Terms of reference
Terms of reference for the Chief Officer's Management Board.
Meeting: Chief Officers' Management Board (Strategic Business)
| Officer/staff member | Role |
|---|---|
| Chief Constable | Chair |
| Deputy Chief Constable | Vice-Chair |
| Deputy Chief Officer | Vice - Chair |
| ACC – Local Policing Directorate | |
| ACC – Serious Crime Directorate | |
| ACC – Crime Directorate | |
| ACC - Central Operations Directorate | |
| Director of Human Resources & Learning and Development Directorate | |
| Director of Support Services Directorate | |
| Director of Corporate Communications Directorate | |
| Chief Finance Officer | |
| Chief of Staff, Chief Constable’s Office | |
| Staff Officer to the Deputy Chief Constable | |
| Staff Officer to the Deputy Chief Officer | |
| Executive Support |
In the absence of a chief officer, a senior representative will attend.
Members of the force may be invited to attend to present a paper or provide a progress update
Purpose
To allow chief officers to consider key strategic matters and agree a course of action to progress them.
Agenda
- apologies
- approval of the Record from the last meeting
- matters arising/actions due at the meeting
- the agenda includes briefings on key government matters, HMICFRS, internal and external scrutiny reports, collaboration updates and progress updates
- standing agenda items requiring further review, ensuring that priority themes are identified and are linked to the Annual Strategic Assessment, Control Strategy, Medium Term Financial Plan and Force Management Statement Reviews
- any other business
Closed session
Chief Officers confidential discussion is not recorded, unless requested by exception.
Standing agenda items
Monthly:
- financial performance management update
Quarterly:
- risk management review
- estates update
- HMICFRS PEEL inspection AFIs
- IT projects escalation updates by exception reporting only (closed)
- CTPSE Kent activity briefings (closed)
Six-monthly:
- attendance management update
- Diversity and Inclusion update t include PRAP and annual report at the appropriate time
- Kent attrition exit analysis report
- strategic co-ordination group (to cover STRA, FMS)
- Freedom of Information update
- health and safety update
Annually:
- medium term financial plan (closed)
- investment programme (closed)
Closed session:
Chief officers confidential discussion is not recorded. Chief officers make notes in their day books of decisions and actions.
Frequency
Strategic meeting:
- Fortnightly on a Tuesday at 1pm
Support
The meeting will be co-ordinated by Executive Support.
Papers
The agenda and supporting papers will be uploaded to the Teams channel on the Thursday afternoon prior to the meeting (except for the Press update and NPCC diary of events which will be uploaded on Friday), and will include:
- agenda
- record from the last meeting
- action sheet summary
- agenda item summary and supporting paper
Administration
Executive Support will:
- maintain the forward agenda for strategic meetings and should be advised of any future agenda items; including whether the item is for Open or Closed session and time to be allotted
- DCO, DCC and chief of staff will agree the agendas one month in advance
- papers should be submitted to Executive Support by midday of the Thursday before the meeting date
- all papers for chief officer decision should include a summary template summarising the decision(s) needed
- update papers for strategic meetings requested by chief officers should be submitted on the summary template provided. The paper will be no longer than two sides of A4
- no papers will be circulated on the meeting day other than those deemed urgent and permitted by the Chair of the meeting
Pre-approval by chief officers
Papers relating to a chief officer’s portfolio should be approved in advance by the chief officer in question.
The strategic record will be published on the Kent Police website three months after the date of the meeting. The record will remain on the website for one year and will be added/weeded by Corporate Communications.
Protective marking
- Strategic meeting is classified as ‘Official’
Freedom of Information
The strategic meeting record is included in the force Publication Scheme and exemptions will be identified by the person presenting the paper/update/presentation and notified to Executive Support at the meeting.
Review
Terms of reference to be reviewed annually in January.
Next review January 2025.