Agenda and minutes

Surrey Police and Crime Panel
Thursday, 13 July 2017 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

15/17

ELECTION OF THE CHAIRMAN

    The first item on the agenda is the election of the Chairman for the 2017/18 Council year.

    Additional documents:

    Minutes:

    Councillor Ken Harwood was proposed by Councillor David Reeve and seconded by Councillor Dorothy Ross-Tomlin.

     

    RESOLVED:

     

    The Panel agreed the appointment of Councillor Ken Harwood as Police and Crime Panel Chairman for the Council year 2017/18.

     

16/17

ELECTION OF THE VICE-CHAIRMAN

    The second item on the agenda is the election of the Vice-Chairman for the 2017/18 council year.

    Additional documents:

    Minutes:

    Two nominations were received for the Vice Chairman position for the 2017/18 Council year. Councillor Charlotte Morley was proposed by Ken Harwood and seconded by Councillor Pat Frost. Councillor Margaret Cooksey was proposed by David Reeve and seconded by David Fitzpatrick-Grimes.

     

    RESOLVED:

     

    With agreement of Panel Members a secret ballot was undertaken. Councillor Charlotte Morley was appointed as the newly elected Vice-Chairman for Council year 2017/18.

     

17/17

APOLOGIES FOR ABSENCE

18/17

MINUTES OF THE PREVIOUS MEETING: MONDAY 6 FEBRUARY 2017 pdf icon PDF 190 KB

    To agree the minutes of the previous meeting, subject to any amendments.

    Additional documents:

    Minutes:

    Key Points raised during discussion:

     

    1. A member of the Panel made reference to page 8, Paragraph 9 and queried whether officers could confirm the contact details of the new Rural Crime Coordinator. Members noted that Sgt Adam Luck held this post and was based at Guildford Police station.

     

    RESOLVED:

     

    The minutes from the previous meeting held on Monday 6 February 2017 were agreed by the Panel as a true and accurate record of the meeting.

     

    ACTIONS/FURTHER INFORMATION TO BE PROVIDED:

     

    None.

     

19/17

DECLARATIONS OF INTEREST

    All Members present are required to declare, at this point in the meeting or as soon as possible thereafter

    (i)            Any disclosable pecuniary interests and / or

    (ii)           Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting

    NOTES:

    ·         Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest

    ·         As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner)

    ·         Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial.

     

    Additional documents:

    Minutes:

    None received.

20/17

PUBLIC QUESTIONS

    To receive any public questions.

     

    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 have been received.

21/17

FINANCE UPDATE pdf icon PDF 220 KB

    For the Police and Crime Panel to consider the following finance reports,

     

    1. Surrey Police Group financial report for month 12, financial year 2016/17
    2. Surrey Police Group financial report for month 2 (31st May), financial year 2017/18
    3. Office of the Police and Crime Commissioner 2016/17, end of year financial report
    4. Office of the Police And Crime Commissioner month 2, 2017/18 financial report

     

    Additional documents:

    Minutes:

    Key points raised during the discussion:

     

    1. The Chief Finance Officer introduced the item by summarising the Surrey Police group financial report for month 12, financial year 2016/17. Members were informed that there was an under-spend of £226K against the approved budget of £212.6M, £124K of which was achieved by the Office of the Police and Crime Commissioner.

     

    1. Members noted that one of the factors for the under-spend was the shortfall of 66 police officer posts and the large number of leavers who had earned more than the probationers that replaced them.

     

    1. It was explained that the substantial under-spend was off set by over-spend in IT by £859K and estates and facilities by £1.6M. It was further reported that the PCC approved capital budget for 2016/17 was £12M and expenditure for the year amounted to £7M, the remainder being carried forward to the 2017/18 capital programme.

     

    1. It was noted that the Surrey Police Group financial report for month 12 (31st May), financial year 2017/18 showed that the gross revenue for the year was £212.6M, an increase of £6.9M compared to the previous budget in 2016/17.

     

    1. The Chief Finance Officer explained forecasts based on just two month’s figures should be treated with a degree of caution with forecasts becoming more reliable as the months pass.

     

    1. There was a discussion around the financial volatility with the Surrey and Sussex joint finance team and officers were asked to report on the current progress. Members were informed that an independent review was going to be carried out to ensure good measures would be taken going forward as forecasts were uncertain.

     

    1. Members raised concern with the significant variances within the service quality and change programme two months into the financial year, Officers explained that savings were budgeted in the change programme and on the basis savings would be achieved, the figure would disappear to balance the budget. The Chief Finance Officer advised further information on the service quality can be provided at a later date.

     

    1. It was noted that the relocation and the running of two different systems were main factors for the volatility between the Surrey and Sussex financial team. The PCC advised that the office recognised the issue and was taking necessary steps to solve the problem. Following the concerns with the collaboration the PCC agreed a report to be provided on the progress of the joint finance team to be provided at a later date.

     

    1. It was reported that there were on average 18 leavers a month however due to the salary rates Surrey Police have been able to recruit heavily, 12 Police Constables ahead of establishment.

     

    1. The Vice-Chairman suggested that interim measures should be taken when considering similar future collaborations to avoid decline and experience, in particular to relocation of staff. The PCC assured that the estates strategy was under review and the views of the Panel would be taken into consideration when looking into relocation.

     

    1. Members expressed the view that relocation should be mid way between Surrey and Sussex so  ...  view the full minutes text for item 21/17

22/17

POLICE AND CRIME COMMISSIONER'S 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. Members of the Panel are asked to comment on the attached annual report prior to its formal publication.

     

    Additional documents:

    Minutes:

    Key Points raised during the discussion:

     

    1. The PCC informed members that the annual report was still in draft and that there was intention to make it more user friendly for the public. The PCC was pleased with the progress made in meeting the Police and Crime Plan priorities, in particular areas which required improvement from the previous year.

     

    1. The PCC indicated that there were areas of concern including police officer retention rates, the high risk from IT systems and the rise in burglaries across Surrey. The PCC assured the Panel resources would be targeted in these areas to tackle the problem.

     

    1. Members commended the PCC for the progress and performance to date and queried whether the PCC had any thought to recalling retired police officers to assist with back office functions and investigations. The PCC noted this suggestion and assured the Panel that consideration would be given to this going forward.

     

    1. It was noted that the PCC has held recent discussions with police colleagues about CCTV, there was currently no CCTV strategy in place.  He was aware that the matter would be discussed at a future meeting of Surrey Chief Executives.

     

    1. The PCC agreed that the number of Special Constables had reduced but expressed eagerness to get numbers to a better position advising the Panel measures were underway to ensure rapid improvement. Currently training has been at capacity with new Police Officers which means training for Special Constables has had to be delayed.

     

    1. Members were informed that there has been substantial improvement with the 101 service over the last year and that it would be watched carefully so that the current level of service would be maintained.

     

    1. The Panel were advised that drones were an increasing feature for the police force as they were more cost effective and cheaper than acquiring helicopters.

     

    1. It was noted that the Volunteer Police Cadets were exceeding expectations, with three more forces being recruited after the initial first three being set up. The PCC commended the willingness of police officers and staff who had taken the time to be instructors.

     

    1. The PCC expressed the view that there was no strong connection between recruitment and retention, explaining to the Panel that generally no employee would be expected to stay with one employer and would naturally progress to another place to enhance their career.

     

    1. The PCC could not comment on the switching off of street lights, explaining to members that this was a Surrey County Council (SCC) decision and that Surrey Police had not seen a rise in crime as a result. However the PCC welcomed any concerns regarding specific street lights which should be kept on, assuring the Panel these would be forwarded to the Highways authority for consideration. The PCC further informed members that he would not provide funding for keeping street lights on as this was a statutory responsibility of the Council.

     

    1. It was noted that the statistics mentioned in the report were taken from the Surrey Resident Survey which is carried out independently  ...  view the full minutes text for item 22/17

23/17

HMIC INSPECTION REPORTS pdf icon PDF 183 KB

    For the Police and Crime Panel to consider the recent inspections undertaken for Surrey Police by her Majesty’s Inspectorate of Constabulary (HMIC) which is the independent inspection body for policing.

     

    Additional documents:

    Minutes:

    Key points raised during discussion:

     

    1. The Chairman advised officers that page 73 of the report contained errors under ‘Childhood Protection Revisit’ making reference to the dates which needed correction. The PCC assured Members this would be left with the respective officer to amend.

     

    1. The Panel were informed that Surrey Police has a close professional relationship with HMIC and valued the feedback and professionalism of the inspectorate. The PCC expressed the view that this was essential to support the force to maintain and raise good practice.

     

    1. The PCC supported the view that more work was required to achieve a better rating for ‘how effective is the force at investigating crime’ and advised members that resources were being moved to tackle the issue in particular towards training for officers. The PCC made further assurances, expressing confidence with the leadership and management in place to improve this area.

     

    1. Members made reference to the report and grading for ‘how well does the force understand the current and likely future demand’ which was graded as ‘requires improvement’. The PCC informed members that this was captured and queried with HMIC as the force was unclear about what this meant. The PCC requested that the good practice within the force be recognised.

     

    1. It was noted that an action plan was in place for child protection and this area was of significance to the PCC. The PCC informed the Panel that colleagues from the OPCC were involved in monitoring this. The OPCC had a close relationship with victim’s charities and social services. The Multi-Agency Safeguarding Hub for vulnerable children was also extending their reach to vulnerable adults, providing a good service which Surrey Police work closely with.

     

    RESOLVED:

    Members of the Police and Crime Panel noted the report and HMIC findings.

     

    ACTIONS/FURTHER INFORMATION TO BE PROVIDED:

    None.

     

24/17

POLICING IN YOUR NEIGHBOURHOOD (PIYN) pdf icon PDF 17 KB

    At the last Panel meeting it was agreed that the Panel would receive a presentation on PiYN to gain a better understanding of the new way of working for Surrey Police.

    Additional documents:

    Minutes:

    Key points raised during the discussion:

     

    1. Assistant Chief Constable (ACC), Nev Kemp delivered a presentation on PiYN to allow members to gain a better understanding of the new ways of working for Surrey Police (attached at Annex 1).

     

    1. Members noted that the Police Crime Commissioner’s enthusiasm for the JET (Joint Enforcement Team) programme and informed the Panel that funding may be available to other districts/boroughs who were considering starting JET teams.

     

    1. It was explained that parking enforcement was the responsibility of the highways authority and this did not, except for exceptional circumstances, include involvement from Surrey Police. However the PCC was in the process of talking to Cabinet Member for Highways, Colin Kemp to scope whether there were ways of working better.

     

    1. There was a discussion around the Drive Smart initiative and the Panel were advised that work was in progress to reinvigorate the programme to promote tackling road casualties and speeding.

     

    1. In an effort to promote understanding at a local level, members requested officers to circulate the PiYN presentation attached at Annex 1. The ACC assured the Panel a copy would be distributed and welcomed feedback from members on the matter.

     

    1. Members raised concerns with the lack of police presence and the ACC advised that resources were focused where there was greater risk, targeting resources where there was greater need. It was further explained to utilise officers’ time more effectively attendance at public meetings would be confirmed where there was a specific policing issue on the agenda. Police patrols would also be targeted i.e. in areas where there was an increase in burglaries.

     

    1. The Assistant Chief Constable supported the view that work was required after a crime was reported with keeping victims informed on progress. The ACC assured members that considerable work was being carried out to improve this area. It was further explained that an engagement plan was in progress to develop better communication and provide assurance across the county.

     

    1. The PCC informed the Panel that it was a statutory duty of the Police to take responsibility for victims and was also one of the key performance indicators that the Chief Constable was held account to. The PCC was pleased to see work in progress with an engagement plan to promote better practice.

     

    1. Members expressed the view that there was still an issue in rural areas and not receiving efficient responses. The Assistant Chief Constable explained that both the 101 and emergency service was accessible and live 24 hours a day, 7 days a week, assuring members the Police would be dispatched when needed.

     

    1. It was noted that the Volunteer Police Cadets programme supported engagement with young people however a special constabulary was being addressed now which would engage with the wider community.

     

    Peter Waddell left the meeting at 12.33pm

     

    1. It was explained that there are three divisions, east, west and north, with a Chief Superintendent heading each division. It was further highlighted that each borough holds a Borough Inspector and officers are locally based and distributed.

     

    1. The  ...  view the full minutes text for item 24/17

25/17

UPDATE ON 'IN THE KNOW' SURREY AND SUSSEX COMMUNITY MESSAGING SYSTEM pdf icon PDF 175 KB

    At the last Police and Crime Panel meeting there was a discussion around the ‘In the Know’ community messaging system which replaced the previous Active Citizen Service (ACS). Panel members asked for an item for inclusion on the forward plan to discuss the new community messaging system and how it is being used to increase local engagement with the Police.

     

    Additional documents:

    Minutes:

    Key points raised during the discussion:

     

    1. Members expressed the view that the ‘In The Know’ community messaging system was a valuable system and stated that although all districts and boroughs were fully trained up it would be helpful to see how actively it was working in each division. It was noted that Mole Valley were proactively carrying out work to endorse the programme to residents.

     

    RESOLVED:

     

    The Panel noted the report and agreed to help promote and direct residents to ‘In The Know’.

     

    ACTIONS/FURTHER INFORMATION TO BE PROVIDED:

     

    None.

     

26/17

RE-ESTABLISHMENT OF THE COMPLAINTS SUB-COMMITTEE pdf icon PDF 97 KB

    To agree the membership and terms of reference for the Complaints Sub-Committee for 2017/18. At the Panel meeting of 6 February 2017, the adoption of the draft revised Police and Crime Panel Complaints Protocol was agreed in principle. Work had been undertaken to refresh the Complaints Protocol. It was agreed that formal adoption of the Protocol would be required at the Annual meeting.

     

    Additional documents:

    Minutes:

    RESOLVED:

     

    1. The Panel agreed the terms of reference for the Complaints Sub-Committee attached at Annex 1,

     

    1. The Panel appointed the following members to the Complaints Sub-Committee for the remainder of the 2017/18 Council year,

     

    - Cllr Margaret Cooksey

    - Cllr David Reeve

                            - Independent member Bryan Cross

                            - Independent member David Fitzpatrick-Grimes

                            - Cllr Ken Harwood (Chairman)

                            - Cllr Charlotte Morley (Vice-Chairman)

     

    1. The Panel agreed the adoption of the draft revised Police and Crime Panel Complaints Protocol, attached at Annex 2.

     

    ACTION/FURTHER INFORMATION TO BE PROVIDED:

     

    None.

     

27/17

RE-ESTABLISHMENT OF THE FINANCE SUB-GROUP pdf icon PDF 108 KB

    To agree the membership and terms of reference for the Finance Sub-Group for 2017/18.

     

    Additional documents:

    Minutes:

    RESOLVED:

     

    1. The Panel agreed the terms of reference for the Finance Sub-Group attached at Annex 1,

     

    1. The Panel appointed the following members to the Finance Sub-Group for the remainder of the 2017/18 Council year,

     

                            - Cllr Josephine Hawkins

                            - Cllr Chris Sadler

                            - Independent member Bryan Cross

                            - Cllr Ken Harwood (ex-officio)

                            - Cllr Charlotte Morley (ex-officio)

     

    ACTIONS/FURTHER INFORMATION TO BE PROVIDED:

     

    None.

     

28/17

COMPLAINT RECEIVED SINCE THE LAST MEETING pdf icon PDF 66 KB

29/17

FORWARD WORK PROGRAMME & ACTIONS AND RECOMMENDATIONS TRACKER pdf icon PDF 212 KB

30/17

COMMISSIONER'S QUESTION TIME pdf icon PDF 101 KB

    The Panel is asked to raise any issues or queries concerning crime and policing in Surrey with the Commissioner.

     

    Additional documents:

    Minutes:

    Key points raised during the discussion:

     

    1. Questions were submitted by Panel member, Cllr Reeve in advance of the meeting and responses from the PCC were sent to Cllr Reeve ahead of the meeting.

     

    2. Members queried how funding from the Community Safety Fund was allocated and were informed that this information was available on the Surrey PCC funding website at the following link, http://funding.surrey-pcc.gov.uk/.

     

    RESOLVED:

    The Panel raised issues and queries concerning crime and policing in Surrey with the PCC.

     

    ACTIONS/FURTHER INFORMATION TO BE PROVIDED:

     

    None

     

31/17

DATE OF NEXT MEETING: TUESDAY 12 SEPTEMBER 2017

    The next public meeting of the Police and Crime Panel will be held on 12 September 2017 at 10.30am in the Ashcombe Suite, County Hall, Kingston upon Thames.

     

    Additional documents:

    Minutes:

    The next meeting of the Police and Crime Panel meeting will be held on Tuesday 12 September 2017 at 10.30am in the Ashcombe Suite, County Hall, Kingston upon Thames.