Meeting documents

Apologies for Absence were received from Councillors Janet Dover, Bernie Davis and Andrew Kerby. Cllr Jon Andrews attended the meeting as a reserve member for Janet Dover.

The Chairman welcomed Cllr Burden and Cllr Byatt who were new members of the Panel and also thanked, in her absence, Cllr Ann Stribley MBE for her service and support to the Panel.

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 note the Panel’s Terms of Reference:-

1. To review and make a report or recommendation on the draft Police and Crime plan or draft variation, given to the Panel by the Police and Crime Commissioner.

2. To review the performance of the Police and Crime Commissioner against objectives in the Police and Crime Plan, put questions to the Commissioner at a public meeting, and make a report or recommendation (as necessary) on the annual report.

3. To hold a confirmation hearing and review, make a report, and recommendation (as necessary) in respect of proposed senior appointments made by the Police and Crime Commissioner.

4. To review and make a report to the Commissioner on the proposed appointment of the Chief Constable.

5. To review and make a report and recommendation (as necessary) to the Commissioner on the proposed precept.

6. To review or scrutinise decisions made, or other actions taken, by the Police and Crime Commissioner in connection with the discharge of the Commissioner’s functions.

7. To fulfil functions in relation to complaints about conduct matters in accordance with the responsibilities placed on the Panel by the Police Reform and Social Responsibility Act 2011.

8. To appoint an Acting Police and Crime Commissioner if necessary.

The Panel received its terms of reference.

Noted

To confirm and sign the minutes of the meeting held on 1 February 2018.

The minutes of the meeting held on 1 February 2018 were confirmed and signed.

Cllr Adams advised the Panel that the National Association of Police and Crime Panels, of which the Panel was now a member, had registered as a special interest group with the Local Government Association at a cost of £500 to each of its members. The Panel confirmed its agreement to this payment being made.

Public Speaking

There were two public questions received at the meeting in accordance with Standing Order 21(1).  The questions and responses are attached as an annexure to these Minutes.

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 report from the Clerk to the Panel.

The Panel considered a report by the Clerk to the Panel concerning the need for the Panel to review its composition and arrangements to meet it statutory requirements from April 2019 that sought its views on the size, allocation of seats and rules of procedure in order to make recommendations to the Shadow Councils.

Members commented on whether the geographical spread of seats allocated to the Bournemouth, Christchurch and Poole Shadow Council was the correct approach bearing in mind the local boundary review and felt it more appropriate for the respective Shadow Councils to determine where its future representation would be drawn from. 

Some members considered 5 seats for each of the new Councils to be appropriate in ensuring that the Panel remained efficient and effective and reflected the similar population numbers in each of the council areas. However, other members disagreed with this view and considered that a larger number of members would provide a broader geographical spread and attract more BME and minority groups onto the Panel.

Councillor Bobbie Dove proposed that there were 8 seats for the BCP Council {Bournemouth (3), Christchurch (2), and Poole (3)}, 8 for the Dorset Council and 3 Independent Members.  This proposal was not seconded.

Cllr Iyengar proposed that consideration be deferred in order to explore ideas further in a workshop setting, which was seconded by Cllr Dove.  The Panel was advised by the Monitoring Officer that the Statutory Orders relating to the Panel would be considered in October 2018, allowing time for further consideration by the Panel.  However, following a vote, this proposal was not supported by the Panel.

Resolved

1.    That the 'duty to produce a balanced panel' be met by a revised PCP membership of 12 seats on the following basis:- BCP Council (5 seats), Dorset Council (5 seats), Co-opted Independent (2 seats);

2.    That a draft set of "Rules of Procedure" are supported for consideration by the Panel at its first meeting after April 2019; and

3.    That a 'Host Authority' be appointed to deliver support and advice to the Panel.

Reason for Decisions

To ensure that, following local government reorganisation, the Dorset Police and Crime Panel continues to comply with the statutory requirements, operating on a safe and legal basis and is fit for purpose in order to support and scrutinise the PCC.

To consider the PCC’s draft Annual report for scrutiny and offer feedback.

The Panel considered a report by the PCC's Chief Executive that presented the Draft Annual Report 2017-18 for consideration prior to publication in a months' time.

The Chairman suggested that a summary of the effect of policing on communities was included in the foreward.

Resolved

1.    That comments by the Panel on the Draft Annual Report are submitted to the Clerk by 6 July 2018; and

2.    That the final Draft Annual Report is circulated to the Panel prior to publication.

To consider a presentation by the Police and Crime Commissioner. 

Members of the Panel will be asked to receive and provide any observations on the content of the Police and Crime Commissioner’s new Police and Crime Plan.

The Panel considered a report by the PCC's Chief Executive updating members of a light touch refresh of the Police and Crime Plan 2017-2021, which would be published in a months' time.

The Chairman asked members to provide comments to the Clerk by 6 July 2018 in order to formulate a formal response from  the Panel by 27 July 2018.

Resolved

That comments by the Panel on the Police and Crime Plan 2017-2021 are submitted to the Clerk by 6 July 2018.

To receive an update of progress against the Police and Crime Plan Q4 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 to support the discussion.

Annex A – Finance update

Annex B1 – Drone Evaluation

Annex B2 - ICT Projects

Annex C – Update on Force Management Statement

Annex D1 – Update on Staff Referrals to Occupational Health

Annex D2 – Alliance Health and Wellbeing Statement

Annex E1 – Strategic Alliance Update (Pillar 4)

Annex E2 – Merger update (Pillar 4)

Annex E3 – Impact on Proposed Merger (Pillar 4)

Annex F – Update on Capital Strategy (Pillar 4)

Annex G – Digitisation of Speed Cameras (Pillar 4)

Annex H - Spotlight Scrutiny Review of the Disclosure and Barring Service – Pillar Lead briefing (Pillar 1) (verbal update)

The Panel considered a report informing them of the progress against the Police and Crime Plan and Priorities 2017-21.  The report provided information on the financial outturn position for the year ending 31 March 2018, an example of the regular digital highlight report presented to the PRISM Board as an insight into Alliance governance processes, information on the level of staff referrals to occupational health, as well as updates on the following items:-

·      Activity of the Alliance Drone Team during its first year of operation;

·      Development of the first Force Management Statement including an overview of its likely effect on future force planning business planning;

·      The Strategic Alliance Programme highlight report including the impact of the proposed merger between Devon & Cornwall Police and Dorset Police;

·      Capital strategy;

·      Digitisation of speed cameras.

The PCC highlighted areas of work related to each of the pillar themes with members of the Panel who were leading on each of the themes in the Plan also invited to provide updates.

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

The PCC highlighted an opportunity being explored to extend the existing child Multi-Agency Safeguarding Hub (MASH) to include adults and also his work with partners to improve support for war veterans.  The PCC had recently received a letter of support from the Government Minister concerning his proposal for a veteran's wing in HMP Portland and the provision of skills training at Bovington and the direction of travel had been positive so far.

Cllr Quayle asked whether there was any support that could be given by the Panel with respect to mental health arrangements reflecting the new legislation.

The PCC advised that Dorset had its own Mental Health Concordat and that children were no longer taken into custody.  The current status was assessed as amber due to the ongoing changes and he would inform the Panel if any problems were experienced in future, particularly in light of the current funding review by the Dorset Clinical Commissioning Group (CCG).

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

The PCC stated that he would be grateful for the Panel's assistance in engaging the public in the consultation on the merger of Devon & Cornwall and Dorset Police during the summer.  He also highlighted consultation in relation to lowering of the drink drive limit, the continuation of the drug driving awareness campaign and a new Road Safety Strategy to be published in a few weeks' time.  He continued to fund the national road safety charity BRAKE and support the Take Five to Stop Fraud initiative.

He reported that there would be a single online page within a year allowing everyone to go to the same website to contact the police and that would enable Skype to be used.  A pilot was taking place in Devon using Skype to provide a witness statements.

The PCC reported that the homelessness Problem Solving Forum held the  ...  view the full minutes text for item 22.

To consider a report from the Police and Crime Commissioner.

The Panel considered a report by the PCC's Chief Finance Officer containing an update on the OPPC's work to review Dorset Police's vehicle fleet, the vehicle replacement policy and budgets.  The PCC had requested this review as a result of feedback from officers concerning vehicles.

The Chief Finance Officer advised that the review had sought to look at areas where improvements could be found.

The Chairman noted that 35% of the fleet was being "run on" uneconomically, based on the declared policy in the report. He stated that the excellent conclusions contained in the report should address the whole life management of vehicles and improve value for money.  The Panel therefore requested an update on progress of the implementation of agreed actions at the June 2019 meeting.

Noted

To receive a verbal update from the Pillar Lead for Transforming the Future.

Iain McVie reported that he was currently awaiting responses from the OPCC and that a trial of the new kit was taking place in Bournemouth.  A report would be available at the next meeting of the Panel.

Resolved

That a report on the spotlight review of Body Worn Video Devices is considered at the meeting on 27 September 2018.

To receive an update from the Chairman of the Panel of any non-criminal complaints that have been received by the Panel in respect of the PCC.

The Group Manager - Governance and Assurance advised that six complaints had been received and logged with the Panel and referred to the OPCC Chief Executive for review in accordance with  the Complaints Protocol and his statutory responsibilities.  These had been received following recent comments by the PCC on the Lush "Paid to Lie" campaign.

In his role as Monitoring Officer, the OPCC Chief Executive advised that he had recorded each complaint in the internal complaints log; analysed each complaint to identify and assess the substantive concerns; determined whether the concerns were appropriate for an informal resolution and consulted with the OPCC Deputy Monitoring Officer who was in agreement with the decisions that had been made.

The two substantive issues of concern that had been raised included that the PCC had commented on this issue and that these comments were viewed as having  supported Lush on this issue.  Concern had also been raised over a  conflict of interest due to the PCC having received funding in the past for his elections campaigns from the founder of Lush.

One of the complainants had asked a further 5 questions which would receive a response in due course.

The PCC Chief Executive advised that he had written to the DCC Monitoring Officer who was satisfied with the way in which it was proposed that the complaints would be dealt with and that all of the issues raised could be dealt with by informal resolution.  The OPCC would therefore write to the 6 complainants by the end of the week.

The PCC had also written to the Chairman of the Panel, setting out his position on this issue, a copy of which had been circulated to the Committee and it was confirmed that this letter would be attached as an annexure to these minutes.

Noted

To consider the Work Programme for the Panel.

The Panel considered its Work Programme and noted the inclusion of the following items:-

• Merger Proposal - 27 September 2018
• Monitoring report annex on Cyber Crime - 27 September 2018
• Monitoring report annex on successful prosecutions due to the direct involvement of the Drone Unit - 27 September 2018
• Report on ICT company and a view of value for money by the PCC - 27 September 2018
• Spotlight scrutiny on Body Worn Video Devices - 27 September 2018
• Spotlight scrutiny on complaints - later in 2018
• Update on those specific issues identified by the Panel when agreeing the 2018-19 Precept - November 2018
• Health and Wellbeing Strategy and Development Plan -  to review the latest position and see whether improvements had been delivered - June 2019
• Vehicle Procurement - an update on progress of the implementation of agreed actions - June 2019

The PCC offered to hold surgery meeting slots for 2-3 Councillors following Panel meetings in future if this would be helpful.  The Chairman thanked him for his offer that would be considered.

Resolved

That the work programme be updated accordingly.

To answer any questions received in writing by the Chief Executive by not later than 10.00am on Thursday 21 June 2018.

There were no questions by members of the Panel.