Northern Police Federation

SCOTTISH POLICE FEDERATION

NORTHERN BRANCH

Minutes of the Annual General Meeting held within The Drumossie Hotel, Inverness on Wednesday 2nd and Thursday 3rd March 2005.

1. LIST OF MEMBERS

John Crawford�� Archie Henderson

Derrick Cronie (1st day & am 2nd day) �� John Jones-Davies (Vice Chairman)

D Craig Dale�� Angus MacLeod (1st day & pm 2nd day)

R Alan Drummond (Chairman)�� Alistair McBean

Graeme Ednie�� David Miller

John Finnie (Secretary) �� Donald Ross

Alex Forbes�� Calum Steele (Assistant Secretary)

Alasdair Goskirk�� Darren Williams (Day 2 only)

Hamish Grace

2. APOLOGIES FOR ABSENCE

Peter MacPhee � duty commitments

Callum Scott � duty commitments

Malcolm Taylor � duty commitments

Darren Williams (Day 1 only ) � Police Examinations

3. OPENING OF MEETING

The Chairman opened the Meeting by welcoming everyone present advising of the timetable for the following two days.

�� 4. �ADOPTION OF STANDING ORDERS

�� Standing Orders were formally adopted.�

�� 5. �APPROVAL OF MINUTES OF LAST MEETING

�� The Minutes of the Last Meeting were formally adopted.

6. OFFICE BEARERS FOR SEPARATE BOARDS

Constables� Board�� - Chairman �� Graeme Ednie

- Vice Chairman �� Alistair McBean

- Secretary �� John Finnie

- Assistant Secretary �� Calum Steele

Sergeants� Board�� - Chairman �� John Jones-Davies

�� - Vice Chairman �� Hamish Grace

- Secretary�� Archie Henderson

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- Assistant Secretary�� John Crawford

Inspectors� Board�� - Chairman�� Alan Drummond

�� - Vice Chairman �� Donald Ross

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- Secretary�� David Miller

- Assistant Secretary �� Peter MacPhee

7.�� DELEGATES/ RESERVES TO THE JOINT CENTRAL COMMITTEE

Constables� Central Committee �� Delegate�� - John Finnie

Reserves�� - Calum Steele

�- Graeme Ednie

�- Alistair McBean

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Sergeants� Central Committee� �� Delegate�� - John Jones-Davies

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�� Reserves�� - John Crawford

�� - Alex Forbes

�� - Angus MacLeod

Inspectors� Central Committee �� Delegate�� - Alan Drummond

�� Reserves �� - Derrick Cronie

�� - Donald Ross

- Callum Scott

8.�� DELEGATES/ OBERSERVES TO ANNUAL CONFERENCE

Constables� Board�� Delegates�� - Graeme Ednie

- John Finnie

- Alistair McBean

- Calum Steele��

�� Observers�� - D Craig Dale

- Alasdair Goskirk

�� - Darren Williams

Sergeants� Board�� Delegates �� - John Crawford

�� - Alex Forbes

�� - Archie Henderson

�� - Angus MacLeod

�� Observer�� - Hamish Grace

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�� Inspectors� Board�� Delegates�� - Derrick Cronie

�� - Alan Drummond

�� - Peter MacPhee

�� - David Miller

�� Observer �� - Donald Ross

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9.�� TREASURER�S REPORT AND BALANCE SHEET

The Secretary presented the Voluntary Fund Account which was formally approved.

10.�� MATTERS ARISING

10.1�� Legal Advice / Conduct

The draft Aide Memoir Cards for Authorised Firearms Officers (AFOs), and Federation Representatives dealing with Post-shooting Incidents, is still being discussed with ACPOS.

The Short Life Working Group on Review of Police Conduct Regulations last met on the 10th December.� Ms Jane Irvine�s report has been submitted to the Justice Minister and the outcome is likely to feature in the forthcoming Police Bill.

11.�� POLICE PAY AND CONDITIONS

a. Police Negotiating Board (PNB) Circulars are available @ www.ome.uk.com) �none issued since last meeting� and Scottish Executive Police Circulars @ www.spf.org.uk

b. Removal Allowance

In light of apparent continuing unwillingness by the Force to accept the statutory terms for reimbursement of incidental expenditure, the Secretary advised that he is to hold one final meeting with the Heads of Finance and Asset Management and Human Resources.

In the hopefully unlikely event that consensus cannot be reached as to how to address individual terms, the matter will be referred to the Side Secretaries of the Police Negotiating Board for their views.

All Members should reach agreement with their new Service Unit Manager regarding all costs associated with their transfer prior to the move and prior to incurring expense.�

A Legal Opinion on Crofting Legislation and Relocation has been obtained and indicates that any officer tied into statutory obligations regarding house ownership and Crofting legislation should not be dis-advantaged as a result of having to relocate.

The issue of reimbursement of rental costs associated with relocating has been tasked by the PNB to the Scottish Executive to finalise.� The Secretary is to meet with the General Secretary, the other Staff Associations and the Scottish Executive on 14^th inst to clarify the proposal.

The latest Inland Revenue information on �Removals expenses and benefits� has been published and may be referred to with individual cases.

�� c.�� Pensions

The Secretary advised that regular updates of the considerable work ongoing, not only with regard to the new Police Pension Scheme for entrants after April 2006, but also issues such as part-time and partner benefits is available at www.spf.org.uk

The Meeting AGREED that, in order to avoid the debacle that followed the change to housing emoluments in 1994, that the Secretary write to the Force confirming that our Future Members are being forewarned of this highly significant impending change to their pension arrangements.

�� d.�� Draft On-call Claim�

The Staff Side have now agreed a claim and submitted it to the PNB Federated Ranks Committee. The Official Side is to consider the claim and report back to a future meeting. The essentials of the claim are as follows:

For any period of on-call on a duty day, a daily allowance at the rate of 0.1% of basic pay. [For a constable on pay point 5 this would be �26, for a sergeant on the first pay point this would be �31, for an inspector on the first pay point this would be �40 and for a chief inspector on the first pay point this would be �44.]

For any period of on-call on a weekly rest day, public holiday or free day, a daily allowance at the rate of 0.2% of basic pay. [�53 for a constable on pay point 5, �62 for a sergeant on the first pay point, �80 for an inspector on the first pay point and �88 for a chief inspector on the first pay point.]

Officers should not be required to be on-call on an annual leave day. However, if the situation did arise, a daily allowance at the rate of 0.5% of basic pay. [�132 for a constable on pay point 5, �155 for a sergeant on the first pay point, �199 for an inspector on the first pay point and �220 for a chief inspector on the first pay point.]�

* Please remember that this is only a claim.* (JCC Circular 34/2005 refers)

e.�� Regulations /Determinations

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Regulations and Determinations are now available @ www.northerpolicefederation.com

�� Any Member wishing to access the Members� Section of the national web site can get a user name and password from john.finnie@northernpolicefederation.com or calum.steele@northernpolicefederation.com .

f. FRD �Deployment and Selection Procedure�

As part of the Best Value Review of Human Resources a review of the FRD �Deployment and Selection Procedure� has been ongoing with the Secretary representing the Board.

The proposed changes are available to view via the Force�s global directory.

The Meeting considered that Members� interests were best served if those deliberating on transfers had the most up to date comprehensive information on which to base decisions.

It was AGREED that this information would be highlighted to the Membership and the relevant section of the Draft FRD expanded upon to stress this.

g. Special Priority Payments

The Board�s motion regarding the abolition of the scheme was defeated at the Joint Central Committee (JCC) meeting on 23rd and 24th February.

Whilst widespread concern about the existence, and application, of SPPs continues, thus far, the JCC has not come up with an alternative.

The Meeting noted that when SPPs were introduced it was only agreed payments would be made �til year 2005/2006.

�� h. � Police Officer�s Handbook

The Secretary reported that, as revision and rationalisation of Force Reference Documents (FRD) was to take place, as part of the Best Value Review of People Management, he�d suggested utilising the electronic Regulations and Determinations and, rather than the Force�s application of legislation standing alone in FRD form, the legislation can be displayed in full along with how the Force will respond to it.� When compiled this information will be the Police equivalent of the Support Staff Handbook.

A Guide to Flexible Working for Staff and Managers in the Scottish Police Service is presently the subject of ongoing consultation.� The Assistant Secretary advised the Meeting that the content was more or less a reiteration of the PNB Circular.

The Staff Side of PNB have tendered a CLAIM for Professional Dependent Care which seeks reimbursement should be made to cover the costs of professional dependent care that officers are required to pay as a result of having to remain on duty, being recalled to duty from out of normal hours, being required to begin earlier than anticipated or due to a requirement to attend court at short notice.

The Meeting noted the entry in Force Information Bulletin 8/2005 regarding overnight expenses.

Given some well documented historic difficulties of managerial abuse of a previous similar scheme, the Secretary expressed disappointment that the entry didn�t stress that the decision whether to make their own arrangements was the individual officer�s alone.

As a result of representation regarding widespread confusion surrounding public holidays during the Festive period of 2004, the Head of Operations has invited the Secretary and Assistant Secretary to meet with operational commanders to address Public Holiday and Annual Leave allocation and associated rostering matters.

The Secretary explained that the Force had been very helpful at providing detailed information on officers with regard to Salary Placement on Promotion from Sergeant to Inspector.

The matter was referred to our legal advisors who compiled information regarding all Northern Officers.

The Scottish Executive Justice Department issued Police Circular No 2/2005 and the Secretary is to meet with the Head of Finance to liaise regarding the Force�s compliance.

12.�� HEALTH AND SAFETY

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a. �� Working Time Regulations (WTR) � Workforce Agreement

The existing Workforce Agreement has been renewed for a further twelve months.

Nationally, the SPF has reached agreement on an interim Workforce Agreement to cover officers working at the G8 Summit which awaits ACPOS approval.

It is for each force to reach agreement and, following brief discussion, the Meeting AGREED that when formal agreement is reached at national level, and signed off locally, the same interim Workforce Agreement could be applied to Members not deployed to G8.

The unique nature of the G8 Summit has meant that an Interim Agreement is appropriate, however it will be strictly applied to the period around the Summit.

The Secretary will liaise closely with the new Health and Safety Co-ordinator to ensure appropriate monitoring of the agreement.

Colleagues in Grampian Police are presently liaising with the Scottish Drug Enforcement Agency, on the SPF�s behalf, regarding WTR compliance.

b. �� Inspections

As reported at the last Meeting, in addition to undertaking Workplace Inspections for the Federated Ranks and UNISON, at locations where joint working takes place, a similar formal agreement has been reached with the Transport and General Workers Union.

For a variety of reasons the frequency and range of inspections has dropped in recent years.

The Meeting considered the following issues; the number, location and future training requirement of trained Safety Representatives; the role of the Full-time officials in Inspection process; the role of the Force�s H & S Co-ordinator; the question of joint inspections; arrangements for the notification, and investigation, of accidents, incidents and near misses; any equipment required and the electronic monitoring of WTR, Rostering and Minimum Safe Staffing level compliance and AGREED the foregoing would be the basis of discussion, by the Safety Representatives at their Meeting at the conclusion of this Meeting.

The Scottish Police Federation Safety Forum held its first meeting on 21^st January in Grangemouth. Norman MacLeod, Deputy General Secretary with national responsibility for Health and Safety attended along with health and safety representatives from the eight Branch Boards, including the Secretary and Assistant Secretary.

The meeting proved very fruitful and covered Inspections, Risk Assessment, Training, Accident Investigation, Communication, Central Service Issues, Force Policy, Outside Bodies, Working Time, Safe Staffing Levels, Courts, and H & S Management Systems.

The next meeting is scheduled for September. ��

c. �� Officer Safety Equipment

Following many years of national deliberations and much good work, five of Scotland�s Forces have agreed the same uniform (Strathclyde model � other forces� hat style) with two other forces electing to take a slight variation to the other five.� Only Northern has elected not to change from the existing style.

It is understood that the question of whether the existing uniform was �fit for purpose� was a factor in the move to change and the Meeting AGREED that the Secretary examine this matter further and report back.

13. JOINT BRANCH BOARD CONSTITION

The Assistant Secretary advised the Board that debate on this important issue has tended to focus on� the issue of reform of the electoral system. He has carried out enquiries with the Force�s I.T. Department regarding the possibility of exploring electronic voting by the Force computer system. At this time there is neither the security nor the resources to make this a viable option.

Work continues to be done on the constitution and this will be reported on at the next meeting.

14.� �� GROUP INSURANCES �

The Secretary outlines the following important information;

Norwich Union Critical Illness, Half Pay and Ill-health Retiral Scheme do not extend to cover Members in Iraq or Afghanistan.

Whilst there are no territorial restriction with the Canada Life Group Life Scheme cover is restricted to secondments out with United Kingdom UK) up to 12 months.

In light of the foregoing, and the ever changing world situation, Members are advised to notify the Secretary or Assistant Secretary of any potential work commitments out-with the UK.

Notwithstanding the detailed information already provided on an individual basis to all Scheme Members, as a result of Financial Services Act, henceforth, all new Scheme Members are required to be given �Statement of Demands & Needs� or �Key facts� by the company.

Following the Disaster in the Far East early clarification was received that the Group Travel Scheme was presenting �no problems� as regards travel to Indonesia and Thailand.

The Group Travel Scheme has been extended to include children of a divorced /separated member, normally resident with the other parent, accompanying the member on holiday.

Similarly, the cover will extend to include the children of a member attending university, provided that child is normally resident with the member.

In each case, the dependant child would have to be aged under 21 years.

The Group Legal Expenses Scheme with Capita Assistance will be renewed, from 1st April 2005, for a further twelve months for the existing terms.

In light of Civil Partnership Act 2004, the Broker has been tasked with examining the implications of the Branch�s Schemes with due reference to the definition to be used in the new pensions scheme i.e. �registered civil partner� is a same-sex partner in a legally binding relationship under the Civil Partnership Act 2004.

Both Canada Life and Norwich Union are agreed that the G8 Summit has no implications for the group schemes.

The Norwich Union schemes restrict the maximum liability for terrorism to �1,000,000 and exclude entirely terrorism involving nuclear or chemical or biological or radiological means.� The maximum liability for any one vent is �2,000,000.

15.�� RESETTLEMENT COURSES

Graeme Ednie reported that he had completed research on the content of resettlement courses and, having reported back to the Members who initially raised the subject, understood there to be no interest in changing the format.

16.� �� REIMBURSEMENT OF EXPENSES

The Secretary is to meet with the internal auditor to discuss this mater next week.

17. �� CBRN ISSUES

The Force provided a Nuclear Emergency Risk Assessment which was circulated prior to the Meeting.

The previous Meeting outlined a number of concerns relating to a lack of credible training.� The Assessment provided did not fully meet the needs of the work activity and the Meeting AGREED to seek further clarification.

18. �� G8 SUMMIT

Provisions for some form of additional compensation for Inspecting Ranks, similar to those at Kamp Van Zeist, continue to be explored, however, prospects of success are not high with the view from some official quarters that Bonus Payments could be used to address this matter.

The Assistant Secretary gave a verbal update on progress with the planning intimating that all officers will be kept fully appraised of developments by the Force.

19. �� ISLAND GAMES

Darren Williams advised that matters are progressing without major difficulties with Officers to work in Shetland already identified.

20.� �� JBB OFFICE ADMINISTRATION

As agreed at the last Meeting all of the Branch Board�s computerised data is now stored off-site in a centrally held server within the national organisation�s premises in Glasgow.

Hard copies of documents will be scanned into this system in the very near future and, henceforth, paper copies will be kept to an absolute minimum.

21.� �� ANNUAL CONFERENCE

a. Conference Arrangements Committee (CAC)

Derrick Cronie, the Board�s Representative on the CAC, reported on the Committee�s work.

b. Motions

The Meeting discussed all motions tendered for Joint and Separate Conferences.��