Independent Custody Visiting Scheme

Report: 4
Date: 5 July 2007
By: Chief Executive

Summary

This report describes the progress made with the implementation of the re-modelling of the London Independent Custody Visitors (ICV) Scheme since the last report in February 2007.

A. Recommendations

That

1. The progress made to date on the implementation of the reform of the ICV Scheme be noted; and
2. A further progress report be presented in October 2007 following six months operation under the new structure.
3. Members agree that a full review of the Scheme takes place in September 2008 (deferred from April 2008)

B. Supporting information

Staffing

1. Since February 2007, the ICV team has grown considerably and now consists of 6 full time Coordinators, in addition to the Scheme Manager. The full complement of staff is 8 Coordinators and the Scheme Manager.

2. The team is currently carrying two vacant posts. This is due to one member of staff resigning and a second newly appointed staff member deciding not to take up the post at the last minute, due to a change in personal circumstances.

3. Both vacant posts have been advertised internally, on the MPA website and within the GLA family and London local authorities with limited success. There has been a limited response, but short-listing is due to take place and if successful, interviews will be held for temporary appointments. Due to the limited response, the posts will also be advertised in the national press as soon as possible. A full-time admin support temp has been recruited to assist the team until the vacant posts can be filled.

4. Staffing pressures have meant that it has been difficult to deliver the level of service that we would ideally have liked to all panels, however most of panels have seen no reduction in service, despite the reduction in capacity of the team.

Reform programme

5. Further progress has been made in the overall reform of the ICV since February. One of the most significant changes has been the completion and introduction of the ICV Handbook, with a forward by Ian Smith, Chief Executive of ICVA (Independent Custody Visitors Association) and an Introduction by Len Duvall, Chair of the Authority.

6. The handbook provides ICVs in London with comprehensive guidance on custody visiting and is supported by appendices containing a suite of policies, special protocols, Codes of Practice and National Standards. The handbook has been available on the MPA website since 3 April and a personal copy has been given to every ICV.

7. In addition to the Handbook, a Memorandum of Understanding (MoU) has also been issued to all ICVs, as required by Code 21 of the Codes of Practice governing Custody Visiting. This was issued in April, accompanied by a letter from Catherine Crawford, Chief Executive of the Authority. ICVs have been given until 30 June to sign and return the MoU. It has been made clear that ICVs who do not wish to sign the MoU will not be able to continue volunteering with the ICV Scheme in London. Access to Dean Farrar Street permitting, we will try to provide information for the meeting on the numbers of MoUs signed to date.

8. A further significant change is in administrative support to panels. Since 1 April ICV Coordinators have been attending panel meetings to directly support panels. Coordinators minute the meetings, draw up rotas in conjunction with the Chair, provide the panel with information from visit report forms and generally support the functioning of the panel. Communication between the MPA and ICVs has improved significantly as a result of Coordinators attending ICV panel meetings and the MPA is in direct contact with all its ICVs for the first time since assuming responsibility for the scheme.

9. A clear ICV expenses policy has been developed and rolled out to all ICVs. All ICV expenses are now being checked and processed centrally, thanks to a highly effective system for logging expenses, developed by a colleague in MPS Exchequer Services, Peter Devitt. The system has met with the approval of the MPA’s Internal Auditors. By logging and recording ICV expenses, the MPA will be able to establish the real cost of the ICV scheme for the first time.

10. The MPA is now producing a regularly bi-monthly ICV newsletter, sent directly to all ICVs and this is supplemented by an information bulletin as necessary.

11. ICVs are being recruited through word of mouth, careers fairs, local and London wide media and the ICV Scheme is now registered with all Volunteer Bureaux in London, as well as Do.it.org. MPA recruitment materials are now available. A comprehensive recruitment and interviewing guidance pack has been developed to ensure that all recruitment is in line with the MPA’s policies on diversity and equality. Significantly, for the first time MPA staff are routinely participating in interview panels alongside ICVs.

12. Cluster meetings and the establishment of the ICV reference group have been delayed as a result of staff shortages. These will be established as soon as it is possible to support them.

13. It is recognised that some fine-tuning of the scheme may be necessary once it is operational. It was intended to review the new structure in April 2008, after a year of operation, however it may be more meaningful to move the review back to allow for a longer period in recognition of the staffing shortages experienced and to allow the impact of having a complete staff team in place to be felt.

C. Race and equality impact

1. The impact of these changes on race and equality will be positive. The model of administration has enabled MPA officers to be involved in the recruitment and selection of volunteers. This means that MPA equal opportunity policies are adhered to throughout this process. It is envisaged that longer term, it will be possible to collate relevant statistics on the make up of potential and actual ICVs. The MPA has now standardised the interview process, ensuring that all Panels address questions of equality as part of the interview with perspective candidates.

2. Economies of scale mean that the core staff team can pool resources in advertising for new ICVs and alongside local recruitment. This has the potential to greatly broaden where and how opportunities are advertised across London, enabling the scheme to reach a much wider and more diverse audience. Recent adverts through Metro and the Evening Standard have proved successful in attracting requests for information about the scheme.

3. MPA staff attending meetings will ensure that MPA values are disseminated to panels and that equality issues in particular are upheld.

4. Under the new arrangements, when we have a full staff team, MPA staff will be involved in delivering training for ICVs and as with recruitment, will be able to ensure that equal opportunity policies are adhered to and issues of equality and diversity are consistently addressed as part of the training.

5. Central monitoring of diversity will also be possible and some initial work is taking place at the moment to identify a system to enable us to collate this information.

6. As part of the new arrangements, the MPA will be able to institute specialist cultural awareness and diversity training for ICVs.

7. Effective information gathering about visiting, made possible through a unified team and standard systems, will enable the MPA better to identify and address with the MPS issues affecting the treatment of minority groups as detainees and to secure fairer services.

D. Financial implications

1. The budget for 2007-08 is £430,169. Panel under-spends for 2006-07 and accumulations on previous years are still being returned to the MPA. In addition to this, staffing gaps mean that there is likely to be further small savings.

2. The new system for monitoring, recording and paying volunteer expenses will enable the MPA to accurately cost a key element of the scheme for the first time, which is a significantly positive step in managing the business.

3. Funding will continue to be reviewed throughout the course of 2007/08 and any significant additional resource implications or deviations from the proposed operating budget will be reported back to COP.

E. Background papers

None

F. Contact details

Report author: Kerry McClelland and David Riddle, MPA.

For more information contact:

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

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