NPIA SHADOW BOARD WEDNESDAY 15TH NOVEMBER 2006 - 15:00-17:00

							                            Minutes of the NPIA BOARD
                            Monday 16 JULY 2007, 15:00
                 Conference Room 2, 10 Victoria Street, London, SW1


                                      OPEN SESSION

Present:      Peter Holland                Chairman
              Peter Neyroud                Chief Executive Officer
              Ziggi Alexander              Independent
              Mark Burns-Williamson        APA
              Vic Hogg                     Home Office
              Chris Hughes                 Independent
              Bob Jones                    APA
              Ken Jones                    ACPO
              Gillian Parker               ACPO
              Paul Stephenson              Metropolitan Police (items 1 – 7 & 9)


In Attendance:John Beckerleg               NPIA Director Resources
              Richard Earland              NPIA Director Info Technology (items part 6 -13)
              Tom McArthur                 NPIA Director Policing Operations
              Gavin McKinnon               NPIA Head of Secretariat
              Harriet Bradley              NPIA CEO Staff Officer
              Jane Dench                   ACPO Chairman Staff Officer
              Jo Oakley                    NPIA Chairman’s Staff Officer
              Anna Richards                NPIA Clerk to the Board

Apologies:

Item 1: Welcomes / Introductory remarks
1.1    The Chairman welcomed members to the meeting. There were no apologies.

1.2    The Board expressed its appreciation and congratulations to Chris Sims on his
       successful appointment to Chief Constable of Staffordshire police.


Item 2: Minutes of 14 June meeting
2.1    The minutes from the meeting held on 14 June were approved.


Item 3: Matters Arising / Action Log – B/07/4/3
3.1    The status of the following actions was noted:
       Action 1 – an invitation from the Board had been extended to the new Home
       Secretary and diary dates were being considered.
                                                                                Outstanding
       Action 3 – PITO Board minutes had been circulated however; the Price Waterhouse
       Cooper audit on PITO was still outstanding. It was agreed that the report would be
       circulated to members without the comments from PITO.
                                                                                      Closed

Item 4: Chief Executive’s Report – B/07/4/4
4.1     Peter Neyroud reported on the following programmes of work:

       Sir Ronnie Flanagan’s review
       The biggest NPIA commitment was within the research area both with evidencing the
       review and in the evaluation of the data. Confirmation that links between the

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       Neighbourhood Policing work and the Wider Citizen Focus agenda were entirely
       compatible with this review.

       Youth Crime Strategy
       This work had not been listed separately in the business plan but was part of the
       Crime Strategy. Joining up with ongoing activities with the APA was suggested.

       Performance report to Ministers
       Areas of concern included the following programmes:
             Airwave – (ground based network resilience) was behind the contracted
               schedule
             IMPACT following the closure of CRISP
             Custody and Case Preparation due to removal of GMP in the benefits work

       Transformation Change
       Following from the programme plan to vest the NPIA, infrastructure and change
       management issues for the organisation were still ongoing. The issues included:
        Improved procurement relationships
        Various staffing issues
        Managing the portfolio
        Joining up IT systems
        Improving ERP system.
       Dates for completion of the activities were requested for the next meeting.

ACTION:       CEO to provide dates for completion of transformational activities.


Item 5: Financial Report – B/07/4/5
5.1     The budget breakdown was approved by the Board at the meeting in June and has
        been formally delegated to each Director. Detailed budget tracking was nearing
        completion some difficulty has been experienced with the complexity of the ERP
        costing system. An updated report would be supplied to members (out of committee)
        in August.

ACTION:       John Beckerleg to provide an updated report.

5.2    It was anticipated that the additional £1M funding for staff anticipated in the budget
       preparation would be confirmed by the Home Office later this week.


Item 6: Rationalisation of Meetings – B/07/4/6
6.1    The Board noted that this was still very much a work in progress report and that to
       date some 50 plus top level meetings had been identified. The principles for meetings
       had been developed and terms of reference needed to be identified. This streamlining
       would ensure that meetings fit into a clear accountable framework and would remove
       areas of duplication.

6.2    The Board was in agreement that the principles were appropriate and that assigning
       ownership for each meeting was now required, this would take place outside of the
       Board meeting structure.


Item 7: PNC Governance – B/07/4/7
7.1    The Board was advised that a new governance board was being proposed that would
       oversee the various national systems under the control of the NPIA which had
       previously been led by 3 ACPO led portfolio groups. The Board was in agreement


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       that this was the sensible way forward and requested sight of the make up of the new
       Board structure.

ACTION:        Tom McArthur to provide details of the membership of the Police
               National Database Board


Item 8: Performance Report – B/07/4/8
8.1     This first quarter performance report had been reviewed by the Strategy and Planning
        Committee and their comments on layout have been taken on board. The report
        showed the progress made on the key performance measures in NPIA’s first quarter
        year report and any issues arising.
8.2    It was suggested that a performance dash board page consistent with other agencies
       reports would be useful and that an alteration could be made to the blue heading
       fields. The report was noted.

Item 9: Unified Police Security Architecture – B/07/4/9
9.1    It was reported that The UPSA would allow the police service to grant the right
       access to information systems to the right people at the right time and prevent
       unauthorised people gaining access, there were currently two main areas of concern:
        That the scope of the project may require reducing
        That police service buy in was needed

       A 30 day reporting window had been introduced in order to safeguard recovery and
       then re-scoping in order to support the Impact programme would be needed.

9.2    This work had not yet received agreement from the SRO Ailsa Beaton (Head of
       IMBA) or from ACPO Council, but this would now be sought. The Board agreed to
       this in principle and subject to SRO approval. Funding considerations would now
       need to be identified and resolved.

Item 10: Airwave distribution of funds – B/07/4/10
10.1 It was reported that as a result of the migration of the Airwave contract, the sharing of
       funds would was required with Police Authorities for damages in respect of delays
       and for undelivered functionality. The APA were consulting with their members and
       this would be discussed at their next plenary meeting.

10.2   It was noted that this delay may hinder the spending of resources in this financial year
       on the realisation of Airwave benefits and interoperability, and funds would not be
       transferable to 2008 / 09. It was suggested that a lump sum could be agreed now by
       the APA in order to release the majority of funds and the fine tuning could be
       determined at a later stage. Alternatively the APA could delegate the decision to a
       smaller group of the APA.

10.3   It was agreed that to delay the exact allocation of funds decision until October was
       not acceptable and that delays to these projects would be detrimental. It was agreed
       that the APA would pursue an urgent resolution to this situation as soon as possible.

ACTION:        Bob Jones to seek APA decision on details of the funding split.


Item 11: Feedback from Committees
11.1 Remuneration - 26 June 2007:
       The Chairman advised that the Independent members had met to discuss
       performance and pay for the senior managers and the CEO.


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11.2   Amendments to the Committee Terms of Reference had been proposed to include
       pay and performance considerations for the Heads of Units (paper B/07/4/11 refers).
       This was endorsed by the Board.

11.3   Strategy & Planning - 5 July 2007:
       The Chairman advised that at their meeting the committee had noted:
      That Peter Wilson the Chief Constable from Fife Constabulary had been appointed to
       the committee
      An update on the Impact Programme
      The progress made within the Police Portfolio Group, and in particular the focus on
       programme intervention rather than on commissioning or decommissioning.

11.4   Audit & Risk – 12 July 2007:
       Chris Hughes reported that the Committee had considered:
      The progress on the internal audit
      The audit on PITO and Centrex accounts had not finished, the Committee would
       meet again in order to review final audited accounts.
      The increasing number of corporate risks.


Item 12: Any Other Business
12.1 Board dinner 16 July
       The police minister Tony McNulty would be attending the Board dinner that evening.


Item 13: Date of next meeting
       03 September 2007 14:00.
       (Secretary’s Note: Note this revised date)


The meeting considered that the following items should be classified for FOI purposes
Restricted / Commercial.




NPIA Secretariat
July 2007




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