Agenda, decisions and draft minutes

To agree the appointment of Chair for this meeting.

It was moved, seconded and RESOLVED that Councillor Jackie Hollywell be elected to serve as Chair of the Joint CCTV Executive Committee for this meeting.

It was moved, seconded and RESOLVED that Councillor Jackie Hollywell be elected to serve as Chair of the Joint CCTV Executive Committee for this meeting.

Apologies for absence were received on behalf of Councillors J Newmark and A Spencer – Hertsmere Borough Council, Councillor P Boylan – East Herts District Council and Councillors P Clark and M Stears-Handscomb – North Herts District Council.

There were no declarations of interest.

Apologies for absence were received on behalf of Councillors J Newmark and A Spencer – Hertsmere Borough Council, Councillor P Boylan – East Herts District Council and Councillors P Clark and M Stears-Handscomb – North Herts District Council.

There were no declarations of interest.

To approve as a correct record the Minutes of the meeting of the CCTV Committee held on 5 June 2019.

Minutes attached

It was RESOLVED that the Minutes of the meeting of the Joint Executive Committee held on 5 June 2019 be approved as a correct record for signature by the Chair.

It was RESOLVED that the Minutes of the meeting of the Joint Executive Committee held on 5 June 2019 be approved as a correct record for signature by the Chair.

To receive an Operations Report from the CCTV Control Room Manager.

The Committee received an update from the Control Room Manager on the progress and operational effectiveness of the Hertfordshire CCTV Partnership Control Room and Cameras.

It was noted that the over 600 cameras were operated and 38 remote sites monitored from the control room. During April to June the control room operators monitored 52,177 alarms. During this time, the Police had been called four times and the tannoys used eleven times to talk back to people on the sites. Officers reported that ‘Live-view’, a system used by the Police to allow officers to watch the CCTV live feed on hand held devices, had now been adopted.

Officers also advised that the recent server failure had been repaired and the system was now fully functional. Members were pleased to note that this server would not be required for the new control room so the risks of a repeat failure would be mitigated by the move.

It was noted that the move would involve a gradual migration and it was hoped that the new control room would be open early in the new year. A visit to the Control Room would be arranged for Members of the Committee once it was up and running.

It was RESOLVED that the Quarterly Management Report be noted.

The Committee received an update from the Control Room Manager on the progress and operational effectiveness of the Hertfordshire CCTV Partnership Control Room and Cameras.

It was noted that the over 600 cameras were operated and 38 remote sites monitored from the control room. During April to June the control room operators monitored 52,177 alarms. During this time, the Police had been called four times and the tannoys used eleven times to talk back to people on the sites. Officers reported that ‘Live-view’, a system used by the Police to allow officers to watch the CCTV live feed on hand held devices, had now been adopted. One RIPA (Regulation of Investigatory Powers Act 2000) request had been received during this period from Stevenage Police which was ongoing.

Officers also advised that the recent server failure, which had limited the functionality of the cameras ability to pan and move, had been repaired and the system was now fully functional. Members were pleased to note that this server would not be required for the new control room so the risks of a repeat failure would be mitigated by the move.

It was noted that the move to the new control room would involve a gradual migration and it was hoped that it would be open early in the new year. A visit to the Control Room would be arranged for Members of the Committee once it was operational.

It was RESOLVED that the Quarterly Management Report be noted.

To update on the work carried out since the last meeting to address the governance issues identified by the Shared Internal Audit Service (SIAS) during their audit commissioned by Stevenage BC on behalf of the CCTV Partnership.

Members received a report giving an update on work carried out since the last meeting in June addressing the governance issues identified by the Shared Internal Audit Service (SIAS) during their audit commissioned by Stevenage Borough Council on behalf of the CCTV Partnership.

In relation to the Terms of Reference for the Committee, Members agreed the importance of ensuring the Portfolio Holder from each authority with responsibility for the CCTV Service be included as part of the membership of the Committee.

In terms of the frequency of the meetings, Members agreed to changing to a twice yearly basis following the meeting in January 2020 to avoid a large gap in the calendar.

In response to a question, Officers agreed to share the CCTV Service Risk Register with all authorities.

It was RESOLVED:

1.    That the draft revised CCTV Partnership Agreement attached at Appendix A to the report be approved and that authority to make any minor drafting amendments required be delegated to the Officer CCTV management Board.

2.    That the revised CCTV Partnership Agreement be approved subject to the following amendment to the constitution of the Committee within the Terms of Reference:

2.1  – each partner Council shall nominate three elected Members, including the Portfolio Holder with responsibility for the CCTV Service, to the Committee.

3.    That, following the scheduled meeting in January 2020, the frequency of the Joint CCTV Executive Committee meetings be changed to a twice yearly basis in June and November or when Members determine there is sufficient business for more frequent meetings, until any future review of this arrangement.

Members received a report giving an update on work carried out since the last meeting in June addressing the governance issues identified by the Shared Internal Audit Service (SIAS) during their audit commissioned by Stevenage Borough Council on behalf of the CCTV Partnership.

It was noted that the Partnership Agreement had been revised by the Officer CCTV Management Board in consultation with detailed legal support and advice provided by Herts County Council Legal Team. The revisions included:

·         Provisions in relation to data protection/GDPR;

·         Robust arrangements for annual service planning;

·         Explicit arrangements for setting and monitoring costs;

·         Greater clarity about the Partners’ liability for costs;

·         Clearer arrangements for amending the Partnership Agreement; and

·         Explicit reference to the roles of the Management Board and the Executive Committee.

In relation to the Terms of Reference for the Committee, Members agreed the importance of ensuring the Portfolio Holder from each authority with responsibility for the CCTV Service be included as part of the membership of the Committee.

In terms of the frequency of the meetings, Members agreed to changing to a twice yearly basis following the meeting in January 2020 to avoid a large gap in the calendar.

In response to a question, Officers agreed to share the CCTV Service Risk Register with all authorities.

It was RESOLVED:

1.    That the draft revised CCTV Partnership Agreement attached at Appendix A to the report be approved and that authority to make any minor drafting amendments required be delegated to the Officer CCTV management Board.

2.    That the revised CCTV Partnership Agreement be approved subject to the following amendment to the constitution of the Committee within the Terms of Reference:

2.1  – each partner Council shall nominate three elected Members, including the Portfolio Holder with responsibility for the CCTV Service, to the Committee.

3.    That, following the scheduled meeting in January 2020, the frequency of the Joint CCTV Executive Committee meetings be changed to a twice yearly basis in June and November or when Members determine there is sufficient business for more frequent meetings, until any future review of this arrangement.

To provide the CCTV Joint Executive Committee with an update on the concluding activities of the CCTV Governance Review.

Members received an update on the concluding activities of the CCTV Governance Review.

Members requested that the Directors be invited to attend the January meeting of the Committee to present their Business Plan and growth opportunities and to increase awareness of the future plans of the Company.

It was RESOLVED that the progress of the CCTV Officer Management Board in concluding the CCTV Governance Review be noted.

Members received an update on the concluding activities of the CCTV Governance Review.

Members requested that the Directors be invited to attend the January meeting of the Committee to present their Business Plan and growth opportunities and to increase awareness of the future plans of the Company.

The Chair thanked those involved in the Governance Review for their work over the past 12 -18 months to ensure the Partnership was now in a stronger position with clear lines of communication and governance.

It was RESOLVED that the progress of the CCTV Officer Management Board in concluding the CCTV Governance Review be noted.

To consider any Part 1 business accepted by the Chair as urgent.

None.

None.

To consider the following motions –

1.  That under Section 100(A) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as described in paragraphs1 – 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to Information) (Variation) Order 2006.

2.  That Members consider the reasons for the following reports being in Part II and determine whether or not maintaining the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

Not required.

Not required.

To consider any Part II business accepted by the Chair as urgent.

None.

None.