Minutes

Minutes of the Human Resources Committee meeting of the Metropolitan Police Authority held in AG23, Romney House, Westminster on 19 April 2001.

Present

Members

• Rachel Whittaker (Chair)
• Anthony Arbour
• Jennette Arnold
• Elizabeth Howlett
• Nicholas Long
• Angela Slaven
• Abdal Ullah

MPA staff

• Catherine Crawford (Clerk)
• Johanna Gillians (Senior Analyst)
• Alan Johnson (Head of Human Resources)

MPS staff:

• Peter Clarke (DAC & Deputy Director - Personnel)
• Bob Broadbent (Borough Commander, Sutton)
• Jenny Deere (Business Director, Recruitment, Selection and Workforce Diversity)
• Chris Haselden (Performance Management and MPA Human Resources Liaison – MPS)
• Michael Shurety (Assistant Director of Personnel
• Alastair Thompson (Director of Personnel Business Services

Also present 17 member of the press/media and public.

Part 1

85. Apologies

(Agenda item 1)

Apologies were received from John Biggs (Deputy Chair).

86. Minutes: 15 March 2001

(Agenda item 2)

The minutes of the last meeting were agreed.

Resolved:
the minutes of the meeting held on 15 March 2001 be confirmed as a correct record and signed by the Chair.

87. Chair and members update (verbal report)

(Agenda item 3)

The Chair reported that she had attended as an Association of Police Authorities (APA) representative, the extended interview assessment centre, selecting graduate entrants to all police forces for the accelerated promotion scheme.

The MPS had worked with Richard Barnes to review the MPS's HIV policy. This had been circulated to Members for comment. It was a good example of a consultative approach to policy development.

Jennette Arnold and Nicholas Long had visited police buildings, examining the condition of facilities such as locker rooms, showers and WCs. They would report to the Human Resources (HR) Committee with their findings in due course.

Members were informed that information on facilities given to various staff associations within the MPS was being collated. This information would be passed to Members in due course.

Resolved:

1. a the verbal report be received; and
2. a list of the facilities given to the various staff associations within the MPS be passed to Members in due course.

88. Civil staff pay and grading

(Agenda item 4)

Members received a report on the developments on civil staff pay and grading issues since the report considered by the HR Committee in November 2000. Authority was sought to proceed with specific recommendations relating to location allowance and job evaluation.

Members were told that movement of staff from outer to inner London boroughs following changes to location allowance would be monitored. Questions were asked about the cost effectiveness of the proposed job evaluation process. Members were told that having it performed in-house would be cheaper, quicker, would create a pool of expertise and give the MPS ownership of the process. Members anticipated that the changes would create a lot of work in the form of appeals. The recommendations contained in the report were agreed.

Resolved:
the following recommendations be approved:

1. location allowance zones be reduced from three to two;
2. boundaries be realigned to be co-terminus with local authority boundaries, with zone 1 (inner) comprising the 11 London boroughs noted in paragraph 9;
3. location allowance rates be increased to £2,556 (zone 1) and £1,359 (zone 2);
4. a comprehensive job evaluation exercise be undertaken to establish a revised pay and grading structure;
5. other recommendations by Hay be noted; and
6. the Committee be kept informed of developments on a regular basis.

89. National recruitment standards

(Agenda item 5)

The Home Office issued a circular (HOC 1/2001) in January 2001 dealing with National Recruitment Standards (NRS) for police officers. The Association of Police Authorities (APA) sought views on the circular by 26 April 2001. Members received a report outlining proposed changes.

The circular had disappointed the MPS. It felt it was not radical enough, and did not cover medical and fitness issues or part-time entry. With the change to the requirement to swim, the proposals in the report were agreed.

Resolved:

1. the details outlined in the Home Office circular be noted;
2. it be agreed that:

• there should be a standard test for all recruits which test numeracy and literacy;
• there should be an upper limit of 50 years of age;
• all EU and foreign nationals should be able to apply to join the police service;
• ancestry restrictions on Commonwealth citizens should be removed and that each case be treated on its merits;
• applicants or new recruits for the police service should be asked to provide a credit rating;
• business interests should be defined as such interest as those which could conflict with the work of a police officer;
• business interests of unmarried partners or family members should not be regarded as relevant;
• the ability to drive should not be essential for other than specific posts;
• the ability to swim should NOT be essential.

3. the APA to be informed of this decision by 15 April 2001

90. MPS officers seconded to Essex, Hertfordshire and Surrey

(Agenda item 6)

Members received a report setting out the current position on officers who were seconded to Essex, Hertfordshire and Surrey Constabularies because of the boundary changes. Members were informed that the MPS was optimistic that most officers would return to the MPS.

Resolved:
the contents of the report be noted.

91. Traffic warden sickness

(Agenda item 7)

A report was received providing a summary of the current initiatives being undertaken to tackle the sickness rates of traffic wardens. The Staff Survey had identified shift work, lack of staff development opportunities and uncertainty about the future of the traffic warden service as causes of dissatisfaction amongst traffic wardens, and their wastage rate was high. Members were informed that a review of the traffic warden function and its role in supporting the police service was taking place.

Resolved:

1. the contents of the report be noted; and
2. conclusions from MPS review of the traffic warden function be reported to HR Committee in due course.

92. MPS – staff exit survey results

(Agenda item 8)

Members received a report outlining the rationale for introducing the revised exit procedures and process. It compared the results that had emerged from the analysed data obtained from the revised staff exit survey form during the first three quarters of its use (Apr-Jun; Jul-Sep; Oct-Dec 2000). The report noted that over the period covered, pay had become less of an issue for police officers. For civil staff it remained a significant reason in influencing their decision to leave the MPS.

The MPS felt that although the response rate was low, the data obtained was probably representative. In response to a question, Members were informed that the staff exit survey results were not benchmarked against any other organisation.

Resolved:
the contents of the report be noted.

93. Staff survey – update

(Agenda item 9)

A report was received summarising developments since the report in December 2000. Actions resulting from the survey, had been made known to all staff. Findings of the survey would underpin year two of "Mission, Vision and Values."

Members were informed that the survey had suffered from lack of ownership by command units and departments, and had been confused with the work on the business excellence model. Members noted that information obtained from the survey on poor accommodation in boroughs command units was not being used to target improvements.

The report noted that the Bureaucracy Task Force had presented a report to the MPS's Management Board. It was requested that the Clerk receive a copy of the paper, which should be presented to the appropriate committee for consideration.

Resolved:

1. the contents of the report be noted; and
2. the Clerk to receive a copy of the Bureaucracy Task Force report.

94. Part-time working, maternity leave and family friendly policies in the MPS

(Agenda item 10)

Members considered a report that summarised the approach adopted by the MPS to a range of flexible working practice policies to recruit and retain staff. Questions were asked about the appeals process if requests for part time working were refused and the monitoring of such requests. It was noted that for officers, Police Regulations were a constraint to the application of family friendly policies.

Resolved:
the contents of the report be noted.

95. Review of performance information provided to MPA committees

(Agenda item 11)

The MPA Senior Analyst had carried out a review of all of the performance information provided to MPA committees. Members received a report containing recommendations for performance information management. Its proposals were agreed.

Resolved:

1. that lead committees for dealing with performance information topics be agreed (as shown in Appendix 2);
2. PSPM, HR and Consultation, Co-ordination and Outreach Committees receive a high level summary of performance information for those areas that they are responsible for on a bi-monthly basis, including commentary from the MPS and MPA officers;
3. relevant management reports produced by the MPS be included as background papers to the summary reports;
4. lead officers be assigned to each Committee;
5. topics of on-going high importance be subject to in-depth reports to committees;
6. lead members be assigned to topics of high importance; and
7. member workshops be held for areas of emerging importance or where greater understanding is required.

96. MPS Human Resources Strategy (People Strategy) - update

(Agenda item 12)

Members received a report providing an update on the implementation of the People Strategy since its launch in February 2000. It highlighted initiatives and described the re-shaping of the implementation programme.

The Chair requested a report be received at the next HR meeting on the Personnel Department business plan, with costings.

Resolved:

1. contents of the report be noted;
2. a report on the 2001/02 People Strategy programme of work be provided at a future meeting; and
3. MPS Personnel Department business plan together with costings be received at next HR Committee.

97. Implications of the Race Relations (Amendment) Act 2000 for the Metropolitan Police Service

(Agenda item 13)

A report was received summarising the contents of the Race Relations (Amendment) Act 2000, implications for the MPS and what action is being taken to ensure compliance.

Resolved:
the contents of the report be noted.

98. Personnel management information

(Agenda item 14)

A report was received providing a range of personnel related management information to the end of February 2001, with a summary of key points.

Resolved:
the contents of the report be noted.

99. Quality review of ethnic personnel data held by the MPS

(Agenda item 15)

Members considered a report describing the systems the MPS have in place for collecting, counting and using data on the ethnicity of its workforce. It took into account previous and current problems and considered planned solutions, including the introduction of the PRISM database for storing and linking all MPS personnel data.

The lead officer for the MPA on PRISM would be Alan Johnson; the Chair would identify a lead Member.

Resolved:

1. some measure of 'needs analysis/gap analysis' might need to be undertaken to ensure that PRISM would be able to address current problems;
2. the MPA should continue to monitor the progress of implementing PRISM and formally elect a lead MPA officer and member for PRISM;
3. Members be advised of the time delay and potential for error in data, particularly with non-standard reports; and
4. Members should consider carefully the resource demands of compiling non-standard reports before commissioning of requesting any such reports.

100. MPA support organisation – budget monitor

(Agenda item 16)

Members received a report setting out expenditure by the MPA support organisation to the end of February 2001; together with the forecast out-turn to the end of March 2001.

Resolved:
the contents of the report be noted.

101. Exclusion of press and public

(Agenda item 17)

A resolution was put to exclude the press and public from the meeting during agenda items 18, 'MPS/MPA Personnel Developments (verbal update)', 19, 'Forfeiture of pension: ex officer' and 20, '6 monthly update on Employment Tribunals', as they would be likely to disclose exempt information as described in Schedule 12(a) of the Local Government Act 1972 (as amended) relating to:

Information relating to a particular employee, former employee or applicant to become an employee of, or a particular office-holder, former office holder or applicant to become an office-holder under the authority.

Resolved:
the press and public be excluded from the meeting during the agenda items 18, 19 and 20.

Part 2

102. MPA/MPS personnel developments – verbal update

(Agenda item 18)

Members were informed by the Clerk of the appointments of senior police officers, and policy officers to the MPA.

Resolved:
the verbal update be received.

103. Forfeiture of pension

(Agenda item 19)

Members received a report asking them to consider submitting an application to the Home Secretary seeking a certificate in connection with forfeiture of pension in the case of ex-police officer.

Resolved:
the application be submitted.

104. Employment tribunals

(Agenda item 19)

A report was received providing management information and details of MPS Employment Tribunals cases. It was agreed that the figures on employment tribunals would be reformatted and presented at a future meeting.

Resolved:
the content of the report be noted.

The meeting ended at 5.15pm.

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