Agenda and minutes

In recognition of the global response to the killing of George Floyd in Minneapolis, USA, the Chair delivered a statement to the Police and Crime Commissioner on behalf of the members of Warwickshire Police and Crime Panel:

The anger about the killing of George Floyd and its impact on our communities is felt by us all, as are the concerns and the anxieties of many following the release of Public Health England’s report into the disproportionate impact of COVID-19 on ethnic minority communities. 

In contemplating our duty as a Police and Crime Panel, we remember the cultural change across the Police Service of England and Wales to eradicate ‘institutional racism’ following the murder of Stephen Lawrence in 1993. 

We remember the critical importance of training, leadership and peer challenge in ensuring that a police officers’ use of force in the course of their duties is always proportionate and lawful. 

We remember our enshrined duty to challenge and tackle all aspects of discrimination and hate, as we remember our shared duty to protect those who are vulnerable and frightened. 

We remember and value the importance of the right to peaceful and lawful protest that is enshrined in our Democracy. 

As a Police and Crime Panel, it is our duty to refocus on these fundamental priorities, and never assume that our work is done.  

Only by constantly supporting you, the Police and Crime Commissioner, to resolutely fight all aspects of discrimination and hate, will we be able to say we are doing our duty to protect and serve all Warwickshire residents, our police officers and our police staff.

The Commissioner thanked the Panel and stated his support for the sentiments expressed within the statement. He advised that the outcry resulting from the killing of George Floyd, including the recent protests in support of the Black Lives Matter movement had been given consideration in his Report to the Panel. He indicated his intention to address this subject in more detail during his presentation of the Report.

To receive any apologies from Members of the Panel

Apologies were received from Councillor Derek Poole (Rugby Borough Council) and Neil Hewison (Chief Executive, Office of the Police and Crime Commissioner).

Members are required to register their disclosable pecuniary interests within 28 days of their election or appointment to the Council.

A member attending a meeting where a matter arises in which they has a disclosable pecuniary interest must (unless they has a dispensation):

• Declare the interest if they has not already registered it

• Not participate in any discussion or vote

• Must leave the meeting room until the matter has been dealt with (Standing Order 39).

• Give written notice of any unregistered interest to the Monitoring Officer within 28 days of the meeting Non-pecuniary interests must still be declared in accordance with the Code of Conduct.

These should be declared at the commencement of the meeting.

There were none.

To confirm the minutes of the meeting held on 16 March 2020.

Sara Ansell (Chief Finance Officer, OPCC) referred to page 4 of the minutes and suggested the following amendment:

In response to Councillor Whalley-Hoggins, the Police and Crime Commissioner advised that a separate COVID-19 emergency reserve of £0.5million had been set aside, and a general reserve of £5million could be accessed in response to the outbreak of the virus if necessary.

The Panel supported the introduction of the amendment.

The Chair highlighted the foresight demonstrated by Councillor Whalley-Hoggins and Councillor Davison in their analysis of the emerging pandemic crisis at the last meeting.

Resolved: That the minutes of the meeting held on 16 March 2020 be confirmed as a correct record and signed by the Chair.

There was none.

The report is attached.

The Police and Crime Commissioner introduced the report. He observed that, when the Panel met in March 2020, the wider implications of the COVID-19 crisis were not yet apparent. He confirmed that as an outcome of the postponed Police and Crime Commissioner elections, his term in office had been extended to May 2021. He advised that a COVID-19 Supplement to his Police and Crime Plan had been produced to address the change in circumstances brought about by the pandemic.

The Police and Crime Commissioner reported that the Office of the Police and Crime Commissioner (OPCC) had adapted well to the constraints imposed by the outbreak of coronavirus with personnel working from home and holding meetings remotely. He reported that an increase in correspondence from members of the public had been observed but that the OPCC had reacted efficiently to the additional pressures. He advised that his weekly meetings with the Chief Constable had continued during the period of lockdown and the process of challenging and holding the Force to account was undiminished.

The Police and Crime Commissioner advised that he had provided funding to the Stephen Lawrence Charitable Trust to support research initiatives examining race relations and inclusivity in policing. He denounced the killing of George Floyd in Minneapolis and acknowledged the global impact of this event, including six demonstrations in support of the Black Lives Matter movement within Warwickshire. He advised that Warwickshire Police had liaised effectively with the organisers of the demonstrations, and with the wider community, to ensure that the right to peaceful protest could be exercised safely. He stated that, throughout his tenure as Commissioner, he had promoted equality and sought to address racism in every aspect of policing.

The Police and Crime Commissioner advised that of the approximate 1027 police officers within Warwickshire Police, 5% were of black, Asian or minority ethnic (BAME) heritage. He added that amongst staff the figures showed that 8% of the 833 employees were of BAME heritage; of the 92 Police Community Support Officers in the County, 10% were of BAME heritage; and amongst Special Constables (89), 8% came from a BAME background. He commented that these statistics showed that Warwickshire Police was performing well as an organisation that represented the population demographics of the area. However, he emphasised that BAME police officers were still underrepresented within the Force. To address this, a ‘positive action’ programme had been developed to engage with BAME communities and encourage individuals to consider a career in policing. He reported that this approach had already attracted candidates who had expressed an interest in joining the organisation.

The Police and Crime Commissioner stated that there was evidence to suggest that stop and search practices impacted disproportionately upon BAME individuals in the County. However, he highlighted that 40% of individuals of BAME heritage who were subject to stop and search interventions in the past year were not resident in the County.

The Police and Crime Commissioner advised that a research project had been instigated to address the  ...  view the full minutes text for item 2.

In respect of the Warwickshire Police Monthly Performance Report (April 2020), Bob Malloy highlighted the improvement in outcome rates and asked the Police and Crime Commissioner if a sustained improvement could be anticipated. In response, the Commissioner indicated his aspiration to continue to improve outcome rates but acknowledged that the impact of COVID-19 was likely to have affected the results for this period.

Councillor O’Rourke drew attention to the reported 79.2% increase in vulnerable adult offences during the period leading up to the Performance Accountability Meeting (PAM) on 26 May 2020. She observed that minutes for the meeting indicated that a detailed breakdown of these offences had been requested and asked the Police and Crime Commissioner if the Force had provided this information.

In response, the Police and Crime Commissioner commented that the increase in vulnerable adult offences could be traced to conditions arising from lockdown. He emphasised that work in partnership with Warwickshire Multi-Agency Hub (MASH), Social Services and the NHS was ongoing to address the issue.

To consider the Supplement to the Police and Crime Plan and evaluate approaches that could be adopted to measure the success of the Plan’s implementation.

The Police and Crime Commissioner introduced the Supplement to his Police and Crime Plan and invited questions from the Panel.

In response to Andy Davis, the Police and Commissioner advised that the measures introduced in response to the pandemic were in accord with governmental guidance. He stated that a strategy for emergence from the crisis had not been included within the document as the duration of the pandemic was not known and the social and economic impacts were likely to be long-lasting. He suggested that the subject of emergence from the virus be considered at the September meeting of the Panel.

In response to Councillor Davison, the Police and Crime Commissioner agreed that the measures implemented to limit the impact of the COVID-19 virus could lead to a long-term environmental benefits and feed into Warwickshire Police’s response to the climate emergency. He cited home working as an example and highlighted the improvements to air quality experienced during the period of lockdown. He underlined his aspiration for electric vehicles to be utilised by the Force as well as improved energy efficiency standards in buildings. He referred to the refurbishment of the Leek Wootton Headquarters which had been undertaken with an awareness of energy efficiency. The Chair indicated that consideration of the climate emergency had been timetabled in the Panel’s Work Programme.

An introduction from Mr John Anderson, Chair of Warwickshire Joint Audit and Standards Committee, to enable consideration by the Panel of future joint working arrangements.

Warwickshire Joint Audit and Standards Committee considers internal and external audit reports, standards, including police ethics and transparency of the Police and Crime Commissioner and the Chief Constable. The Committee, which meets 3 - 4 times a year, comprises five independent members.

Mr John Anderson, Chair of Warwickshire Joint Audit and Standards Committee (WJASC), provided a presentation to the Police and Crime Panel to explain the role of the Committee and the options for future collaborative working between the two bodies.

Mr Anderson described the role that WJASC performed in ensuring that the Police and Crime Commissioner and Chief Constable maintain high standards of corporate governance by providing an independent and high-level focus on the audit, assurance and reporting arrangements in place. He explained that WJASC received regular briefings from the Commissioner and Chief Constable in respect of key risks and areas of concern, including how they are proposed to be addressed.

Mr Anderson explained that, through the review of regular reports at its quarterly meetings, WJASC provided independent advice and recommendations to the Police and Crime Commissioner and Chief Constable with a focus on the adequacy and effectiveness of governance frameworks, processes and assurance; risk management and internal control frameworks; financial reporting; and ethics and standards. He explained that by these means, efficient audit and assurance arrangements could be secured in compliance with recognised standards.

Mr Anderson reported that WJASC received quarterly reports (including input from HMICFRS) covering annual financial statements and governance reports; external and internal auditor’s workplans, progress reports and assessments; treasury, strategy and management updates; risk registers; codes of ethics; and the Warwickshire Assurance Board and Force Crime & Incident Registrar’s workplan, audits and assurance.

Mr Anderson commented that the scrutiny work undertaken by the Panel had featured in material considered by WJASC and was referred to as part of the reporting of actions taken within risk register documents. He explained that the Panel’s work was included within the Annual Governance Statement which considered delivery of the Police and Crime Plan.

Mr Anderson observed that, whilst there was some visibility of the work of Panel for WJASC, the scope of the Panel to view the activities of WJASC appeared to be more restricted. He drew attention to the similarities in the conduct and work of the two bodies, noting that they each had defined statements of purpose; an annual work plan; received regular briefings and reports; published agendas and minutes of meetings; and reported annually on their work.

Mr Anderson presented five suggestions for improved coordination between the two bodies:

       i.          The sharing of each body’s agendas, minutes and annual work plan and report;

     ii.          Circulation to the members of WJASC of the regular reports of the Police and Crime Commissioner to the Panel as well as any reports of the Panel’s sub-committees;

    iii.          Briefing to the Panel of WJASC’s Annual Governance Statement;

    iv.          The Chairs of each body to meet half-yearly to discuss common issues;

     v.          For a member of each body, by rotation, to attend the other’s meetings and provide feedback to their fellow members.

On behalf of the Panel, the Chair thanked Mr Anderson and expressed his gratitude for the recommendations for improved joint working arrangements.

Action:

Democratic Services to liaise with the Chair and Mr  ...  view the full minutes text for item 4.

That consideration be given to the report and recommendations of the Planning and Performance Working Group prior to presentation of the report to the Police and Crime Commissioner.

Bob Malloy introduced the Report of the Planning and Performance Working Group (the Group) and provided a summary of the Review into the Police and Crime Commissioner’s funding of programmes designed to address substance misuse. He explained that the exercise had enabled an opportunity for the Group to examine an aspect of the Commissioner’s wider role in more depth and detail. The Review was undertaken between April and November 2019 with contributions from Councillor Nicola Davies, Andy Davis, Councillor Neil Dirveiks and Bob Malloy. 

Bob Malloy reported that the larger service providers contacted by the Group had expressed their satisfaction with the outcome of the transition from grant aiding to a commissioning model, however, they had expressed a preference for contracts to be longer in duration. He commented that many of the individuals contacted by the Group had praised the professionalism and expertise demonstrated by Zeynab Gamieldien at the Office of the Police and Crime Commissioner. He drew attention to the issue of ‘off-rolling’ which had been considered within the recommendations of the Report and suggested that this was an area where the Commissioner could take an active role to utilise his influence to reduce the risk to young people posed by this practice.

The Police and Crime Commissioner expressed his thanks for the Report and its recommendations. He commented that he was aware of the problems associated with ‘off-rolling’ and that he had recently held a meeting with headteachers which touched upon this subject. He stated that he would consider exploring the matter in more detail. He commented that the OPCC would be renewing its funding of substance misuse services in April 2021 and the timing of the report was therefore advantageous.

Councillor Davies commented that the Review had been a rewarding experience and indicated her hope that the Commissioner would examine the recommendations proposed, particularly recommendation five (in respect of ‘off-rolling’) and provide an update to the Panel. She moved that the Panel endorse the Report and its recommendations. Councillor O’Rourke seconded the motion.

The Chair called a vote on the motion which was accepted unanimously by those present.

Resolved:

That the Police and Crime Panel endorses the Report of the Planning and Performance Working Group: Review of the Police and Crime Commissioner's Funding of Substance Misuse Services, and requests that the Police and Crime Commissioner considers the Report and its recommendations.

Verbal update to consider of the process of advertising and interviewing of candidates.

The Chair introduced the item and praised the contribution of Bob Malloy, who had indicated his intention to stand down from his role as an Independent Member of the Panel at the conclusion of his term on 5 December 2020.

Jane Pollard (Legal Services Manager) advised that she would circulate the draft job pack, application form and press release to the members of the Panel for consideration prior to formally advertising the vacancy in July 2020; this would enable a long period to receive applications. She suggested that interviews for shortlisted candidates be scheduled for September 2020 and recommended that an interview panel of three Panel members be convened.

Councillor O’Rourke highlighted the lack of ethnic diversity within the Panel and requested that efforts be made to promote the vacancy to BAME groups by means of advertising on the service ‘Equip’. Jane Pollard indicated that this would be possible.

Action:

Democratic Services to liaise with members of the Panel to request volunteers to sit on the three-person interview panel.

The Report is attached for consideration and comment by the Panel..

The Panel noted the Annual Report.

To consider and review the Panel’s Work Programme.

The Panel noted the Work Programme.

To note the arrangements for future meetings.

All Police and Crime Panel meetings start at 10.30am, unless specified otherwise. The following meetings are scheduled at Shire Hall, Warwick (subject to public health guidance which could result in the holding of virtual meetings):

·       Thursday 24 September 2020

·       Thursday 19 November 2020

·       Monday 1 February 2021

·       Thursday 1 April 2021

The Chair invited the Panel to take note of the future meeting dates:

·       Thursday 24 September 2020

·       Thursday 19 November 2020

·       Monday 1 February 2021

·       Thursday 1 April 2021

At the discretion of the Chair, items may be raised which are considered urgent (please notify Democratic Services in advance of the meeting).

There were none.

To consider passing the following resolution: ‘That members of the public be excluded from the meeting for the items mentioned below on the grounds that their presence would involve the disclosure of exempt information as defined in paragraph 3 of Schedule 12A of Part 1 of the Local Government Act 1972’.

Resolved:

That members of the public be excluded from the meeting for the items mentioned below on the grounds that their presence would involve the disclosure of exempt information as defined in paragraph 3 of Schedule 12A of Part 1 of the Local Government Act 1972.

To confirm the minutes of the meeting held on 16 March 2020.

Resolved:

That the exempt minutes of the meeting held on 16 March 2020 be confirmed as a correct record and signed by the Chair.

To consider any complaints received and considered regarding the conduct of the Police and Crime Commissioner.

There were none.

14. Any Urgent Items 

The Panel received an update on the Ministry of Justice’s COVID-19 Extraordinary Fund and actions taken to ensure compliance with social distancing measures. 

The meeting rose at 13:05

…………………………………….

Chair