Minutes
Best Use of Resources Board
3pm Thursday 8th September 2011
Lounge Assembly
Standing attendees
Mark Baker (Chair)
Marion Fanthorpe
C/Supt Robin Smith
Mark Rowe
John Cartwright
Paul Hollister
Sally Chart
John Eagles
Hilary Oglieve
Kathy Wrathall
Amanda Taylor (Minutes)
Director of Finance
Director of Human Resources
Divisional Commander, East Sussex
Head of Finance
Head of Facilities
Head of IS
Support Services Manager (West Sussex)
Deputy Treasurer, SPA
Force Risk Manager
Staff Officer to Director of Finance
Executive Assistant
Representatives & additional attendees
Dave Tonkin
Force Diversity Manager for Supt Neil Honnor
Debbie Hill
Policy Officer for SPA
Ruth Wragg
HR Strategy & Projects Manager
Trish Heather
Business Accountant
Ian Clarke
HR Business Partner
Peter Oakeshott (observing)
Interim Regional Head of Procurement
Apologies
Pat Welch
Dan Steadman
Gordon Bull
Alan Price
Steve Waight
Sue George
Gary Bailey
Andy Foster
Ian Stocker
Peter Evans
C/Supt Graham Bartlett
Chief Executive, SPA
Deputy Chief Executive, SPA
SPA
SPA
SPA
Head of Corporate Communications
Head of Procurement
Federation
Head of HR Operations
SPA
Superintendents’ Association
PART I – Open Session
1
Apologies
Recorded as above.
unrepresented.
Unison, the Federation and Corp Communications were
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2
Minutes of previous meeting
The minutes from the meeting on the 7th July 2011 were approved. The updated
action log is attached to the minutes.
Mark introduced Peter Oakeshott as an observer to the Board on this occasion.
Peter has joined Sussex Police as an Interim Regional Head of Procurement to
provide procurement consultancy advice and support for Sussex, Surrey and
Hampshire Forces. This role is jointly funded by the three forces.
3
Joint Fleet Surrey/ Sussex Proposals
John Cartwright invited comments on the Shared Fleet Service Agreement update
and proposed Terms of Reference for a Surrey & Sussex Joint Transport Board.
An interim report will be considered by Heads of Business Support Board in
October. It was noted that eventually a review of roles and structures would take
place and that preparation of a full business case would take a few months. John
felt that any structural changes would not take place until early 2012.
Marion Fanthorpe asked that her organisational change team be involved in any
review of roles and structures. She also suggested that information contained
within the review of driver training would be useful.
Action 119
Marion Fanthorpe to identify person from organisational change team
to be involved in any review of roles and structures and inform Dennis
Ord
Action 120
Dennis Ord to obtain information relating to the review of driver
training from Chris Morgan to assist with any joint Fleet Surrey/Sussex
proposals.
Paul Hollister raised the issue of the differences between the Surrey and Sussex
SAP systems for managing their Fleet. John Cartwright acknowledged their
systems were different but felt this should not prevent better use of Fleet related
resources, through more efficient and effective ways of working.
Action 121
4
Ian Putland, who works on the Collaboration Support Board, to meet
with Dennis Ord and John Cartwright to discuss any possible IT
requirements.
PCSO Sickness
Ian Clarke provided a thorough update on his review into managing and improving
PCSO attendance across the force. All research will be concluded in October and a
report and recommendations will be prepared. The presentation will be distributed
with the minutes.
Action 121
Ian Clarke to submit results and recommendations to the November
BURB. Findings plus an action plan to be submitted to the Resources
Scrutiny Committee on the 1st December.
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Ian Clarke agreed to link in with Learning & Development to see if improvements to
the PCSO induction programme could help drive down PCSO sickness levels.
5
This paper was withdrawn prior to the meeting.
6
Estate Backlog Maintenance
John Cartwright presented a paper which sought to identify the optimum way to
address a growing backlog of estate maintenance. The current level of backlog
identified by consultants will increase unless the size of the estate is reduced or
additional maintenance funding is allocated. In the short term, John recommended
additional funding should be allocated to address high and significant risk planned
maintenance items and that £500K should be allocated in each of the next two
financial years.
Concerns were raised as to why the backlog had got so big, the timing of the
request and how the force could reasonably request additional funding from the
Authority when savings are being sought elsewhere.
Mark Baker stated he felt this was a significant risk. The paper was being
presented following receipt of a consultant’s planned maintenance review dated 26 th
June 2011 which identified that estate maintenance funding per square metre was
about 26% below the industrial average and the maintenance backlog was
increasing significantly each year.
John Cartwright said that in order to bring the situation into balance, either the
estate needed to be reduced in floor area by about 26% or maintenance funding
needed to be increase, or a mixture of both. He said that it would take time to
reduce the size of the estate by the amount required and he advised that
maintenance funding be increased in the short term to help address the issue. He
said that all maintenance items were catalogued and prioritised and there was only
ever sufficient funding to address the higher priority items.
The Board agreed that the recommendations be put forward to Chief Officers for
consideration and prioritisation as part of the revenue and capital budget planning
for 2012-13, the Resources Scrutiny Committee and the Police Authority for
consideration.
Brighton Police Station - Cladding
John Cartwright presented a paper which sought to identify a cost-effective way to
address the Brighton Police Station cladding issue. The cost of replacement
cladding has been estimated at £1.1M, but in addition there would be additional
costs (e.g. scaffolding, new windows, professional fees) bringing the estimated total
cost to £2.5M. There is insufficient money available in the estate maintenance
budget to undertake this work. It is recommended that it be treated as a one-off
capital item with dedicated funding. 4 options were included in the paper.
The Board agreed to Option 4 (replacing cladding and windows) being taken
forward and considered along with other capital programme bids. The future of
Brighton Police Station would be considered as part of the Estate Review.
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7
IS Service Order Review
Paul Hollister presented an update on the review of IS service orders. This
included progress to date and planned next steps. It was agreed that Peter
Oakeshott could provide advice to Paul in relation to Sprint 2 (procurement
framework for buying IT equipment and services).
Action 123
8
Peter Oakeshott to assist Paul Hollister with IS Service Order review
in relation to Sprint 2.
Review of Overtime Position
Trish Heather and Ruth Wragg (on behalf of Laura Knowles) presented an update
on the budgetary savings achieved on overtime between the start of the 2011/12 FY
compared to the start of 2010/11 FY; the full-year overtime spend in 2010/11
compared to the overtime budgets at the start of 2010/11 and the actual and
forecast overtime spend in the 2011/12 FY.
Broadly speaking, for police officer ordinary overtime, the Force appears on track to
deliver the level of savings required and will continue to be monitored throughout
the financial year.
Overspends are currently forecast against the police officer bank holiday and police
staff overtime budgets and further work is therefore required to bring the overexpenditure in these areas back in line with agreed budgets.
There was acknowledgement that the report provided a much clearer picture on
overtime than in the past and the amount of work that had gone into it was
recognised.
It was agreed that a more structured approach was needed to achieve the £0.4M
savings and that this would probably be best achieved through Bank Holiday
overtime as this currently has the largest budget.
Action 124
Trish Heather/Laura Knowles to report back to BURB on the overtime
position on a quarterly basis. Quarterly paper is to include the budget
at the current point, not just at the beginning of the year, so that
contingency budget additions and mutual aid budgets can be
represented to show a true and fair picture.
Action 125
Trish Heather/Laura Knowles to see how overtime is being managed
within FHARM meetings from HR Business Partners and Finance
Business Partners
Action 126
Robin Smith to discuss with Robin Merrett re action on preparing
proposals and options for BURB and Chief Officers on budget
reduction targets for Bank Holiday overtime.
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9
Review of Terms of Reference
Mark Baker presented a suggested revision to the Terms of Reference for the
Board. These were agreed subject to some minor amendments.
Hilary Oglieve advised the meeting that she had been tasked with looking at the
Force Governance arrangements and meeting structure, including Terms of
Reference for Force meetings to ensure consistency of approach, in advance of the
new Police & Crime Commissioner’s appointment.
Action 127
10
Kathy Wrathall to amend Terms of Reference and circulate to
members in advance of the next meeting. Final version to be
presented at next meeting for approval.
Key Performance Information
HR, IS, Finance, Spending Wisely and Procurement key performance information
was circulated prior to the meeting and there were no issues raised. It was noted
that joint HR and Finance templates would be used at the next meeting.
11
Issues from other Boards
No Silver Board updates had been received since last meeting.
12
Issues to be submitted to other Boards
Overtime Savings - It was agreed that a more structured approach was needed to
achieve the £0.4M savings and that this would probably be best achieved through
Bank Holiday overtime as this currently has the largest budget. Robin Smith to
have a discussion with Robin Merrett about possible budget reduction targets for
Bank Holiday overtime.
13
Any other business
The next meeting at 11am on Wednesday 5 th October in the Lounge Assembly
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RESTRICTED
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Action log
Action
No
Agenda
item
Owner
Action
Update
Status
06.01.11 - not actioned but will be completed.
Ongoing
Meeting 04 11 10
83
3a
Mark Baker
To get information / advice why, from the
Departments where overtime has increased as
part of next budget monitoring report.
01.02.11 – Still not actioned. Jacky Hendley to provide a
quick review of the overtime spend across departments
and divisions at the next meeting on the 2nd March.
07.04.11 Overtime will be tabled at the June meeting
08.06.11 Marion to provide an update from the Overtime
working group at the next meeting
08.07.11 - Marion has met with Trish Heather and Laura
Knowles and a full report will be given to the next
meeting on reviewing the overtime position
08.09.11 - On agenda at item 8 and covered in the
minutes.
Sept 11
Discharged
Meeting 08 06 11
106
4
Estates
Review Group
To ensure that they apply strategic thinking when
considering new office space and also ensure that
the needs of our customers (the public) are
considered.
08.09.11 -This has all been incorporated into the Estates
options work.
Discharged
107
6
Adrian
Rutherford
Managing Sickness Absence - To report back on
the progress of the project group at the
September meeting
08.09.11 -On agenda at item 4 and covered in the
minutes.
Discharged
111
11
Hilary Oglieve
To propose that risk resource capacity
considered by next Chief Officer Meeting.
08.09.11 -This was raised with project teams and the
Workstream Accountability Meeting to ensure it is
processed in the right way.
Discharged
is
Meeting 08 07 11
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Action log
Action
No
Agenda
item
112
Owner
Action
Update
Status
3
Michelle
Redshaw
To add Procurement Policy to September agenda
for BURB
08.09.11 - This will be brought forward to the October
meeting.
Ongoing
113
4
Paul Hollister
To provide an update on the Service Order
Review at the September board.
08.09.11 - On agenda at item 7 and covered in the
minutes.
Discharged
114
4
Paul Hollister
To check scope of printing device to ensure it
includes digital scanning and provision for printing
from SAP.
08.09.11 - This has been tested and printing from SAP is
possible and works fine with MFDs. Digital scanning is
possible up to 75 sheets, but bigger jobs can be built.
This will be built into the electronic case file review.
Discharged
115
4
Mark Baker
To speak to Corporate Comms about the use of
colour on the standard templates
08.09.11 -Still ongoing and to report back at next
meeting.
Ongoing
116
4
Paul Hollister
To check whether SD cards can be used and read
and whether there is enough resolution to print
photos.
08.09.11 - MFD printing devices don’t have a slot to read
SD cards although they can take photographic paper,
however, it is probably not a best use of the device.
There are other devices available that can read SD
cards and print photos.
Discharged
117
5
Lorna Mackay
To look at vehicle damage, wrongful arrest and
other equipment and report back to a later
meeting with some proposals to help reduce the
amount of claims
08.09.11 - Mark Rowe agreed a paper will be brought to
the next meeting.
Ongoing
118
7a
Ian Stocker
IS to include agency staff numbers in the HR
dashboard
08.09.11 - This is on the dashboard information.
Discharged
Meeting 08 09 11
119
3
Marion
Fanthorpe
Joint Fleet Surrey/Sussex Proposals - identify
person from organisational change team to be
involved in any review of roles and structures and
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Action log
Action
No
Agenda
item
Owner
Action
Update
Status
inform Dennis Ord
120
3
Dennis Ord
To obtain information relating to the review of
driver training from Chris Morgan to assist with
any joint Fleet Surrey/Sussex proposals.
121
3
Ian Putland/
Dennis Ord/
John
Cartwright
To meet to discuss any possible IT requirements
in relation to the joint Fleet Surrey/Sussex
proposals.
122
4
Ian Clarke
To submit results and recommendations from his
review of PCSO sickness to the November BURB.
Findings plus an action plan to be submitted to the
Resources Scrutiny Committee on the 1st
December.
123
7
Peter
Oakeshott/
Paul Hollister
Peter Oakeshott to assist Paul Hollister with IS
Service Order review in relation to Sprint 2.
124
8
Trish Heather/
Laura
Knowles
To report back to BURB on the overtime position
on a quarterly basis. Quarterly paper is to include
the budget at the current point, not just at the
beginning of the year, so that contingency budget
additions and mutual aid budgets can be
represented to show a true and fair picture.
125
8
Trish Heather/
Laura
Knowles
To see how overtime is being managed within
FHARM meetings from HR Business Partners and
Finance Business Partners
126
8
Robin Smith
To discuss with Robin Merrett re action on
preparing proposals and options for BURB and
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Action log
Action
No
Agenda
item
Owner
Action
Update
Status
Chief Officers on budget reduction targets for
Bank Holiday overtime.
127
9
Kathy
Wrathall
To amend Terms of Reference and circulate to
members in advance of the next meeting. Final
version to be presented at next meeting for
approval.
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