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1 Freedom of Information Act MPS Publication Scheme Protective Marking Publication Scheme Y/N Title Version 1 Summary (B)OCU or Unit, Directorate Not protectively marked Created 22 April 2013 Review 22 April 2015 Y Resources Board - Operational minutes. Note of meeting held on 22 April 2013 Note of Resources Board - Operational meeting held on 22 April 2013 Director of Resources Private Office, Resources Directorate

2 RESOURCES BOARD OPERATIONAL MEETING NOTE OF MEETING HELD ON MONDAY 22 APRIL 2013 Present Tracie Evans (TE) (Chair) Jane Bond (JB) Caroline Mortimer (CM) Nick Rogers (NR) Lee Tribe (LT) Lorraine Goodfellow (LG) (Minutes) Also Present Georgina Paul (GP) Barry Nicholson (BN) (Item 1) Apologies Agenda Item 1: Team Showcase (CCS) - Language & Cultural Services 1.1 BN gave an overview of the Language and Cultural Services including recent successes and challenges, ongoing work and next steps for the future. 1.2 Key Functions includes: LCS uses a 3 Tier operating model to deliver language and cultural services: Tier 1: Service (Input) o Telephone Interpreting - now available by Airwave Radio o 84 Initial Contact Kiosks - in police station front counters and custody suites Tier 2: Service (Deployment) o 24/7/365 Interpreter Deployment Team, based at Hendon delivering over 300 languages and dialects on a one number Central Call Centres o Customer Relationship Management providing Software Platform to support logistics for Interpreting Services direct to officers. Tier 3 Service (Output) o Accreditation of over 1,000 Specialist Deployment volunteers and from line policing from MPS officers and staff o Video Conferencing Remote Interpretation Platform with 7 strategically located Interpreter Hubs connected to Police station for front office and custody interview rooms 1.3 Achievements: 123 different languages interpretations during 2011/12 Since working with Rosetta Stone have been awarded 2 Awards Now recognised nationally 1

3 1.3 Benefits: Better use of Technology allowing access to Telephone Interpreters via Airwave radio and Initial Contact Booths and increased usage of Video Conferencing One number for Linguistic Support 24/7/365 Smarter use of resources (Delivery Model) o Telephone Interpreting Service volumes increased from 41,851 in 2011/12 to 42, 803 during 2012/13 o Interpreter Deployments decreased from 33,607 in 2011/12 to 29,911 during 2012/13 Quicker access to criminal justice, reducing officer waiting times/extraction from patrol, increased support for victims and increasing public confidence. 1.4 Financial Benefits: Cost Avoidance increased from 2.4m in 2009/10 to 5.2m in 2011/12 Budget Reduction increased from 1.6m in 2009/10 to 2.7m in 2011/ Future Challenges: Continuation in operating costs reductions Development of access and increasing the use of Telephone Interpreting Promotion and increasing the use of Initial Contact Language Kiosks Promoting use and increase use of Video Conferencing facilities Development of language skills/accreditation for MPS officers and staff More effective use of Technology in Translation 1.6 TE thanked BN for his presentation and said that the information provided was of interest and surprise, particularly in regard to the Top/First Languages requested by boroughs. In addition, TE stressed the importance of testing and the validation of the impact of language service utilisation to ensure that it continues to be effective both in terms of value for money and delivery. Agenda Item 2: Voluntary Exit Process - Business Continuity 2.1 TE asked Directors to provide re-assurance that they continue in managing this process and ensuring processes are in place in capturing any risks identified in the management of workloads as a consequence of staffing level reductions following the completion of the VE process; particularly in regard to the following suggested expectations: o Retaining expertise and corporate memory o Expectation of our customers on the provision of service going forward but not necessarily in the same way as currently provided RB to ensure processes are in place in capturing any risks identified. 2

4 Agenda Item 3: Met Change Update 3.1 TE also advised the further reduction of staffing levels of 1,460 by Year 3 would be brought forward to Year 2, for completion. In addition, 2,000 additional staff had also been identified in scope outside of Support Services, and targeting by each of the streams was due to commence in June. This would naturally have a knock-on affect in regard to morale type issues and including the loss of staff with specific specialist skills. 3.2 Both JB and LT raised an issue in regard to Fixed Term appointments via the Star Chamber. TE suggested that there were various fora where such issues can be raised and that TE will continue to do so. Agenda Item 4: Directorate Updates 4.1 Finance Services: Attended Joint Finance Directors /PATS Seminar on 18 April and highlighted issues raised in regard to the Second Stage Transfer item from Miranda Carruthers-Watt the Chief Executive of Lancashire PCC. TE advised that a compilation Briefing Note had been completed for the attention of the Deputy and the likelihood was that MetHQ would pass to MOPAC with Shared Services remaining in house. Year End Outturn was in the process of being finalised. Good News item. Background paperwork for the 2013/14 Budget meeting with the Deputy Mayor on 2 May currently being finalised. 4.2 Customer and Commercial Services: Fleet: o Area Teams are now out on Areas wef: 1 April 2013 o Local policing no longer need the use of fleet vehicles o Fuel usage is decreasing o Issue re: provision of free coffee from BP garages to be reviewed and findings to come back to TE. Uniforms: o CM to provide a briefing update for Steve Hodgson re: National Uniform - managed services including proposed costings required from a MET perspective. CM to review and provide briefing to TE re: free coffee issue. 3

5 4.3 Procurement Services Working on a request from MetChange re: Custody Outsourcing (Commander Nick Ephgrave leading on Custody). Supplier Quarterly Meetings: o Babcocks: Issue re progress on IT/DoI suppliers o BT/DoI : Work being progressed re: high level DoI strategy needing a two week turn-a-round CapGemini contract issues TE requested that a high level meeting/workshop needed to be arranged ASAP, involving TE/JB/LT with Richard Thwaite to identify a matrix of solutions. 4.4 Property Services 12.5k barriers provided for Baroness Thatcher s Funeral and the London Marathon CRE paper to go to Management Board in June - to be shared with RB. Issue re: BOCU Commanders deviating from what they originally agreed to do. TE reiterated that the Commissioner had made it very clear that we cannot keep changing the parameters. NR asked about Contact Point Centres at SNT bases and JB confirmed that some of the bases had bespoke Front Office Counters. MPS to house a number of Polish/Lithuanian police officers for two years. 4.5 Resources Programme Office Continues with BAU TE mentioned that Steve Hodgson would speak to GP in regard to assisting with MetChange work. Agenda Item 5: Minutes from Last Meeting 5.1 Issues to be picked up outside of meeting. Agenda Item 6: AOB 6.1 None. Date of Next Meeting: Resources Board (People Productivity), 1pm, Wednesday 8 May 2013 (12 th Floor Ops Room, ESB) 4