Minutes

Minutes of the Planning, Performance & Review Committee of the Metropolitan Police Authority held on 13 March 2003 at 10 Dean Farrar Street, London, SW1H 0NY.

Present

Members:

• Richard Sumray (Chair)
• Anthony Arbour
• Lynne Featherstone
• Elizabeth Howlett
• Nicholas Long

MPA Officers:

• Catherine Crawford (Clerk)
• Derrick Norton (Head of Strategic Planning & Review)
• Claire Lambert (Analyst)
• Elizabeth Turner (Treasury)
• Nick Baker (Head of Committee Services)
• Yvonne Peart (Committee Officer)

MPS Officers:

• DAC Steve House, Cmdr Alan Given (Criminal Justice Department)
• John Zlotnicki (Head of Corporate Planning)
• Carol McDonald (Head of Corporate Performance Analysis Unit)

Part 1

60. Apologies for absence

(Agenda item 1)

Apologies for absence were received from Reshard Auladin (Deputy Chair) and Johanna Gillians (Senior Analyst).

61. Declarations of interest

(Agenda item 2)

No interests were declared.

62. Minutes

(Agenda item 3)

Resolved – That the minutes of the Planning, Performance and Review Committee held on 9 January 2003 be agreed and signed as a correct record.

63. Criminal Justice Process – blueprint for change

(Agenda item 4)

Members received a report that summarised the methodology, findings and proposals from the ATOS KPMG study in to criminal justice processes within the MPS.

Members were informed that the project incorporated bringing offenders to justice with the provision of victim and witness care. The report outlined work undertaken and looked at the current position and how the system should be develop and evolved.

It was reported that the introduction of Case Progression Units (CPU) could reduce officers time from 3 hours per arrest to 1 hour. Another anticipated benefit identified was that there would be a dedicated group of officers involved with case preparation and an increase in the number of people brought to justice.

In response to members’ questions with regard to the funding gap, it was reported that it is likely that the funding that is required will be in the region of £15 million as opposed to £26 million that is estimated in the KPMG report. Members were also informed that the initiative this year is cost neutral and that budget building would be applied to future years.

Members expressed concern that the funding streams were not clearly defined in the report. The Chair asked for a briefing note be circulated to the Committee that would provide members with more detailed information.

The MPS reported that the new approach to victim and witness care would be rolled out to various sites in Lambeth but sought authorisation to extend the new approach to include all charging sites within the boroughs of Southwark and Lambeth; with a larger pilot, better comparative performance information can be provided. It was anticipated that an improvement in performance would be seen 3 months following the sites going live.

In response to members concerns regarding the effective use of CPS lawyers at charging points, it was noted that technology (ie. video conferencing) would be used to facilitate those boroughs where there is unlikely to be as many people held in custody. CPS lawyers are aware of the need to provide cover during ‘peak times’ and the MPS were negotiating on the suitable provision of cover.

Resolved – That

1. members noted the report;
2. the pilots of the model in Southwark and Lambeth, subject to a business case and implementation plan being developed during the period of the pilot, be agreed.
3. a briefing note to give an overview of changes be circulated to members in advance of next meeting, and
4. the Committee receive regular reports to monitor performance of the pilot sites (as part of the composite report at para 65)

64. Implementation of Glidewell in the MPS

(Agenda item 5)

Members considered a report that set out the MPS’ approach to the implementation of Glidewell, taking into account the experience at Holborn and suggests the way forward.

In response to members concerns that the terms of the Private Finance Initiative (PFI) offers limited provisions for the MPS to share accommodation, it was reported that following advice from the MPS Property Services Department (PSD) it would be cost beneficial to make variations to buildings after construction rather than to make a variation to the contract.

A request was made to support the continuation of the pilot scheme at Holborn and to similar pilots at Colindale and Edmonton. It was noted that the lessons learnt in the first 3 months of Holborn would be used in the development of the pilots at Colindale and Edmonton and that the Holborn pilot will now be moved on to phase 2.

Resolved – That

1. noted the report;
2. the combination of CPS lawyers and Case Progression Units at the point of charge as a principal way forward be ratified.
3. the Committee agree no further work on the 15-site Glidewell models; and
4. the pilot scheme at Holborn be continued. Colindale and Edmonton represent some amalgamation of the administration functions of the MPS and CPS.

65. Update on ‘narrowing the justice gap’ action plan

(Agenda item 6)

As part of the Governments ‘Narrowing the Justice Gap’ (NJG) initiative, the Committee considered a report that provided details on the development of a plan by the London Criminal Justice Board.

It was reported that the MPA was not a member of the London Criminal Justice Board (LCJB), although this issue is being pursued and that the MPA would, in the mean time, continue to have monthly meetings with the MPS and CPS. The meetings had already led to the inclusion of an additional priority to the NJG plan.

Arising from the discussion it was requested that a composite report on criminal justice issues be submitted to all future meeting monitoring key plans and targets as well as proposing intentions.

Resolved – That

1. the report be noted; and
2. a composite report on criminal justice issues be submitted to future meetings; and
3. note that any proposed changes to the NJG action plan will need to be referred to the London Criminal Justice Board.

66. Update on planning arrangements

(Agenda item 7)

Members received a report that summarised the latest position in respect of the preparation of the Strategic Plan and Annual Policing Plan and in particular, the arrangements for agreeing the objectives targets and measures.

A further report would be submitted to the next meeting of the Authority where agreement would be sought on the outstanding targets and measures.

The Committee discussed the proposed additional target and measure on the completion of Performance Development Review and concluded that its inclusion would not give added value.

The Committee agreed the following outstanding targets and measures:

• objective 1 – to increase visible police presence
• objective 15 – to bring more offences to justice
• objective 16 – to improve the services to victims and witnesses
• objective 24 - To maximise MPS resources and their most effective use.

The Committee did not agree the proposal for a new target and measure ‘to complete 65% of Performance Development Reviews on time’.

Resolved – That

1. the arrangements on the progress and publication of the strategy plan be noted;
2. those agreed outstanding targets and measures in the annual plan should be referred to the full Authority for approval; and
3. the next steps in the planning process be noted.

67. Audit of Policing Plan 2002/3

(Agenda item 8)

The Committee received a report that summarised the District Audit report on the 2002/3 Policing Plan. The MPA response to the audit to be published within the 2003/4 Policing Plan, was also discussed.

The Committee considered the District Audit report to be a favourable review. The report concluded that the Authority’s best value agenda should be fully integrated across the whole organisation with concentration applied to the principles.

The Committee requested information on how the MPS are going to take forward the recommendations made in the District Audit report.

Resolved – That

1. the report from District Audit on the 2002/3 Best Value Policing Plan be noted;
2. the MPA response to the report, to be included within the 2003/4 Policing Plan, be endorsed; and
3. the MPS provides the Committee with an action plan to address recommendations made with the District Audit report.

68. January Performance Report

(Agenda item 9)

Members considered a report that summarised the MPS’ performance against the policing plan objectives for 2002-3. Members were given a brief update on both the January 2003 and February 2003 performance figures , the latter being recently released.

It was noted that the performance figures for February 2003 were encouraging, in particular the reduction in street crime and the 1% burglary reduction target being met.

Members also noted that the January offence figures for street crime, burglary and autocrime had seen further improvements.

The Committee discussed the target for referral to drug treatment schemes. Concern was expressed that although the target is being met there is a long delay before treatment is started. The MPS also said that there is overwhelming evidence to support the claim that treatment needs to start earlier in order to be effective. Emphasis was placed for the need for more management information systems to be in place in order to examine how referrals in the community link in to referrals through the criminal justice system with also the need for more joined up working between crime disorder reduction partnerships and local authorities.

Resolved – That sickness levels are referred to the Human Resources Committee for discussion.

69. An update on burglary and Operation Safer Homes

(Agenda item 10)

The Committee received a report that provided members with an update on burglary performance within the MPS over the first ten months of 2002/3. The report also focuses specifically upon the introduction of Operation Safer Homes (OSH), detailing the impact on the 13 nominated boroughs and on other non-safer homes boroughs.

Members noted that there is a disparity between the bespoke targets and the actual results for individual boroughs. A request was made for additional information to be presented on what the bespoke targets mean to borough commanders and to include any work in progress to address this issue and what lessons borough commanders have learnt where the performance was very different to the target set.

The Committee requested to be presented with further information on the impact of Crimestoppers on the performance figures.

The Committee also requested that a briefing on VIPER be presented to the Deputy Chair of the Committee.

Finally, members requested that the profile of offenders should be addressed within the equality and diversity implications of future reports to the Committee on this issue.

Resolved – That the Committee

1. noted the report; and
2. the Deputy Chair receives a briefing on VIPER.

70. Autocrime performance

(Agenda item 11)

The Committee received a report that examined MPS performance in relation to autocrime offences, detailing operational and non-operational work focused in this area and looks at the recovery records for stolen and lost vehicles.

The MPS reported that autocrime offences have increased in the current financial year in comparison to the same period in 1998-99, when the 5-year reduction target of 31% was set.

Confirmation was given that the use the Greater London Authority (GLA) information collected for congestion charging was used by the MPS for information of crime issues. It was also reported that the GLA database is very beneficial, although there is a need to explore ways that the MPS and GLA database can be aligned for intelligence monitoring and avoidance of duplication.

Resolved – That

1. the report be noted;
2. a report be commissioned on the wide differences between boroughs on autocrime performance.

71. Specialist Crime and Specialist Operations/ high level indicators

(Agenda item 12)

The Committee received a report that summarised Specialist Crime (SC) and Specialist Operations (SO) performance against their high level indicators from April to December 2002.

It was noted that the MPS is looking at a new format for the work of SC and SO and the Corporate Performance meeting will be looking at the possibility of a split in the functions of this unit.

The MPS reported that they have achieved a 35% clear up rate for gun related incidents . Members commissioned a report on policy support to a future meeting of the Committee. Members also asked for more clarity on the specialist and economic crime figures.

Resolved – That

1. the report be noted;
2. a report on gun crime and the Firearms Unit topics be presented to the July meeting of the Committee; and
3. a report on Policy and Support Unit (SO19) be commissioned to a future meeting of the Committee.

72. Child protection

(Agenda item 13)

The Committee considered a report that dealt with the present position of child protection in the MPS and specifically in relation to the recommendations made in the Victoria Climbe Inquiry report.

The Committee were informed that draft action plan would be produced for consideration by the project board following a 3-day workshop.

Concern was raised about the governing structure proposed in Lord Laming's report and that further discussions will need to be held around this issue. The MPS also highlighted the need for the new role of the police to be clearly defined and for clarity around the roles, relationships and the London wide arrangements for all the involved agencies.

In monitoring developments around child protection, the Committee agreed that a joint response on these issues should be fed into the Home Office, prior to the publication of the Green Paper.

The Committee requested that any future report on trafficking should include the issues relating to the need to improve communication between child protection agencies, immigration services and education services.

Resolved – That

1. the report be noted;
2. a joint MPA/MPS response to the Green paper be made around the issues of structures in London; and
3. child protection and immigration issues be included in a future report to the Committee on trafficking.

73. Police officers in schools

(Agenda item 14)

A report was considered that summarised the contribution to the national Safer Schools Partnership (SSP).

The MPS reported that there are now 60 officers in 78 schools across London and that an evaluation scheme is in place with its outcomes expected in August 2003; initial feedback received to date from officers, schools and children has been positive. The MPS are currently looking at ways of dissemination of best practice and developing a website on officers in schools and sharing information. It is anticipated that training requirements would also be developed.

Following discussion, members commissioned a report on how best practice is shared between officers in these schools and the feedback from the evaluation.

Resolved – That

1. the report be noted and members support the continuing work taking place.
2. a report on how best practice is shared between schools to include the feedback from the evaluation be commissioned to a future Committee.

74. Crime Management Best Value Review Implementation Plan

(Agenda item 15)

The Committee considered a report that updated members on the progress made against the crime management best value review (CMBVR) implementation plan as well as areas where delays are being experienced and changes considered.

It was reported that progress overall had been slow and that the MPS has experienced problems implementing the Project Initiation Document.

The MPS explained that the implementation of each recommendation made within the CMBVR is taken forward singularly.

The Committee sought for clarification around the financial implications of the recommendations.

Resolved – That

1. the report and the progress made against the implementation plan be noted; and
2. noted the changes to the implementation plan and approve those changes for the reasons outlined.

75. Records Management Best Value Review

(Agenda Item 16)

The Committee received a report that summarised the progress in implementing the recommendations arising from the Records Management Best Value Review (RMBVR). It included an assessment of costs and realised benefits against those predicted in the initial Improvement Plan (May 2002). It provides commentary of the reasons for delayed progress and seeks approval for required changes to the initial Improvement Plan.

The MPS reported that implementation of the recommendations had been subdued by the Freedom of Information Act. The recommendation to implement a performance management framework for information management is on target.

The approach that is being taken is to focus on a reduction of paper archive. The MPS advised that an information management role is soon to be created and that archives had been reduced. The challenges had been around defining how long information needs to be stored. Research is being carried out on access to files, space saving and rent.

Resolved – That

1. the costs and realised benefits arising from the implementation of the recommendations be noted;
2. the changes to the Implementation Plan detailed in this report be approved; and
3. the Committee continues to receive updates on the progress of implementation, including costs and realised benefits, at six monthly intervals.

76. Securing continuous improvement - update

(Agenda Item 17)

The Committee received a report on the progress that have been made in implementing changes to the best value regime including the move to service improvement reviews. It outlines the anticipated dates for key reports to the Authority on the two reviews scheduled for 2003/04.

The Chair thanked the Head of Review and MPS officers for the work that has been carried out in respect of securing continuous improvement and said that processes are now streamlined, simpler and more effective.

The Head of Review also informed the Committee that he had recently received a verbal update that there may be a national thematic inspection on civil staff deployment in 2003/04. He said that the MPS would probably be included in this inspection.

Resolved – That the Committee endorsed the proposed outline timetable for undertaking service improvement review during 2003/04

77. HMIC inspection of Tower Hamlets BOCU

(Agenda Item 18)

The Committee received a report of the inspection of Tower Hamlets Borough Operational Command Unit carried out by Her Majesty’s Inspector of Constabularies (HMIC)

Resolved – That the Committee noted the report and receives from the MPS details of action taken to address the recommendation made.

The meeting ended at 4.50 p.m.

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