Chase Community Partnership - Information for meetings

You can download copies of:

• Terms of Reference:
• Agendas

You can download copies of:

• Terms of Reference
• Agenda

Community Safety Hub – Terms of Reference
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Updated 15^th May 2018

The Crime and Disorder Act (1998) and the Police Reform Act (2002) place a statutory requirement on the District Council, Police, County Council, Clinical Commissioning Group, Fire and Rescue Service and Probation Service to work in partnership with a variety of other public, private and voluntary sector partners to tackle crime and disorder issues locally.

1. Our Vision

1. By carrying out a multi-agency tasking and coordinating role, the Community Safety Hub (CSH) aims to improve community safety across the Cannock Chase District by identifying and addressing crime, disorder and vulnerability issues. This approach is intended to produce a more proactive and efficient method of working amongst partners.

2. Objectives

2.1 To tackle community safety and vulnerability issues which require multi-agency attention and which would be more difficult to address through traditional methods.
2.2 To utilise real-time intelligence and information to identify community safety and vulnerability issues, whilst applying problem solving approaches to provide desirable outcomes.
2.3 To allocate and coordinate the resources of various partners.
2.4 To strengthen the relationship between partners.

3. The Meeting

3.1 Meetings shall be held once a week on a Tuesday at 10:00. They shall last no longer than one hour, unless the CSH has been extended to accommodate a guest speaker.
3.2 Discussions could involve:

• Absolute Grounds for Possession
• Adults at Risks
• Alcohol and Drug Misuse
• Anti-Social Behaviour
• Arson
• Children at Risk
• Child Sexual Exploitation
• Civil Injunctions
• Closure Orders and Notices
• Community Triggers
• Community Protection Notices
• Crime Trends, Campaigns and Events
• Criminal Behaviour Orders
• Dispersal Notices
• Domestic Abuse
• Environmental Protection
• Evictions
• Female Genital Mutilation
• Honour Based Violence
• Integrated Offender Management
• Mental Health Concerns
• Modern Day Slavery
• Organised Crime Groups
• ‘Prevent’ and Terrorism Related Information
• Public Space Protection Orders
• Street Gangs/Street Violence and Vulnerability
• Target Hardening
• Vulnerable People
• Vulnerable Places
• Welfare Issues
• Any other Community Safety Issues

3.3 Updates on current actions shall be presented at every meeting until the problem is resolved or until the CSH judges that no further action can be taken.
3.4 CSH minutes shall be sent out to all members on a weekly basis.

4. Membership

4.1 Membership of the group shall be open to voluntary and statutory organisations active in Cannock Chase, with a role to play in improving community safety.
4.2 All members shall be registered signatories to the One Staffordshire Information Sharing Protocol or a recognised agency under statutory information sharing protocols.
4.3 Members shall be of an appropriate level of seniority to ensure the delivery of any actions allocated to their organisation.
4.4 Membership shall include, where possible:

• Cannock Chase District Council - Benefits and Revenues
• Cannock Chase District Council - CCTV
• Cannock Chase District Council - Community Safety
• Cannock Chase District Council - Environmental Protection
• Cannock Chase District Council - Housing Options
• Cannock Chase District Council - Parks and Open Spaces
• Cannock Chase District Council - Portfolio Lead for Crime
• Cannock Chase District Council - Private Sector Housing
• Cannock Chase District Council - Tenancy Services
• Crime Support Agencies
• Domestic Abuse Support Agencies
• Drug and Alcohol Support/Rehabilitation Agencies
• Education Welfare Services
• Guest Speakers
• Mental Health Services
• NEET Support Agencies
• NHS - Adult Social Care
• Probation (NPS and CRC)
• Registered Social Landlords
• Staffordshire County Council – Detached Youth Team
• Staffordshire County Council – Learning Disability Team
• Staffordshire County Council – LST/BRFC
• Staffordshire County Council – SSU
• Staffordshire County Council - Youth Offending Service
• Staffordshire Fire and Rescue Service

• Staffordshire Police

4.5 Other partners shall be invited to attend the Community Safety Hub, when necessary, at the discretion of the Chair.

5. Responsibilities of Group Members

Members shall be fully engaged in the process and are expected to:

5.1 Attend regularly, or send a suitable representative.  
5.2 Ensure minutes are read prior to the commencement of the meeting.
5.3 Contribute ideas and represent the view of their organisation.
5.4 Allocate resources as and when required.
5.5 Ensure that agreed actions are completed prior to the next CSH and that the Community Safety Team are updated.
5.6 Submit new cases (which must include full names and dates of birth, address, contact telephone numbers and a brief summary) by email to Partnership@cannockchasedc.gcsx.gov.uk by 12.00pm on the Monday prior to Tuesday’s meeting.
5.7 Facilitate professionals meetings outside of the CSH (when this is the recommendation of the group) and to report back to the CSH with an update in a timescale considered appropriate by the Chair.
5.8 Raise concerns constructively, feeling comfortable to challenge decisions but to ultimately respect their colleagues’ professional judgement.
5.9 Remember that the CSH is not a substitute for traditional inter-agency working.

6. Responsibilities of the Chair

The Chair shall be responsible for:
6.1 Ensuring the CSH is firmly but fairly chaired, permitting everyone to contribute in a wide-ranging debate, but where side issues are curtailed.
6.2 Focusing on the key issues, with a summary following each discussion and a clarification of allocated actions.
6.3 Monitoring and assessing the impact of actions and interventions.
6.4 Exercising their professional judgement as to whether they believe escalation to the CSH is required or whether traditional working practices are more appropriate.
6.5 Recommending cases are removed from the CSH at the appropriate time.
6.6 Recommending professionals meetings are held outside of the CSH, where deemed necessary.
6.7 Monitoring partner attendance.
6.8 Raising concerns surrounding cases or members to the Community Safety Manager.
6.9 Ensuring the CSH is held in a comfortable venue free from distraction.
6.10 Increasing membership to the CSH.
6.11 Providing members with a monthly performance report.
6.12 Complying with all Information Sharing procedures, as noted in section 7.2, below.

7. Information Sharing and Data Protection
7.1 CSH members will sign an agreement at the start of each meeting which states that:
7.1a Information shared should only be used for the purposes of safeguarding or for the reduction/prevention of crime and disorder.
7.1b Information will only be quoted or used in discussions of the CSH or in carrying out decisions of the CSH, as defined in the One Staffordshire Information Sharing Protocol. It will not be used for any other purpose.
7.1c Information will be treated as sensitive and ultimately disposed of in a secure manner and in accordance with Data Protection legislation.
7.1d By divulging information at/for this meeting, members are agreeing for the information to be shared amongst partners.
7.1e Responsibility for the security of the CSH minutes and the information contained within transfers to individual members/organisations.

7.2 The Chair of the CSH will ensure the following with regards to Data Protection and Information Security:
7.2a Locked and password protected printing shall be engaged for all documents containing CSH information and a final check of the printer shall be conducted prior to leaving the office every day.
7.2b Hard copies containing CSH information shall be stored in locked cabinets when not in use and keys for these cabinets shall be kept in separate and discrete locations.
7.2c Hard copies containing CSH information shall be shredded as soon as they are no longer of use.
7.2d Electronic files containing CSH information shall be saved on secure network drives as opposed to removable media or C: drives.}
7.2e Details of the Information Sharing Protocol listed in 7.1, above, shall be made clear to all those in attendance at every CSH meeting.
7.2f All those in attendance at the CSH shall sign the register and disclaimer prior to the commencement of the meeting.
7.2g A check shall be conducted of the meeting room upon the CSH’s conclusion to ensure that no hard copies remain.
7.2h Minutes of the CSH shall be emailed to recognised secure email addresses from the Partnership GCSX email account. Only email addresses ending with the following are considered secure for the purposes of transmission of minutes: .cjsm.net, .gcsx.gov.uk, .gse.gov.uk, .gsi.gov.uk, .gsx.gov.uk, .hscic.gov.uk, .mod.uk, .nhs.net, .pnn.police.uk and .scn.gov.uk.
7.2i Should a CSH member not have access to one of the above email addresses, the minutes shall be sent from the Partnership GCSX email account to their normal email address but only after the file has been encrypted to AES 256 standard and password protected. The password must contain upper/lower case letters and numbers, will be changed monthly and will only be divulged in person or via a telephone conversation to recognised authorised recipients.
7.2j Two signatures from the Community Safety Team shall be obtained prior to minutes being circulated.
7.2k All signatories to the CSH shall be reminded of their Data Protection responsibilities every six months.

Updated 15^th May 2018