STAFFORDSHIRE & WEST MIDLANDS PROBATION TRUST
Minutes of a Meeting held at Probation Headquarters,
1 Victoria Square, Birmingham on Tuesday
6 December 2011 at 10am
PRESENT: Dr A Harrison (Chair)(In the Chair)
Mr K James, Mr T Johnson, Prof H Kemshall,
Mr P Singh, Miss M Stevenson and Mrs B Thomas
HH Judge R Orme – Adviser (part)
IN ATTENDANCE:
Mr A Barr - Director of Finance
Dr G Bates - Director of Operations
Ms C Holland - Director of Executive Services
Mr P Grafton - Trust Solicitor & Head of Governance
Ms A Beckford - Deputy Head of Public Protection (part)
Ms K West - SPO (Part)
Ms A Bell - Head of PR and Communications (part)
Mr S Gill - Head of Business Transformation (part)
Mr R Green - Head of Complaints and Investigations (part)
Mr D Knott - HR Business Partner (part)
Ms P Whelan - Head of Diversity (part)
Mrs K Corfield - Trust Administrator
BY INVITATION: Mr D Gadhu - SPO
APOLOGIES: Mr M Maiden and Mr J Ryan
2979 / DECLARATIONS OF INTERESTNo declarations of interest were received. / 2979
2980 / MINUTES
The minutes of the meeting held on 1 November 2011, copies having been circulated to members, were approved as a correct record and signed by the Chair.
Report of the Chief Executive – Minute no. 2959
Due to the absence of the Chief Executive, a presentation on strategic partnerships would be made to the Board at its January meeting.
Strike Action
The Director of Executive Services provided members with details of how the strike held on 30th November 2011 had affected the Trust. 27% of the Trust’s workforce had taken strike action on that day. All aspects of the Trust’s work had continued with few cancellations. Some residual tensions amongst staff remained following the strike. An additional amount of admin work had arisen as a result of the strike action.
The Chair expressed his appreciation to all staff members who came into work on the day of the strike. / 2980
2981 / ACTION LOG (MINUTES OF THE BOARD HELD ON 1 NOVEMBER 2011)
An Action Log was submitted (Document Interleaved No. 1).
RESOLVED:
THAT the contents of the Action Log be noted. / 2981
2982 / REPORT OF THE CHIEF EXECUTIVE
A report of the Chief Executive was submitted. (Document Interleaved No. 2).
On referring to paragraph 4.2 of the foregoing report, the Director of Finance reported that senior managers were still questioning the suggested relocation of the Trust’s Head Office to St. Phillip’s Place. NOMS and the Ministry of Justice had again been challenged regarding the comparative costings and had now conceded that they were in fact incorrect.
RESOLVED: THAT:-
a) the information contained in the foregoing report be noted.
b) the Board’s assurance that issues contained in the foregoing report were being progressed satisfactorily be recorded. / 2982
2983 / OPERATIONS – PERFORMANCE AND DEVELOPMENTS
A report of the Director of Operations was submitted. (Document Interleaved No. 3).
Members were informed that a fire had been started deliberately at the Probation Office in Walsall during the early hours of 1st December 2011. It was noted that the police were investigating the fire . Fire doors had contained the fire but the computer connections for the building had been destroyed. Repairs would be carried out under the NOMS insurance policy and it was anticipated that the building would be ready for reoccupation in February 2012. The displaced Walsall staff had received excellent treatment at this time from amongst others, the IT Department, Property and Estates Department and neighbouring LDUs. The Board expressed its appreciation to all concerned for their professional and calm approach at such a difficult time.
The Director of Operations reported that the October performance figures had been mixed and somewhat disappointing.
During consideration of the attachment on court liaison in the area, the Director of Operations recorded his appreciation to the former Secretary to the Board and Director of Legal Services for his great support and contacts he created in relation to the legal work of the Trust.
Members were informed of NOMS’ proposals to change tiering levels quite radically as cases would be tiered based on the likelihood of harm and the risk of reoffending.
On considering the overview of court liaison arrangements, a member commented that there was an absence of information regarding liaison with judges and district judges in the area and asked that this be remedied. In addition, officers were requested to circulate the amended information on court liaison arrangements locally.
Following a request from a member, the Director of Operations undertook to submit details of GP Services provision to individual approved premises to the next Board meeting. In addition, further information would be provided on the mental health awareness training package to members at the next meeting of the Board.
RESOLVED:
THAT:
a) the Board’s assurance with performance levels and work being undertaken in order to improve performance be noted.
b) the Board’s assurance with the current year’s Innovations Project progress be noted.
c) the Board’s assurance with current court liaison arrangements be noted.
d) the court liaison information be updated to include district judges and judges and then the information be circulated locally.
e) information on the provision of GP services to approved premises and the mental health awareness training package, used by the Trust, be submitted to the Board in January. / 2983
2984 / THE WORK OF SECONDED PROBATION STAFF IN PRISONS
A report of the Deputy Head of Public Protection was submitted and a document headed “Probations and Prisons Map” was tabled. (Documents Interleaved Nos. 4 & 5).
Ms. Beckford presented her report on the work of seconded probation staff in prisons within the area to the Board. Members were informed that the Trust’s staff seconded to prisons were accountable to both the Trust and to the prison itself. It was noted that there were mobility issues for some staff in prisons which were outside the control of the Trust.
Members were presented with a case study by Ms K West, SPO at Dovegate Prison.
It was noted that working alongside G4S and Serco in prisons had proved to be a fairly positive experience for the seconded probation staff.
RESOLVED:
THAT the Board’s assurance with the work of Probation staff seconded to prisons in the area and the strategic approach to engagement with local prisons be noted.
[Ms A Beckford and Ms K West left the meeting. Ms A Bell, Mr D Knott, Mr R Green, Mr S Gill and Ms P Whelan joined the meeting] / 2984
2985 / PERFORMANCE REPORT – FINANCE, IT and HEALTH & SAFETY
A report of the Director of Finance was submitted (Document Interleaved No. 6).
During consideration of health and safety within the Trust, members raised queries in relation to RIDDOR legislation and health and safety acts. Mrs Thomas would raise the issue at the next meeting of the Health and Safety Committee as the Board’s representative and the matter would subsequently be reported to the Board.
RESOLVED:
THAT the Board’s assurance in relation to the Trust’s financial position at the end of October 2011, the Information Technology update and the Health and Safety update for October 2011 be noted. / 2985
2986 / FOCUS ON EXECUTIVE SERVICES
A report of the Director of Executive Services and a legal SWOT analysis were tabled. (Documents Interleaved Nos. 7 and 8)
The Director of Executive Services informed members of the additions to the Executive Services Directorate and detailed its current key areas of work.
The Trust Solicitor/Head of Governance presented the legal SWOT analysis to the members.
The Head of Complaints and Investigations detailed the extent of disciplinary, grievance, harassment and bullying cases within the Trust.
In relation to the completion of appraisals, it was noted that those outstanding in the IT Department and Treasurers were now complete but otherwise there had been little movement. This was considered to be an unsatisfactory state of affairs by senior managers and the Chief Executive was to meet with the managers concerned.
RESOLVED:
THAT:
a) the information contained in the foregoing report providing a general overview of changes within the Executive Services directorate and providing an update on specific developments be noted.
b) appraisals be included in the internal audit plan for 2012/13. / 2986
2987 / STRUCTURE REVIEWS: THE SWM WAY
A report of the Head of Business Transformation was submitted. (Document Interleaved No 9).
RESOLVED:
THAT the Board’s assurance that structure reviews and other major change programmes within the Trust were well managed, in accordance with agreed principles and best practice as set out in “Structure Reviews: the SWM Way”, be noted.
[His Honour Judge Orme, Mr S Gill, Mr R Green and Mr D Knott left the meeting.] / 2987
2988 / HR PERFORMANCE REPORT
A report of the HR Business Partner was submitted. (Document Interleaved No. 10).
During consideration of the workforce information for October 2011, it was noted that the target ratio for POs to PSOs was 2:3.
RESOLVED:
THAT:
a) the performance on attendance be noted.
b) the Board’s assurance that appropriate actions were being taken in order to control and further reduce sickness absence be noted.
c) the information contained in the Workforce Information report be noted.
d) the Board’s assurance that the Trust was taking adequate steps to pro-actively manage its workforce be noted. / 2988
2989 / HR POLICY HARMONISATION
A report of the Director of Executive Services was submitted. (Document Interleaved No. 11).
The action of the Chair in approving the following policies be noted and approved:
a) Working without a default retirement age
b) Procedures to be followed in evaluating and grading new and existing jobs which have substantially changed since completion of the Job Evaluation exercise in October 2006.
c) Closed circuit television (CCTV) Policy
d) Grievance Policy
e) Flexi Scheme Policy
f) Harassment Policy / 2989
2990 / DIVERSITY GENERAL
A report of the Head of Diversity was submitted. (Document Interleaved No. 12).
It was noted that very positive feedback had been received in relation to the language service provision by The Big Word. Members queried whether there was inappropriate use of the provision and the Head of Diversity undertook to establish whether this was the case and if so what action would be taken.
The issue of accessibility to all staff to prisons was raised and the Head of Diversity agreed to consult Ms Beckford in relation to this matter.
RESOLVED:
THAT the contents of the foregoing report providing an update on Equality and Diversity developments across the Trust be noted.
[Ms P Whelan left the meeting] / 2990
2991 / DATA PROTECTION AND FREEDOM OF INFORMATION
A report of the DPA/FOI officer was submitted. (Document Interleaved No 13).
RESOLVED:-
THAT the information contained in the foregoing report regarding issues under the Data Protection and Freedom of Information Act be noted. / 2991
2992 / USING SOCIAL MEDIA
A report of the Head of PR and Communications was submitted. (Document Interleaved No 14).
The Head of PR and Communications explained the full range of social media in use by the Trust and members were invited to call Ms Bell should they wish to see the various forms of social media in action.
The Director of Operations expressed his disappointment in relation to the take up of workbooks accessible via social media by offenders. He was concerned that offenders were unaware of this development and wanted offenders to take advantage of the facilities available. It was agreed that the Director of Operations would obtain details of the take up for each LDU and details would be provided to the Board at its next meeting.
RESOLVED: THAT:-
a) the progress made in the Trust’s use of social media be noted.
b) information on the take up via information technology of workbooks , accessed by social media , by offenders in each LDU be provided to the Board by the Director of Operations in January.
( Ms A Bell left the meeting .) / 2992
2993 / LEADERSHIP ACADEMY
A report of the Director of Executive Services was submitted. (Document Interleaved No 15).
Members were informed that comments made at the Task and Finish Group on the Leadership Academy had been taken into account. A more detailed report was available which would be shared with members when appropriate. It was planned that the Leadership Academy would be embedded into the Trust’s appraisal process in due course.
RESOLVED:-
THAT the information contained in the foregoing report on the development of the Leadership Academy be noted. / 2993
2994 / TASK AND FINISH GROUP – PbR – 13 DECEMBER 2011
The Director of Executive Services reported orally that this meeting would take place.
RESOLVED:
THAT a Task and Finish Group – PbR – be held on 13 December 2011 / 2994
2995 / COMMITTEE MINUTES
AUDIT COMMITTEE MINUTES – 8 NOVEMBER 2011
The minutes of the meeting of the Audit Committee held on 8 November 2011 were submitted. (Document Interleaved No 16).
Business Risk Management
RESOLVED: that the updated Strategic Risk Summary be approved.
RESOLVED: that the minutes of the meeting of the Audit Committee held on 8 November 2011 be received and approved. / 2995
2996 / CHAIRS’ ITEMS
The Chair reported that Dr S Goode had been replaced by Ms S Taylor as Contracts Manager to the Trust. The Chair expressed his appreciation to Dr Goode for his cooperation whilst in the post of Contracts Manager. / 2996
[The meeting closed at 2.04pm]
CHAIR DATE