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030/2014: Continuance of Shared Provision of Commissioner’s Chief Finance Officer – 12 February 2015

Executive Summary and recommendation:

This decision notice relates to the arrangements for the provision of Chief Finance Officer (CFO) services to the Commissioner.  In July 2014 the Commissioner engaged  in a collaboration agreement with the Police and Crime Commissioner for Cleveland in relation to the provision of CFO services until 31 March 2015 (Decision Notice 019/2014).

The collaboration agreement for the shared provision of CFO services required a review of the effectiveness of the arrangements for shared provision.  This review has been undertaken on behalf of Commissioners and has resulted in a recommendation for future service provision.

It is recommended that the Commissioner engage in a supplementary collaboration agreement with the Police and Crime Commissioner for Cleveland to continue with the shared CFO service provision until 31 March 2018.

Police and Crime Commissioner decision: Approved

Signature: signature
Date: 12 February 2015
Title: Police and Crime Commissioner


Part 1 – Unrestricted facts and advice to the PCC

  1. Introduction and background

This decision notice relates to the arrangements for the provision of Chief Finance Officer (CFO) services to the Commissioner.  In July 2014 the Commissioner engaged  in a collaboration agreement with the Police and Crime Commissioner for Cleveland in relation to the provision of CFO services until 31 March 2015 (Decision Notice 019/2014).  This decision notice proposes the continuance of the joint provision of CFO services.

  1. Matters for consideration

The collaboration agreement for the shared provision of CFO services required a review of the effectiveness of the arrangements for shared provision.  This review has been undertaken on behalf of Commissioners and has resulted in a recommendation for future service provision.

The review of effectiveness was undertaken and included consideration of the factors listed below:

  • The time allocation of each of the Commissioner’s CFO, the Chief Constables CFO and the Interim Head of Organisation and Development.  The time allocation of the Interim Head of Organisation and Development was considered on account of the fact that Commissioners CFO provision was previously included in this role prior to the commencement of the shared arrangement.
  • Consultation with key stakeholders in order to consider the detail of factors including availability, contribution, information sharing, ability to provide joint advice and the impact of the joint provision arrangement on other roles.  Colleagues consulted included Commissioners, Chief Executive Officer to PCC for North Yorkshire, Chief of Staff for Cleveland PCC, Chief Constable of North Yorkshire Police, CFO for the Chief Constable of North Yorkshire Police and the Commissioners’ CFO.
  • Consideration of the experience of the shared arrangement from a public interest and conflict of interest perspective.

The findings of the review are that the shared provision arrangement has operated effectively.  It is accepted that there is real benefit for the Commissioner in North Yorkshire of having access to an individual with responsibility for consideration of financial matters.  The shared provision arrangement has also provided additional capacity to review existing practices and share learning from both organisations.  In addition there has been increased value and efficiency derived from the arrangement through the sharing of information from briefings and assessments.

Careful consideration was given to public interest and the potential for conflict of interest when acting for both Commissioners.  The outcome of the review was that the arrangement has not given rise to significant conflict of interest issues.  In addition where they might notionally arise, as an experienced statutory officer aware of the need to act in the public interest, the CFO has indicated that he would consider how best the public interest might be served by particular actions or advice and would advise each Commissioner accordingly.

On the strength of the assessment it is recommended that the Commissioner continue with the collaborative joint arrangement the Police and Crime Commissioner for Cleveland on the existing terms as they relate to time allocation and funding.  Stability and certainty will be provided by agreeing to continue the arrangement for three years from 1 April 2015 to 31 March 2018.  To give effect to this recommendation it is recommended that the Commissioner engage in a supplementary collaboration agreement with the Police and Crime Commissioner for Cleveland.  The supplementary collaboration agreement is available at  Appendix A – Supplementary Collaboration Agreement for the Provision of Chief Finance officer Services.  The original collaboration agreement is attached at Appendix B – July 2014 Collaboration Agreement for the Provision of Chief Finance Officer Services.

  1. Other options considered, if any

The conclusions of the review of the shared provision were that the current arrangement was effective.  On that basis no other options have been considered.

  1. Contribution to Police and Crime Plan outcomes

By acting on the recommendations of this report the Commissioner will be enabling the first corporate priority of “Transforming the Organisation” by exploiting focused collaboration opportunities.

  1. Consultations carried out

Consultation was carried out with the Police and Crime Commissioner for North Yorkshire, the Police and Crime Commissioner for Cleveland, Chief Executive Officer to PCC for North Yorkshire, Chief of Staff for Cleveland PCC, Chief Constable of North Yorkshire Police, CFO for the Chief Constable of North Yorkshire Police and the Commissioners’ CFO.

  1. Financial Implications/Value for money

Chief Constables Chief Finance Officer Comments

There is adequate budget provision within the current draft of the 2015/16 budget for the costs associated with this arrangement.

  1. Legal Implications

Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Acting Force Solicitor and Head of Legal Services is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.  Any possible conflict issues have been considered above. 

  1. Equality Implications

There are no Equality Implications arising from this decision notice.

  1. Human Resources Implications

It is noted that this is an extension to previous interim arrangements that commenced from July 2014 to the present time.  Also that consultation has taken place with key stakeholders as part of a review of effectiveness of these arrangements.  Given the results of this review the proposal is made that the original collaborative agreement is extended through a supplementary agreement from April 2015 for 3 further years.   The proposal makes reference to the consideration of the impact of this proposal on other interdependent roles, in particular the CC CFO.  It is therefore recommended that a review of these interdependent workloads and practices continues throughout the 3 years to ensure the avoidance of a disproportionate distribution of workloads.   The funding requirements detailed in the original collaboration agreement cite 40% of salary for 2 days work payable with the addition of reasonable travel and out of pocket expenses, it is therefore assumed this is for 2 days of compressed hours as the CFO does not work Fridays.  It is perhaps possible to include the number of working hours within the supplementary agreement for ease of clarity.   The original Head of Organisation and Development role, previously also had responsibility for discharging the CFO services detailed within this proposal.  This Head of Organisation and Development role has also been temporarily backfilled on a full time basis therefore it is unclear how this joint funded role of CFO and the interim role are both funded.

Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted.  Information in Part 2 will not be published.


Part 2

Is there a Part 2 to this Notice –NO


Originating Officer Declaration

Author name:       Donald Stone

Collar number:     5812

 

  Name      (Collar Number) Date of completion (√)
Head of Departmenthas reviewed the request and is satisfied that it is correct and consistent with the NYPCC’s plans and priorities. Maria Earles006825 29 Jan 2015
Legal AdviceLegal advice has been sought on this proposal and is considered not to expose the PCC to risk of legal challenge or such risk is outlined in Part 1 or Part 2 of this Notice. Jane Wintermeyer003840 5 Feb 2015
Financial AdviceThe CC CFO has been consulted on this proposal, for which budgetary provision already exists or is to be made in accordance with Part 1 or Part 2 of this Notice. Jane Palmer 004364 4 Feb 2015
Equalities AdviceEither there is considered to be minimal impact or the impact is outlined in Part1 or Part2 of this Notice.  Author to complete as Equalities matters are mainstreamed within departments. Donald Stone 

(5812)

28 January 2015
HR AdviceHR advice has been sought in relation to any people related matters Rosie Holmes (004647) 4 February 2015

 

I confirm that all the above advice has been sought and received and I am satisfied that this is an appropriate request to be submitted for a decisionSignature      Donald Stone                                                                Date 5 February 2015

 

 

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