the Highland Council.
2. Declarations of Interest
There were no declarations of interest.
3. Presentation – Counter Terrorism/CONTEST
Assistant Chief Constable Colin McCashey, ACPOS Coordinator for Counter Terrorism gave a presentation on Counter Terrorism/CONTEST, the UK Government’s Strategy for Countering International Terrorism.
ACC McCashey’s role was to co-ordinate the eight Scottish Police Forces, to work with Scottish Government and to support the UK counter terrorism effort. The threat of terrorism in Scotland was real and evolving – the methods used by terrorists were changing. The Government’s current assessment of threat level in the UK was “3” (on a scale of 1-5) – ie a strong possibility. This included Scotland.
ACC McCashey commented that terrorism had always been with us and that the aim was to address the underlying causes. Partnership working was therefore very important. CONTEST operated under four pillars: pursue, prepare, protect and prevent. Community engagement and reassurance were included within its role. Intelligence was vital, and all available tools were used, including IT and PR. It was recognised that there was a fine balance between security and liberty - on occasions, liberty had to be curtailed in the interests of safety, such as at airports. Responses were tailored to each area of the UK and to specific events, such as the Olympics.
In response to their questions, Members were informed that:
- responding to cyber-crime and economic sabotage was a UK priority; training was ongoing in this area
- measures were in place to protect critical national infrastructure, such as Sullum Voe, in all weather conditions; in addition, there was continual assessment of likely targets, such as windfarms or renewable energy research developments, and appropriate mechanisms were put in place
- the approach taken to prevent radicalisation was to try and support people out of the vulnerable situation they were in
- protection of UK borders was multi-layered
- non-uk nationals released from UK prisons were not immediately expelled if this contravened their rights – the balance between liberty and security was important.
The Convener having thanked ACC McCashey for his presentation, the Board NOTED the information given.
4. Presentation – Public Protection Units
Detective Chief Inspector Mark Mackay gave a presentation on the Force’s public protection activities, comprising an oversight of the structures, staffing and portfolios. The Public Protection Units dealt with child protection, sexual offences, adult support and protection, and domestic abuse. Dedicated teams worked in each of these areas, with specialised officers. There was close liaison with other bodies, including Social Work, Education and the Health Service.
Information was provided as to the activities undertaken within each section of the Protection units. For example, with regard to child protection, officers were trained to national standards in interview techniques, and the extended use of video recording of interviews was being developed. For sex offences, in addition to supporting victims, officers were also involved in monitoring offenders and worked closely with other bodies through “MAPPA” (Multi Agency Public Protection Arrangements). The adult support and protection officers worked to identify vulnerable adults and, in liaison with other agencies, ensure that appropriate support was put in place. All domestic incidents were fully investigated, with offenders being kept in custody and appearing in court the following day. Again, working with partners was crucial. A liaison scheme for domestic abuse, “MARAC” (Multi Agency Risk Assessment Conferences”, which ran along similar lines to MAPPA, was being piloted in Ross-shire. It was intended that this scheme would be rolled out across the Force area.
In response to questions, Members were advised that:
- whether the PPUs would continue post reform was at present unknown; however, the model had proven to be very effective and the Force would wish it to continue
- work was in hand to streamline bureaucracy between public agencies
- a full risk assessment was undertaken when housing sex offenders; there was close discussion with housing representatives and a collective decision made
- male victims of domestic abuse were supported along the same lines as for female; this area of crime was probably under-reported
- housing of drugs offenders within the community was looked at on a case by case basis, it did not come within the MAPPA scheme; Anti-Social Behaviour Orders (ASBOs) could be used if necessary
- anonymity of re-housed offenders could not be guaranteed – for example, information could be obtained by parents under the community disclosure scheme
- ways in which the Board could assist the PPUs were to pass on information and to encourage the public to do likewise; Members may also wish to commit to the White Ribbon campaign (i.e. not condone violence against women).
The Convener having thanked officers for their good work, the Board NOTED the information given.
5. Minutes – Previous Meetings – 26 August and 19 October 2011
There had been circulated and were APPROVED Minutes of Board Meetings of 26 August 2011 and 19 October 2011.
Arising from the August minutes, the Board AGREED to meet the cost of a meal for Independent Custody Visitors, in recognition and appreciation of their efforts.
6. Minutes – Audit Working Group – 16 September and 11 November 2011
There had been circulated for confirmation Minutes of meetings of the Audit Working Groups of 16 September 2011 (31kb pdf) and 11 November 2011 (30kb pdf). Following from discussions at the September meeting, there was also circulated Report No. pol-42-11 (117kb pdf) dated 9 November 2011 by the Chief Constable, providing an update on the Force’s Risk Management.
The Vice Convener commented on the extended role of the Working Group, which now scrutinised such areas as risk management, action plan reporting and corporate governance in addition to accounts and Audit reports. He drew attention to the good working relations with Internal and External Audit and advised that Audit Scotland had given an unqualified opinion on the Audited Accounts, and that an active programme had been agreed with Internal Audit.
In speaking to the report, the Chief Constable drew attention to a number of emerging risks, including budget, pensions reform, pay and conditions and restructuring. Whilst such risks might not develop, it was important to be prepared for potential consequences. The current Force risk profile presented no items assessed as very high risk, but this position could alter should circumstances change.
The Board APPROVED the Minutes of the Audit Working Group meetings held on 16 September and 11 November 2011, and NOTED:
i. the development of the Risk Management process within the Force, the
current risk profile and the horizon scanning update, as detailed in the
report; and
ii. that a report would be brought to the next meeting of the Working Group
on the Highland Council’s audit of the Force’s risk management processes.
7. Minutes – Complaints Working Group – 15 November 2011
There had been circulated Minutes of Meeting of the Complaints Working Group of 15 November 2011 (32kb pdf).
Arising from the Minutes, the Vice Convener commented that whilst numbers of complaints had increased, the reasons for this could not be inferred from the data; for example, the increase could have resulted from more assiduous recording of complaints. It was important to note that there had been no significant change in cases of proven misconduct. He also highlighted the constructive working relationship between the Force, Board and Police Complaints Commissioner for Scotland (PCCS) and advised that a report would be presented to the Board in January 2012 setting out the Working Group’s recommendations in response to the PCCS documents “Holding to Account” and “From Sanctions to Solutions”. The Vice Convener expressed his appreciation of the contribution made by Members of both the Audit Working Group and Complaints Working Group.
The Board:
i. APPROVED Minutes of Meeting of the Complaints Working Group of 15
November 2011; and
ii. NOTED that a report setting out the Working Group’s recommendations in
relation to the PCCS documents, “From Sanctions to Solutions” and “Holding
to Account” would be submitted to the January 2012 Board meeting.
8. Revenue Budget Monitoring Statement 2011/12
There had been circulated Report No. pol-43-11 (24kb pdf) dated 14 November 2011 by the Chief Constable comprising a statement and commentary on Revenue Expenditure and Income for the period to 31 October 2011.
In speaking to the report, the Chief Constable advised that a budget underspend of £2.351m was predicted. Factors contributing to this included an underspend in travel costs, income in excess of budget predictions due to a number of officers on secondment, and increased income from services provided by the Force. Approval was sought for the use of £213,000 of Revenue to fund capital expenditure in relation to the development of Automatic Number Plate Recognition (ANPR) and to upgrade Armed Response Vehicle (ARV) patrol capability.
In response to questions, the Board was advised that there were currently no plans to further develop the roll-out of ANPR into operational vehicles. The Board was also advised that timescales for the recruitment to fill vacancies could vary for a variety of reasons – the position was monitored. Internal filling of posts was encouraged as this was faster than external advertising.
The Board NOTED the current revenue position; and APPROVED the transfer of £213,000 from Revenue to Capital (CFCR Transfer), to further develop ANPR and to upgrade ARV capacity.
9. Capital Expenditure Monitoring Statement 2011/12
There had been circulated Report No. pol-44-11 (21kb pdf) dated 25 November 2011 by the Chief Constable comprising a statement and commentary on Capital Expenditure for the period to 31 October 2011.
In speaking to the report, the Chief Constable advised that the Government Protective Marking Scheme and Clue 2 would no longer be funded under the capital programme as these projects were now to be delivered through a collaborative approach in advance of the formation of the Scottish Police Service.
The Board NOTED the report and the information given.
10. 2012/13 Revenue Budget
There had been circulated Report No. pol-45-11 (22kb pdf) dated 14 November 2011 by the Chief Constable on progress being made to establish a Revenue Budget for the 2012/13 financial year. Figures contained in the report were indicative only at this stage.
In speaking to the report, the Chief Constable advised that a final budgetary position would be presented to the Board in January 2012 and that further discussion would take place prior to this with the Islands Authorities and the Highland Council on a flat cash budget settlement for 2012/13. It was anticipated that £1.145m would be returned to the Constituent Authorities at the end of 2011/12.
The Board NOTED the report.
11. Scottish Police Service
There had been circulated Report No. pol-46-11 (18kb pdf) dated 9 November 2011 by the Chief Constable providing an update on the national and local arrangements surrounding the Single Police Service for Scotland.
The Chief Constable having summarised the report, the Deputy Chief Constable emphasised the importance of bringing the Force into a position whereby a seamless transition into the single force could take place. Work was currently progressing at a national level to identify how a single force would be delivered. The importance of minimising uncertainty amongst staff through good communication was highlighted, as was the amount of work which would be required during the transitional period. Members were advised that the costs incurred by the Force in carrying out transition work were being collated, and would be monitored centrally. It was hoped that funding would be provided from the Scottish Government to assist with the costs of transition.
The Board welcomed the Deputy Chief Constable’s appointment to the national transition team as Executive Lead for Organisational Governance, Structure and Partnership and expressed appreciation at the efforts being made to ensure the Board’s views were heard at a national level. In response to concerns that the level of service provided in the Board’s area may be reduced, the Chief Constable advised that whilst many factors were not known at this stage, he was confident that the Force would continue to provide the best possible service within the resources available.
The structure of the Scottish Police Force would be determined by the Scottish Police Authority, which had yet to be established. While there was currently no information as to the rank of officers to be assigned to the Councils in the Highlands and Islands area, it was understood that the legislation would allow for Local Authorities to form joint Boards, if they so wished.
Following discussion, the Board NOTED the report and AGREED that:
i. every effort be made to make the case for the services required in the
Highlands and Islands, including that the following issues be fed into the 13
transition programmes being taken forward at a National level: (a) the
importance of officers working within schools, (b) that the Safe Highlander
and Driving Ambition schemes should be maintained, (c) that under the
national Force arrangements, the local Senior Police Officers appointed to
the Highland and Islands Councils’ areas should be of high rank;
ii. local MPs and MSPs be kept fully informed as to progress and proposals for
the single Force;
iii. early discussions be held with the Chief Executives of the four constituent
authorities and the Scottish Government into the feasibility of, post reform,
forming a joint Police Board / Community Safety Group.
12. Northern Constabulary’s Code of Corporate Governance
There had been circulated Report No. pol-47-11 (142kb pdf) dated 9 November 2011 by the Chief Constable presenting Northern Constabulary’s Code of Corporate Governance.
The Vice Convener highlighted that the Code of Corporate Governance had been a main focus of discussion at the Audit Working Group meeting in September and a number of points raised by Members had been incorporated in the final version. The Code made explicit the way in which the Force operated and how scrutiny and accountability would be taken forward.
The Board AGREED to accept the Northern Constabulary’s Code of Corporate Governance.
13. Best Value Review
Following the Board’s request at its meeting on 26 August 2011 that an update on the Force’s police station and service point operations following changes to service delivery be provided, there had been circulated Report No. pol-48-11 (37kb pdf) dated 9 November 2011 by the Chief Constable advising the Board of the current Force Service Point Strategy and outlining the methodology for the evaluation of the Service Delivery project.
The report outlined police station opening and call handling hours and provided an overview of shared services projects currently in operation. A consultation with Stakeholders would commence in January to gather information and evaluate service impact, with a report to be presented to a future meeting of the Board. The Chief Constable gave an assurance that there were currently no proposals to alter any of the services detailed in the report.
The Board NOTED the report, and that a further report would be brought to a future meeting on the impact of the changes to the Force’s footprint/opening hours, as identified during public consultation.
14. The Use of Social Media
There had been circulated Report No. pol-49-11 (30kb pdf) dated 9 November 2011 by the Chief Constable providing an update on the Force’s use and development of social media to inform and interact with members of the public.
The Chief Constable expressed his appreciation at the work undertaken by the Corporate Communications Team in promoting Northern Constabulary through social media sites and highlighted that the Force had been nominated in a number of related categories at the Scottish Policing Awards.
In speaking to the report, the Head of Corporate Communications drew attention to the growing number of people accessing the Force’s website through social media and highlighted the publicity generated from recent campaigns. Advances in technology had enabled people to access information instantly and it was the Force’s intention to use social media to supplement other traditional communication mechanisms such as television and radio. A number of forthcoming campaigns would be promoted on the Force’s Facebook and Twitter pages with links to the Northern Constabulary website.
The Board NOTED the report and that should the Force be successful at the Scottish Policing Awards being held on 28 November 2011, a report would be brought to the January Board.
15. Quarterly Performance Report
There had been circulated Report No. pol-50-11 (71kb pdf) dated 9 November 2011 by the Chief Constable on operational activity for the period 1 July to 31 September 2011, together with, circulated separately, Quarterly Performance Report (2nd Quarter).
Chief Superintendent Noble highlighted the main points contained in the report. There had been a fall in class 1-4 crimes, but a slight increase in class 5. This was attributed to a more proactive approach being taken in this area.
In discussion, Members raised a number of points, including concern at the amount of resources taken up when dealing with anti-social tenants, and strong support for the Driving Ambitions scheme to be rolled out across the Board area. The development of social media sites was welcomed. Attention was also drawn to backroom staff vacancies in Shetland, which appeared to have taken officers off the beat; there was a perception that this had impacted on detection rates. Members were assured that measures were in hand to appoint backroom staff in Shetland as soon as possible.
In response to questions the Board was advised that drink drivers would continue to be targeted, and that while metal and fuel theft was a UK wide problem, a number of arrests had been made in the Force area.
The Convener welcomed the positive report – a 65% detection rate was very high. The Board fully supported the Chief Constable but would nonetheless continue to look for improvements in performance. The Chief Constable expressed his appreciation of the work put in by staff and reiterated his focus on reducing crime.
The Board NOTED the report, subject to it being amended to read that the period for which information was provided was from 1 July to 30 September, rather than to 31 October and AGREED:
i. that the Chief Constable liaise with Councillor Mrs D MacKay to establish as short-life Member/Officer working group with a remit to roll out the Driving Ambitions scheme across the Force area; and
ii. that a press release be issued promoting the Force’s social media sites.
16. Procurement Report
There had been circulated and was NOTED Report No. pol-51-11 (13kb pdf)dated 14 November 2011 by the Chief Constable on recent procurement activity.
17. Estate Management
There had been circulated and was NOTED Report No. pol-52-11 (94kb pdf)dated 14 November 2011 by the Chief Constable providing an overview of the Capital and Management Projects Programme.
18. Police Pension Regulation A19
There had been circulated Report No. pol-53-11 (119kb pdf) dated 9 November 2011 by the Chief Constable updating the Board on discussions with staff associations relating to Regulation A19.
In speaking to the report, the Chief Constable advised that Regulation A19 had been drafted in response to the financial challenges faced by Scotland’s Police Forces, and Board approval for its implementation would only be sought in extreme circumstances. He gave an undertaking that the policy would only be used in extreme circumstances, when all other avenues had been exhausted. He emphasised that the Policy could not be implemented without the Board’s agreement being obtained.
The Board:
i. APPROVED the draft policy on the implementation of Regulation A19
should it be required at a later date; and
ii. AGREED the requirement that, should there be a point when A19 was
considered a necessary option, the Chief Constable seek delegated
authority from the Board, to implement the policy.
19. Keeping Scotland Safe and Strong conference – 7 October 2011
The Board NOTED that the Clerk, in consultation with the Convener, had approved the attendance of Councillors Iain Mackenzie and Hamish Wood at the “Keeping Scotland Safe and Strong” conference held on 7 October 2011.
20. Conference on Scottish Rural Policing
The Board APPROVED the attendance of the Vice Convener, Mr I Mackenzie and Mr A Duncan at a Scottish Institute for Policing Research Conference on “The Unique Knowledge and Practice of Scottish Rural Policing: implications for governance, supervision, support and training in times of austerity”, to be held in Inverness on 28 November 2011.
21. Fulbright Scholarship
There had been circulated Report No. pol-54-11 (15kb pdf) dated 9 November 2011 by the Chief Constable informing the Board that Chief Inspector Andrew Brown would undertake a Fulbright Scholarship to the United States of America to conduct research into the effectiveness of hostage/crisis negotiator incidents across different law enforcement agencies.
The Convener on behalf of the Board congratulated Chief Inspector Brown and the Board NOTED the report.
22. Letters of Appreciation
There had been tabled and were NOTED 51 letters of appreciation received by the Chief Constable for the period from 1 July to 30 September 2011. There had also been circulated Report No. pol-55-11 (15kb pdf) dated 7 November by the Chief Constable illustrating letters of appreciation.
23. Complaints against the Police
There had been circulated and was NOTED Report No. pol-56-11 (87kb pdf)dated 9 November 2011 by the Chief Constable regarding complaints against Police Officers from 1 July to 30 September 2011.
The Board also AGREED that the Complaints Book specifying complaints against Northern Constabulary, which had been available for inspection by members prior to the meeting, be declared exempt by virtue of Paragraph 1 of Part 1 of Schedule 7A of the Local Government (Scotland) Act 1973.
24. Media Coverage
There had been tabled and was NOTED a summary of media coverage, which had been available for inspection by Members prior to the meeting.
25. Corporate Governance
Members NOTED that following Highland Council’s appointment of a new Director of Finance, the Treasurer to the Board was Mr Derek Yule.
26. Schedule of Meetings 2012
The Board AGREED to meet in 2012 on the following dates:
- Thursday, 26 January 2012
- Thursday, 29 March 2012
27. Execution of Deeds
Members NOTED the deed recently executed on behalf of the Board, as set out in the agenda for the meeting.
28. Exclusion of the Public
The Council RESOLVED that, under Section 50A(4) of the Local Government (Scotland) Act 1973, the public be excluded from the meeting during discussion for the following items on the grounds that they involved the likely disclosure of exempt information as defined in Part 1 of Schedule 7A of the Act, the relevant Paragraph being shown.
All Police Officers and staff left the meeting at this point.
29. Complaints Involving Former Chief Officers
Paragraph 1
There had been circulated to Members only Report No. CWG32/11 which advised Members of correspondence received concerning complaints against former Chief Officers.
The Board AGREED the recommendations contained in the report.
30. Complaints Involving Chief Officers
Paragraph 1
There had been circulated to Members only Report No. CWG33/11 which advised Members of correspondence received concerning complaints against Chief Officers.
The Board AGREED the recommendations contained in the report.
The meeting ended at 12.55 pm