Independent Advisory Group

1. Role of the Strategic Independent Advisory Group (SIAG)

1.1. The North Yorkshire Police Strategic Independent Advisory Group (SIAG) is a police focus group designed to provide consultative feedback to North Yorkshire Police regarding policies, procedures and incidents
 
1.2. The aim of the SIAG is to ensure that the needs of the diverse communities of North Yorkshire are considered in all aspects of North Yorkshire policing policy, thereby increasing the confidence of all communities in the policing services provided by North Yorkshire Police

1.3. The SIAG provides the valuable role of critical friend to North Yorkshire Police and the OFPCC, not as an independent group but as a forum where independent advisors can give independent advice

2. Operating Protocols

2.1. The SIAG agenda should be jointly set by North Yorkshire Police and the Chair of the SIAG
 
2.2. The SIAG will review force-wide practices and procedures in relating to the Equality, Diversity and Human Rights (EDHR) Strategy, national policy implemented at a strategic and local level and offer advice to prevent North Yorkshire Police discriminating against any community within North Yorkshire.

2.3. Group members will provide a channel for the exchange of information between the Police and diverse communities/groups of North Yorkshire, and thereby assist in the monitoring of tensions within communities

2.4. The SIAG is not a statutory body and liability for any decision rests with the Chief Constable of North Yorkshire Police, the group will be used in an advisory capacity only

2.5. The SIAG will meet quarterly

2.6. North Yorkshire Police may call an extraordinary meeting for all, or selected members, in the event of a critical incident

2.7. North Yorkshire Police will be responsible for secretariat regarding the meeting

2.8. SIAG members may be given access to confidential information relating to North Yorkshire Police, specifically operations, investigations and policies.
Access is only granted for the purpose of the SIAG meeting and consultation, as such, the information must not be disclosed outside of the SIAG, without prior, written, authority from North Yorkshire Police

2.9. National (NPCC, Home Office, College of Policing) guidelines will be followed with reference to SIAG members assisting in critical Incidents
(in summary, at no time will members be placed in danger and should they require it, counselling will be made available).

3. Membership of the SIAG

3.1. Membership of the Strategic IAG comprises;

• The chairs of the local IAGs
• Representatives from groups not represented at local IAGs with a county-wide focus (where appropriate)
• Senior North Yorkshire Police personnel
• Representatives of the Police, Fire and Crime Commissioner

3.2. The group will therefore consist of a minimum of 12 members, and 1 Chair

3.3. The Chair will be selected from members of IAGs county-wide and, subject to confirmation by a panel process, be appointed for a 2 year period, to a maximum of 2 periods (see 4.2 below)

3.4. Members will receive no payment for their participation in meetings, although reasonable expenses will be met by North Yorkshire Police

3.5. All members and the Chair will undergo vetting by North Yorkshire Police

3.6. Every member must complete a full declaration of any interests that could affect, or be perceived to affect, the independence and impartiality of the SIA Members’ interests will be recorded in a Register of interests by the Chair which may be published on the EP and OFPCC website. It is the duty of members to inform the Chair if any changes or updates need to be made to their interests.

4. Selection of SIAG Members

4.1. Selection of Members (via local IAG)

4.1.1. All IAG Chairs must complete the following;

• Code of conduct agreement (ToR)
• Authorisation for police checks (vetting)

4.1.2.The local Chair, in consultation with North Yorkshire Police, will decide who will be accepted as a member to the local IAG. The decision will be based upon the current group needs and any gaps in representation

4.1.3. Should any potential applicant fail the vetting, or issues are highlighted as a result of the vetting, then North Yorkshire Police will decide if the applicant will continue through the recruitment process.

4.2. Selection of the SIAG Chair and Deputy

4.2.1. All persons interested in the role of SIAG Chair must complete the following

• IAG application form
• Code of conduct agreement form
• Vetting forms

4.2.2. Selection of the Chair will be by the members of the SIAG

4.2.3. The selected candidate will then be subject to a panel discussion, chaired by the Senior North Yorkshire Police representative

4.2.4. The role of deputy may be selected by the SIAG members and the Chair by process of a vote.

4.2.5. The Chair and Deputy chair will be selected for a 2 year term or such, shorter, period as determined by North Yorkshire Police. They may be selected for a further 2 year term, but, cannot reapply for a third consecutive term.

4.3. De-Selection of SIAG members

4.3.1. For the purpose of de-selection, the Chair role is considered the same as a ‘member’ role

4.3.2. It is vital that the SIAG functions well as a police focus group and continues to be representative of the communities in North Yorkshire. To ensure that aim is met, North Yorkshire Police are able to de-select members or dissolve the group as they consider necessary.

4.3.3. These processes will allow room for new members and address any breaches of the Code of Conduct (attached), thereby ensuring the SIAG maintains a wide breath of diversity, remains current and energised

4.3.4. Members are expected to attend all meetings where reasonable possible. If a member is absent from 2 or more meetings, within a 12 month period, their membership may be reconsidered at the discretion of North Yorkshire Police
 
4.3.5. The IAG will use the Nolan Principles on Public Services as its Code of conduct. A copy is attached. Should any member breach this code or an allegation be made that if found would constitute a breach, then North Yorkshire Police will investigate and the member may be de-selected

4.3.6.  North Yorkshire Police will be sharing confidential information with IAG members. Any breaches in confidentiality may result in the member being de-selected, and could also lead to a criminal investigation under the Data Protection Act 1988.

5. Feedback

5.1. To ensure the continued valued commitment of SIAG members, where independent advice has been sought, feedback should be given to members on how advice has been used, or why it has not been taken
 
5.2. Such feedback will be noted in the meetings’ minutes, in order to assist in any future reviews of the SIAG.

Introduction:

This describes what we are asking of those who become a Strategic Independent Advisory Group (SIAG) member. Although it outlines the main activities required, it is not an exhaustive list and there may be other activities that the group identifies.

Purpose of role:

To assist in the communication exchange between North Yorkshire Police and all North Yorkshire communities, and provide independent advice to North Yorkshire Police to ensure a fair and non-discriminatory police service to all communities gaining their trust and confidence and promoting community cohesion.

You will be expected to:

1. Attend meetings of the group and, when necessary, work in groups and /or sub-groups
2. Provide a channel for the exchange of information between the police and diverse communities/groups of North Yorkshire
3. Provide advice to North Yorkshire Police, in particular in the areas of;

• Hate crime
• Policing operations, critical and/or Major Incidents
• Police training
• Stop and Search

4. Share your personal knowledge, awareness and experience of community issues, good practice and areas of development with the group
5. Work at the direction of the Strategic IAG when required. In particular to provide advice and guidance to North Yorkshire Police on the development and introduction of policies and practices to ensure they do not exclude, discriminate or have an unjustifiable adverse impact on any community
6. To assist North Yorkshire Police in developing their understanding of the needs and expectations of the diverse communities of North Yorkshire , as they relate to providing a fair and non-discriminatory police service
7. A Critical Incident is defined as: “any incident where the effectiveness of the Police response is likely to have a significant impact upon the confidence of the victim, their family, and/or the community”.

Code of Conduct & Declaration of Interests - Guiding Principles

Members of the SIAG will abide by the Nolan Principles of Public Life:

1. Selflessness

Members of the IAG should act solely in terms of the public interest, and not in order to gain financial or other benefits for themselves, their family or friends.

2. Integrity

Members of the IAG should not place themselves under any financial or other obligation to outside individuals or organisations that might seek to influence them in the performance of their role within the group.

3. Objectivity

In carrying our public business, including making public appointments, awarding contracts or recommending individuals for awards and benefits, members of the IAG must make choices on merit.

4. Accountability

Members of the IAG are accountable for their decisions and actions to the public and must submit themselves to whatever scrutiny is appropriate to their role.

5. Openness

Members of the IAG should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider public interest clearly demands.

6. Honesty

Members of the IAG have a duty to declare any private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interest.

7. Leadership

Members of the IAG should promote and support these principles by leadership and example.

8. Fairness

All people should be treated fairly

9. Respect

All people should be treated with respect.

Where there is a conflict of interests between the above principles, the group you represent and the IAG you shall abstain from decision making on that aspect.

Confidentiality

1. As a member of the North Yorkshire Police Strategic Independent Advisory Group you may acquire information that has not yet been made public and is confidential.
2. It will be regarded as a breach of trust to breach such confidences.
3. You should never disclose or use confidential information arising from the work of the Group for personal advantage or benefit of anyone known to you or to the disadvantage or discredit of the Group, Police or anyone else.
4. Apart from the breach of trust there may be cause for a criminal prosecution under the Data Protection Act.

Gifts and Hospitality

1. Treat with caution any offer of gift, favour or hospitality, that is made to you personally, knowing you to be a member of the SIAG, the person or organisation making the offer may be doing so to obtain information or trying to influence a decision.
2. You are personally responsible for all decisions connected with the acceptance or offer of gifts or hospitality and for avoiding the risk of damage to public confidence in the IAG.

Disclosure of interests

1. If you have an interest in a matter arising at a meeting of the SIAG, or through its work, you should always disclose it at the earliest opportunity to the meeting.
2. Having declared an interest you may be asked to withdraw from that part of the meeting, it is open to you to declare an interest in any work of the IAG.
3. Consider whether the public would regard your interest as so closely connected with the matter in question that you cannot be expected to put it out of your mind.
4. You should at all times avoid any appearance of improper conduct.
5. You should not allow the impression to be created that you are, or may be, using your position to promote a private or person interest, rather than forwarding the general public interest.
6. You should ask yourself, whether members of the public, knowing all facts of the situation, would reasonably think that you might be influenced by it.
7. The group may exclude any individual who uses or continues to use offensive or extremist language and views.
8. Having made a declaration it will be open to the IAG to decide if the work of the group requires you to continue to take part in the meeting that is discussing a matter in which you have an interest.
9. If opinion is divided and there is equality of votes the decision of the Chair shall be final.
10. If in doubt about the need to disclose an interest, disclose it anyway, or take the advice of the group on whether you should continue to take part in the business and the consideration.
11. You are required as a member of the IAG to sign the disclosure below that you will abide by the conditions set out above.

Purpose

Independent Advisory Groups (IAGs) were created to challenge conventional thinking, to give an independent perspective on issues and to work as genuine partners with the police to inform improvements in service delivery.  IAGs create a platform for open conversation between the police and individuals who represent their communities and can influence police decision making.

IAGs should reflect the diversity of local communities and can advise the force on policies and procedures. An IAG can help to build trust and confidence within the community and can help the police to understand the implications or effect of policies and actions on different communities within the force area.

Role 

• To represent all sections of the community and encourage the active involvement of people from diverse and under-represented groups.
• Act as a critical friend to safeguard against disadvantaging any section of the community through lack of understanding or mistaken belief.
• Assist police in understanding the potential impact on different communities of police investigations, policies, procedures, practices, and operations.  
• Help prevent critical incidents escalating by understanding what police action is likely to have a damaging and harmful impact on the community or a section of the community.
• Provide advice, guidance, and constructive challenge reflecting individual perspective on how policing services may be or are being viewed by communities to drive service improvement.
• Critically appraise police actions from the perspective of a member of the community and receiver of police services to build positive relationships and engender trust and confidence in the police.

Membership and Structure

• Independent Chairperson who is a resident within the local policing area
• Member of the area command senior leadership team
• NPT Inspector
• Local IAG members who live and/or work in the policing area.
• IAG Administrator (command  based)
• OPFCC rep on an ad hoc basis

Roles and Responsibilities

Chairperson

• Chair the meeting, set the agenda with the area command senior leadership / NPT Inspector
• Outline the purpose of the meeting and ensure the agenda is followed
• Provides appropriate opportunity for all present to voice their views
• Set actions in agreement with the NPT Inspector

Area command senior leadership / NPT Inspector

• Chair meeting in the absence of the chairperson
• Set the agenda in consultation with the Chair
• Ensure diverse and representative membership and oversee recruitment where necessary
• Investigate and resolve any breaches of expected behaviour by members
• Oversee selection of new Chair

IAG Administrator

• Maintain a record of members, their contact information and attendance record
• Collate and distribute the agenda and supporting documents prior to each meeting
• Take and distribute minutes
• Redact minutes for publication on NYP website

Members

• Proactively contribute through sharing individual lived experiences and knowledge
• Constructively challenge the development and delivery of policing services in the area
• Share open-source information with their communities and feedback on how information is received
• Adhere to the expected behaviour and confidentiality agreements
• Attend a minimum of two meetings per year

Operating Framework

Meeting Frequency & Location

IAGs should meet quarterly, meeting dates should be set as far ahead as possible to allow members to plan their schedules. Consideration should be given to holding meetings virtually on MS Teams and outside of standard office hours to enable the attendance of those who work.  One meeting per year should be held in person at a locally accessible venue, this could be a police station or a community space.  Meeting times and locations will be agreed locally by individual IAGs.

In the event of a major or critical incident additional IAG meetings may be held.

IAG members may be asked to attend extraordinary meetings when the need arises, attendance at these meetings will be viewed as separate from quarterly meetings for purposes of attendance criteria.

Expected Behaviour

Nolan Principles of Public Life

1. Selflessness: IAG members should act solely in terms of the public interest.  They should not do so to gain financial or other benefits for themselves, their family or their friends.
2. Integrity: IAG members must avoid placing themselves under any obligation to people or organisations that might try inappropriately to influence them in their work. They should not act or take decisions in order to gain financial or other material benefits for themselves, their family, or their friends.
3. Objectivity: IAG members must carry out their role and make decisions impartially, fairly and on merit, based on evidence and without discrimination or bias.
4. Accountability:  IAG member are accountable for their decisions and actions.
5. Openness: IAG members should act and take decisions in an open and transparent manner. Information should not be withheld from the public unless there are clear and lawful reasons for so doing.
6. Honesty: IAG members are truthful and trustworthy.
7. Leadership: IAG members should exhibit these principles in their own behaviour and treat others with respect. They should actively promote and support the principles and challenge poor behaviour wherever it occurs.

NYP Organisational Values

Impartiality - Integrity - Respect 

Expected Conduct

Fairness: IAG members should treat everyone fairly, impartially and without discrimination in the way they behave and in the recommendations they make.

Respect: IAG members should be respectful to everyone, behaving courteously towards others and respect the rights of all individuals.

Confidentiality: IGA members will treat any information that comes into their possession during their membership as restricted and shall not use it for personal benefit, nor divulge information to other parties except in the proper course of IAG or Scrutiny Panel business.

Selection of Members and Chair / Tenure

There is no limit specified on the maximum number of IAG members on each local IAG. It is a matter of judgement for the Chair supported by current members to agree when additional members are required and recruited. That each IAG maintains a minimum of 6 active members to allow for meaningful discussion is recommended. 

Where recruitment activity is necessary the IAG Chair will advise the local Inspector. Local IAG Inspectors will be supported by the area command senior leadership team. With the support of Corporate Communications recruitment activity should be advertised via the NYP website, police social media channels and Community Messenger. Recruitment activity should be administered via the NYP website where applications forms will be available.

IAG Chairs may serve a maximum 3-year term in the event that no other member volunteers to take on the position this can be extended. If more than one member puts themselves forward as Chair a ballot may be held in the IAG meeting. The role of Chair will be reconfirmed annually at the commencement of the year as will the commitment of general members. There is no limit on the length of time served by General Members. Any member may formally withdraw from the group at any time.

Deselection

Where there are concerns that a member or Chair has breached of the acceptable behaviour standards, the Nolan Principles or NYP values the NPT Inspector will investigate, discuss with area command senior leadership, and another IAG chair and where necessary withdraw membership.

Should an IAG member fail to attend three consecutive meetings without prior valid reason the Chair and NPT Inspector will write to the member asking whether they wish to continue as an IAG member. If no response if received within one month their membership will be withdrawn.

Training

Training for IAG members on specific topics will generally be avoided as this may compromise the nature of the independent advice given. The value of IAGs comes from individual member’s backgrounds, lived experience and knowledge of their community not from training provided by NYP. 

All members will be provided with a handbook which details force structure, organisational values, Nolan Principles, and the purpose of IAGs.

Occasions may arise to provide informative inputs on specialised subject matter to ensure appropriate understanding of the topic under discussion.

Finance / Expenses

NYP will reimburse members for any reasonable and agreed expenses incurred such as travelling to or parking at meetings. Expenses can be claimed by returning forms provided by IAG administrators.

Our Craven IAG covers the district of Craven. Please email us at [email protected] for more information.

Our Hambleton & Richmondshire IAG covers the districts of Hambleton and Richmondshire. Please email us at [email protected] for more information.

Our Harrogate IAG covers the borough of Harrogate. Please email us at [email protected] for more information.

Our Scarborough & Ryedale IAG covers the borough of Scarborough and the district of Ryedale. Please email us at [email protected] for more information.

Our York & Selby IAG covers the City of York and the district of Selby. Please email us at [email protected] for more information.