Minutes of the Annual
General Meeting held at Beaufort Hotel, Inverness on 28th February and 1st
March 2001.
1. MEMBERS
PRESENT
Murdo Cameron Graeme
Ednie
Derrick Cronie John
Finnie (Secretary)
David Ross (Asst Secretary) John
Darcy (V/Chairman)
John Jones-Davies James Simpson
(Chairman)
Alan Drummond John
MacDonald
Mairi Steel Reay
MacKay
2. APOLOGIES FOR ABSENCE
Murdo Fraser, Alan Heath, Alistair McBean, George
MacDonald and Nigel Stafford all due to duty commitments.
3. OPENING OF MEETING
The Chairman opened the meeting by welcoming everyone
present, particularly Mairi Steel, newly elected Constables' Representative for
Ross, Cromarty and Skye.
Inviting everyone to play an active part in
discussions, the Chairman expressed disappointment at the poor turnout for such
an important meeting. He added that, as
a result of no-one putting themselves forward for election as the Sergeants'
Representative for Headquarters and Inverness, the Board was now running with
two vacancies and this simply compounded difficulties in securing as wide a
representation as possible at meetings.
4. DELEGATES AND RESERVES TO JOINT CENTRAL COMMITTEE
Constables:
1. John Finnie 2. David
Ross 3. Jimmy Simpson 4. Reay MacKay
Sergeants:
1. John Jones-Davies 2. Derrick
Cronie 3. Alan Heath 4. Murdo Fraser
Inspectors:
1. George MacDonald 2. Alan
Drummond 3. Nigel Stafford 4. John Darcy
5. DELEGATES TO ANNUAL CONFERENCE
Constables: Murdo Cameron,
John Finnie, David Ross and Jimmy Simpson
Sergeants: Derrick Cronie, Murdo Fraser, John
Jones-Davies and Alan Heath
Inspectors: John Darcy,
Alan Drummond, John MacDonald and Nigel Stafford
OBSERVERS TO ANNUAL CONFERENCE
Graeme Ednie, Reay Mackay, Alistair McBean and Mairi
Steel
6. ADOPTION OF STANDING ORDERS
Proposed by Derrick Cronie and seconded by Murdo Cameron
7. APPROVAL OF MINUTES OF LAST MEETING
Proposed by John Darcy and seconded by Murdo Cameron
8. TREASURER'S
REPORT AND BALANCE SHEET
The Voluntary
Fund Account, duly certified by the Board's Accountants, was circulated to all
Members. The Treasurer reported on
various individual items within the accounts following which David Ross
proposed, and John Jones-Davies seconded, adoption of the Accounts.
The Treasurer
advised that, in line with agreed procedures, contributions to the Central Fund
for the forthcoming year will rise proportional to expenditure during the last
year and, with effect from 1st April, will rise by 9 pence per Member per
week. The Membership will be informed
of the change via the Force Information Bulletin. There will be no increase in local contributions.
9. MATTERS
ARISING
9.1 Legal Advice/Assistance
1. Ongoing
Legal Cases
There
are presently 16 cases on-going with two satisfactory settlements since the
last meeting.
The
Secretary commended the monthly "Legal Update" kindly provided
by Messrs Levy & McRae and circulated to the Board's Equality and Fairness
Advisors. Items of more general
interests would be given a wider circulation.
2. Discipline/Misconduct
As a result
of an officer's acquittal and total vindication at Inverness Sheriff Court the
Assistant Secretary wrote the T/Deputy Chief Constable and local Procurator
Fiscal drawing their attention to the Sheriff's statement that two Crown
witnesses had made malicious complaints, seeking their support for the Regional
Procurator to institute proceedings.
Although positive responses were received from both individuals, past
experience would suggest it's unlikely that the individuals will be acted
against.
The Initial
Submission from the Scottish Police Federation to the Scottish Parliament
Justice and Home Affairs Committee on 6th December, based on the JCC's evidence
to the HMIC Thematic Inspection on Complaints, has been circulated to all
Representatives.
Although the
Committee had sought evidence on 'Self-regulation' which is much wider than
merely complaints against the police, it was complaints they focused on. The Committee's investigation is separate
from the proposed examination of an independent element in the complaints
announced by the Minister of Justice.
RETAIN
9.2 Police
Properties/Housing
Discussion took place on recent difficulties regarding
the standard and financing of maintenance and decanting arrangements
from police properties. The Secretary
stated he would liaise with the Head of Finance and Asset Management regarding
these matters.
Concerns were expressed regarding financial
difficulties for officers younger in service attempting to secure property
in the Inverness area. A Member
stated that many officers joining the Service were taking a cut in salary and
when set aside the particular inflated state of the housing market and the fact
that police housing was not being made available to non-Qualifying Constables
in Inverness the cumulative effect was that Command Area was loosing "non
entitled" officers to other areas of the Force whilst these officer where
housing was available. The meeting
considered this was a particular localised problem and the Assistant Secretary
advised that he would seek a meeting with the Area Commander and local representatives
to discuss this matter and particularly the question of sale of vacant
police houses in Inverness.
RETAIN
9.3 Criminal Injuries Compensation
There
are presently 10 claims being progressed two of which are the subject of legal
assistance
and two cases have been completed since the last meeting.
RETAIN
9.4 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
Clarification
was sought on the postponement, from 1st February to 1st April of the original
"go-live" date for the new package of officer safety equipment and
the response received that the delay was "due to the supplier being unable
to deliver all components on time".
The Chief Constable has stipulated that the uniform start date of 1st
April will apply across the Force.
Members
have expressed some concern that, having been trained and having all the
necessary equipment at stations, it was being stored rather than issued.
The
question of the appropriate storage of the protective vests has
been addressed by the Force.
RETAIN
2. Grievance
Procedure
The
Board's motion on Grievance Procedures passed at last year's Annual Conference
has not been progressed beyond Standing Committee stage and the Secretary has
contacted the General Secretary and the matter will be progressed at the next
JCC.
The meeting await sight of a copy of the report
compiled by Head of Administration and the Secretary agreed to raise the matter
directly with the Chief Constable.
RETAIN
3. Stress
As agreed at the previous meeting, the Secretary
contacted the T/Deputy Chief Constable regarding non-compliance with the Force
Reference Document regarding "stress risk assessments". Issues regarding the Guidance given those
charged with compilation have arisen and are to be discussed at the
forth-coming next meeting of the Human Resources Practitioner Group.
The recent Operations Service Group decide to secure a
professional source for the provision of critical incident stress debriefing
which, when in place, all staff will have non-compulsory access to. Training for supervisory staff in
recognising the symptoms is also under consideration.
The Branch Board are solely responsible for the
provision to all Federated Officers of a "Stress Counselling Helpline",
staffed by professionals, 24 hours a day, 365 days a year. (Telephone Number
08705-23499)
RETAIN
9.5 Police
Pay and Conditions
Bulletins were
issued in December and January updating the Membership
on developments
with regard to the "Pay Claim" and Regional Allowance.
The Secretary reminded the meeting that the Scottish
Police Federation had a
policy on National Collective Bargaining and it
was the view of the Constables'
Branch Board that the Staff Side of the Police
Negotiating Board's acceptance of
additional monies in respect of an exclusive deal for
officers in the South East of
England breached that policy.
The meeting agreed the Secretary write to the General Secretary
in the strongest terms advising him of the Board's disquiet with their PNB
Negotiators on this matter, the Board's concern at the disregard for agreed
policy and reminding Representatives that their principal role at PNB would be
as Representatives of the Scottish Police Federation.
The Secretary advised that he would raise the Board's
concerns at the forthcoming meeting of the Joint Central Committee and report
back.
The Secretary advised the meeting that a Draft
Revised PNB Constitution had been
Received which it's hoped the Side Secretaries can
agree on 22nd March with full
ratification on 4th April 2001.
Following a query from a Member regarding a delay in payment
of expenses the
Secretary contacted Mrs Smith, Head of Finance and
Asset Management who advised
that a Service Level Agreement is being drawn up
between the Force and Highland
Council.
"If all claims are submitted with the appropriate approvals and
supporting
vouchers, the average turn-around by Highland Council
is 8-10 days" with a further 2-3
days for the cheque.
On occasions, dependant on the complexity of the issues some
removal payments may require clarification which can
add to delays.
1. Pensions
The
Secretary advised the meeting of the Equitable Life Assurance Society
announcement on Friday 8 December that it would stop writing new business with
immediate effect. The Equitable Life is
the sole provider of Additional Voluntary Contributions (AVCs) under the
Police Pensions Scheme.
Although
the Home Office provided guidance on the subject, the Secretary established
that the Scottish Public Pension Agency failed to do the same and, when
contacted, intimated it was "not
proposing to issue a Scottish document at the moment"
Officers
with AVCs have been contacted directly and any officer requiring further
information can obtain a "Frequently asked questions" or "Client
Information Sheet" from the federation Office.
2. Police
Negotiating Board (PNB)
a) Minutes
- None
b) Circulars: 01/01 "Pay for the Deputy Commissioner
and Assistant Commissioners in the Metropolitan Police"
3. Legislation
Scottish Executive Circular 1/2001 - "Sexual
Offences (Amendment) Act 2000:
Commencement
of Scottish Provisions"
Race Relations (Amendment) Act 2000 - "How it
will affect the Police Service in Scotland"
4. Consultation
Documents
"Convention Rights (Compliance) (Scotland)
Bill"- SPF response submitted by
General
Secretary
Copies
of the HMCIC Report - "Without Prejudice" the "Scottish
Strategy for
Victims"
and "the Justice Department Action Plan" are available from the
Federation
Office.
5. Police Removals - Regulation 47
Following
a meeting between the Head of Finance and Asset Management, the
Head
of Human Resources, the Secretary and Assistant Secretary Guidance -
Relocation
Expenses on NoW has
been revised and fully agreed. However,
not
all officers have access to this information, and as
many aspects remain
complicated,
officers should therefore not hesitate to contact the Federation Office
for
advice PRIOR to agreeing any arrangements.
The
question of retention of original receipts was raised with the Head of
Finance
and Asset Management who advises that "Financial guidelines, audit
requirements
Customs and Excise and Inland Revenue all require the Force to
have the original receipt attached to a claim. Notwithstanding the foregoing, any
officer
encountering difficulty with a guarantee can have the original receipt
returned
upon application to the Finance and Asset Management Unit.
RETAIN
9.6 Force Personnel Policies
As
agreed at the previous meeting, the Secretary wrote the Chief Constable
regarding the Auditing of Policies and a reply is awaited.
Members remained dissatisfied with the absence of a
response to the concerns raised in the letter in question, particularly those
regarding Force Welfare Officer. The
meeting believed that some form of temporary cover for the Force Welfare
Officer should be pout in place cover.
The Chairman stated that he would arrange an early meeting with Mr
Robertson to address matters the foregoing matters.
The Secretary compiled
papers on "Residential Training Courses- Rostering of Duties and
Reimbursement of Travel Costs for Returning Home While Attending Residential
Training Courses". The content
was adopted in full by the HR Practitioner Group meeting on 22nd February and
will be included in Guidance notes provided to all attendees. The Secretary advised of his intention to
include the information in the next Bulletin.
Members discussed the content of the communication
officers receive on retirement and, whilst acknowledging it was an
improvement on previous "letters", considered that the letter could
be more personalised. The Secretary
agreed to raise the matter with the Head of Human Resources and report back.
Members,
aware of the fact that the Force is presently "38 Officers short",
discussed the present state of recruitment within the Force and the
implications the present "crisis in recruiting officers" is having on
operational policing.
Members
reported that colleagues were tired of working additional hours to compensate
for short-falls in the number of front-line officers available for
deployment.
The
Chairman stated that he would highlight the meeting's concerns to the Chief
Constable whilst the Assistant Secretary, who has been involved with the
Recruitment Process in recent time stated he would meet with the Head of Human
Resources to discuss Members' concerns and report back.
RETAIN
9.7 Health
and Safety
1. Inspections
The Chairman advised that a further round of
Inspections had taken place with a noticeable and welcome decrease in problems
encountered.
Inspections by the Board's Health and Safety
Representatives reported varying degrees of compliance with the legislation
regarding the Maintenance of Portable Electrical Equipment. The meeting agreed that the purchase of a
multi-meter and the provision of suitable training address this matter and the
Secretary agreed to raise the issue with the Force's Health, safety and
Welfare Manager.
The Assistant Secretary reported that during the
course of a recent Inspection a substantial work was found to be ongoing within
the Cell-Block area containing several prisoners. As a result of the Assistant Secretary's representations, work
was halted and prisoners transferred from that area. Agreed work practices had not been followed and appropriate
safety measures were subsequently put in place. The Branch Board had not been formally advised of this work and
the Force have been reminded of their statutory requirement to advise
"in good time" of any such "changes in the workplace".
2. Organisation
The Secretary had circulated to Representatives the
entry "Accident and Incident
Reporting", placed in Force Information Bulletin 04/01 by
the Health,
Safety and Welfare Manager, requesting they
ensure local compliance.
The
Chairman reminded all Representatives of the need to ensure that "Health
and Safety" was a standing item on all Service Unit Management meeting
agendas with further consideration centrally at the Human Resources
Practitioner Group, if necessary.
The
Assistant Secretary advised that the next meeting of the Health and Safety
Steering Group is scheduled for 20th March 2001.
3. Consultation
Health
and safety Commission Consultative Document; Health and Safety
Responsibility of Directors has been responded to.
4. Risk
Assessments/Staffing Levels
The Head
of Operations held discussions regarding the requirement for the Risk
Assessments
detailing minimum safe staffing levels with all Area Commanders
during
their Performance Reviews.
Chief Superintendent McGhee will have all Assessments
by 16th March and,
following
discussions with the Board, it is hoped
to have them operating by April.
As
agreed at the pervious meeting, the Secretary wrote to the T/Deputy Chief
Constable
regarding the implications for the Force of the level of time off in
lieu of additional hours worked (t.o.i.l.) which has been accumulated.
The
issue is being addressed in some Areas by officers being paid and, whilst
there is
no question that officers will no longer be able to opt for t.o.i.l,
it seems
likely that stricter control will be maintained of total hours accrued as, in
financial
terms, t.o.i.l. is considered as a potential "financial liability"
which
requires
to be accounted for.
Members
expressed concern that monies used to "buy back" hours taken as
t.o.i.l.
could, and should, have been used to engage the services of additional
officers
thereby reducing stress, sickness and call-outs. The meeting felt it
incumbent
to record the widely held perception that there is no concern for front
-line
officers, excessive monies remain at Headquarters and, fuelled by
comments
at the most recent Operations Service Group, Police Service Units at
Headquarters
are "empire building" unchecked by those with whom they have
Service Level Agreements.
The
Secretary advised that he and the Chairman would convey theses sentiments
directly
to the Chief Constable.
The next
meeting of the Safety Steering Group will consider the Revision
/Updating of the Force's Generic Risk
Assessments.
Other issues
which are being progressed include; the Installation of Audible
Warning
Instruments to All Police Vehicles, Oil Rigs-Risk Assessment, Risk
Assessment
regarding Beat Officers Attending Firearms Incidents and
