Agenda and minutes

Apologies for absence were received from Deputy Henry Pollard, Mark Boleat and Deputy Richard Regan.

There were no declarations of interest.

RESOLVED – That the minutes of the meeting held on 15 December be approved as a correct record.

Matters Arising

3.1      The Commissioner advised that the final version of the Communications Plan would be circulated to members at the end of January 2017.

RESOLVED  - That the minutes of the Performance and Resource Management Sub(Police) Committee be noted.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk which set out Outstanding References from previous meetings of the Committee.

2.         Police Pensions Sub-Committee

Alderman Luder, Chairman of the Police Pensions Sub-Committee, reported that the  first meeting had now taken place and appropriate objectives and a work plan for 2016/17 were currently being drawn up.

Alderman Luder further reported that the Sub-Committee had noted that the pensions legislation referred to the constitution of ‘Boards’ and that the Sub-Committee was the ‘Police Pensions Board’. He advised that the Sub-Committee considered that it would be more appropriate for the Sub-Committee to be renamed the ‘Police Pensions Board’ and sought the Committee’s approval for this.

6.         Community Speedwatch

Alderman Gowman commented that she had encouraged DBE/ CoLP to work in a more joined up way on the Road Danger Reduction Plan under T/AC Chance but wasn’t sure whether this was still happening. The Commissioner agreed to report back.

9.         CoLP Medium Term Financial Plan

The Commissioner reported that his sessions had been booked into the Induction Programme for new Members and he was currently working on the financial information that would need to be included.

RESOLVED – That

a)            The list of Outstanding References be noted and updated; and

b)            The request from the Police Pensions Sub-Committee to be renamed ‘The Police Pensions Board’ be approved.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk regarding the terms of reference and frequency of meetings of the Committee.

No proposed amendments to the Terms of Reference or adjustment to the frequency of meetings were made.

RESOLVED – That the terms of reference be approved for submission to the Court.

Report of the Town Clerk.

The Committee received a report of the Town Clerk detailing proposals for the recruitment process for the appointment of an external Member of the Police Committee.

The Committee was advised that Helen Marshall’s four year term of office was due to come to an end in May 2017 and the recruitment process for the vacancy would need to start very shortly.

The Town Clerk advised that following a request for expressions of interest from existing members to sit as the third member on the selections panel (in addition to the Chairman and Deputy Chairman), Mr Bensted-Smith had expressed his willingness to serve.

The Town Clerk further advised that if the Committee were in agreement, an approach would be made to the Chairman of the Ministry of Defence Police Committee to sit as the fourth Member.

RESOLVED – That

a)            The process for recruiting one external Member of the Police Committee for a four-year term starting in May 2017 be noted;

b)            That Mr Bensted-Smith be appointed as the third member of the Selection Panel; and

c)            That an approach be made to the Chairman of the Ministry of Defence Police Committee to sit as the fourth Member.

The rota for Special Interest Area Updates is attached.

Business Improvement

The Chairman reported that the recommendations made by HMIC remained a key component of business improvement.

During 2016/17 the Force had been managing the implementation of 419 recommendations, 252 of which were specific to the City of London and 167 were for all forces to address. Of the 252 CoL recommendations, 215 had been delivered, 19 remained in progress, 7 had been closed and 11 could not be progressed until associated actions had been delivered.

During 2017/18 the Force would be performing more robust self assessments, to include peer reviews and more ‘reality testing’, which would enable the Force to be more proactive in implementing best practice before an inspection rather than reacting to findings.

Risk Management

The Chairman reported that oversight of the Force Risk Management process was maintained through bi-annual meetings with the Assistant Commissioner to review the content of the Force Strategic Risk Register and ensure that the process is robust. The Force had also initiated a risk audit process where green scored risks are reviewed to quality assure the control scores and assumptions.

Professional Standards

Alderman Alision Gowman reported that the Professional Standards department had really improved its performance and had cleared a number of long standing cases. The team was also very well respected.

The Sub-Committee currently saw every complaint although going forwards this would be more streamlined and the material would be anonymised.

Integrity

Integrity issues were dealt with by Strategic Development led by Stuart Phoenix team and a large of work had been undertaken on embedding the code of ethics. The CoL Police were also currently working with the Met Police to introduce ways of cross-challenging.

Alderman Gowman advised that she was aware of a concern that officers were being rushed to complete processes due to a lack of resources and that this would be looked into as part of reporting to the professional Standards Sub-Committee.

This update was given in Part Two of the agenda.

Report of the Commissioner of Police.

The Committee received a report of the Commissioner presenting the draft revised Policing Plan 2017-20 for the City of London, informing the community, stakeholders and staff how the City area would be policed.

Members had considered and endorsed proposals regarding the updating of the plan for 2017 at a workshop on the 15^th December 2016.

The Committee was advised that high level financial information was included within the plan based on the current medium term financial plan, which had been reported separately. Any changes to this financial position would be updated for the final version of the plan prior to publication.

The Committee raised a number of questions including why the ‘4P’approach was only mentioned in the report and not the plan itself, the need to include more detailed information in the financial section on the increase to the Police Pre-cept and how it is being spent, the need to better synchronise the Mission statement with the plan, and also that the sources of the quoted data should be included.

A Member suggested that copies could be distributed to new Members after the elections as part of the induction process.

The Committee agreed that any further comments should be submitted by 31 Janaury 2017.

RESOLVED – That

a)            The Draft Policing Plan 2017-20 be approved as the Policing Plan for the City of London, subject to any additional amendments submitted by 31 January 2017;

b)            That the new measures be considered and approved by the Police Performance and Resources Sub Committee on the 23^rd  February 2017; and

c)            That the Town Clerk, in consultation with the Chairman and Deputy Chairman, be authorised to approve the final version of the plan in time for is publication on the internet by 31st March 2017.

Report of the Commissioner of Police.

The Committee received a report of the Commissioner of Police concerning the Barbican CCTV. 

The Committee was advised that following the September Police Committee, when Members were advised that a decision had been made not to go ahead with the Barbican CCTV project as part of the Ring of Steel Project, the CoL Police had continued its engagement and work with partners to consider other factors which might impact upon the security of the Barbican residential estate. 

The Committee were given an update on the following three areas where work was continuing:

• The City of London Corporation was currently reviewing its delivery of security at a Corporate level which included the Barbican Centre;
• Engagement with large developments on the periphery of the Barbican and the impact these might have on security, and
• The Ring of Steel programme and how this might still affect CCTV coverage around the Barbican.

A Member referred to the information in the report concerning the Schroders building and the fact that the building managers there had been ‘proactively engaging with the Police and were very keen to foster good relations, not only with the police but also with the residential population in the Barbican’, and asked if there was more work that could be done with the private sector to encourage this and enable a more joined up approach to security.

The Chairman reported that during his visit to the New York Police department with the Commissioner, they observed how private sector CCTV links fed into the Police CCTV room with the ability of personnel from relevant companies being engaged and suggested that this initiative be explored for use in the CoL.

The Commissioner advised that further work was being undertaken on the scoping of Phase 2 of CCTV upgrade as part of the Ring of

Joint report of the Chamberlain and Commissioner.

(This report was not available at the time of the agenda despatch and will be circulated separately)

The Committee received the Chamberlain’s annual submission of the revenue and capital budgets overseen by the Committee, which also sought approval of the latest revenue budget for 2016/17 and the provisional revenue budget for 2017/18, for subsequent submission to the Finance Committee.  Details of the Committee’s draft capital budget were also provided. 

The draft Medium Term Financial Plan indicated that there was a revenue funding shortfall of £0.2m in 2017/18.  This was after allowing for mitigating actions including; the relaxation of the reserve threshold of £4m, funding from the City for the budgeted revenue contribution to capital of £1.4m and the application of the additional £2m headroom on the business rate premium.  The provisional police funding settlement was a flat rate decrease of 1.4% in cash terms in core grant funding.  This equated to a £0.7m reduction in core grant for the City of London Police increasing the revenue funding shortfall in 2017/18 to £0.9m.  The City was also funding additional IT costs and increased pension costs across the Corporation for which the police's share was £1.6m p.a. bringing the total of additional support in 2017/18 to £5.9m.

Members were advised that the proposed budget for 2017/18 included a cashable saving of £1.2m (£3.6m across the MTFP period), and a report would be submitted to the May Committee outlining the options for achieving savings in-year.

As the Police general reserve will be completely exhausted by 31 March 2018 the City Fund would effectively be providing the Police with reserve cover for the revenue shortfall pending the outcome of the demand and value for money review due to be completed by the end of April.

RESOLVED - To

a)            Note the latest 2016/17 revenue budget,

b)            Review the provisional 2017/18 revenue budget to ensure it reflects the Committee’s objectives and, if

Report of the Town Clerk.

The Committee received the updated guidelines for the Independent Custody Visiting (ICV) Scheme for the City of London from the Town Clerk.

The Committee was advised that scheme had been in effect since 2007 and required an update due to some of the content being out of date. The guidelines had been shared with the ICV Panel, made up of the visitors and the City of London Police, and their comments were integrated into the report. 

In response to a question concerning the current number of visitors, the Town Clerk advised that the scheme was up to full strength, however needed to be more diverse to be fully representative of the community.

It was agreed that details of the existing visitors should be circulated to the Member. (Add to OR)

RESOLVED  - That

a)            That the contents of the report be noted; and

b)            The revised guidelines for Independent Custody Visitors (ICVs) in the City of London be approved.

Report of the Commissioner of Police.

This Committee received a report of the Commissioner of Police updating on engagement and activities across the four main areas linked to the Force’s strategic priorities - Counter Terrorism and communications, Safeguarding the Vulnerable, Anti-Social Behaviour and Road Safety.

In relation to Safeguarding and Vulnerability the Committee was advised that the CoLP had recently decided to adopt ‘Operation Signature’ to identify and respond to vulnerable victims of fraud, while all victims over 65 would receive a visit from a Communities and Partnerships officer

In response to a question concerning anti-social behaviour statistics, the Committee was advised that these would be reported to the Performance and Resource (Police) Management Committee in February.

In relation to Begging and Vagrancy a member reported that this was a large problem in the Bolt Court area off Fleet Street on Friday and Saturday nights and asked if anything could be done about this. The Commissioner undertook to create a ‘problem profile’ on this and report back.

In response to a question concerning what engagement was being undertaken with local residents on Counter Terrorism, the Commissioner undertook to report these to a future meeting as part of the next Community Engagement Update and advised that he would circulate a note in the meantime.

RESOLVED – That the report be received and its contents noted.

Report of the Commissioner of Police.

The Committee received an update on the CoLP Strategic Risk Register which had been reviewed as part of the quarterly assurance process maintained within the CoLP.

The Committee was made aware of all the critical risks, which might impact on service delivery or performance, together with any plans to eliminate or mitigate critical risks, and the changing risk profile of the Force.

A Member asked if consideration could be given to adding a risk regarding the lack of Workforce Plan currently and the Commissioner undertook to consider this. In response to questions concerning target dates for moving from ‘red’ to ‘amber’ and ‘green’, the Commissioner stated that he was satisfied with the process in place in Force for managing and mitigating risk, but undertook to update Members on the three red risks. He further advised that a report on workforce planning was due to come to the Performance and Resource Management Sub Committee in February 2017.

RESOLVED – That the report be noted.

A Member raised a question regarding the Everbridge Contract Programme and the Commissioner advised that he would respond to this when he gave his update at the end of the meeting.

Helen Marshall

The Committee was advised that this was Helen’s Marshall’s last meeting as her term of office was due to come to an end in May 2017.

On behalf of the Committee the Chairman expressed sincere thanks to Helen for her invaluable hard work and commitment.

Timothy Slade

The Chairman reported that retired COLP Sergeant Timothy Slade had been awarded the prestigious Queen’s Police Medal in recognition of his thirty years of service to policing. He was just one of 17 officers who were awarded the medal which is given to officers for gallantry or distinguished service.

On behalf of the Committee the Chairman expressed his congratulations.

MOTION - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

RESOLVED – That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

RESOLVED  - That the non-public minutes of the meeting held on 15 December be agreed as a correct record.

Report of the Commissioner of Police.

The Committee received a presentation and approved a report regarding the Emergency Services Mobile Communications Project (ESMCP)

Report of the City Surveyor.

(This report was not available at the time of the agenda despatch and will be circulated separately)

The Committee considered and agreed a joint Gateway 3 report of the City Surveyor, Chamberlain and Commissioner regarding the Police Accommodation Strategy.

Prior to consideration of the report the Committee heard from Deputy James Thomson who had deferred his SIA update until consideration of this item.

Report of the City Surveyor.

(This report was not available at the time of the agenda despatch and will be circulated separately)

The Committee considered and agreed a report of the City Surveyor, Chamberlain and Commissioner regarding the Police Accommodation Strategy.

Report of the Commissioner of Police.

The Committee considered and approved a report of the Commissioner of Police concerning the Police Intellectual Property Crime Unit (PIPCU).

Report of the Commissioner of Police.

The Committee considered and approved a report of the Commissioner of Police concerning First Contact – Provision of Services.

Commissioner to be heard.

The Commissioner provided an update on recent policing matters.

The Commissioner responded to a question relating to an Anti-Terrorism Regulation Order.

TO BE PUT ON AGENDA FRONT SHEET UNDER TOWN CLERK NAME THEN REMOVED FROM HERE

Dates of future meetings

Future meetings of the Committee are scheduled for:

-       18 May 2017;

-       13 July 2017;

-       21 September 2017;

-       2 November 2017; and

-       15 December 2017.

There were no items of urgent business.