Question to the Authority

Report: 4
Date: 30 January 2003
By: Clerk

Summary

Members are requested, in accordance with the Authority’s Standing Orders, to hear a question from the Executive Committee of the Londonwide Forum of Chairs of Community Police Consultative Groups (CPCGs). The Clerk will give the Authority’s response at the meeting.

A. Recommendation

That the Authority hears the question set out below and responds in accordance with Standing Orders.

B. Supporting information

1. The Executive Committee of the Londonwide Forum of Chairs of CPCGs has given written notice to the Clerk of the Authority that it wishes to put a question to the Authority as follows:

“Are the MPA able to reconsider the time period for consultation on the template constitution for Community Police Consultative Groups?

The MPA have been working on a common Constitution from at least June (for five months prior to the start of consultation). There was no prior consultation before the document was sent to the Groups in mid-November. Groups were informed that the document was on its way but were not given sight of it nor told of its contents prior to it being circulated. With a return date of the end of January this means there have been less than 10 weeks for consideration of the document, with at least two of those weeks being over a holiday period and a period also when many groups do not meet.

Many of the local consultative groups feel that this important document, which will affect their future for many years to come, is worthy of greater and more in-depth discussion, both locally and with MPA officers/members, than is possible in the time currently available.

Supporting information

• Internal Audit stated the template constitution was a low priority and its original date for adoption was September 2003.
• The legal advice does not state a common constitution is required.
• The method by which this Constitution is being imposed on Groups with the threat of withdrawing funding is detrimental to relationships between consultative groups and the MPA. (Some consider this method unethical.)
• Many groups have expressed concerns to the Executive Committee about the long-term effects of the Constitution.
• Groups have been given no guidance as to what sort of changes are acceptable/unacceptable so are working "in the dark".
• Most groups will not be able to complete the box on the budget form relating to the adoption of the constitution as the Consultation Committee, which has the final say on any proposed amendments to the Constitution meets a week after the budget forms have to be returned.”

2. Standing Order 15 sets out the process for receiving questions at Authority meetings:

‘15. Questions from the Public

(1) Any member of the public may ask questions of the Police Authority which are relevant to its business. However, to allow an opportunity to obtain any information sought in order that a meaningful response may be given, written notice should be given to the Clerk to the Police Authority not less than 14 days before a meeting of the Authority.

(2) As soon as such questions are received, the appropriate officer(s) involved in responding should be given a copy and requested to prepare an answer. Every reasonable effort should be made to ensure that questions are answered fully but concisely.

(3) Any question(s) shall be included on the agenda for the meeting, in the order of receipt, as the next item of business after the approval of the minutes of the last meeting, and must be addressed to the Chairman. The Chairman will then invite the appropriate officer or Member of the Authority to respond. All questions shall be put and answered without discussion. Arising from such questions if Members want a report, or an issue to be debated, then they must use existing procedures to ensure that at the following meeting the item is raised.

(4) With regard to those questions that involve the disclosure of exempt information, if part of the answer can be given in public, then that should be done. However, if that is not the case or the answer is clearly inadequate, then the questioner must be told that there will be no answer available and why, prior to the meeting, and the question will not be put on the agenda.

(5) The person asking the question shall be given the opportunity of attending the meeting to put the question, but if not present the answer as reported to the Authority shall be sent to such persons following the meeting. If the questioner is in attendance the appropriate officer and/or Member shall meet, him or her the questioner to discuss any further concerns he or she may have and to clarify any answer given, if necessary.

(6) The Chairman may use discretion to limit the number of questions asked by members of the public in order to avoid disruption of the business of the Police Authority. In any event the total time allowed for public question and answers shall not exceed 30 minutes. A maximum of three questions per person per year may be heard. Any questions that remain unanswered within the timescale shall receive written responses only.’

C. Equality and diversity implications

None related to the process of receiving questions from the public.

D. Financial implications

None related to the process of receiving questions from the public.

E. Background papers

None

F. Contact details

Report author: Simon Vile, MPA

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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