Meeting documents

Apologies for absence were received from Bobbie Dove, Bournemouth Borough Council, Janet Dover, Dorset County Council, Norman Decent, Bournemouth Borough Council and Andrew Kerby, North Dorset District Council.

Panel members are required to comply with the requirements of the Localism Act 2011 regarding disclosable pecuniary interests.

§     Check if there is an item of business on this agenda in which the member or other relevant person has a disclosable pecuniary interest.

§     Check that the interest has been notified to the Monitoring Officer (in writing) and entered in the Register (if not this must be done on the form available from the clerk within 28 days).

§     Disclose the interest at the meeting (in accordance with the County Council’s Code of Conduct) and in the absence of a dispensation to speak and/or vote, withdraw from any consideration of the item.

The Register of Interests is available on Dorsetforyou.com and the list of disclosable pecuniary interests is set out on the reverse of the form.

There were no declarations by members of disclosable pecuniary interests under the Code of Conduct.

To confirm and sign the minutes of the meeting held on 10 November 2017.

The minutes of the meeting held on 10 November 2017 were confirmed and signed.

The Chairman highlighted to members that this would the last meeting for the Chief Constable and offered his thanks to her from the Panel and from the people of Dorset for a total of 35 years of public service.

Public Speaking

There were no public questions received at the meeting in accordance with Standing Order 21(1).

There were no public statements received at the meeting in accordance with Standing Order 21(2).

Petitions

There were no petitions received at the meeting in accordance with the County Council’s Petition Scheme.

To consider a joint report by the Chairman of the PCP and the Chief Executive, Dorset County Council, setting out some proposed revisions to the formal business arrangements of the Panel.

The Panel considered a joint report by the Chairman and the Chief Executive, Dorset County Council which featured a number of proposals arising from actions that had been identified at a recent training session for all members.

The proposals included:

·       the provision of substitutes to be appointed to deputise as necessary on the PCP;

·       the timings of the Panel’s formal schedule of meetings; and

·       the timing of the election of the Panel’s Chairman and Vice-Chairman.

Resolved

That the proposed changes to the business arrangements of the Panel be approved.

Reason for Decision

To support and develop the effectiveness of the Police and Crime Panel.

To receive and consider the Police and Crime Commissioner’s proposed budget and precept requirement for 2018/19 and to independently scrutinise its content to decide upon its appropriateness.

The Panel considered a report by the PCC’s Chief Finance Officer which set out the proposed precept for the Police and Crime Commissioner for Dorset.

Members were advised that the precept decision for 2018/19 needed to consider both the immediate and the medium-term resourcing requirements to enable the delivery of the Police and Crime Plans in the context of the changing and increasing demands on policing.

The Commissioner addressed members about the rationale for the proposed precept increase and considerations involved in this process prior to taking any questions and his opening address is attached as an Annexure to these minutes.

The Chief Constable highlighted to members that it had been a challenging year and the Force was continuing to see an increase in the demand for services.  The types of crime being reported and investigated were more complex and time consuming, especially the requirement to meet disclosure legislation; she cited the need to review large amounts of digital data in order to secure a robust case for prosecution.  This, along with reductions in services elsewhere continued to be a challenge but added that it was important to keep up with change.  She highlighted the increase of staff referrals to Occupation Health which was now up by 40% on previous years; driven by the fact that for every 10 officers there were 20 issues to be dealt with. Whilst officers prioritised in terms of threat, harm and risk, there was concern that work on low level crime (ie Anti-Social Behaviour etc) was taking too long to be addressed due to a lack of resources.  She went on to explain the detail of Organisational Business Development (OBD) and how this work-stream would bring the necessary relief to operational planning and hence enhanced utilisation of frontline staff; in summary, it was about using existing resources more effectively.  She cited diary cars ‘a triage system’; and the need to build (and understand) capacity and capability as methods already being utilised as part of OBD.  She highlighted the Multi-Agency Safeguarding Hub (MASH) capabilities and how they were now able to offer a better service to people to help them to do their job better.  She also highlighted the work of the Strategic Alliance, which was delivering savings and greater efficiencies.

The Chief Constable had formally requested that the PCC follow government guidelines and seek the full £12 precept increase this year, as this would help with the implementation of OBD and lead to greater productivity.  From an operational perspective, whilst she felt it was imperative to continue mainstream change she also stressed the need to deal with the here and now and protection of the public.

The Chief Finance Officer, OPCC highlighted the key elements in her report and noted that the precept represented a small amount of whole council tax bill (around10/12% dependent on the council).  Therefore, although this equated to just over a 6% increase on the current Police precept of £194.58 per year (£16.22 /month) –it was likely to increase  ...  view the full minutes text for item 6.

To offer the Panel the opportunity to hear from the PCC’s appointment for Acting Chief Constable, James Vaughan, and better understand the leadership he will bring to Dorset Police.

The Panel considered a briefing report which offered members the opportunity to hear from the Deputy Chief Constable, James Vaughan, the PCC’s choice for the role of Acting Chief Constable.

The PCC advised that the current Chief Constable’s contract had been extended by a period of 2 months to allow her the opportunity to oversee the end of the 2017/18 financial year, and to provide a stable platform to handover to her successor.   

The PCC offered his thanks to the Chief Constable for her service since her appointment in 2013.

He explained the rationale for appointing James Vaughan as Acting Chief Constable, with an emphasis on the need to retain flexibility due to the ongoing discussions in respect of a merger with Devon and Cornwall.  However the PCC confirmed that if the merger option was not successful then he would advertise for a permanent position.

The Chair asked the PCC if he was able to reassure the Panel that the proposed approach was in compliance with the regulations and that he had sought advice from the appropriate authorities? The Chief Executive, OPCC confirmed that the proposed approach was compliant with regulations.

James Vaughan thanked the PCC for the opportunity to step up to this role of leading the Force. He paid tribute to the current Chief Constable who he felt had been an outstanding Chief Constable for this county. He had worked well with the Chief Constable over the years and felt he represented continuity to the Force.  He added that he had been in policing for 26 years and had worked across 3 Forces.  He was passionate about the opportunity that the role presented and his contribution to making a difference.  His current roles of Deputy Chief Constable across Dorset, Devon and Cornwall Forces also presented stability and good foundations to support the merger discussions.

Members’ welcomed and supported the PCCs pragmatic approach to this appointment and unanimously supported the appointment of James Vaughan to the post of Acting Chief Constable, citing his outstanding service and credentials for the role.

Noted

To receive an update of progress against the Police and Crime Plan Q3 2017/18. Each ‘Pillar’ of the Police and Crime Plan will be reviewed in turn, supported through a brief introduction from the PCC and the PCP ‘Pillar  Lead’.

·        Pillar 1 – Protecting People at Risk and Harm (Cllr Kerby and Cllr Quayle)

·        Pillar 2 - Working with our Communities (Cllr Iyengar and Cllr Davis)

·        Pillar 3 – Supporting Victims, Witnesses and Reducing Reoffending (Cllr Pipe and Cllr Manuel)

·        Pillar 4 – Transforming for the Future (Iain McVie)

The following documents have been produced documents to support the discussion.

Annex A – Information on knife crime in relation to Domestic Abuse (Pillar 1)

Annex B – Road Safety Activity and Digitisation of Speed Cameras (Pillar 2)

Annex C – Problem Solving Forum (Pillar 2)

Annex D – Commissioning and Grants (Pillar 2)

Annex E – Alliance Customer Service Team (complaints update) (Pillar 4)

Annex F – Firearms Licensing Update (Pillar 4)

Annex G – Budget Monitoring Report (Pillar 4)

Annex H – Sexual Assault Referral Centre (SARC) Visit – Pillar Lead  briefing (Pillar 3)

The Panel considered a report which informed members of the progress against the Police and Crime Plan and Priorities 2017-21 in order to enable members to scrutinise activity and the achievement of outcomes.  The quarterly monitoring report also provided further information on the progress with the Strategic Alliance work, road safety activity and digitisation of speed cameras and a follow-up on the Firearms Licencing Review, following on from the Spotlight Scrutiny review undertaken by members and reported to the panel in June 2017.  The report also included an Alliance Customer Service Team (complaints) update.

Members also considered a briefing note from Cllr Barbara Manuel and Cllr Bill Pipe, in their roles as pillar 2 leads for supporting victims, witnesses and reducing reoffending, following a visit to ‘The Shores’ Sexual Assault Referral Centre (SARC) in Bournemouth.

The PCC highlighted areas of work under each of the pillar themes whilst Members of the PCP who were Leads/Champions for each of the ‘Pillar Themes’ in the PCC’s plan were invited to present their updates.

i)                 Pillar 1 - Protecting People at Risk and Harm – Cllr Andrew Kerby / Cllr Byron Quayle

The PCC expressed concern about Domestic Homicide Review (DHR) disclosures.   He felt there was a need to ensure appropriate and early disclosure with public service individuals and he was due to meet with local MPs to discuss this further.

He advised members he was in the process of creating a suicide prevention plan for the County and noted that there was already a water plan in place for the County.

The Chair sought views from the PCC on the use of Taser in a Mental Health environment.  The PCC advised that the way Taser was used had changed in the last couple of years, but in a Mental Health environment it was very challenging. He stated that a working group had been created to look at this issue.

ii)                Pillar 2- Working with our Communities – Cllr Bernie Davis / Cllr Mohan Iyengar

The PCC advised they were still looking at fly-tipping but that the next topic for a forum would be business crime and rural policing.

In respect of traffic road safety, it was noted that the website looked very different and was now maintained 365 days a year and giving regular information for members of the public.  The PCC confirmed he was still pushing new initiatives and that it was work in progress.  He added that if additional resources materialised through the digitisation of speed cameras, it would be utilised specifically on road safety with the aim of reducing accidents.

In respect of business and rural crime and policing and future ‘problem solving forums’, it was suggested that a forward plan be prepared with themes as appropriate to aid discussions and help communities to plan and problem solve at the appropriate time. Cllr Iyengar and Cllr Davis undertook to take this forward, discuss with members and the PCC and then bring back to the Panel.

iii)              Pillar 3 -  ...  view the full minutes text for item 8.

To receive a verbal update from the PCC’s Chief Finance Officer on the ‘deep dive’ review of Police Procurement and agree timelines for presentation of the report for scrutiny by the PCP.

The Chief Financial Officer for the PCC updated members on the ‘deep dive’ review of Police Procurement. 

The PCC apologised to members that the timetable for this had slipped as a result of preparations for the budget.  He undertook to bring a report to members in readiness for their June 2018 meeting.  However, It was noted that there was a particularly heavy workload in finance at present with statutory deadlines that had to take priority.

Noted  

To consider the Panels Improvement Plan and agree the key areas of activity for the forthcoming year.

The Panel considered a report which highlighted the 5 key action points, identified by members at their latest training session, which sought to improve the effectiveness and impact of the work of the Panel.  The Panel fully supported the proposed improvements and welcomed the delivery of those improvements over the past 12 months.

Resolved

That the content of the PCP Improvement Action Plan be supported.

Reason for Decision

To support and develop the effectiveness of the Police and Crime Panel in order to enhance the Panel’s statutory mandate requirements and to provide value for the residents of Dorset.

To consider the Work Programme for the Panel, including the identification and consideration of any new proposed items for work.

• Appendix 1 – Scoping Document for the Spotlight Scrutiny Review of Body Worn Video Devices.

The Panel considered and agreed its Work Programme for the remainder of 2018.

Following discussion the following items would be scheduled into the work programme:-

• As the precept had been agreed there would be no need for the reserve meeting on 19 February 2018.
• Officers would be liaising with the OPCC to change timing about the timing of PCP meetings to fit more coherently with the OPCC Monitoring report
• Spotlight Scrutiny on bodyworn cameras; lain Mcvie  would meet with the OPCC and report back to the 26 June 2018 meeting.
• Police Procurement added to 26 June 2018 meeting
• Spotlight Scrutiny Review of the Disclosure and Barring Service – Byron Quayle to provide an update
• Digitisation of speed cameras – Business Case
• Update on the Force Management Statement
• Capital Strategy
• Staff referrals to Occupational Health

Following a discussion about prisons for Dorset prisoners, the PCC confirmed that the Verne prison on Portland had now been recategorised to accept prisoners rather than immigration detainees. But he had been advised that whilst the Ministry of Justice were reviewing prisons this would not mean the prison would be accepting Dorset prisoners.  The PCC would be engaging with Richard Drax MP to continue lobbying in this area.  The Chairman offered the support of the Panel in this regard.

The Monitoring Officer, Dorset County Council advised members that they were still awaiting a final decision in respect of LGR from the Secretary of State.  When this was received it would have an implication for the Panel and would be looked into when/if the change was definitely happening.  He explained the issue of timescales in order to address elections in constituent councils.  Following a question about a possible merger with Devon and Cornwall PCP, the Monitoring Officer advised that if a positive decision was given there would be a need to press ahead with those arrangements in the first instance, this could be considered at a later stage. It was confirmed that initial discussions had taken place between the Dorset and Devon and Cornwall PCPs.

The Group Manager for Governance and Assurance, Dorset County Council highlighted the importance of ensuring that members networked well across the different Boards and Panels, and for the pillar leads to meet to ensure all understood each other’s roles to avoid any duplication.

Resolved

That the work programme be updated accordingly.

If agreed as part of the proposed changes to Panel Business Arrangements to elect the Chairman and Vice Chairman of the Panel to take charge from the next formal meeting of the Panel.

Resolved

1. That Mike Short be elected Chairman Designate for the remainder of 2018/19

2. That John Adams be appointed Vice-Chairman Designate for the remainder of 2018/19.

Reason for Decisions

To support and develop the effectiveness of the Police and Crime Panel.

To answer any questions received in writing by the Chief Executive by not later than 10.00am on Monday 29 January 2018.

No questions were asked by members of the Panel.