Northern Police Federation

Minutes

Minutes of the 3rd Quarterly Meeting of the Northern Constabulary Joint Branch Board held at Police Headquarters, Inverness on 13th September 2000.

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1. MEMBERS PRESENT

�� Murdo Cameron�� John Jones-Davies

�� James Simpson�� John Darcy (V/Chairman)

�� John MacDonald�� Nigel Stafford

�� Alan Drummond�� Reay MacKay��

�� John Finnie (Secretary)�� Fiona MacLeod

�� Alan Heath�� David Ross (Assistant Secretary) ��

2. APOLOGIES FOR ABSENCE

Derrick Cronie � Joint Branch Board commitments (morning only)

Alistair McBean � Annual Leave

Robert Pollock � Annual Leave

George MacDonald � Temporary duties in Kosovo

Tom Ogilvie � Annual Leave

3. OPENING OF MEETING

The Chairman opened the meeting by welcoming everyone present and inviting them to play an active part in discussions.

4.�� ADOPTION OF STANDING ORDERS

�� Proposed by David Ross and seconded by Murdo Cameron.

5.�� APPROVAL OF MINUTES OF LAST MEETING

�� Proposed by John Darcy and seconded by John Jones-Davies.

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6.�� MATTERS ARISING

6.1 Legal Advice / Assistance

1. Ongoing Legal Cases

There are currently 13 cases involving a total of 15 Officers. Four Settled since last meeting.

2. Discipline / Misconduct

The Secretary drew the meeting's attention to a recent article in the "Scotsman" newspaper, which appeared to create further uncertainty regarding the Justice Minister's intentions with regard to "a new police complaints authority".

It is envisaged that any proposed changes would follow the normal consultative process and any definitive news on this subject will be advised at the earliest opportunity.

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6.2 Police Properties/ Housing

The draft housing policy was discussed at the recent meetings of the Finance and Human Resources Practitioner Groups and amendments made. It will now be re-drafted and remitted back to the Management Service Group for progression. The proposed Policy covers five areas; Residential Property Holding, Residential Property Allocation, Residential Property Review, Residential Property Disposal and Residential Private Property.

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6.3 �� Criminal Injuries Compensation

There are currently 9 cases being processed with 3 the subject of legal assistance. Five have been settled since last meeting.

The Secretary expressed some concern at the low number of claims made through the scheme in comparison to the number of reported assaults on Officers. Members are reminded that it remains vitally important that all their claims for criminal injuries compensation are directed through the Branch Board office.

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6.4�� Northern Police Convalescent Home

The system of referrals to the NPCH through the Federation Office is working well with the current waiting list approximately 4 weeks. Application Forms are available from the Federation Office.

Though very high, not every officer subscribes to the Northern Police Convalescent Home and/ or St George's Fund and anyone wishing to join need only send a memorandum to the Payroll Section to that effect. (Codes 819 & 870).

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6.5�� Joint Negotiating and Consultative Committee (JNCC)��

This committee has not met since the last Joint Branch Board Meeting however the Board discussed the following issues, which had all been raised at the last meeting of the JNCC.

1. Protective Equipment

The tendering process is now complete with the intention being to procure and issue the equipment commencing in November.

Discussions took place on matters such as mandatory wearing, wearability and the carriage of items, all of which will be taken onboard at meetings of the ad-hoc working group.

2. Grievance Procedure

The report reviewing the administration of the Force's Grievance Procedure, being undertaken by Peter Lamont, Head of Administration is still awaited.

Following the Assistant Secretary's motion at this year's Annual Conference, the Welfare and Federation Activities Standing Committee are looking at ways in which the procedure can be improved.

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3. Risk Assessments

Problems are still being encountered with the content and preparation of risk assessments for specific events and this has been brought to the attention of Temporary Deputy Chief Constable McGhee. Any problems identified by officers should be reported to their local Representatives.

4. Health and Safety Inspections

A Safety Steering Group, on which the Chairman will represent the Board, has recently been formed to oversee the Management of Health and Safety throughout the Force. The Group will afford another opportunity to raise issues of concern and will hopefully bring about an improvement in the speed at which issues are addressed.

5. Stress

The Stress Management Force Reference Document was agreed at the last meeting of the Operations Service Group. The draft Force Reference Document on Critical Incident Debriefing was also discussed at this meeting at which time, due to various concerns raised, it was agreed a working group examine the issues and make recommendations as appropriate. The principal concern remains whether or not to train Force personnel or to professionally source this service.

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6.6�� Insurance

1. Group Personal Accident and Sickness Scheme

a) Casting Benefit - There have been a total of eight cases since the last meeting with five settled and three ongoing.

b) Weekly Benefits - There are currently two claims ongoing one has been concluded.

c) Group Personal Accident Travel Scheme - The Scheme continues to operate satisfactorily.

d) Legal Protection Scheme - The Scheme continues to operate satisfactorily.

e) Critical Illness Insurance - One claim ongoing.

A letter has been received from the insurers advising that they intend to impose a "waiting period" of 60 days in respect of a member or member's spouse who fails to join the scheme at their first opportunity. This simply means that with the exception of new recruits 1 transferees, anyone now wishing to join the scheme will be subject to a 60 day qualifying period before receiving any cover. Any officer wishing to extend their cover should advise the Federation Office in writing, and after the 60 day qualifying period, deductions and cover will commence.

�� 2. Group Life Assurance Scheme

a) � Life Policy - One claim settled since the last meeting.

b) � Terminal Illness - No claims.

The Board's Broker, Mr Carmichael, has arranged for an Insurers' agreement to extend cover in respect of the Group Personal Accident & Sickness and Life Assurance policies to include" all United Nations type policing arrangements" e.g. Kosovo/Bosnia.

3. Householders Insurance Scheme

The Secretary reminded the meeting that the Board's Householders' Insurance Scheme represents good value to the Members, however, the possibility exists that, should more Members join, premiums could be further reduced. Details of the Scheme are available from Gordon Carmichael, Carmichael and Partners, Telephone 01224-638858.

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6.7 �� Police Pay and Conditions

Bulletin 2/2000 covered, among other matters, details of the Annual Pay Award for the Federated Ranks and a detailed question and answer section compiled by the General Secretary covering various other ongoing matters.

The Secretary outlined the detailed work undertaken with regard to the Review of the Police Negotiating Board (PNB) and the Police Advisory Board for England and Wales.

On 12th July the Secretary wrote the Head of Operations (copied to all Branch Board Representatives) regarding an apparent disregard for the provisions of Regulation 21A, Rostering of Duties, PNB Circular 86/9, Changes to Rostered Duties and Regulation 23 Public Holidays and Rest Days. Chief Superintendent McGhee circulated the content to all Service Unit Mangers and any officer encountering difficulties with any of these matters should, in the first instance raise the matter directly with their local Representative.

The Staff Side will be participating in a Joint Working Party on Pay details of which will unfold in due course.

1. Pensions

Police Pensions Circular No.2000/3 covers unpaid maternity leave and unpaid sick leave

Police Pensions Circular No.2000/4 covers purchase of periods of unpaid maternity and sick leave - further advice, medical appeals - obtaining consent, bi-lateral agreement with British Transport Police - current position, provision of information, additional voluntary contributions - Equitable Life and contact points in the agency.

2.Police Negotiating Board (PNB)

�� a)�� Minutes - none

�� b) � Circulars-

00/8 �� Changes to Conditions of Service

00/9 �� London Allowance and London Weighting

00/10�� i) �� pay of federated ranks

�� ii) �� RUC allowance

�� iii)�� temporary non-pensionable supplement for inspectors and chief inspectors in RUC

iv) dog handlers allowance

00/11 �� pay for superintending ranks

�� 00/12�� pay of chief officer ranks

00/13�� London Weighting

�� 3. �� Legislation

Scottish Executive Police Circular No 7/2000 Agreement on the Inspection of Police Activities by the Health and Safety Executive

Corrigendum to Scottish Executive Police Circular No 1/2000 Chief Officer Appointments in the Scottish Police Service: Guidelines on Selection Procedures

Scottish Executive Police Circular No 8/2000 Police Arbitration Tribunal Decision on Changes to Conditions of Service

4. �� Consultation Documents

The Health and Safety Commission's Revised Enforcement Policy Statement

Report on Advisory Group on Youth Crime and Scottish Executive Response

Ministry of Defence Police: Proposals for Extension of Jurisdiction and Amendment to Powers

5. �� Police Removals - Regulation 47

Following problems encountered by an Officer the Assistant Secretary wrote to the Chief Constable expressing concern at the lack of information provided to Officers transferring, a reply is awaited.

A further query regarding Mortgage Indemnity Premiums is being addressed by the PNB.

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6. �� Force Structure

The report on the review of the Structure of Police Forces in Scotland is still awaited.

Following a recent ill-informed article in the Scotsman, on 28th August, the General Secretary wrote to the Justice Minister reminding him of the Steering Group's position on the issue of restructuring. A reply is still awaited.

7. �� Working Time Regulations 1998

Problems are still being encountered with the interpretation of these regulations and any queries should be addressed to the Human Resources Department, who have undertaken to produce a training digest to assist Officers.

The meeting agreed that the Assistant Secretary would write to the Head of Human Resources regarding the preparation and issue of the training digest, as it was evident from discussions that these Regulations are being interpreted differently throughout the Force.

6.8 �� Force Personnel Policies

In line with a previously passed motion the Board's Representatives at the Joint Central Committee submitted the following motion at the meeting on 5th September "This Joint Branch Board asks the Joint Central Committee to seek the removal from Police Regulations and Circulars of all discriminatory references to age and marital status". The motion was adopted and passed to the Welfare and Federation Activities Standing Committee for progressing.

The Assistant Secretary sought and received clarification of the circumstances surrounding advertising and selection for a recent specialist appointment.

The Board will remain vigilant in ensuring that access to particular posts are not frustrated by the Force's failure to allow access to the training purported to be required prior to appointment to such posts.

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�� 6.9 �� Health and Safety

The Secretary reported that he remains unhappy with the disparity between the

Management Information Service's and the Force's Health and Safety Advisor's figures on Police Assaults and that the matter is presently being examined.

All Members have a duty to ensure that they officially report all injuries sustained on duty.

The Secretary advised that he had ordered a "Shift-worker's Guide" booklet for all officers and, once received, they will be circulated to all Members.

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Murdo Cameron, Alistair McBean and Derek Cronie are to attend Safety Representative Training Courses being held in October.

The Chairman, and Board's Health and Safety Advisor, are to attend a Seminar on 26th October in conjunction with the RUC / Police Federation for Northern Ireland.

1.�� Inspections

Inspections continue to be carried out throughout the Force, all Officers are reminded that they have a responsibility to report any Health and Safety related issues to their line manager as soon as possible.

2.�� Organisation for Health and Safety

The Joint Branch Board's ability to carry out regular inspections should be greatly I improved with the training of three more Board members as Safety Representatives.

Scottish Executive Police Circular No. 7/2000 covering Agreement on the Inspection of Police Activities by the Health and Safety Executive is now in place with discussions ongoing with regard to agreements for NCS, NCIS, the Scottish Crime Squad and SCRO.

3. �� Consultation

As previously indicated the creation of a "Safety Steering Group" should provide a more co-ordinated approach to the management of Health and Safety throughout the Force. The Chairman will represent the Board on this Group.

The Health and Safety Executive's Managing Stress at Work and the Health and Safety Commission's Revised Enforcement Policy Statement: Public Consultation has been circulated to all Board Members.

4. �� Risk Assessments/Staffing Levels

The Board has, and will continue to ensure that appropriate Risk Assessments are undertaken by the Force.

The Secretary expressed the view that by far the most pressing issue faced by the Membership is "Staffing Levels". He had written the Deputy Chief Constable advising of continued Branch Board support for appeal mechanisms for all force personnel matters and seeking to have these processes implemented expeditiously in order to ensure minimum disruption to staffing levels.

The meeting agreed that the Board should;

� Ensure "minimum safe staffing levels" throughout the Force

� Examine the number of officers deployed on operational duties

� �Consider all aspects of time off in lieu of additional hours worked

� Consider what additional steps can be taken to ensure that all available monies are directed to support front-line officers

� Consider impact of Devolved Resource Management on the foregoing items

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6.10 European Convention of Human Rights

As discussed at the last Board meeting, the Secretary prepared a Bulleting entry clarifying personal liability.

A Project Board has been established in Force with the Secretary or Assistant Secretary representing the Board.� This Board has been set up to oversee an assessment process, which will be undertaken by the Force on all Force Policies and Procedures to ensure that they are compatible with ECHR legislation.

The Secretary circulated all Representatives seeking examples of potential operational problems with this legislation none have been highlighted.

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6.11 Assessment Centres

A special meeting of the Management Service Group considered the recommendations for future assessment centres contained in reports, prepared by Superintendent Finlayson and Dr D Young, and agreed to the implementation of all the recommendations contained therein.

Proposed amendments to the Promotion Policy were also considered and, subject to further amendment, it was agreed that it be progressed to the Policy Forum.� The draft of this policy is yet to be prepared.

The Board discussed the issue at length and agreed to monitor future centres run within the Force and act on any concerns / complaints that may be forthcoming.

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6.12 Rural Police Stations � Security

This issue was raised at a recent meeting of the Operational Practioner Group and it was agreed that trained Architectural Liaison Officers would visit all such stations / houses throughout the Force and prepare a report regarding same.� These reports will be collated centrally through the Operational Support Unit and any recommendations contained therein will be actioned as appropriate.

The Meeting agreed to monitor the situation and raise the issue again should any complaints be forthcoming.� It was also agreed that Safety Representatives would discuss the issue and its progression with Officers and their families during forthcoming inspections.

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6.13 Occupational Health

The new Occupational Health Advisor, Alison Urquhart, addressed the Board and outlined her role.� Alison also advised the Board of her intentions in respect of the promotion of health related issues and reassured the Board of the confidentiality of any consultations undertaken by her.

Concerns were raised by a number of Board Members regarding the provision of this service from within the Headquarters building and it was agreed that the Secretary write to the Chief Constable highlighting the points raised.

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6.14 Workload Activity Analysis

A pilot survey on �Workload Activity Analysis� is to be carried out in Alness and Invergordon.� The Secretary asked that all Members encourage Officers involved in this and any other surveys to complete the analysis accurately and timorously.

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6.15 Private Healthcare Schemes

The Board discussed Private Healthcare and, following a report from the Board Member who initially raised the issue, it was agreed that it was cost prohibitive and would not be progressed.

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NEW BUSINESS

�� 7.1�� Assistant Secretary�s Post

The Board discussed the Assistant Secretary�s Post following agreement at the Policy Forum to ratify the post making it a permanent position.� It was agreed that the post be made ex-officio with the necessary amendments to the Constitution.

It was also agreed that an election be held to fill the resultant vacancy on the Board for a Constables� Representative for Inverness and Headquarters.

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7.2 Chairman and Secretary�s Honoraria

The Assistant Secretary proposed that the honoraria be increased in line with the annual pay increase than discussed annually by the Board and that the Constitution be amended accordingly.� This proposal was agreed unanimously by the Board.

A Board Member raised the issue of an honorarium for the Assistant Secretary given the full-time status and following discussion it was agreed that the Assistant Secretary be paid an honoarium equivalent to that paid to the Chairman.

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7.3 Subscriptions to the Voluntary Fund

Local subscriptions have not been raised since February 1998 and the meeting agreed an increase of 10 pence per member per week.

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7.4 Variable Shift Arrangements (VSA) Kirkwall

The Assistant Secretary advised the Board of a proposal for a Variable Shift System (VSA) in Kirkwall.� The meeting agreed to support the proposal providing that it obtained the necessary support from the Officers concerned.

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7.5 Joint Branch Board Video

The Meeting was shown a video prepared on behalf of Tayside Joint Branch Board promoting the services available to Members through the local office of the Scottish Police Federation.� The Board thereafter discussed the merit of having a similar video prepared and decided not to progress, as it would be cost prohibitive.��

7.6 �� Motion

The following motion, in line with long-standing Branch Board policy of securing parity of voting rights for all Boards on the Joint Central Committee, was proposed by David Ross, seconded by John Finnie and unanimously adopted;

"Rules 3A(3). 3A(5)(3). 12(2). 12(3). 15(2). 15(4). 17(2). 17(3). 17(4). 17(5)(1). 17(5)(2). 17(6).17(7) of the Police Federation (Scotland) Rules

�That this Joint Branch Board asks Joint Central Committee to ask Annual Conference to amend rules 3A(3), 3A(5)(3), 12(2), 12(3), 15(2), 15(4), 17(2), 17(3), 17(4), 17(5)(1),� 17(5)(2), 17(6), 17(7) of the Police Federation (Scotland) Rules as follows: -

Rule 3A(3) - Replace the existing rule with: II At any such election each person qualified to vote shall be entitled to cast one vote.�

Rule 3A(5)(3) - Replace the existing rule with: �When an ex-officio member seeks election to an ex-officio position on the Joint Central Committee, for such an election his/her replacement on the Joint Central Committee will stand down, and the ex- officio candidate will be entitled to cast one vote, except where the replacement seeks election to that same post when the ex-officio member and the replacement shall divide the vote equally, i.e.: half a vote each."

Rule 12(2) - Replace the existing rule with: �The Conference Arrangements Committee shall consist of: -

(a) One member of the Federated ranks, regardless of rank, from each Police Force.

(b) They shall elect from among their members a Chairman and a Secretary.

Provided that members of the Joint Central Committees shall not be members of the Conference Arrangements Committee."

Rule 12(3) - Replace the existing rule with: �The members of the Conference Arrangements Committee shall be elected from among their number by, in each Police Force, members of the Joint Branch Board, regardless of rank.�

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Rule 15(2) - Replace the existing rule with: �Each Branch Board, at their Annual Meeting, shall elect from among the members of that Board, holding the rank of Inspector, Sergeant, or, as the case may be, Constable in the Police Force, 4 delegates to the appropriate Central Conference.�

Rule 15(4) - Delete the existing rule in full.

Rule 17(2) - Replace the existing rule with: �The members of each Central Committee shall be elected by their respective Branch Board. Such elections shall take place at the first meeting of the Branch Board following the triennial Branch Board Elections."

Rule 17(3) - Delete the existing rule in full.

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8. SECRETARY�S CORRESPONDENCE

A letter of thanks was received from an officer for assistance given with a criminal injuries compensation claim.

A letter of thanks was received from �the crew� of the Scottish Raft in the RUC Disabled Police Officers� Association Annual Raft race, for the assistance with raffle ticket sales and donations, confirming that they had raised a total of �8,385.

9.�� ANY OTHER COMPETENT BUSINESS

�� There were no items of competent business.

10.� �� TIME AND DATE OF NEXT MEETING

The next meeting will take place within Police Headquarters, Inverness on Wednesday 6^th December 2000.

�11. �� CLOSURE OF THE MEETING

The Chairman closed the meeting by thanking everyone for their contributions and wished them a safe journey home.

The Chairman was thanked in the customary manner.

JAMES SIMPSON�� JOHN FINNIE

Chairman�� Secretary

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