Force Executive Board. Minutes of Meeting 13 January 2016

Transcription

1 Force Executive Board Minutes of Meeting 13 January 2016 Present Chief Constable Paul Crowther DCC Adrian Hanstock ACC Steve Thomas ACC Mark Newton Simon Downey Francesca Annetta C/Supt Martin Fry C/Supt Peter Holden C/Supt John McBride C/Supt Alun Thomas Marie Daniels Alison Potter-Drake Kieran Murphy Elaine Derrick Apologies C/Supt Peter Davies T/DCS Jason Bunyard 1. Chief Constable s introduction 1.1 The Chief Constable introduced Andy Murray and Irene Bond from RSM UK Consulting who are observing Force Executive Board (FEB) as part of the review of governance arrangements they are undertaking for the BTPA. This review will consider the end to end governance arrangements between DfT, BTPA and BTP. The initial findings of the review will be presented to Audit & Risk Assurance Committee on 3 March. 1.2 The Chief Constable set out a number of challenging areas the Force was facing. Operationally there are two significant operational challenges facing the Force. The first is the changing threat of terrorism and how BTP continues to refine its deployment and processes in line with the evolving threat. A discussion on an operational incident took place in the closed session of the meeting. The second is operational performance. Daily performance briefings commenced on 12 January. Chaired by a Chief Officer these briefings will focus on a different Sub-Division each day. There are three significant programmes under Transformation that are due to be delivered this year Integrated Systems Programme, Mobile and Body Worn Video. These will be supported by a comprehensive training package to aid employees transition to these new ways of working which are crucial to the delivery of the strategic objectives. There are also a number of governance matters following the review of finance and Simon Downey and Francesca Annetta are leading the delivery of the action plan to address these areas as well as ensure the Force is fully prepared for the end of year and closure of accounts. 1.3 The Chief Constable provided an update from his meeting with the Scottish Justice Secretary and Transport Minister on 7 January. 1

2 2. Minutes & Actions from previous meeting 2.1 The minutes of the previous meeting on 21 December 2015 were approved. 2.2 The update on actions arising from the previous meeting was noted. In terms of the facilities management contract the strategic direction for this contract will be sought from the BTPA. Financial approval for this contract will be provided by the Chief Constable in line with the Code of Corporate Governance. 3. Force Governance Assurance Reports 3.1 Service Excellence Board (SEB) The DCC presented the Assurance Report from SEB on 11 December Key points of note were: A detailed assessment of performance had been undertaken at SIB and the DCC provided context to performance against the crime, disruption and confidence strategic objectives as well as performance against the Policing Plan targets. SEB had received a briefing on the command structure for Op Decade, BTP s response to engineering works on the rail infrastructure over the Christmas period. 3.2 Service Improvement Board (SIB) The DCC presented the Assurance Report from SIB on 5 January Key points of note were: The following projects were classified as having a red status o Integrated Systems Programme Command & Control this will remain at red status until the contract has been signed. A paper setting out the requirement for additional funding and resource requirements is due to be presented to Finance Committee on 18 January. o A contract matter was discussed in the closed session of the meeting SIB had made the following decisions: Approval for the recruitment of two IT resources for the Body Worn Video project. Approval of the ICCS ControlWorks Integration & Desktop Upgrade Full Business Case which will upgrade ICCS licences and provide additional monitors to allow the full benefits of ControlWorks to be realised. Action : Kieran Murphy to check whether there are any implications on ICCS from ESMCP The following business cases had been endorsed by SIB and the DCC formally presented these to FEB seeking the Chief Constable s approval for the business case and authority for financial spend. FHQ Camden Road Security Full Business Case This project will improve the security arrangements at BTP s Camden Road premised. The total life cost of the project is 375k ( 50k in 2015/16 and 325k in 2016/17), provision for which has been provided in the capital programme. The contract award will take place in February and work is due for completion by May 2

3 2016. The Chief Constable provided his approval for this business case and expenditure of 375k. Body Worn Video Circuit Upgrades Full Business Case This project will upgrade the P3 sites under the existing BT contract to support the roll out of body worn video cameras. The total cost of this project is 268,466 ( 98,466 capital expenditure and 176k revenue expenditure) and provision has been made in the 2015/16 revenue budget and capital programme. The Chief Constable provided his approval for this business case and expenditure of 268,466. This approval was provided on the basis that the Finance Committee will approve the Body Worn Video Full Business case on 18 January. If this approval is not received then this business case should be revised based on the requirements of upgrading P3 sites across the Force and presented back to SIB and FEB for approval. 3.3 Integrity & Compliance Board (ICB) The DCC presented the Assurance Report from ICB on 6 January Key points of note were: The key areas covered by ICB (HMIC Audits, internal audits, Crime Data Integrity and self-audits) were all at green status. In terms of the self-assurance audit compliance is reported as high. The DCC had asked for analytical data to be provided to Divisional and Sub Divisional Commanders and Department Heads in order for them to take required action from the initial findings of the self-assessment process. The findings will be considered by ICB in February. 3.4 Information Governance Board (IGB) The Director of Capability & Resources (DoCR) presented the Assurance Report from IGB on 6 January Key points of note were: The evaluation of data assurance provided a good level of assurance of compliance, with no areas showing a red status. PSN progress against the Residual Risk Plan had been reviewed and progress classified as amber status. The two main issues causing this rating are outstanding issues relating to VDI and the provision of service from a supplier. Operation Canberra remains on track for completion by the end of March. The Chief Constable sought confirmation that the mirroring of data uploads across Force systems is being completed. This will be tested as part of the IT disaster recovery testing phase and will be reported through IGB. 3.5 Central Health & Safety Committee (CH&SC) The DoCR presented the Assurance Report from CH&SC on 5 January Key points of note were: Divisions are achieving a 100% compliance with the monthly Health & Safety Inspections. The Wellbeing Framework is on track for launch on 1 March An alternative location for BTP office at Waverley Station has been identified and is being progressed. 3

4 4. Financial Update 4.1 Medium Term Financial Plan (MTFP) The MTFP and 2016/17 budget is due to be agreed by Finance Committee on 18 January, followed by Police Authority on 28 January. The MTFP due to be presented to Finance Committee and the pressures it contains were set out to FEB. Once the 2016/17 budget has been approved work will be undertaken to disaggregate the Force budget to Divisional and Departmental budget holders. 4.2 Revenue & Capital position Period The year to date revenue position at Period 10 shows an under spend of 1.7m against the revised budget. The end of year position is forecast to show an over spend of 607k (0.2% variance against the full year budget). A discussion took place over the plans by budget holders to move from the current position to the full year forecast. These plans had been subject of scrutiny at the Finance Reviews on 7 January. The Chief Constable gave a direction that the overall Force budget at year end should not come in over the approved budget. Action : Francesca Annetta to provide the Chief Constable with options to address a potential over spend at year end The 2015/16 capital programme full year forecast is 15.3m against a programme of 16.9m. Progress against the capital programme is reviewed in detailed at SIB and the DCC is monitoring capital spend through a weekly review BTP had 4,896 employees at Period 10 against a budgeted workforce target of 5,032 (2.7% variance). 4.3 End of Year The interim audit for year end will take place in February and the final audit will take place in May. There are four areas of focus for the Finance team - accounts payable, accounts receivable, bank account reconciliation and accruals A direction will be issued to ensure budget holders know what action they have to take to resolve any transactional backlogs and ensure this work is undertaken as a priority. Action : FEB attendees to ensure all outstanding purchase orders were services have been received are GRN d and any outstanding invoices are submitted to accounts payable. Confirmation this has been actioned is to be ed to Ben Dawson by 22 January Work in response to the internal audit recommendations on contract management is critically important to the year end closure of accounts. The DoCR has established a Force Contracts Board and SROs and Contract Officers have detail of their responsibilities set out in their job descriptions as well as having objectives specific to contract management included in Right Track to ensure a performance framework is in place. Contract management advice is available and SROs and contract managers are attending a briefing on 14 January where their responsibilities will be clearly set out. 4

5 4.3.4 Work is also progressing in response to the recommendation made in the internal audit of payroll. In terms of overtime a revised policy is being produced which will set out the process for claiming and authorising overtime. Adherence to this policy is mandatory and any non-compliance will be a disciplinary offence and dealt with accordingly. A hierarchy to undertake checks to ensure a standardised approach is being adhered to will also be introduced. 5. London Regional Organised Crime Unit (ROCU) 5.1 This discussion took place in a closed session of the meeting. 6. University of Lancashire recruitment Special Constables to Police Officers 6.1 BTP currently run a successful Special Constable recruitment campaign each year with the University of Lancashire for students studying the foundation degree in policing. A proposal was presented to FEB to introduce an enhanced recruitment process for University of Lancashire Special Constables who wish to become a police officer. Option two as set out in the paper was approved and this pilot course will commence in June Options to extend this scheme are being explored and will be progressed through Learning & Development and the Special Constable Chief Officer. 7. Anti Bullying & Harassment 7.1 Whilst there are good practices within BTP s HR and dispute resolution processes, these would be strengthened by having a separately defined anti bullying & harassment policy. The draft policy was presented to and approved by FEB and will now be published. A wider piece of work across ethics and standards is being led by the DCC and the full product will be launched in the spring. 8. Wellbeing Framework 8.1 Nisa Carey briefed FEB on the new Wellbeing Framework which is due to be launched in March. This included: TriM support being provided to officers, particularly after a fatality which has already received positive feedback from officers New recruit training includes awareness on PTSD and TRiM support available. Recruitment for TRiM practitioners is underway and training for successful applicants has been scheduled. A tracking database has been developed to ensure the Force maintains oversight of officers who attend multiple fatalities and provide intervention as required. The development of a revised sickness policy. 8.2 FEB discussed the Job Related Fitness Test. Action : Simon Downey to present a paper to FEB on 10 February which sets out pass & failure rates, the process for managing those who do not pass, the process for managing those unable to take the test due to medical / TDR reasons, and confirmation that BTP s fitness test complies with College of Policing Guidance. 5