Agenda and draft minutes

Venue: The Paralympic Room, Buckinghamshire Council, Gatehouse Road, Aylesbury HP19 8FF

Contact: Khalid Ahmed 

Media

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Items
No. Item

38.

Apologies for Absence

Additional documents:

Minutes:

An apology for absence was submitted by Councillor Emily Culverhouse (Buckinghamshire Council).

39.

Minutes pdf icon PDF 197 KB

To agree the Minutes of the meeting held on 8 November 2024.

Additional documents:

Minutes:

The Minutes of the meeting of the Panel held on 8 November 2024 were approved as a correct record.

40.

Report of the Panel's Budget Task and Finish Group pdf icon PDF 373 KB

To consider the report of the Budget Task and Finish Group which meets on 17 January 2024.

Additional documents:

Minutes:

As in previous years, the Thames Valley Police & Crime Panel formed a Budget Task & Finish Group to assist in discharging its statutory duty to scrutinise the Police & Crime Commissioner (PCC) for Thames Valley’s proposed Council Tax precept for 2025/26.

 

The Chair of the Task and Finish Group introduced the report and informed the Panel that two meetings of the Budget Task and Finish Group took place with the Director of Finance of Thames Valley Police (TVP) and the Chief Finance Officer of the Office of the PCC to look at draft budget proposals.

 

Councillor Saul, the Chair of the Budget Task and Finish Group presented the report. He thanked Martin Thornley, Chief Finance Officer, Office of PCC and Linda Waters, Director of Finance, TVP for attending the Task and Finish Group meetings and outlining the PCC’s draft budget proposals and the implications of this on the Police Precept.

 

The Task and Finish Group discussed the justifications for a 5.2% increase in police funding. Despite the cost of living crisis, they agreed on the need for an effective police force. The PCC’s budget proposal emphasises that TVP requires these resources to prevent and investigate crime, support victims, and protect communities. Without the Council tax increase, maintaining current operations and a balanced budget would be impossible.

 

The Panel was informed that the budget is balanced through the Council tax rise, significant savings from the force review and zero-based budget review, and government grant funding. Essential growth items, totalling about £2 million, have been approved by the Chief Constable.

 

Councillor Newton, a Member of the Task and Finish Group informed the Panel that he wrote to the two MPs representing Wokingham raising two issues: the fairness of core funding and the need for recruitment budgets to cover all costs. Additionally, he suggested that owners of dangerous dogs taken into police care should contribute to their upkeep, rather than the public bearing the cost.

 

The Task and Finish Group submitted the following written questions to the PCC and the written answers are below:

 

Written Questions and Answers:

 

(1)         At the first meeting of the Budget Task and Finish Group on 12 November 2024, preparation for the budget was based on a £10 Police precept (Band D Council Tax) increase. PCCs were then given flexibility for a £14 Police precept increase. Could the PCC provide full details of what would not be in the budget if the flexible £14 proposal had not been given? 

 

[The notional £10 increase in the November papers did not provide sufficient funding for the demands identified at that time. This year's council tax increase is premised on the government’s funding of police forces, where their expectation is that the Council Tax precept will increase by £14 to help support forces finance the growing cost of inflation as well as other demands.  The increase in government grant of £10.9m (excluding NI) still leaves a £19m shortfall on the £29.9m inflation increase.

 

If I had not approved the £14 precept increase, the  ...  view the full minutes text for item 40.

41.

Scrutiny of the Proposed Police Precept - Budget Papers from the Performance and Accountability meeting between the PCC and the Chief Constable pdf icon PDF 257 KB

The Panel will consider the budget papers which were presented to and agreed at the Performance and Accountability meeting between the Police and Crime Commissioner and the Acting Chief Constable on 17 January 2025.

 

The Panel will be given the opportunity to question the PCC on the detail contained in the papers and the Panel will be asked to approve the Police and Crime Commissioner’s precept for 2025/26 as set out in the OPCC budget papers.

 

Additional documents:

Minutes:

The Panel considered the budget papers which were presented to and agreed at the Performance and Accountability meeting between the Police and Crime Commissioner and the Acting Chief Constable on 17 January 2025.

 

The PCC informed the Panel there was a proposal for a rise in Council tax by £14 for an average band D property, which is seen as almost inevitable due to the way Home Office funding is calculated and announced. Any increase less than £14 would effectively reduce the available funds for policing.

 

There is significant uncertainty in setting the budget, especially this year. There was a notable £3 million specific grant for neighbourhood policing, which adds to the complexity of the budget planning.

 

The grant will influence recruitment, but overall police headcount is expected to shrink slightly. Future growth aims to offset this by adding more frontline officers.

 

In relation to the force review, management tiers are being reduced, increasing frontline officers in neighbourhoods and response shifts. Appropriate support levels for officers would be ensured. There is an emphasis on increasing frontline officers while maintaining essential support roles.

 

Reference was made to the rise in National Insurance which impacts policing budgets. The Government has created a specific grant to address this, but it does not fully resolve the issue.

 

A significant portion of the Home Office grant increase is allocated to cover National Insurance costs (£8 million) and inflation (£30 million). The £14 increase in Council tax generates around £14 million, which only partially covers these pressures.

 

There were budget pressures, such as those related to dangerous dogs, which draw on the budget. Changes in firearms licensing fees aim to make the process more sustainable, though it is unclear if it will fully cover costs. The involvement of GPs in checks is suggested to improve safety.

 

The £3 million grant for neighbourhood policing is acknowledged, but its future is uncertain. The focus remains on increasing frontline officers despite budget challenges.

 

Further details was given on the Neighbourhood Policing Guarantee aimed for 13,000 officers, but this includes various roles:

 

·       3,000 Police Officers

·       4,000 PCSOs (Police Community Support Officers)

·       3,000 Special Constables

·       3,000 previously recruited officers not counted in baseline numbers

 

A £3 million provisional settlement was expected to be confirmed by the end of January, but delays are causing uncertainty. Delays in funding updates complicate budget planning, potentially affecting the number of officers added.

 

There is a risk that successful areas like Thames Valley might receive less funding due to rebase lining, despite their previous investments in neighbourhood policing.

 

The PCC reported, in terms of delivering a balanced budget, the intention is to grow officers not just with that funding from the Home Office, but also using existing core budget to fund a small growth in officers.

 

There is a risk related to the police pay rise. Last year’s pay award was not fully funded, similar to the National Insurance issue, leaving TVP short. It is forecasted a 2% pay rise for next year, which is included  ...  view the full minutes text for item 41.

42.

Police Community Support Officers (PCSO) - Recruitment and Retention pdf icon PDF 231 KB

This report provides an update on the issues there have been with PCSO recruitment and retention and the steps taken to overcome some of the barriers to filling all PCSO vacancies in TVP. Recruitment and retention of PCSO’s remains challenging.

Additional documents:

Minutes:

The Panel was provided with a report which updated Members on the issues there have been with PCSO recruitment and retention, and the steps taken to overcome some of the barriers to filling all PCSO vacancies in TVP.

 

The PCC informed the Panel that one of challenges with PCSOs is retention, in that many transition to become police officers. While this benefits the police force, it negatively impacts the PCSO workforce and increases training costs. Proposals to require a minimum commitment period were considered but deemed impractical due to current recruitment difficulties. Efforts are ongoing to improve recruitment and maintain a balanced workforce.

 

The establishment number has been reduced due to budget constraints, as allocating funds for unlikely recruits is wasteful. However, it is aimed to increase PCSO numbers if future budgets allow. The establishment number is a realistic target, not a cap. Recruitment remains challenging despite funding, and increasing PCSO pay is not feasible due to national pay scales.

 

Reference was made to some forces who have removed PCSOs due to budget constraints, but TVP remain committed to neighbourhood policing. Over the past year, there has been a focus on increasing police officers, emphasising their distinct roles from PCSOs.

 

Recruitment remains a challenge, and It was aimed to make these roles more attractive through better communication and engagement, despite limited tools to change terms and conditions.

 

Members’ Questions

 

(1)   The PCC was asked how did TVP plan to train, retain, and strategically organise its workforce, especially in terms of supporting PCSOs, PCs, and specials against daily intimidation and abuse, while maintaining their work-life balance? Is there proactive support or is it left to individuals to seek available services?

 

[The PCC pointed out that maintaining the workforce is the Chief Constable’s responsibility, and his role is to ensure he has the resources and support needed. Various support mechanisms are in place, including staff associations and confidential reporting lines. The retention team addresses work-life balance and well-being issues, recognising the unique challenges faced by PCSOs.]

 

(2)   A Member referred to a PCSO whom she had known for around 13 years, who has shown long-term commitment. The PCC was asked has the idea of requiring a two or three-year commitment been sufficiently considered? Could there be lessons from those who have stayed long-term? Additionally, are there other inducements, such as housing allowances or parking benefits, that could make the role more attractive within the current constraints?

 

[The PCC replied that financial inducements must be applied uniformly to avoid legal and moral issues. Parking is a critical benefit, especially for shift workers, as public transport may not always be feasible.

 

There are arrangements like those in Slough and Wycombe, where officers can use specific car parks, provide significant support and improve visibility. Small benefits like these can make a big difference in officers’ lives.

 

Many people can name a good PCSO in their area, highlighting their importance. While young recruits bring enthusiasm, mature PCSOs often excel due to their life skills and communication  ...  view the full minutes text for item 42.

43.

Recruitment & Retention Follow-Up Report pdf icon PDF 2 MB

The report provides an update on the recruitment and retention issues relating to TVP as requested at the September 2024 Panel meeting.

Additional documents:

Minutes:

The Panel was provided with an update report on the recruitment and retention issues relating to TVP as requested at the September 2024 Panel meeting.

 

The PCC introduced the report and referred to the challenges in police recruitment and retention, noting that retention has been particularly poor. Reference was made to the past issues with the recruitment process, such as a lack of face-to-face interviews and reliance on the College of Policing process.

 

The Panel was informed that improvements are being made, including new processes like face-to-face interviews with higher-ranking officers and opportunities for ride-alongs. The goal is to ensure that new recruits are better prepared and more suited for the role, which should help improve retention rates.

 

There is a need to raise the standards for new recruits to ensure they are well-suited for policing. It was acknowledged that some individuals who left the force made a brave decision, recognising that policing was not the right fit for them. This is ultimately better for both the individuals and the police force.

 

The PCC commented that he is encouraged by the improvements seen and believes that the changes being implemented will address the underlying issues. It may take a couple of years to see the full impact of these changes, as current probationers move through the system.

 

The PCC said he would be happy to update the Panel in six months’ time on progress made. [ACTION: PCC]

 

Members’ Questions

 

(1)   Reference was made to the whole cohort of trainees becoming officers, and the PCC was asked whether those who have been PCSOs generally do not drop off within the first two years? Also has any work taken place to compare TVP’s recruitment process with other forces to see if they have a lower dropout rate?

 

[The PCC replied, conversations did take place with other forces to understand their recruitment processes. Some forces did not fully adopt the College of Policing’s non-interview route and retained older processes, which helped them avoid some of the challenges we faced.

 

TVP has learned from this and made changes accordingly. There are fewer PCSOs leaving now, and the issue of PCSOs moving to PC roles has decreased. With comparable starting salaries and more recruitment opportunities, those who want to be PCs are likely to join directly as PCs. This shift means there is a need to focus on recruiting the right people from the start.]

 

(2)   The PCC was asked about recruitment from ex-service men and women in joining TVP and whether they could join on a trial basis.

 

[The PCC replied that policing is a unique career, and like the armed forces, it offers options for short-term commitments. However, it is challenging to provide extensive work experience due to practicalities. Ride-alongs and special constabulary roles offer limited exposure, allowing individuals to try policing on a voluntary basis without leaving their current jobs. This helps ensure that those who commit to policing are well-suited for the role.]

 

(3)   A Member commented that  ...  view the full minutes text for item 43.

44.

Domestic Violence Disclosure Scheme (DVDS) "Clare's Law": Current performance and progress towards improvement pdf icon PDF 302 KB

The report provides an update on the current operation of the Domestic Violence Disclosure Scheme (DVDS) “Clare’s Law” and on ongoing improvements.

Additional documents:

Minutes:

The Panel was provided with a report of the PCC which provided an update on the current operation of the Domestic Violence Disclosure Scheme (DVDS) “Clare’s Law” and on ongoing improvements.

 

The PCC reported that TVP’s performance has been criticised in the media, and efforts are being made to address these issues. The work is being shifted to harm reduction units to improve efficiency. Remote contact is being emphasised for inquiries, which does not always require physical face-to-face interaction.

 

Reference was made to the robotic process automation which is being implemented to streamline processes.

 

The PCC referred to issues around the percentage of disclosures. There is a focus on the accuracy of disclosures, ensuring that necessary information is disclosed appropriately. Not all enquiries meet the threshold for disclosure, but this does not imply that any information is missing. The timing of data is considered crucial in this context.

 

The PCC acknowledged that TVP needed to address the timeliness issue, particularly in how Clare’s law is communicated. It is crucial to focus on those most at risk and identify communities that may be more vulnerable. By promoting awareness in these areas, it can ensure the right people are making inquiries.

 

From a policing perspective, it is important to raise awareness about the “right to know” and the thresholds for disclosures. Officers need to identify and push through relevant cases appropriately. Timeliness is critical because if there is a risk and it is not disclosed, it undermines the entire process.

 

The implementation of robotic process automation, the use of Microsoft Teams, and the shift to harm reduction units are expected to make a significant difference.

 

In relation to robotic process automation (RPA), the first draft output reports should be ready shortly. The process will be checked to ensure everything is working correctly, with testing expected to be completed by mid-February with the goal is to go live in March.

 

Although RPA will automate many tasks, some elements will still require human interaction. For example, the VISOR database (a sex offenders register) needs to be checked manually, as there is no automation available for that yet. Human oversight is also necessary to ensure the accuracy of assessments. Automating data collation, which is a time-consuming process, will make a big difference.

 

In large geographical areas like Oxfordshire, domestic abuse investigation teams often must travel long distances for face-to-face contacts. For example, an office-based team in Oxford might need to travel to north of Banbury, which can take half a day for each visit. This results in a whole day spent on two short conversations. many of these interactions can be done remotely, saving significant time.

 

Harm Reduction Units focus on prevention and are embedded within the community, with slightly more resources. Significant improvements in timeliness have been observed in areas like Buckinghamshire and Milton Keynes, where these units are already active. There has been a reported 20% improvement in timeliness, although the exact details of this percentage are not fully available. Overall, the move  ...  view the full minutes text for item 44.

45.

Road Safety Task and Finish Group - Outstanding matters - Pavement parking / obstruction, car cruising / meets and the enforcement of 20 mph pdf icon PDF 223 KB

To be provided with a report on the outstanding matters from the Panel’s Road Safety Task and Finish Group.

Additional documents:

Minutes:

The Panel was provided with a report which covered outstanding issues which did not get covered in the recent Panel Road Safety Task and Finish Review. These were:- Pavement Parking / Obstruction, Car Cruising / Meets and the enforcement of 20mph limits.

 

By point of clarification in the report, a Member commented that privately installed dropped kerbs and parking in front of driveways are civil matters and not enforced by highway authorities. In addition, in relation to roads within 10 metres of a junction, a traffic regulation order is needed to enforce parking restrictions, as enforcement requires road markings.

 

The PCC referred to the existing housing stock and population in Thames Valley, noting that enforcement and reasonable balance are needed. He referred to the importance of considering parking spaces in new housing developments to avoid future problems.

 

Careful planning should ensure new developments have adequate parking, as current issues often stem from insufficient parking provisions. Better design can prevent these problems.

 

In relation to enforcement of 20mph speed limits, the Police do enforce these, however, there is not additional capacity for more enforcement. Most speed limits are expected to be self-enforcing.

 

More focus was given to enforcement on higher-risk roads with speed limits of 40 mph or more, where more fatalities occur. Local authorities can set speed limits; however, the greatest risk lies on faster roads.

 

Members’ Questions

 

(1)   Reference was made to the current reporting system on the TVP’s website, which does not provide an option to report obstructive parking, despite the report’s recommendation to make it easier for people to do so? The PCC was asked, how can this issue be addressed to ensure that people can report obstructive parking effectively, especially around schools and takeaways?

 

[The PCC acknowledged the complexity and perception issues around obstructive parking. There was a need to improve reporting mechanisms. While some pavement parking is not enforceable if it does not cause harm, persistent issues, especially in areas like South Buckinghamshire, need addressing. The current reporting system has limitations, and the PCC offered a commitment to address this to improve the process.

 

It was important to report obstructive parking, even if there is not a direct victim. There were ongoing conversations with local authorities about creating a joint reporting platform to avoid double reporting and improve efficiency. The focus is on persistent issues, like regular parking problems outside takeaways or in areas where people park for work. Identifying patterns and collaborating with local authorities can help address these problems.]

 

(2)   A Member referred to the dangers which pavement parking sometimes causes, including accidents and fatalities. The PCC was asked if he would support a national initiative for councils to have civil enforcement powers for dangerous pavement parking? Additionally, would the PCC back the implementation of flashing lights on advanced warning signs near schools to improve safety, similar to what is allowed in Scotland?”

 

[The PCC replied that the first meeting of the Road Safety Strategic Forum recently took place. This included local authorities,  ...  view the full minutes text for item 45.

46.

Topical Issues pdf icon PDF 170 KB

To note and ask questions on the Scrutiny Officers Topical issues report and to receive Updates from the PCC and the Chair of the Panel.

Additional documents:

Minutes:

The Topical Issues report was noted.

 

Members’ Questions

 

(1)  The PCC was asked whether there was a prospect of Thames Valley having one of the local inquiries into grooming gangs and online sexual exploitation, either now or in the future?

 

[The PCC replied that the locations for the five local inquiries into grooming gangs and online sexual exploitation have not been fully identified yet, and he did not expect any to be in Thames Valley. The PCC said he had publicly commented on this, noting that almost 10 years ago, the Bullfinch inquiry in Oxford addressed similar offences from the late 1990s and early 2000s.]

 

(2)   Reference was made to the inspection report on custody suites by HM Inspectorate and the Care Quality Commission.  The report was quite damning and highlighted failures which are very serious. The failures were not just about the custody suites, but internal processes which were failing vulnerable adults and children.  The PCC was asked what was being done to ensure that action was being taken on the recommendations contained within the report?

 

[The PCC replied that there are some worrying issues, some of which relate to partners such as moving people from custody to other forms of detention or accommodation. As part of the wider estate strategy, old custody suites would be updated and brought up to standard. A response to those recommendations would be responded to and the PCC said he would be happy to share his response with the Panel.] [ACTION: PCC]

 

 

 

47.

Work Programme pdf icon PDF 151 KB

For Panel Members to put forward items for the Work Programme including ideas for themed meetings.

Additional documents:

Minutes:

The draft work programme for the rest of 2024/25 and for 2025/26 was noted.

 

The PCC was asked to provide a report on the custody suites and the processes to the March Panel meeting if possible.

 

To add to the work programme on TVP responsibilities and working with other agencies along the rivers in Thames Valley.