Meeting notes

These are the notes of the inquorate meeting notes of the 22 Sep 03 of the Consultation Committee of the Metropolitan Police Authority at 10 Dean Farrar Street, SW1H 0NY.

Present:

Members:

• Cindy Butts (Chair)
• Nicholas Long

MPA Officers:

• Ken Hunt (Deputy Treasurer)
• Tim Rees (Consultation, Diversity and Outreach Unit)
• David Riddle (Deputy Clerk)
• Ruth Hastings Iqball (Committee Services)

MPS Officers:

• Chas Bailey (Superintendent, Consultation Manager)
• Rose Fitzpatrick (Commander, Reform and Growth)

Co-opted members: Sandra Flower (Chair, London PCCG Forum) and Kate Monkhouse (Director, London Civic Forum)

Part 1

1. Apologies for absence

(Agenda item 1)

Apologies were received from Cindy Butts, chair of the Committee. In her absence Abdul Ullah chaired the meeting. Apologies were also received from Kirsten Hearn (member), Julia Smith (Head of Consultation, Diversity and Outreach) and Richard Bryan (DAC, Strategic Planning).

Although the meeting was inquorate it was decided to continue. Any items requiring an immediate decision would be forwarded to the Co-ordination and Policing Committee. Notes of the inquorate meeting would be circulated to members for ratification at the next meeting. Attending members expressed concern that their fellow members had failed to apologise for their non-attendance at a public meeting. The Deputy Clerk was asked to remind members of their obligations.

RECOMMENDED – That the Deputy Clerk write to members concerning their obligations in regard to attending meetings.

2. Declarations of interests

(Agenda item 2)

No declarations of interests were made.

3. Minutes of the Consultation Committee – 25 June 2003

(Agenda item 3)

The Committee considered the minutes of the committee meeting held on 25 June 2003. An update on the Appeals Panel on Community Police Consultative Group (CPCG) funding was requested (item 13). Members were informed that the Panel met in August. All the appellants had received further funding and this would be reported to the full Authority in October. In the interim, the Deputy Clerk undertook to circulate a note to members on the outcome of the Appeals Panel. As a result of a previous decision by members, no further funding was given for Racial Incident Panels. Sandra Flower was pleased the outcome of the appeals had been notified so speedily.

RECOMMENDED – That

1. the minutes of the meeting on 25 June 2003 be agreed; and
2. a note be circulated to members on the outcome of the Appeals Panel.

4. Chair and Members oral update

(Agenda item 4)

Members were invited to give an oral update on issues relating to any activities since the last meeting of the Committee. The Chair stated that he had attended a focus group meeting with representatives of the Asian communities on 2004/05 policing priorities in Kensington and Chelsea. With the GLA, he was setting up an event for Muslim youth on 2 October 2003. Kate Monkhouse stated that the London Civic Forum was halfway through the series of consultation focus group events being held on the 2004/5 policing priorities behalf of the MPA. A full report would come to the next committee meeting.

RECOMMENDED – That the Chair and members’ oral update be noted.

5. Community and Police Consultative Groups development and reform programme and funding process for 2004/05

(Agenda item 5)

A report containing proposals for taking forward the development and reform programme for London’s CPCGs was received. The Deputy Clerk informed members that as a result of the responses from CPCGs concerning the proposed constitution, the MPA had taken further legal advice. Counsel’s advice was that CPCGs were independent of the MPA and not its agents. In the light of this, there was no need for the MPA to impose a constitution. CPCGs would be governed by their own constitutions, although the MPA would offer advice. The rationale behind the original proposal of a constitution was for the MPA to assure itself that CPCGs had an acceptable framework of governance and business was done properly. This would be now assured through the proposed funding mechanism. Members were informed that consultative groups set up in boroughs where there was not a CPCG could apply for funding using the form at appendix 2 of the report. To ensure a fully open and accessible process it was agreed the funding objectives and assessment criteria needed to be published in advance of the 2004/05 funding cycle.

Members were assured that Internal Audit were aware of the proposal not to proceed with a template constitution and were content, and that they would be consulted as work on the funding process developed. Members suggested that the MPA should offer a template constitution that could be adapted by CPCGs as required. It was also felt that CPCGs needed to be aware of their financial and employment liabilities, as it was now clear that the MPA was not legally responsible for CPCGs individual activities. Members were informed that it was planned to hold workshops, which would cover this and the new funding arrangements. Sandra Flower requested a copy of Counsel’s report, and added that the London PCCG Forum was planning to update its ‘Good Practice Guide’ with a ‘model constitution’ and sections on legal advice.

RECOMMENDED – That

1. members adopt the proposals and recommendations contained in this report as a means of improving and strengthening the partnership framework between the MPA and CPCGs;
2. the Deputy Clerk write to all CPCGs explaining the legal advice now obtained, informing them that the MPA no longer proposes that there should be a standard constitution for CPCGs, and providing guidance to CPCGs on the clauses that they may wish to consider incorporating into their constitution to safeguard their members and officers;
3. In conjunction with the London Forum, the MPA publish a ‘model’ constitution for CPCGs on the understanding that its adoption is a matter entirely for local choice; and
4. the Committee endorse the approach to the funding process for 2004/05 outlined in Appendix 2 of the report, and that further consultation be undertaken among members, and with CPCGs and Borough Commanders, before the funding application and assessment process is finalised.

6. Evaluation of the work of Community Consultation Co-ordinators

(Agenda item 6)

Members received a report evaluating the outcomes of the MPA’s pilot community consultation project and the specific work of the three Community Consultation Co-ordinators (CCCs) undertaken in the boroughs of Greenwich, Hackney and Kensington & Chelsea. It recommended the permanent establishment of the CCC role as an effective means of progressing the Authority’s consultation responsibilities. Members were informed that it was felt four CCCs based centrally could respond quickly to local issues, and could assist link members in their work.

RECOMMENDED – That members note the outcome of the work of the CCCs to date and that steps will be taken to recruit these positions as quickly as possible, as a key mechanism by which the Authority can support and strengthen its consultation responsibilities at the local level and ensure the centrality of consultation in the Authority’s governance role.

7. MPA quick time consultation

(Agenda item 7)

Having previously considered reports on this subject, members received a report proposing a process for implementing ‘quick time’ consultation. The Deputy Clerk stated that costs were difficult to estimate in advance of using the system. Members suggested that Independent Advisory Groups could be added to those who might be called upon. Members were assured that the contacts lists were constantly evaluated for relevance and value.

RECOMMENDED – that

1. that an amendment be made to the consultation strategy to reflect the process outlined in the report; and
2. that the report should be referred to the Co-ordination and Policing Committee for its consideration.

8. Measuring community consultation – scoping paper

(Agenda item 8)

In order to deliver their joint consultation strategy, the MPA and MPS needed to know the current situation in respect of community consultation and engagement activity being carried out by the MPS. Currently no clear picture existed of this activity across London, and consequently no assessment could be made about its effectiveness. A report was received describing the key stages in a process which would be used to identify what community consultation and engagement activity MPS units were currently undertaking. The result of which would provide a baseline position from which future plans could be made.

RECOMMENDED – That

1. the proposed process for identifying what consultation and engagement is currently being carried out by the MPS be adopted; and
2. that further work to develop the proposed process, as described in the Next Steps section of the report, be commissioned.

9. Internal consultation in the MPS

(Agenda item 9)

Internal consultation with staff associations played a major role in the development of new policy and development of change programmes within the MPS. A report was received outlining the formal and informal internal consultation mechanisms that existed. It was noted that since the report had been written, the list of staff associations has been widened to include the Disabled Staff Association, Turkish and Turkish Cypriot Association and Catholic Police Guild

RECOMMENDED – That the report be noted

10. Lead member roles 2003/04

(Agenda item 10)

Members received a report asking the Consultation Committees to decide which lead member roles it required for the current year.

RECOMMENDED – With the deletion of ‘appropriate adults’ the lead members for the Consultation Committees as outlined in the report be agreed

The meeting ended at 11.20 a.m.

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