Minutes

Minutes of the meeting of the Communities, Equalities and People Committee of the Metropolitan Police Authority held on 10 September 2009 at 10 Dean Farrar Street, Westminster, London SW1H 0NY.

Present

Members

• Cindy Butts (Chairman)
• Victoria Borwick
• Chris Boothman
• Kirsten Hearn
• Clive Lawton
• Faith Boardman

MPA officers

• Catherine Crawford (Chief Executive)
• Alan Johnson (HR Policy Officer)
• Martin Davis (Head of Engagement & Partnerships)
• Hamera Asfa Davey (Oversight and Review Officer)
• Chris Benson (Committee Services)

MPS officers

• Martin Tiplady (Director HR)
• Steve Allen (Commander HR)
• Richard Martin (OCU Commander CO14 Clubs and Vice)
• Karim Mahamdallie (Director of Business Support, Finance Services)
• Julian Jeffery (Acting Detective Superintendent)

1. Apologies for absence

1.1 Apologies for absence were received from Valerie Brasse, Kit Malthouse and Steve O’Connell.

Victoria Borwick apologised for leaving early.

2. Declarations of interests

2.1 There were none

3. Minutes and action sheet: Communities, Equalities and People Committee 16 July 2009.

(Agenda item 3)

3.1 The minutes of the meeting held on 16 July 2009 were approved and signed as a correct record.

3.2 The action sheet arising from the meeting held on 16 July was noted. Members were advised that in relation to Guidance for the Scrutiny of Crime and Disorder Matters. Sections 19 and 20 of the Police and Justice Act, Martin Davis would draft and circulate a guidance note to members of the Committee to comment upon. The final version will be circulated as a briefing note to all relevant parties.

4. Funding through the MPS of partnerships multi agency and 3rd sector projects and programmes 2008/09

4.1 The Chair advised the Committee that it was about to consider the first of a number of late reports on the agenda. The Committee agreed that it was unacceptable for reports to be routinely circulated late, leaving members with little or no time to give full and proper consideration to the report.

4.2 The Committee agreed that in future any report submitted late would not be accepted.

4.3 Catherine Crawford, Chief Executive advised the Committee that she was embarrassed by the number of late papers circulated. She was not prepared for the situation to continue. The Committee noted that the restructuring proposals for the MPA was designed in part to resolve this issue.

4.4 Martin Tiplady (Director of Human Resources) advised the Committee that he regretted any offence and inconvenience caused by the late submission of reports from the MPS. He advised the Committee that he would ask with Richard Clarke to review internal MPS systems.

4.5 The Committee noted that there had to be a cultural shift to make the submission of reports to Committees a priority. The processes had to be in place and had to be managed.

4.6 As the report had been circulated to members with less than five clear working days’ notice. The Chair agreed to receive it as an urgent item under the provisions of section 100B (4b) of the Local Government Act 1972 because members required an assurance that appropriate mechanisms where in place to monitor grant funding and sponsorship income.

4.7 Karim Mahamdallie (Director of Business Support, Finance Services).

introduced the report that informed Members as to the amount of grant funding and sponsorship income received by the MPS for funding of partnership, multi-agency and third sector activities in 2008-09.

4.8 The report built upon the ‘Sponsorship and grant aiding project and events’ report submitted and discussed by the Committee on 16 July 2009, and provided further information to Members regarding funding received under Sections 92 and 93 of the Police Act 1996.

4.9 The report also described the MPS governance procedures in respect of the grants, policies that have been applied during this period and how these issues are being reviewed and updated in 2009-10.

4.10 The Committee was concerned that whilst the MPS Partnership Strategy had been integrated into the medium term planning and budget work, a corporate policy for working with partnerships was still to be formalised, and that the supporting tool kits and guidelines were still being developed.

4.11 The Committee asked what, if any, checks were carried out on the probity of the sponsors and if the local communities were consulted on the grant applications to measures how acceptable /supported it would be.

4.12 It was noted that Legal Services, Directorate of Public Affairs and local officers had sight of the applications for funding to provide a corporate view. There was no formal process for consulting with local authorities and community group s

4.13 The Committee agreed that a further report was required that provided an assurance that clearly defined mechanisms in place to account for this expenditure, confirmation that the policy/mechanisms are implemented throughout the MPS and informs how value for money was assessed.

4.14 It was agreed that the report should

• set out the mechanism in place to account for any income or expenditure relating to Partnerships Multi agency and 3rd Sector projects and programmes 2008/09.
• process by which projects are decided upon – topics, nature of intervention, prioritisation
• assessment of value for money and appropriateness of providers to tackle particular issues
• project management at MPS strategic and operational levels
• explains what if any of the MPS/MPA’s formal consultation process is used to ensure that any grants awarded would be support by the local community.
• explains if the consultation process used is consistent across the MPS.

Resolved accordingly

5. Use of Schedule 7 of the Terrorism Act

5.1 Julian Jeffery (OCU Commander CO14 Clubs and Vice) introduced the report that provided information about the Metropolitan Police Services use of powers under Schedule 7 of the Terrorism Act 2000, and set out data monitoring information together with commentary on the impact on different community groups.

5.2 The Committee was advised that no data was gathered on the faith of those examined under Section 7. There was a view within SO15 that there may be advantages in collating this information.

5.3 The Committee was advised that due to the national implications. the collection of data on faith was the subject of ongoing discussion by the Association of Chief Police Officers (ACPO). It was noted that the decision as to what advice to give nationally would be taken by the National Coordinator Protect.

5.4 The Committee advised that the data would have to be collected very sensitivity as it may antagonise the individual stopped and make the situation more difficult. The data would enable the MPS to refute any allegations that certain faith groups were disproportionately examined under Schedule 7.

5.5 The Committee considered that the ability to refute such allegation was not an adequate reason for the collection of this data.It was noted that the MPS did collect data on faith in some circumstances. The Committee asked to be advised of the benefit/disbenefit of recording the faith of those stopped under Schedule 7 of the Terrorism Act.

5.8 The Committee noted the leaflet issued to those individuals stopped under Schedule 7. It was suggested that to assist with making their onward travel arrangements, any individual(s) missing their flight/ train/sailing as a result of a stop under Section 7 should be provided with a letter explaining and confirming the circumstances of their situation,

5.9 The Committee agreed that a further report to be commissioned that set

• advantages/ disadvantages of recording the faith of persons dealt with under Schedule 7
• the other areas of the MPS activity were details of a person’s faith are recorded, and what use the data is put to.
• that the practicalities for issuing a letter to individuals who miss their flight/ train/sailing as a result of being stopped under Section 7 was to be examined.

Resolved – accordingly

6. Revision of the joint MPA/MPS Community Engagement Strategy

6.1 Hamera Asfa Davey (MPA Oversight and Review) introduced the report. The Committee was advised that the MPA/MPS Community Engagement Strategy 2006 – 2009 had to be revised by the MPA in partnership with the MPS. The revision provided the MPA with an opportunity to build on the work begun earlier this year with the internal review into MPA communication, consultation and engagement activities.

6.2 The Committee agreed that the Project Initiation Document (PID) should be amended to include a recognition of the need to pool resources with the GLA family and Local Authorities.

6.3 It was noted that the responsibilities of the Committee and those of, the Community Engagement & Citizen Focus Sub Committee, in relation the Community Engagement Strategy had to be agreed and dates agreed for the reporting of key milestones listed on the relevant Committee work plan. As part of this process the question of how and why the MPA/MPS use the community engagement process will be discussed.

Resolved accordingly.

7. Review of promoted events assessment form 696

7.1 Richard Martin (OCU Commander CO14 Clubs and Vice) introduced the report that provided an overview of Form 696 currently in use across the Metropolitan Police District and the findings of the review conducted into its use and application.

7.2 The Committee was advised that From 696 had now been revised and was in the process of being circulated to interested parties. It was hoped that the revised form would be in use within 2-3 weeks, in time for Christmas and New Year.

7.3 The Committee was surprised that the Form 696 had been revised without reference to the MPA, especially since the issue had been the subject of discussion at the meeting of the authority. Richard Martin explained that the review of Form 696 and the consultation process had been underway prior to it being raised as an area of concern by members of the MPA and therefore would not as a matter of course include members in the review. However any feedback from members would be incorporated into subsequent developments.

7.4 The Committee was advised that the current form gave the appearance that the MPS and local authorities were seeking to control the type of music and events available to sections of the community. The revised form has been drafted to provide the community with an assurance that this was not the intention.

7.5 In noting the examples used to justify the use of the form, a view was expressed that the use of the form was disproportionate to the actual risk, creating a lot of stir within the community. The onus should be on the promoters of the event, in conjunction with the local authority to complete a risk assessment, rather than the MPS.

7.6 The Committee was advised that the majority of promoters found the form to be helpful. Whilst the promoters are expected to complete a risk assessment, the MPS still had a duty of care to the public.

7.7 The Committee noted that an equality impact assessment had been completed. It was agreed that a copy of the equality impact assessment was to be circulated to members of the Committee.

7.8 The Committee was concerned that those consulted on the current form appeared to be representative of the “security function” rather than the promoters and performers themselves. The Committee asked to be advised of who was consulted as part of the consultation process.

7.9 It was agreed that a report be submitted to the next meeting that

• Provided details of the consultation process undertaken to revise form 696.
• advises on the new form 696.
• Updates members on the how often the current form is used per month numbers and general details of its applications.

7.10 It was agreed that a further report to be submitted to the Committee meeting on 29 April 2010 that reviews the first six months use of the revised form.

Resolved accordingly

8. Morris Inquiry –update

8.1 The report had been circulated to members with less than five clear working days’ notice. The Chair agreed to receive it as an urgent item under the provisions of section 100B (4b) of the Local Government Act 1972 as members were required to sign off a number of the recommendations as completed.

8.2 Catherine Crawford, Chief Executive introduced the report and apologised for its late circulation.

8.3 Given the significance of the issue, the Committee was not prepared to formally sign off the recommendations cited as implemented, without having sufficient time to consider the report.

8.4 The Committee agreed that an amended version of the report be submitted to its next meeting that identified the recommendations of the Morris report and fully evidenced the current position in terms of the implementation of those recommendations.

Resolved accordingly

9. Transforming HR (THR) – Band D & E selection process

9.1 Martin Tiplady (Director of Human Resources) introduced the report providing information on the approach to, and outcome of, the Transforming HR (THR) Band D & E redeployment process and provided equalities analysis of the process. .

9.2 The Committee noted that out of 104 staff displaced by the selection process only a handful of staff (3) remained to be posted, making a significant saving against forecast redundancy costs for the THR Programme. The Committee further noted that the model and process adopted was supported by the trade unions.

9.3 The Committee noted that the process used had been resource intensive but had proved to be successful.The Committee congratulated the MPS on the delivery of this aspect of the Transforming HR process.

RESOLVED to note the report that informed members of:

1. The THR selection process that was adopted for Bands D and E; the implementation of the process and the organisational learning from the process; and
2. The management information and evaluation of the equalities impact issues, including an equalities analysis of those applicants who got first and second choices of jobs.

10. MPS Independent Advisory Groups (IAGS) – implementation of the IAG review and their governance, structure, membership and work; at all levels of the MPS

10.1 The report had been circulated to members with less than five clear working days’ notice. The Chair agreed to receive it as an urgent item under the provisions of section 100B (4b) of the Local Government Act 1972 because It provided an opportunity for the Committee, particularly the newer members, to be updated on the history of the MPS Independent Advisory Group Review 2007 and progress on implementation of the recommendations.

10.2 Steve Allen (Commander HR) introduced the report that provided an update on the history of the MPS Independent Advisory Group Review 2007 and progress on implementation of the recommendations.

10.3 The Committee was aware of the value the MPS placed on the work of the IAGs, however it sought an assurance that the MPS was getting the best from the IAGs, that the MPS was providing adequate support to the IAGs, and that best practice was shared and that there was a degree of some consistency amongst the groups.

10.4 The Committee was aware that whist a number of IAGs had signed the protocol others had not. In addition different views had been expressed on the length of tenure, reimbursement, and whether groups should merge.

10.5 It was agreed that s further report be submitted to the next meeting of the committee that:

• fully described the membership of IAGs; tenure of members; processes for recruitment to both local and corporate IAGs; details of the current remuneration arrangements
• Describes the development of the Standing Operating Procedures and what the reaction of existing IAGs has been to them
• Identifies the IAG expenditure (as per previous report), but also clearly identify the proportion of expenditure that relates to meeting access needs of IAG members (need to aggregate costs across the groups, extracting support)
• Describe the pros and cons of merging the groups

Resolved accordingly

11. Reports from the Sub Committees

11.1 The Chair introduced the report and invited the Chairs of the Sub Committees to comment.

11.2 The Committee, agreed to endorse the recommendation made by the inquorate Equalities & Diversity Sub Committee on 5 June.

11.3 It was agreed that the Commissioner should be asked to update the authority on the implementation of Equality Standard for the Police Service as part of his regular report to the full authority meeting

Resolved accordingly

End of meeting 4:00

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