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Decision Notice – Licence for Occupation of the Herefordshire Council office at Plough Lane, Hereford by MASH Team

PCC/D/2023/07

EXECUTIVE SUMMARY
Due to an increase in resources it is necessary for the Herefordshire Multi Agency Safeguarding Hub (MASH) team, made up of the Local Authority, West Mercia Police and NHS staff, to be relocated to premises at Herefordshire Council’s offices
in Plough Lane, Hereford.

The move is necessitated by previous accommodation (Wilson House, Hereford) being unable to accommodate the new resourcing levels required for the service.

The team has now relocated and a new licence for their occupation needs to be put in place.

PROPOSAL
For the PCC to approve the creation of a licence for occupation to allow the MASH team members to use the Herefordshire Council office on Plough Lane, Hereford.

For the PCC to agree to fund legal costs for the sum of £250.

APPROVAL OF
West Mercia Police and Crime Commissioner

PART 1 – NON-CONFIDENTIAL/EXEMPT FACTS AND FIGURES SUPPORTING REPORT
A Multi Agency Support Hub (MASH) is a multi-agency team which identifies risks to vulnerable children. The MASH is the first point of contact for new safeguarding referrals and has significantly improved the sharing of information between the local council, police, and the NHS to help protect the most vulnerable children and adults from harm, neglect, and abuse.

The Herefordshire service is provided by partners from Herefordshire Council, West Mercia Police, and the CCG/NHS. A Fair User Agreement was drawn up whereby all parties agreed that the partners would not charge each other occupation costs. It was confirmed that all partners contribute for the provision of welfare and management of the staff – a nominated individual from Children Services acts as a Team Leader. West Mercia Police (not the OPCC directly) pay a share of £15,000
per annum.

Following an OFSTED inspection in Herefordshire it has been necessary to increase resourcing to the MASH team. The previous accommodation for the team at Wilson House, Hereford could not meet the new space requirements. It has therefore been necessary to relocate the MASH to Herefordshire Council offices at Plough Lane, Hereford.

As of December 2022, the MASH team has occupied the premises at Plough Lane, pending a new licence for the occupation of the police staff on site – 9 desks spaces will be used by West Mercia Police staff members.

Herefordshire Council have proposed terms for this licence which are very similar to the ones to those in the licence for occupation at Wilson House. The only difference is the term of the arrangement. The existing licence was for a term of 10 years while the proposed term for the new licence is one calendar year which is to be renewed automatically for the consequent calendar year should neither party serve a one month’s notice to terminate the arrangements.

In line with the Fair User Agreement in place between the partners, Herefordshire Council will be responsible for the running costs and maintenance of the premises the MASH team occupy. Costs to the PCC will be limited to £1 per year. The PCC would also be liable to cover any costs associated with rectifying damages caused by West Mercia Police staff and the charges incurred in ensuring the statutory compliance of equipment on site owned by West Mercia Police (e.g. PAT testing for West Mercia Police owned devices).

STRATEGIC CONSIDERATIONS
This decision supports the following element(s) of the Safer West Mercia Plan:
☒ Putting Victims and Survivors First ☒ Building a More Secure West Mercia
☒ Reforming West Mercia ☒ Reassuring West Mercia’s Communities

The decision supports all of these objectives through the following:

  • Putting victims & survivors first
  • Ensures an appropriate range of support services for every victim
  • Delivers effective, early intervention and prevention for vulnerable people
  • Ensures victim support services are sustainable in the medium and long term
  • Making West Mercia a safer place by reducing crime and reoffending
  • Improves responses and outcomes around domestic abuse and sexual violence
  • West Mercia Police continues to establish and maintain a clear, strong identity with its staff, public and partners
    Ensures West Mercia’s estate delivers the facilities police and communities need, in the most effective, efficient way possible
  • West Mercia Police continues to form partnerships in the best interests of local communities to prevent crime and disorder and reduce crime

    BENEFITS AND THEIR REALISATION
    Benefits include:

  • Enables Hereford MASH function to co-locate with public sector partners, in line with Government recommendations. This will also enable this MASH to co-locate in line with all other MASH teams West Mercia Police is a part of.
  • West Mercia Police & Partners plan and deliver services in a more strategic and collaborative way.
  • Improved operational working relations, to continue to provide a service to the public.
  • Enables the co-location of the Herefordshire MASH function, to ensure that safeguarding support continues to be delivered to the communities and vulnerable people.
  • Supporting OPE partnership working with other public sector bodies by co-locating in one premises.
  • Ensuring public funds are spent in the best way possible, maximising the financial resource
  • Optimization of use of space in the Estate – by freeing up the freehold-owned Wilson House, the space will be utilised for West Mercia Police only teams which require space in Hereford.

AUTHOR
Name: Christopher O’Hara Date: 23rd Jan 2023

FINANCIAL AND TREASURER COMMENTS
The proposal is for an annual licence to occupy agreement with Herefordshire Council of £1 per annum, based on the reciprocal arrangement agreement for MASH provision across West Mercia.

There will be Legal costs to the PCC, for the sum of £250 to enter into the lease with Hereford Council.

There is no requirement for additional capital investment or ongoing revenue budget provision from the PCC in respect of moving the MASH team to Herefordshire Council’s offices in Plough Lane.

Treasurer
Signature Date 08/02/23

LEGAL CONSIDERATIONS
By virtue of schedule 11, paragraph 14 of the Police Reform and Social Responsibility Act 2011 the Police and Crime Commissioner may do anything which is calculated to facilitate, or is conducive or incidental to, the exercise of the functions
of commissioner. That includes entering into contracts and other agreements (whether legally binding or not) and acquiring and disposing of property (including land).

PUBLIC ACCESS TO INFORMATION
Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Part 1 of this form will be made available on the West Mercia Commissioner’s website. Any facts and advice that should not be made
automatically available on request are not included in Part 1 but instead in a separate Part 2 report.

OFFICER APPROVAL
Chief Executive Officer
Signature Date 08/02/23