Decision Record 2013

County Substance Misuse Contract

For the Commissioner to agree financial support

New HR Policies and Procedures

The Head of HR, Sharon Ault, presented six HR policies and procedures which have been redrafted to ensure that they conform to Police Regulations 2003 and employment legislation and have been through formal consultation with the Staff Associations, Heads of Departments and Divisional Commanders.

2013/039

Nicola Wade

Independent Victims and Police and Crime Plan Priorities and Police Budget and Precept Research

To approve two pieces of research

 Yes

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2013/038

Tim Wendels

Sale of Former Roundabout Youth Centre, Southchurch,
Southchurch Drive, Clifton

To agree the revised offer.

Yes

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2013/037

Christi Carson

Approval for Mobile Device Pilot

Ipads will cut down the requirement to print out and carry around meeting documentation and provide a more suitable device for senior managers who have a requirement to attend meetings in which numerous supporting documents are discussed.

Yes

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2013/036

Pam Taylor

Capital Monitoring Report & Quarter 2 Capital Forecast 2013-2014

The Force have recently approved the report, it contains updates on the existing capital programme and a forecast on expenditure to the year end.

It also requests the funding of several schemes to be added to the existing programme which reflect the current need of ther Force to meet the Policing Plan.

Yes

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2013/035

Nicola Wade

Victims and Domestic Abuse Survivors Consultation: Research Tender

Consultation with victims, and the people who support them, is urgently required in order to gather views on the future shape of victim support services.

Yes

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2013/034

Charlotte Radford

Pensions Forfeiture Policy and Procedure

This a policy which requires formal approval of the Police & Crime Commissioner

Yes

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2013/033

Tim Wendels

Replacement of Oil-fired Heating at Sherwood Lodge

For the Commissioner to note reports relating to replacing the oil-fired heating provision at Sherwood Lodge

Yes

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2013/032

T Ch Supt Ian Howick

Section 22 Agreement - Regional Crash Investigation Team

To formalise Regional Crash Investigation Team

Yes

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2013/031

Tim Wendels

Sale of Central Police Station

The Nottinghamshire Police and Crime Commissioner and the Nottinghamshire Fire & Rescue Authority have agreed to enter into a joint marketing exercise to sell the combined site of the Central Police and Fire Stations in Nottingham.

Following a full tender exercise, it is proposed to accept the tender from Nottingham City Council, subject to agreement of detailed heads of terms and the terms set out in the atttached Tender Acceptance Report.

It is proposed that contracts will be exchanged with Nottingham City Council for the sale, conditional upon vacant possession (anticipated mid 2015)

Yes

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2013/030

Charlotte Radford

Delegation to Legal Services

The Regional PCC's have already agreed the purchase of Titan House (Decision Record 2013/029).  In order to complete this purchase within very tight and specific time frames it would be operationally beneficial for a delegation to be made to Legal Services.

Yes

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2013/029

Charlotte Radford

Regional Purchase of Property

The PCC's have been provided with a business case (which is commercially sensitive) an ongoing updates on the progression of this purchase.  This decision record is to provide a public document of the purchase now being completed

Yes

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2013/028

Philip Gilbert

CitySafe CCTV Taxi Scheme

This scheme was listed as a priority action in the Commissioner’s Police and Crime Plan 2013-18 under Priority Theme 3: 

To focus on those local areas that are most affected by crime and anti-social behaviour.

 C3.4: Improve public transport safety and introduce with partners a safer Cab Scheme.

Since February 2013 the use and benefits of CCTV in Taxis has been extensively reviewed by a Working Group led by the Nottingham City Crime and Drugs Partnership. A number of options have been considered and other national schemes reviewed.

Based on the reviews, the Commissioner has decided to provide £95k to fund a Nottingham City Hackney Carriage CCTV Safer Cab Voluntary scheme initially as a pilot (year 1) with a view to running for three years with estimated costs of (Year 2 £31k, and Year 3 £57.3k). 

 Yes

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2013/027

Tim Wendels

Lease of First Floor, Arnot Hill House, Arnold, Nottingham

It is proposed to take a Lease of the first floor of Arnot Hill House, Arnold, from Gedling Borough Council for the purpose of accommodation for the OPCC.  Arnot Hill House is a detached building in the grounds of Arnot Hill Park adjacent to the Council’s main Civic Centre. The OPCC currently occupies offices within County Hall, West Bridgford at an inclusive rent of £37,865 per annum. 

The inclusive rent for Arnot Hill House will be £20,000 per annum, representing a substantial annual saving.  The lease will run until 2023, with tenant only break options at the end of each year subject to 6 months notice.  The accommodation will require refurbishment and alteration at an estimated cost of £150,000 (for which there is provision in the capital programme). This represents a pay back on investment of just over 8 years.

Yes  

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2013/026

Charlotte Radford 

Animal Welfare - Medical Costs after Retirement

This scheme has been developed over the past 3 years and various options have been explored. The proposed scheme attached to this decision record is simple, effective and provides good governance.

This recognises the valuable contribution made by police dogs and the service they provide. The scheme provides cover for ongoing costs relating to medical injuries or illnesses as a result of working hard during their service.  

A small reserve of £20k had previously been set up for when this scheme was finalised. The Force and Animal Welfare Visitors have been part of the process and provided valuable contributions in defining a scheme that would be successful. 

Yes

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2013/025

Stuart Kelly

Upgrade to Windows 7

A report and business case was presented to the Chief Officer Team on Monday 30th September at the Force Executive Board with recommendations to; adopt Windows 7 Enterprise 32bit as the standard desktop and laptop operating system, replace Microsoft Office 2003 with Microsoft Office 2010, and to introduce Microsoft System Centre Configuration Manager (SCCM) 2012 to improve deployment and enhance on-going service delivery.

The business case is seeking capital funding of £837,000 to carry out this work..

Yes

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2013/024

Joanne Ashworth

Business Case for the Establishment of an Image Management System

There are a number of benefits, including:

• Significant time savings and efficiencies in moving images from one place to another, enabling immediate access for evidential, investigative and case management purposes.

• A valuable contribution to the delivery of digital case files, court presentations and speedier justice processes.

Costs savings due to the removal of the need for CDs and memory sticks when transporting images across forces and departments; approximately £20k

Yes

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2013/023

Joanne Ashworth

Business Case prepared for the establishment of a regional forensic services structure and has been considered and approved by the 5 force Chief Constables. 

To deliver significant benefits to the region included cashable savings, improved resilience, breadth of service delivery and future-proofing of a quality forensic service across the 5 forces of the East Midlands region; this also includes cost effective delivery of compliance with nationally mandated quality services

Yes

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2013/022

Charlotte Radford

Update to the Scheme of Delegation

The existing Scheme of Delegation provides some ambiguity in what duties the PCC's CFO can be undertaken in relation to the delegations made to the Chief Executive.  Paragraph 6.6 has therefore been amended to ensure that this ambiguity is removed and no further legal challenges made.

Yes

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2013/021

Kevin Dennis

Stage 2 Staff Transfer

The terms of reference for the Stage Two Staff transfer model were to identify options for police staff to transfer to the employ of the Chief Constable that complied with the statutory duty of the paragraph 10(1) of Schedule 15 of the Police Reform and Social Responsibility Act 2011, and set a local vision for the organisational structure of police staff for Nottinghamshire Police by developing the principle stage two Staff Transfer Scheme for the consideration of Home Secretary.

Yes

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2013/020

Fleur Winters

That the Charity Fundraising Guide content be noted and approved.  To allow publication on the Force intranet, and for Corp Comms to make officers and staff aware of the guidelines

Yes

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2013/019

Charlotte Radford

To approve the appointment of Deloittes for Base Budget Review Work.  The PCC has initiated a Base Budget Review which is based on zero based and priority based budgeting principles.

Yes

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2013/018

Tim Wendels

To support the business case for the Estates Rationalisation Phase 3 - Harworth Police Station.  The review of the Harworth Police Station is part of the Estates Rationalisation Phase 3 work stream to provide a fit for purpose, flexible and sustainable estate enabling savings to be delivered of £2.4m over 2 years

Yes

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2013/017

Jackie Nash

The introduction of the Mystery Shopping Scheme to increase the PCC’s pool of volunteers to include quality service testing and observations from the perspective of the customer

Yes

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2013/016

Jackie Nash

The Independent Custody Visiting and Animal Welfare Lay Visiting Schemes Annual reports outline the yearly progress of the Police and Crime Commissioner’s Volunteer Schemes in relation to performance and future focus

Yes

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2013/015

Charlotte Radford

In compliance with the principles of good governance the attached Joint Corporate Code of Governance has been produced to set the standard which will govern the two corporations sole; both jointly and separately, to ensure that they are doing the right things, in the right way, for the right people, in a timely, inclusive, open and accountable manner.

Yes

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2013/014

Kevin Dennis

The current Executive staffing structure was approved by the former Police Authority in October 2010.  This structure has remained largely unchanged since it was agreed.  Interim staffing arrangements were put in place prior to the arrival of the Commissioner to enable him to discharge his legal responsibilities from day one.  A review has been completed of the core functions and responsibilities of the Commissioner as defined by legislation, protocols and financial code of practice.

The business case sets out a new staffing structure for the Office of the Police and Crime Commissioner.

Yes

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2013/013

Kevin Dennis

A key responsibility of the Police and Crime Commissioner is to hold the Chief Constable to account for the operational delivery of policing, including in relation to the strategic policing requirement as published by the Home Secretary. In November 2012 the Commissioner approved the Corporate Governance Framework for his office and agreed for future work to be completed on meeting structure options. This work has now been completed and the proposals are set out in the attached report

Yes

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2013/012

Charlotte Radford

Inphase Performance Management Software.  To approve the purchase of this software to facilitate performance management by the OPCC.  In approving this purchase to agree £25,360 to be added to the capital programme for 2013-14 with £7,326 to be met from the existing OPCC revenue budget for 2013-14 and £3,726 in subsequent years for maintenance.

Yes

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2013/011

Margaret Monckton

Quarter Two 2012-13 Budget Management Reports.  To approve the budget requirements, as at the end of Quarter Two.

Yes

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2013/010

Charlotte Radford

In conclusion the Police and Crime Commissioner's approval is requested:

1. To withdraw the current notice for the SBH/PBH contract with Eurocopter and set a further notice period of 3 months in place.

2. To agree to sign the collaboration agreement, subject to confirmation of the level of the level of compensation that we will receive.

Yes

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2013/009

Charlotte Radford

The financial regulations have been reviewed and updated for the Police & Crime Commissioner. The Finance Team have reviewed the proposed regulations and where appropriate made suitable recommendations which have been incorporated in this final version.

This document will require further review and possible amendment following any stage 2 transfer

Yes

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View  financial regulation

2013/008

Charlotte Radford

The Regional Commissioners after advice from their Chief Finance Officers agreed in principle to approve the regional budgets for 2013-14 as provided at the December meeting.

The cost of this budget has been included in the Police & Crime budget for 2013-14 as approved by the Commissioner previously.

The detail of the regional budget is included in the attached document, which does not contain restricted information.

Yes

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2013/007

Charlotte Radford

1.    The 4 year capital programme proposed by the Force supports the Estates and IT strategies and plans that will be made available in February.

2.    The Treasury Management Strategy proposed by the CFO supports the financing of the capital programme above and includes the MRP policy, Prudential and treasury indicators and investment strategy, each of which require the PCC approval.

3.   The Reserves Strategy details the potential use and risks relating to each reserve and the estimated changes in levels of reserves reflecting the Medium Term Financial Plan.

Yes

4 year Capital Programme, Treasury Management Strategy and Reserves Strategy

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2013/006

Charlotte Radford

The attached reports were provided to the Police & Crime Panel for their agreement to the precept increase of 1.95%. These reports have been updated to include the actual tax base data and collection fund balances that were reported separately. The Panel supported the precept and budget proposed.

The MTFP details the financial planning for the next 4 year

Yes

Precept , Budget and

MTFP 2013-14

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2013/005

Tim Wendels

Summary:  The setting up of an Integrated Services Project with Broxtowe Borough Council and Nottinghamshire Police at Broxtow Civic Centre

• The rent is now £23,000 per annum (£23,400 was the figure in the Police Authority Report).

• We have requested and been given two additional car parking spaces.

• Electricity will be separately metered and paid for by the Police.  It was originally intended that electricity be included with the rent.  The Council have insisted upon this as they are concerned that as a 24/7 operation, we will use more electricity than they currently do.

• Annual rent increase simplified to be based on CPI.

Yes

Integrated Services - Beeston - Lease from Broxtow Borough Council

2013/004

John Peatling

To approve the business case and Section 22a Agreement for EMSOU Fraud and Financial Investigation (FFS) collaboration.  To support the realisation of a reduction in operting costs over the next two years whilst delivering a streamlined service that is fit for purpose.

Yes

EMSOU Fraud and Financial Investigation Collaboration Section 22a Agreement

2013/003

John Peatling

To approve the proposed investment for further regional collaboration projects.  To support the realisation of a reduction in operation costs.

Yes

Regional Collaboration Projects

2013/002

Margaret Monckton

To progress the Derbyshire/Nottinghamshire Information Services (IS) collaboration the Commissioner is asked to sign off the Section 22a Agreement.  To progress the collaboration and the creation of the management team a Section 22a Agreement needs to be in place.

Yes

IS Collaboration Section 22a Agreement

2013/001

Kevin Dennis

As well as responding to requests for information, Nottinghamshire Office of the Police and Crime Commissioner must publish information proactively. The Freedom of Information Act requires every public authority to have a publication scheme, approved by the Information Commissioner’s Office (ICO), and to publish information covered by the scheme.

The scheme sets out our commitment to make certain classes of information routinely available, such as policies and procedures, minutes of meetings, annual reports and financial information.

Yes

Publication Scheme

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