Agenda and minutes

Chief Constable Confirmation Hearing (start time 1pm), Surrey Police and Crime Panel
Tuesday, 5 July 2016 10.30 am

Venue: Ashcombe Suite, County Hall, Kingston upon Thames, Surrey KT1 2DN

Contact: Huma Younis or Sharmina Ullah 

Webcast: View the webcast

Items
No. Item

28/16

ELECTION OF CHAIRMAN

    Members of Surrey’s Police and Crime Panel to elect a Chairman for the 2016/17 council year.

    Additional documents:

    Minutes:

    Councillor Dorothy Ross-Tomlin was proposed by Independent Member Bryan Cross and seconded by Councillor Charlotte Morley to be Chairman for the municipal year 2016/2017. The Panel unanimously voted, to appoint Councillor Dorothy Ross-Tomlin as Chairman of the Surrey Police and Crime Panel.

     

    The Chairman thanked the Panel for their support and stated that she was looking forward to the important work that the Panel will be undertaking over the coming year.

     

    RESOLVED:

     

    That Councillor Dorothy Ross-Tomlin be appointed as Chairman of the Surrey Police and Crime Panel for the 2016/2017 municipal year.

29/16

ELECTION OF VICE-CHAIRMAN

    Members of Surrey’s Police and Crime Panel to elect a Vice-Chairman for the 2016/17 council year.

    Additional documents:

    Minutes:

    Councillor Ken Harwood was proposed by Independent Member Bryan Cross and seconded by Councillor Charlotte Morley to be Vice-Chairman for the municipal year 2016/2017. The Panel unanimously voted, to appoint Councillor Ken Harwood as Vice-Chairman of the Surrey Police and Crime Panel.

     

    RESOLVED:

     

    Councillor Ken Harwood be appointed as Vice-Chairman of the Surrey Police and Crime Panel for the 2016/2017 municipal year.

     

30/16

APOLOGIES FOR ABSENCE

31/16

MINUTES OF THE PREVIOUS MEETING pdf icon PDF 144 KB

    To approve the minutes of the meeting held on 18 May 2016 as a correct record.

    Additional documents:

    Minutes:

    Clarification was sought on item 23/16 with regards to the allocation of funding. It was agreed that this would be provided by the Police and Crime Commissioner under item 7.

     

    An error with the deadline date under item 25/16 was identified and this should read 30 September 2016.

     

    The minutes from the meeting held on 18 May 2016 were agreed by the Panel as a true record of the meeting subject to the corrections identified.

32/16

DECLARATIONS OF INTEREST

33/16

PUBLIC QUESTIONS

    To receive any public questions in relation to item’s 1-14.

     

    Note:

    Written questions from the public can be submitted no later than seven days prior to the published date of the annual or any ordinary public meeting, for which the Commissioner will be invited to provide a written response by noon on the day before the meeting, which will be circulated to Panel Members and the questioner.

    Additional documents:

    Minutes:

    No public questions were received.

34/16

DRAFT POLICE AND CRIME PLAN FOR SURREY pdf icon PDF 124 KB

    Police & Crime Plans are a statutory requirement for all police force areas introduced as part of the Police Reform and Social Responsibility Act 2011. The Surrey Police and Crime Commissioner is required to issue a new Police & Crime Plan “as soon as practicable” after taking office. The Police and Crime Panel are asked to review the draft police and crime plan and make any recommendations as necessary. 

     

    Additional documents:

    Minutes:

    Key points raised during the discussions:

     

    1.    The Police and Crime Commissioner introduced his draft Police and Crime Plan for Surrey and highlighted that the points within this had been derived from his election campaign. He informed the Panel that he had undertaken extensive consultation with Surrey Police and residents as a result of these robust discussions he had made changes. He stated that he would like to publish the plan as soon as possible to inform residents and that he planned to undertake a major refresh of the plan next year in order to ensure that it remained a living document. He then ran through the six points within the plan and invited Panel Members to ask questions on the content.

    2.    Panel Members raised concerns about Community Safety Partnerships and funding for these going forward along with the successful junior citizenship scheme. They were informed that service level agreements were being drawn up and that this would be addressed as soon as possible.

    3.    Discussions around visible policing took place and the Panel were informed that a review of this had begun specifically looking at the policing in your neighbourhood programme (PiYN). It was agreed that this needed to be imbedded for front line police officers as they would be asked to do more in order to ensure continuity for victims improved. It was felt that the Joint Enforcement Teams (JETs) were working well however there were concerns in some boroughs. The PCC stated that a review of the PiYN programme would be undertaken and JET programmes would be tailored to each district and borough that had interest in coming on board.

    4.    Rural crime and the long standing issues with the 101 telephone number were raised and the Panel felt that it was essential that this issue was addressed across the whole of Surrey. The Police and Crime Commissioner was invited to visit one of the rural areas to see how policing was working there.

    5.    Further information on the changes to the Commissioner’s staff was requested particularly in relation to who will lead on ethnic and diversity issues and victim support. The Panel were told that the Commissioner was ultimately responsible and will personally lead on these areas across all communities in the County.

    6.    The Panel asked for more information on collaboration with Sussex Police and for an indication of where new savings could be found. They were informed that a joint estates strategy of both forces would be looked at to see if there was any scope to rationalise these.

    7.    Members queried police attendance at community meetings and the importance of stability and partnership working. The Commissioner responded by saying that the police cannot attend every meeting however it was important that the balance was right and that it was best use of their time. The PCC stated that when Police did attend public meetings it was important that they were given due respect for taking the time out to attend.

    8.    Cyber  ...  view the full minutes text for item 34/16

35/16

FINANCE UPDATE pdf icon PDF 291 KB

    This report is to inform the Police & Crime Panel of the OPCC’s financial performance at Month 2 for the 2016/17 financial year and Surrey Police Group (i.e. Finances of both the PCC and Chief Constable) financial position up to Month 2 (May) for the 2016/17 financial year.

     

    Additional documents:

    Minutes:

    Key points raised during the discussions:

     

    1.    An update sheet was circulated to provide Panel Members with the correct financial information for Month 2 and is attached at appendix 1.

    2.    The Treasurer and Chief Finance Officer for the Office of the Police and Crime Commissioner (OPCC) introduced the report by stating that the Commissioner had the budget in hand and that the OPCC should achieve an underspend by the end of the financial year.

    3.    Panel Members requested that for future reports, the information be provided in A3 format so that it is easily readable which the OPCC agreed to do.

    4.    Concerns were raised around the IT expenditure and what had occurred to mean that there was an overspend in this area. The Panel were informed that there had been historic issues that were being addressed and that Surrey Police were moving away from bespoke systems and that the costs for these issues were shared with Sussex Police on a 55/45 split. The Commissioner informed Panel Members that IT was a high risk identified on the risk register and that going forward industry standard systems would be purchased.

    5.    A discussion around recruitment and retention of staff took place and the competition that Surrey Police faced with the Metropolitan Police regarding recruitment. The Chief Finance Officer stated that Surrey Police were confident that they would meet established staffing levels by the end of the year. Uncertainty due changes/ deletion of posts meant many staff were leaving prematurely.

    6.    A Panel Member queried how the accounts were prepared and it was confirmed that these were done on an accruals basis.

    7.    Members were informed that the overspend in IT would be offset by other areas over the year and that this would limit the risk factor.

     

    RESOLVED:

    That the Panel noted the financial performance of the Office of the Police and Crime Commissioner for Surrey as at Month 2 for the Financial Year 2016/17.

     

    ACTIONS/ FURTHER INFORMATION TO BE PROVIDED:

     

    ·         For future items at Panel meetings, the financial information to be provided in A3 format.

     

36/16

POLICE AND CRIME COMMISSIONERS ANNUAL REPORT pdf icon PDF 57 KB

    The Police Reform and Social Responsibility Act (2011) places a duty on Police and Crime Commissioners to produce an Annual Report.  The Police and Crime Panel are asked to comment on the draft annual report and make any recommendations necessary before formal publication. This year is unusual, in that the current PCC, David Munro, is required to report to the panel on the work carried out when Kevin Hurley was PCC.   The attached Annual Report covers the work of the PCC and his office during April 2015 to March 2016. 

     

    Additional documents:

    Minutes:

    Key points raised during the discussions:

     

    1.    The Police and Crime Commissioner introduced the report to the Panel stating that it covered the work undertaken by the previous Commissioner and that Mr Hurley had approved the content before leaving office. 

    2.    The Panel commented that detection rates were not as good as they could be and the Commissioner said that this would be covered under point one of his new Police and Crime Plan for Surrey.

    3.    Asset seizure was discussed and the Panel agreed that they would like to see progress on this throughout the year. The Commissioner agreed to share this information with the Panel and that he would be making a decision on what the policy would be on dealing with the proceeds of crime.

    4.    Members of the Panel queried whether there had been any officer feedback from the introduction of mobile data terminals and body worn cameras. The PCC stated that anecdotally positive feedback had been received and frontline officers were saving up to 90 minutes per day. Panel Members asked for more details around the body worn video programme and the impact this would have on the force.

    5.    Panel Members queried a reference to a new neighbourhood IT system and asked for clarification on this and were informed that information on this had been included in a briefing from the 18 May 2016 meeting.

    6.    Concerns were expressed regarding victim care and that the report showed that overall crime victim satisfaction had gone down. It was requested that the Commissioner gave focus to this to try and increase satisfaction going forward which he agreed to do as part of his police and crime plan.

     

    RESOLVED:

    That the Panel noted the Police and Crime Commissioner’s Annual Report for 2015/16.

     

    ACTIONS/ FURTHER INFORMATION TO BE PROVIDED:

     

    R8/16              For the Police and Crime Commissioner to provide the Panel with details of the roll -out of the body worn video programme for Surrey Police.

     

    R9/16              For the Police and Crime Commissioner to share with the Panel details of proceeds from asset seizures.

     

37/16

RE-ESTABLISHMENT OF THE COMPLAINTS SUB-COMMITTEE pdf icon PDF 100 KB

    To agree the membership and terms of reference for the Complaints Sub- Committee.

    Additional documents:

    Minutes:

    RESOLVED:

     

    1.     That the Panel agreed the terms of reference for the Complaints Sub-Committee attached at Annex 1 of the submitted report.

     

    2.     That the Panel appointed the following members to the Complaints Sub-Committee for the remainder of 2016/17 Council year:

    -        Cllr Margaret Cooksey

    -        Cllr Dorothy Ross-Tomlin

    -        Cllr Ken Harwood

    -        Independent Member Bryan Cross

    -        Cllr David Reeve

     

    3.     That Independent Member David Fitzpatrick-Grimes be appointed to fill the vacant position on the Complaints Sub-Committee.

    ACTIONS/ FURTHER INFORMATION TO BE PROVIDED:

     

    None

     

38/16

RE-ESTABLISHMENT OF THE FINANCE SUB-GROUP pdf icon PDF 97 KB

    To agree the membership and terms of reference for the Finance Sub- Group.

    Additional documents:

    Minutes:

    RESOLVED:

     

    1.     That the Panel agreed the terms of reference for the Finance Sub-Group attached at Annex 1 of the submitted report.

    2.     That the Panel appointed the following members to the Finance Sub-group for the 2016/17 municipal year:

    -       Cllr Charlotte Morley

    -       Bryan Cross

    -       Chairman (ex-officio)

    -       Vice-Chairman (ex-officio)

    3.     That Councillor Chris Sadler be appointed to fill the vacant position on the Finance Sub-Group.

    ACTIONS/ FURTHER INFORMATION TO BE PROVIDED:

     

    None

     

39/16

COMPLAINTS RECEIVED SINCE THE LAST MEETING pdf icon PDF 66 KB

40/16

RECOMMENDATIONS TRACKER AND FORWARD WORK PROGRAMME pdf icon PDF 57 KB

    To review the Recommendations Tracker and Forward Work Programme.

    Additional documents:

    Minutes:

    Key points raised during the discussions:

     

    1.    Panel Members requested further information on the contract in place for victim support and agreed that there be a future item on this. It was also agreed that further information on the IT systems used at Surrey Police be provided.

    2.    A demonstration of the mobile data terminals and body warn cameras to be provided in September along with a visit to the contact centre.

    RESOLVED:

     

    That the Panel noted the report.

     

    ACTIONS/ FURTHER INFORMATION TO BE PROVIDED:

     

    R10/16            For items on the contract on victim services and Surrey Police IT systems to be added to the forward work programme.

     

    R11/16            For the Panel to receive a demonstration on body worn videos used by Surrey Police at the Panels training day in September (date tbc).

     

41/16

DATE OF NEXT MEETING

    The next public meeting of the Police and Crime Panel will be held on 10 October 2016 at 10.30am in the Ashcombe Suite, County Hall, Kingston upon Thames.

     

    The Panel will hold a private informal meeting with the PCC on 12 September, 10.30am, Committee Room C, County Hall, Kingston upon Thames.

    Additional documents:

    Minutes:

    The Panel noted that the next public meeting of the Police and Crime Panel would be held at 10.30am on 10 October 2016.

     

    They also noted that a private informal panel meeting would be held with the Police and Crime Commissioner on 12 September 2016. 

     

    [The meeting adjourned for lunch at 12.15pm]

     

42/16

CONFIRMATION HEARING FOR APPOINTMENT TO THE ROLE OF CHIEF CONSTABLE OF SURREY POLICE (start time 1pm) pdf icon PDF 86 KB

    Following notification from the Surrey Police and Crime Commissioner of his intention to appoint the preferred candidate, Mr Nick Ephgrave, to the role of Chief Constable of Surrey Police, for the Surrey Police and Crime Panel to hold a Confirmation Hearing, in accordance with Schedule 8 of the Police Reform and Social Responsibility Act 2011.

     

    Additional documents:

    Minutes:

    [The meeting reconvened at 1pm]

     

    The Chairman welcomed Mr Nick Ephgrave to the meeting and stated that this was the formal confirmation hearing for the proposed appointment of Chief Constable of Surrey Police.

     

    She informed the Panel that on 14 June 2016 she had received formal notification that the Police and Crime Commissioner wanted to appoint Mr Nick Ephgrave as Chief Constable of Surrey Police and that in accordance with Schedule 8 of the Police Reform and Social Responsibility Act 2011, the public confirmation hearing had been convened in order for Panel Members to consider the proposed appointment of Chief Constable. 

     

    She explained that the Panel was invited to question the candidate on whether he had the professional competence and personal independence to exercise the role. She said that following the question and answer session, the Panel would go into a private session to decide upon the recommendation to the Commissioner and that following this she would write to the Commissioner with the Panel’s recommendation.

     

    The Police and Crime Commissioner stated that he felt that it was a momentous day for Surrey Police and Surrey as a whole and he emphasised that Mr Ephgrave had undergone a thorough process. He paid tribute to all those involved in the process and thanked them for the advice that they had provided him with. He said that he firmly recommended that Nick Ephgrave be appointed to the Chief Constable role.

     

    Panel Members were invited to question Mr Ephgrave and a summary of the questions and responses can be found below.

     

    Key points raised during the discussions:

     

    1.    Panel Members asked the candidate for his views on encouraging officers to attend local meetings to which he responded stating that he understood the value and rationale behind these requests and that the new Policing in your Neighbourhood initiative in each district and borough meant that it was expected that the neighbourhood inspectors would facilitate this happening. He went on to say that these meetings were not the only way concerns could be raised and that it was important to have representation from young people and he gave an example that in Epsom and Ewell social media was being used to engage with that audience.

    2.    A question was asked regarding morale across the police force and Mr Ephgrave agreed that this was an important issue both nationally and locally. He informed the Panel that he undertook reality checks regularly and his own perception was that things had improved. He said that he was expecting to receive good news from HMIC shortly and that would assist in boosting officers morale.

    3.    A further question regarding morale and whether a staff survey had been undertaken to gather the views on the ground was asked by the panel. They were informed that a staff survey was undertaken annually and that it covered ethical culture and a range of other issues. The Panel were told that there had been a 44.7% response rate which was the highest ever. Mr  ...  view the full minutes text for item 42/16

43/16

EXCLUSION OF THE PRESS AND PUBLIC

    Recommendation:

     

    To resolve that the public be excluded from the meeting during the following item of business, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information within Paragraph 3 of Part I Schedule 12A to the Local Government Act 1972, being information relating to the financial or business affairs of any particular person (including the authority holding the information) and, further, that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

     

    While there may be a public interest in disclosing this information, namely openness in the deliberations of the Panel in determining its recommendation regarding the proposed appointment, it is felt that, on balance, this is outweighed by other factors in favour of maintaining the exemption, namely enabling a full discussion regarding the merits of the proposed appointment.

     

    Additional documents:

    Minutes:

    RESOLVED that under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under paragraph 1 of Part 1 of Schedule 12A of the Act.

     

44/16

CLOSED SESSION TO DISCUSS PROPOSED APPOINTMENT TO THE ROLE OF CHIEF CONSTABLE OF SURREY POLICE

    Following notification from the Surrey Police and Crime Commissioner of his intention to appoint the preferred candidate, Mr Nick Ephgrave, to the role of Chief Constable of Surrey Police, for the Surrey Police and Crime Panel to hold a closed session to agree its recommendation to the Surrey Police and Crime Commissioner.

     

    Additional documents:

    Minutes:

    The Panel deliberated over the questions and responses provided and then voted unanimously, to recommend that Mr Nick Ephgrave be appointed to the position of Chief Constable of Surrey Police.

     

    RESOLVED:

     

    That the proposed candidate, Mr Nick Ephgrave, be recommended to be appointed to the position of Chief Constable of Surrey Police.