CSD MANAGEMENT MEETING - 6 JANUARY 2010, 2.00pm - NUNNERY SQUARE CONFERENCE ROOM
Supt Mick Webster - Supt (MW)
Phil White - Performance Manager (PW)
Mick Hunter – Project Development Manager (MH)
Yvonne Duffin - Project Development Manager (YD)
Terry Haith – Office Manager CSD (TH)
Louisa Bennett – Lifewise Manager (LB)
Jenny Webb – Minutes
C I Paul Varley
C I Iain Chorlton
Insp Jon Johnson
1. Presentation on Management of Risk (MH)
2. Presentation on Regional Economy (EC)
3. Presentation / Update on CSD Internal Audit (SC)
All of the above presentations will be rolled over to the next meeting.
4. Standing Items
Declaration of Any Other Business
No other business was declared.
Minutes of Last Meeting
The minutes of the last meeting held on the 5th November 09 were agreed.
Action Schedule Update
Please see attached action schedule for new actions.
Business Plan Update
TH reported that there is a basic training day running at the beginning of February, TH has circulated to the team leaders for information.
Carry Forward – Underspend
There were no issues declared
CSD/ISD Accommodation Plans
TH reported that the funding for the Community Mapping Project has been approved.
MW is to attend the Diversity Meeting where the new Force Diversity Plan will be up for debate. MW to update following this meeting.
Leaders in Action
6. Policy and Formulation
Policy Review Process
A discussion took place in regard to the processes around Policy Reviews. TH & MW to look through all policies for CSD and decide who owns the policy.
TH has set up a basic process which has been placed on the ‘O Drive’ under Policy Review Procedures with all guidelines and the relevant forms. The policies have to be reviewed in a timely manner, TH to implement a chaser system.
7. People Management
No issues were discussed.
Personal Development Reviews
TH confirmed the latest stats from HQ.
Sarah Kane, CSD Admin has been tasked with collating this information.
Personal Safety Training Compliant
Health & Safety
A discussion took place in regards to Health & Safety for the building.
1. TH to set up a quarterly Health & Safety Meeting for the Nunnery Square Building and circulate the names of the representatives for each floor to all staff.
8. Partnerships & Resources
No update was given.
9. Audit Plan
TH reported that from the Audit Plan carried out in Aug / Sept the report concluded that the Department is not at risk from any significant weaknesses. However there were some weaknesses identified in the expected control, therefore 12 recommendations have been put in place to be completed by December 09.
TH reported that work has started with regards to the recommendations and confirmed the following:
There are 4 Completed Actions:
R4 – Random checks on controlled stationery have now been introduced and checks will now be undertaken on a quarterly basis.
R8 – New password protected template for the recording of flexi time has been circulated to all staff to ensure accuracy of completion.
R10 – Procedure in place to send monthly reminders to all staff re police on Gifts & Gratuities.
R12 – Refers to mobile phone charging policy. Anne Cassidy has confirmed that ISD financial procedures in relation to this issue have now been embedded into CSD.
There are 5 directives relevant to Management & Supervisors which will be sent out via email.
Work in progress
R11 – Direction and Control Complaints procedure,
A discussion took place in regards to Flexi sheets and the claiming of staff mileage and it was agreed to align all flexi sheets for all staff and for a list of destinations with the shortage mileage to be circulated along with an email to team leaders regarding the 5 directives.
2. TH to align all staff flexi sheets.
3. TH to circulate the 5 directives arising from the Audit Report, via email, to Management & Supervisors and to circulate a list of destinations with the shortage mileage.
10. GEN 14 – Policing White Paper (IC)
This agenda item is deferred to the next meeting
11. Equality Strands for the Police Service (MH)
It was agreed to keep this on the agenda for future meetings.
No other business was discussed
13. Date of Next Meeting
25 February 2010, 2 – 4pm-Nunnery Square Conference Room.
|Action 2 – 20.04.09||Steve Connor||SC to arrange for Deborah Stones, Business Change, to give an overview as to how the Risk Assessment Process works.|
|08.07.09||SC to arrange for Deborah Stones to attend the next meeting – ONGOING See minutes for further updates and new actions. 18.08.09 – SC was not present to give an update. ONGOING. SC to send information to all relevant staff of what the Risk Register is all about and what should or should not be entered onto it. 05.11.09 – Ongoing. 06.01.10 - DISCHARGED - This action has been merged with Action 3 – 08.07.09 – SEE NEW ACTION 4 18.08.09 – This action has been deferred.||DEFERRED|
|Action 3 – 08.07.09||Mick Hunter||22.09.09 – This action passed to Mick Hunter to liaise with John Dix & Deborah Stones and update at next meeting. 05.11.09 – This is to be presented to the Chief Constable on 17 November 2009, and then to provide update at next meeting. 06.01.10 – DISCHARGED - This action has been merged with Action 2 – 20.01.09 – SEE NEW ACTION 4|
|Action 6 – 08.07.09||Iain Chorlton||IC to arrange for Katy Beal, Researcher, to provide an up date on ‘Leaders In Action the week prior to the Management Meeting.|
|18.08.09||YD confirmed Katie Beal is in touch with ‘Leaders in Action’ and will update the group when they receive any information. ONGOING 22.09.09 – DEFERRED due to Iain Chorlton not being present. 05.11.09 – To be placed on agenda at next meeting.||06.01.10 – On going|
|Action 7 – 08.07.09||Iain Chorlton||IC to provide an update from CI Eddie Murphy on Citizen Focus the week prior to the Management Meeting. 18.08.09 – On hold. DEFERRED. 22.09.09 - DEFERRED due to Iain Chorlton not being present. 05.11.09 – To be placed on agenda at next meeting.||06.01.10 – On going|
|Action 1 – 22.09.09||Managers - Re accommodation plans - Managers to consult with their staff and send any additional suggestions/plans to SC asap. 05.11.09 – To be discussed as on agenda. 6.01.10 – Deadline date passed –||DISCHARGED.|
|Action 2 – 22.09.09||Mick Hunter||e-library – Mick Hunter to explore possibilities and report back to the next meeting. 05.11.09 – Deferred. 6.01.10 – Explored, no possibilities available – MW to provide password for the use of the ACPO e-library -||DISCHARGED.|
|Action 1 – 05.11.09||Joanne Rimmer||Joanne Rimmer to give a presentation on ISAC6 at the next meeting. 6.01.10 – No requirement||DISCHARGED|
|Action 2 – 05.11.09||Steve Connor||SC to give update/ presentation on CSD Internal Audit at the next meeting. 6.01.10 – Updated in the main agenda|
|Action 3 – 05.11.09||Mick Webster||MW to circulate APA Report to CSD Management Team. 6.01.10 – Completed||DISCHARGED.|
|Action 4 – 05.11.09||Steve Connor||SC to invite staff to feedback issues of concern in relation to the proposed staffing plans and then consult all when a decision has been made. This will then be brought to the CSD Command Team Meeting. 6.01.10 – Completed||DISCHARGED.|
|Action 1 – 06.01.10||Terry Haith||TH to set up a quarterly Health & Safety Meeting for the Nunnery Square Building and circulate the names of the representatives for each floor to all staff.|
|Action 2 – 06.01.10||Terry Haith||TH to align all staff flexi sheets.|
|Action 3 – 06.01.10||Terry Haith||TH to circulate the 5 directives arising from the Audit Report, via email, to Management & Supervisors and to circulate a list of destinations with the shortage mileage.|
|Action 4 – 06.01.10||Mick Hunter||This action refers to Action refers to Action 2 – 20.04.09 & Action 3 – 8.07.09 MH to liaise with John Dix & Deborah Stones and update at next meeting with an overview as to how the Risk Assessment Process works.|