059/2013 – Delivery of a centralised Exhibits storage facility – 16 July 2013

Executive Summary and recommendation:

Executive Summary and recommendation:
An exhibit* is an item of property which has been seized:

• when necessary for evidential purposes or where known to be or suspected to be the proceeds of crime
  for forensic examination
• for safekeeping – on limited occasions i.e. following a sudden death
• as items are offensive weapons or items used to facilitate crime

*Exhibits have previously been referred to as Property Other Than Found (POTF) within NYP.

West Yorkshire Police Authority and North Yorkshire Police undertook an audit of property between September and December 2011. As part of this review a number of issues were identified with the suitability of the current infrastructure, in particular security of public property. The following recommendations were made:

• That an overall adequacy assessment is required for all locations and recommendations for physical improvements should be submitted to Property & Facilities for consideration. This should take into account security, storage provision (shelving, fridges/freezers, labelling, bulk storage) and should include temporary and sensitive property storage and an access and security assessment.’/li>
• ‘A separate storage facility for ‘outgoing’ property should be established (awaiting collection by the owner or an Officer in Case (OIC)). This should hold numbered shelves for the easy location of property and should support the clear identification of property to be returned to the owner and property to be collected by the OIC.’/li>

A minimum specification was developed covering all aspects of the infrastructure of Exhibits stores (formerly referred to as POTF), this was then utilised when conducting the adequacy assessment across all stores. The works have been prioritised, with a focus on meeting our Health and Safety obligations and ensuring the welfare of our staff.

Appendix B shows the works identified as required to ensure that the Exhibits stores are fit for purpose and that NYP can have confidence that the customers (public) property is secure, easily accessible and remains in the same condition as when it was first received, thereby contributing to the goals within the draft Police and Crime plan of ‘Put people first’, ‘Fit for the future’, ‘More with less’ and ‘Drive justice’.

Although the second recommendation has been achieved through existing budgets, the improvement works required to achieve the recommendations outlined through the adequacy assessments requires additional investment.

Within the Capital and Revenue Development programme funding of £300,000.00 has been assigned for works in relation to Exhibits stores. Approval is sought for the draw down from these funds of £70,000.00 to undertake these works by December 2013 (subject to supplier contract being approved – Appendix C).

Police and Crime Commissioner decision:

Approved

Signature Date 16 July 2013
Title Police & Crime Commissioner for North Yorkshire

Part 1 – Unrestricted facts and advice to the PCC

Introduction and background

West Yorkshire Police Authority and North Yorkshire Police undertook an audit of property between September and December 2011.

As part of this review a number of issues were identified with the suitability of the current infrastructure, in particular security of public property. This was a historical problem which had developed due to limited knowledge and awareness through the lack of a consistent and corporate approach to Exhibits across the estate. Through the audit the following recommendations were made:

• That an overall adequacy assessment is required for all locations and recommendations for improvements should be submitted to Property & Facilities for consideration. This should take into account storage provision (shelving, fridges/freezers, labelling, bulk storage) and should include temporary and sensitive property storage and an access and security assessment.’
• ‘A separate storage facility for ‘outgoing’ property should be established (awaiting collection by the owner or an Officer in Case (OIC)). This should hold numbered shelves for the easy location of property and should support the clear identification of property to be returned to the owner and property to be collected by the OIC.’

A minimum specification was developed and agreed covering all aspects of the infrastructure of Exhibits stores. This was then utilised when conducting the adequacy assessments across all stores, with suggested works being identified for each to meet compliance and improve standards. The works have been prioritised, with a focus on meeting our Health and Safety obligations and ensuring the welfare of our staff.

Although the second recommendation has been achieved through existing budgets, the improvement works required to achieve the recommendations outlined through the adequacy assessments requires additional investment.

Appendix B shows the works identified as required to ensure that the Exhibits stores are fit for purpose and that NYP can have confidence that the customers (public’s) property is secure, easily accessible and remains in the same condition as when it was first received. The effective storage of evidence also supports investigations in achieving the right outcomes. The undertaking of these works will therefore contribute to the goals within the draft Police and Crime plan of ‘Put people first’, ‘Fit for the future’, ‘More with less’ and ‘Drive justice’ .

Internal consultation has taken place with the Functional Delivery Manager, the District Account Managers and local Commanders to inform the planning and approach of these works at each of the sites, to ensure that there will not be a detrimental impact operationally and to colleagues performing their duties. This plan takes account of any interim solutions/processes needed to accommodate property whilst the works are undertaken.

A communications plan has been developed and agreed for each location, ensuring that colleagues are aware of the works and any interim arrangements in place during this timeframe, thereby reducing the impact operationally whilst these works are undertaken.

Matters for consideration

The works identified in conjunction with the delivery of a centralised Exhibits store (Appendix A) will address the infrastructure concerns highlighted through the West Yorkshire Police Authority and North Yorkshire Police audit, ensuring compliance.

There are additional benefits of undertaking these works to the customer (public) in providing fit for purpose facilities for property other than found. Currently the infrastructure does not support items being easily accessible and delays have been experienced in the return of property as a result. There are also occasion’s where the condition of property has deteriorated whilst in the ownership of North Yorkshire Police. It is believed that undertaking these works will assist in resolving the issues being encountered and therefore enhance the customer’s experience.

The security and audit of evidence is paramount in ensuring the success of investigations. There have been occasion’s where evidence has not been admissible in court as the quality of evidence could not be verified. The undertaking of the works identified in Appendix B will assist in mitigating this risk.

A corporate approach to Exhibits has now been established across the force, which has provided a holistic view enabling a standard approach to be adopted. This has ensured that inconsistencies against the minimum specification (now in place) can be identified early and addressed. Training and communications are also underway to improve colleagues knowledge of the processes, procedure and standards to mitigate the risk of the issues re-occurring.

In addition internal control mechanisms are being adopted to ensure that ‘triggers’ are in place to identify potential areas of concern. This is being managed through departmental governance and through the Exhibits Steering group (previously know as the POTF Steering Group). Performance reports are being established to report on compliance against the recommendations on a 3 weekly basis. Monthly audits are also undertaken by Business Administration Services (BAS) which includes ensuring that the facilities are suitable and in accordance with the specification. Should issues be identified then these are escalated through the appropriate governance arrangements including the Exhibits Steering group, Property and Facilities department and Health and Safety colleagues as necessary.

It is the intention that should approval be given that the works will be undertaken by the contractor successfully awarded the Major Works contract (Appendix C)

Other options considered, if any

The following options have been considered:

Do nothing – this option has been rejected as the risks identified within the audit and highlighted within this decision notice would not be addressed. This is not deemed acceptable as the consequence of ‘doing nothing’ would ultimately impact the customer (public). This would not support the goals outlined within the draft Police and Crime plan.

Decrease scope of the works – this option has been rejected as to decrease the scope of works identified in Appendix B being delivered in conjunction with a centralised storage facility would result in North Yorkshire Police not meeting the obligations against the audit recommendations and the service that is required and expected by our customers (public). This would not support the goals outlined in the draft Police and Crime plan.

Increase scope of the works – this option has been rejected as to increase the scope of works identified in Appendix B would not be considered value against public money. The outcomes of the assessment provided in Appendix B will meet North Yorkshires Polices’ obligations outlined in the audit recommendations and enable an enhanced service to the public. To increase the scope of works would not support the goals outlined in the draft Police and Crime plan.

Contribution to Police and Crime Plan outcomes

Put people first, key outcomes – in particular through continuously improving satisfaction levels and confidence in the police and partners to keep us safe.

Fit for the future, key outcomes – in particular through improved facilities.

More with less, key outcomes – in particular through fit for purpose facilities, mitigating the risk of compensation through the inability to locate property and increased resourcing requirements to manage this business area. Therefore contributing towards achieving maximum value and efficiency across the organisation.

Drive justice, key outcomes – in particular through quality of evidence enabling charges and sentences appropriate to the harm inflicted on the victim.

Consultations carried out

Consultation has been undertaken internally with the Functional Delivery Manager, District Account Managers which has considered the views/feedback from customers (public), estate surveyors, operational colleagues including local Commanders and staff associations through North Yorkshire Police governance arrangements. West Yorkshire Police Authority colleagues views have also been taking into consideration through the comments feedback as a result of the audits.

Consultation and confirmation of public views will also be undertaken as part of the decision notice process.

Financial Implications/Value for money

A capital sum of £300,000 is included with the Capital and Revenue Development programme for 2013/14 in anticipation of these works.

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 Force Solicitor & Head of Legal Services is satisfied that this report does not ask the Commissioner to make a decision which would (or would be likely to) give rise to a contravention of the law.

Improvements in the infrastructure for handling third party property may assist in the management of legal risk – specifically the likelihood and impact of claims for conversion and/or Article 1 Protocol 1 ECHR.

Equality Implications

No equality implications as a result of this proposal.