Post on 18-Dec-2021
Corporate Management Committee
Thursday 14 December 2017 at 7.30pm
Council Chamber Runnymede Civic Centre, Addlestone
Members of the Committee Councillors N H Prescot (Chairman), Miss M N Heath (Vice-Chairman), A Alderson, Mrs L M Gillham, Mrs J Gracey, Mrs G M Kingerley, D W Parr, Ms C M Simmons, M L Willingale and J J Wilson.
In accordance with Standing Order 29.1, any Member of the Council may attend the meeting of this Committee, but may speak only with the permission of the Chairman of the Committee, if they are not a member of this Committee.
AGENDA
Notes:
1) Any report on the Agenda involving confidential information (as defined by section 100A(3) of the Local Government Act 1972) must be discussed in private. Any report involving exempt information (as defined by section 100I of the Local Government Act 1972), whether it appears in Part 1 or Part 2 below, may be discussed in private but only if the Committee so resolves.
2) The relevant 'background papers' are listed after each report in Part 1. Enquiries about any of the Agenda reports and background papers should be directed in the first instance to Mr J Gurmin, Democratic Services Section, Law and Governance Business Centre, Runnymede Civic Centre, Station Road, Addlestone (Tel: Direct Line: 01932 425624). (Email: john.gurmin@runnymede.gov.uk).
3) Agendas and Minutes are available on a subscription basis. For details, please ring Mr B A Fleckney on 01932 425620. Agendas and Minutes for all the Council's Committees may also be viewed on www.runnymede.gov.uk.
‘see overleaf’
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4) In the unlikely event of an alarm sounding, members of the public should leave the building immediately, either using the staircase leading from the public gallery or following other instructions as appropriate.
5) Filming, Audio-Recording, Photography, Tweeting and Blogging of Meetings
Members of the public are permitted to film, audio record, take photographs or make use of social media (tweet/blog) at Council and Committee meetings provided that this does not disturb the business of the meeting. If you wish to film a particular meeting, please liaise with the Council Officer listed on the front of the Agenda prior to the start of the meeting so that the Chairman is aware and those attending the meeting can be made aware of any filming taking place.
Filming should be limited to the formal meeting area and not extend to those in the public seating area.
The Chairman will make the final decision on all matters of dispute in regard to the use of social media, audio-recording, photography and filming in the Committee meeting.
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LIST OF MATTERS FOR CONSIDERATION
PART I
Matters in respect of which reports have been made available for public inspection Page
1. FIRE PRECAUTIONS 4
2. NOTIFICATION OF CHANGES TO COMMITTEE MEMBERSHIP 4
3. APOLOGIES FOR ABSENCE 4
4. DECLARATIONS OF INTEREST 4
5. CORPORATE ACTION PLAN 2017/18 – QUARTER 2 PROGRESS 4
6. REGULATION OF INVESTIGATORY POWERS ACT 2000 – 2017 6 INSPECTION BY INVESTIGATORY COMMISSIONER’S OFFICE
7. EXCLUSION OF PRESS AND PUBLIC 9
PART II
Matters involving Exempt or Confidential Information in respect of which reports have not been made available for public inspection.
a) Exempt Information
8. RUNNYMEDE REGENERATION PROGRAMME – UPDATE 10
9. PRINTING CONTRACT EXTENSION 21
10. PROPOSED LEARNING AND DEVELOPMENT MANAGER 25
11. SERVICE CONTRACT PROCUREMENT – APPOINTMENT OF PREFERRED 28 BIDDER (TO FOLLOW)
b) Confidential Information
(No reports to be considered under this heading)
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1. FIRE PRECAUTIONS
The Chairman will read the Fire Precautions which set out the procedures to be followed in the event of fire or other emergency.
2. NOTIFICATION OF CHANGES TO COMMITTEE MEMBERSHIP
3. APOLOGIES FOR ABSENCE
4. DECLARATIONS OF INTEREST
If Members have an interest in an item, please record the interest on the form circulated with this Agenda and hand it to the Legal Representative or Committee Administrator at the start of the meeting. A supply of the form will also be available from the Committee Administrator at meetings.
Members are advised to contact the Council’s Legal section prior to the meeting if they wish to seek advice on a potential interest.
Members are reminded that a non pecuniary interest includes their appointment by the Council as the Council’s representative to an outside body and that this should be declared as should their membership of an outside body in their private capacity as a director, trustee, committee member or in another position of influence thereon.
Members who have previously declared interests which are recorded in the Minutes to be considered at this meeting need not repeat the declaration when attending the meeting. Members need take no further action unless the item in which they have an interest becomes the subject of debate, in which event the Member must leave the room if the interest is a disclosable pecuniary interest or if the interest could reasonably be regarded as so significant as to prejudice the Member’s judgement of the public interest.
Background papers
None stated
5. CORPORATE ACTION PLAN 2017/18 – QUARTER 2 PROGRESS (CORPORATE SERVICES)
Synopsis of report:
This report provides Members with an update on the Council’s performance against the Corporate Action Plan 2017/18.
For Quarter 2 (August-October for the Corporate Action Plan), of the 60 objectives relevant to this reporting period, 52 objectives have a green status, six objectives have an amber status, and two objectives have a red status. The Corporate Action Plan 2017/18 is therefore progressing well.
Recommendation:
For information
1. Context of report
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1.1 In July 2016, Corporate Management Committee approved the Council’s Corporate Business Plan 2016-2020. The Plan outlined our position in 2016, where we want to be, and how we plan to get there through four new themes: Supporting Local People, Enhancing Our Environment, Improving Our Economy, and Organisational Development. Each theme has a number of Corporate Priorities which the Council will aim to achieve over the period of the Plan. A Corporate Action Plan is then produced each year which has a number of objectives that aid progress towards the achievement of the Corporate Priorities.
1.2 The purpose of this report is to provide Members with an update on the Council’s performance against the Corporate Action Plan 2017/18. This report covers objectives that were either outstanding from a previous quarter, due to be completed by the end of Quarter 2, or are an ongoing objective. Progress against all the other objectives will be reported at the end of the quarter to which the objective’s deadline matches.
2. Report
2.1 Q2 (August-October) 2017/18 progress
2.1.1 Appendix ‘A’ shows the full table showing the status and associated comment for all objectives with an end of Quarter 2 deadline, are outstanding from Quarter 1, or are ongoing. In total, of the 60 objectives relevant to this reporting period, 52 have a green status which means they have either been completed in full or are on track to the level expected (if ongoing).
2.2.2 Objectives with an amber status
2.2.2.1 The following six objectives have made some progress, but less than expected.
Objective Comments/actions
To continue progress MR: The website has achieved the maximum rating with the current Web of 4 stars following the latest SOCITM review, Improvement Plan. putting this Council in the top 9% of local
authorities nationally. Implementation of the responsive website project has started although it is running slightly behind the initial project plan due to the supplier having issues in the implementation phase.
To implement agreed LN+SW: The updated standards have been customer service approved by Corporate Management Committee, standards across the but it is felt the Customer Services Team needs organisation. more time to settle before introducing the changes
across the organisation. Subject to stability being established in Customer Services, the standards will be implemented before the end of Q4.
To complete the first phase of Addlestone One.
JNR: Practical completion is planned for the end of Jan 2018.
To continue delivering a transparent and timely investigation of potential breaches of planning control.
CK: The priority of investigation into major breaches within the Green Belt and associated ongoing legal actions has diverted resources away from other investigations. While these high priority cases have been successfully actioned or resolved other long standing cases have been delayed.
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To introduce a formal inspection of cemetery memorials.
KC: DAC Notification of Advice has now been approved by Guilford Diocese and the faculty for a five year rolling program will be applied for once a starting date can be finalised (expected end of January 2018).
To complete all remaining Service-level Business Continuity Plans.
SW: All plans apart from Customer Service are now complete (this was given an extended deadline due to other priorities). The associated Equality Impact Assessments now need to be finalised following review.
2.2.3 Objectives with a red status
2.2.3.1 The following two objectives are still outstanding.
Objective Comments/actions
To deliver a promotional campaign around Hydration and Nutrition.
CH: Officers will be linking the campaign in with the Nutrition and Hydration Week in March 2018.
To review the Employment Stability Policy.
FS: Officers are awaiting publication of some deferred employment legislation in order to update appropriately.
3. Policy framework implications
3.1 The Corporate Action Plan identifies the objectives for the current year which will help achieve the Corporate Priorities in the Council’s Corporate Business Plan.
4. Resource implications
4.1 No additional resources are required to support progress at this time.
5. Conclusions
5.1 Given that 52 out of 60 objectives have a green status, six objectives have an amber status, and two objectives have a red status, it can be concluded that the Corporate Action Plan 2017/18 is currently progressing well.
(For information)
Background Papers
None stated
6. REGULATION OF INVESTIGATORY POWERS ACT 2000 - 2017 INSPECTION BY INVESTIGATORY POWERS COMMISSIONER’S OFFICE (LAW AND GOVERNANCE)
Synopsis of report:
To advise Members of the outcome of a recent inspection by the Investigatory Powers Commissioner’s Office and to endorse an updated Policy in this respect.
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Recommendation:
To recommend to Full Council that -
1. The outcome of the Inspection be noted. 2. The actions recommended in the Inspection Report be noted; and 3. An updated RIPA policy be adopted as set out in Appendix ‘C’.
1. Context of report
1.1 The Regulation of Investigatory Powers Act 2000 (RIPA) came into effect in September 2000 and seeks to protect a person’s human rights whilst ensuring that enforcement and security agencies can function effectively. RIPA sets out the statutory mechanism for covert surveillance and the use of covert human intelligence sources. The Council has a policy in place to govern its use of these powers.
1.2 Until 1 September 2017 the Office of the Surveillance Commissioner (“OSC”) carried out routine inspections of all public bodies to ensure their compliance with the requirements of RIPA. On 1 September 2017, this passed to the Investigatory Powers Commissioner’s Office (IPCO).
2. Report
2.1 The Council is involved in day to day enforcement functions including those associated with environmental protection, with planning enforcement, anti-social behaviour and fraud investigation. Surveillance evidence in support of these enforcement actions may only be valid if it is obtained by lawful means, if the conduct has been properly authorised and is considered to be necessary, proportionate and in accordance with the law.
2.2 Periodic inspections of public bodies which can exercise such powers were historically carried out by the OSC. As mentioned above from September 2017 this function was passed to the IPCO. The Council was last inspected in 2014 and the outcome of that inspection was reported to this Committee in December 2014.
2.3 On the 25 July 2017 the Council was advised that it had become apparent in recent years that for a variety of reasons, including reduced resources and greater access to data-matching and overt rather than covert law enforcement, authorities like the Council have granted far fewer RIPA authorisations. Some indeed have granted none at all during the last three years. Bearing this in mind, the Chief Surveillance Commissioner, the Rt Hon Lord Judge, had decided that a more flexible approach to the arrangements for IPCO inspections of District and Borough Councils, and free-standing Fire and Rescue Services should be adopted. Where appropriate, such inspections would be based on an examination of the relevant documentation, without a visit by one of the Surveillance Inspectors or Assistant Surveillance Commissioners. The 2017 inspection of the Council was conducted on such a basis. The approach taken was for the Council to provide the nominated inspector with various documents and they undertook a ‘desktop inspection’.
2.4 Mrs Grainne Athorn (“Inspector”) carried out a paper exercise and concluded that a full inspection was not required. She did however make a number of comments and recommendations. A copy of the covering letter from The Rt Hon. Lord Judge dated 5 September 2017 and the Inspector’s report setting out her findings and recommendations are at Appendix ‘B’.
2.3 The inspection report, dated 9 August 2017, acknowledged that the two recommendations made following the previous inspection in August 2014 had been
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discharged, that refresher training had been delivered and the RIPA policy had been amended to include guidance concerning the use of social media.
2.4 The Inspector did however note that there had not been an authorisation for directed surveillance since the last inspection. The Council was consequently not a significant user of the powers vested under RIPA but has sound procedures in place should there be a need to utilise the legislation. The Inspector did make six recommendations:
2.4.1 The Council amend the section in the RIPA Policy on the use of Covert Human Intelligence Sources (CHIS) to require the appointment of a ‘CHIS Handler’.
2.4.2 The Council amends its RIPA Policy to make clear no oral authorisations can be granted.
2.4.3 The Council amends its RIPA Policy to make clear that a risk assessment must be completed prior to the authorization and deployment of a CHIS and be updated during their deployment.
2.4.4 The Council amends its RIPA Policy to make clear that an application for a renewal of a RIPA authorisation must be made in writing.
2.4.5 The Council amends its RIPA Policy to make clear that an RIPA authorisation must not be allowed to expire and must be cancelled.
2.4.6 The Council’s RIPA Policy be further enhanced when dealing with the acessing of private information available on the internet and social media by the introduction of control measures to ensure that should it become necessary to utilise online covert identities/pseudonyms, these will be centrally logged and a record made of what research activity is conducted, details of which should be reported to the relevant Authorising Officer during routine reviews or, where applicable, a cancellation.
2.5 The Council’s existing policy has accordingly been updated and a draft of the proposed new policy is at Appendix ‘C’. Alterations to the existing policy are shown in red in the draft proposed new policy at Appendix ‘C’.
3. Policy framework implications
3.1 If the Council is involved in any proceedings before a Court, the Council must be able to show that it has acted lawfully and that it has gathered evidence properly. The existence of a formal Policy and Procedure that governs the process assists with the verification of that evidence.
4. Resource implications
4.1 RIPA powers would be used by Officers as part of their normal duties and therefore no additional resources would be required.
5. Legal implications
5.1 The Council can only use the powers it has under RIPA to investigate alleged crimes that are punishable by a maximum term of at least six months imprisonment or which relate to the sale of alcohol or tobacco to children. As indicated in the body of the report it has not had cause to use the powers since the last inspection in 2014. If there was cause to use such powers they would need to be authorised in accordance with the requirements set out in the Council’s RIPA Policy.
6. Equality implications
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6.1 An Equality Impact screening exercise has been undertaken in respect of previous versions of the Policy document. It is not anticipated that the new draft Policy, if endorsed and implemented, will have any disproportionate impact on any group or individual with any protected characteristic.
7. Conclusions
7.1 The adoption by the Council of a RIPA Policy which complies with legal requirements and reflects recommendations made by the IPCO will enable it to exercise such surveillance powers in a lawful manner and ensure public confidence in the use of such powers by a public body.
(To recommend)
Background papers
None stated
7. EXCLUSION OF PRESS AND PUBLIC
OFFICERS' RECOMMENDATION that –
the press and public be excluded from the meeting during discussion of the following reports under Section 100A(4) of the Local Government Act 1972 on the grounds that the reports in question would be likely to involve disclosure of exempt information of the description specified in paragraphs 1 and 3 of Part 1 of Schedule 12A of the Act.
(To resolve)
PART II
Matters involving Exempt or Confidential information in respect of which reports have not been made available for public inspection
a) Exempt Information Paras
8. RUNNYMEDE REGENERATION PROGRAMME - UPDATE 3
9. PRINTING CONTRACT EXTENSION 3
10. PROPOSED LEARNING AND DEVELOPMENT MANAGER 1 and 3
11. SERVICE CONTRACT PROCUREMENT – APPOINTMENT OF PREFERRED 3 BIDDER (TO FOLLOW)
Confidential Information
(No reports to be considered under this heading)
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CORPORATE MANAGEMENT COMMITTEE
14 DECEMBER 2017
APPENDICES APPENDIX REPORT PAGE NO
A CORPORATE ACTION PLAN – QUARTER 2 PROGRESS 1
B RIPA INSPECTION – COVERING LETTER AND REPORT 10
C DRAFT PROPOSED NEW RIPA POLICY 19
K:\Agendas\Corporate Management Committee\2017\12\Appendices 141217.docx
1
2017
/18
Cor
pora
te A
ctio
n Pl
an m
onito
ring:
incl
udes
out
stan
ding
obj
ectiv
es, o
bjec
tives
pl
anne
d to
be
achi
eved
by
the
end
of Q
uart
er 2
(Oct
ober
201
7), a
nd o
ngoi
ng o
bjec
tives
Th
e C
orpo
rate
Bus
ines
s Pl
an 2
016-
2020
has
Cor
pora
te P
riorit
ies
and
key
obje
ctiv
es c
lass
ified
und
er o
ur fo
ur C
orpo
rate
The
mes
: Sup
porti
ng
Loca
l Peo
ple,
Enh
anci
ng O
ur E
nviro
nmen
t, Im
prov
ing
Our
Eco
nom
y, a
nd O
rgan
isat
iona
l Dev
elop
men
t. Th
e ta
ble
belo
w s
how
s th
e ke
y ob
ject
ives
that
are
out
stan
ding
from
Qua
rter 1
, wer
e pl
anne
d to
be
achi
eved
by
the
end
of Q
2 (O
ctob
er 2
017)
or a
re o
ngoi
ng, i
n or
der t
o co
ntin
ue o
ur p
rogr
ess
agai
nst t
he id
entif
ied
Cor
pora
te P
riorit
ies.
It s
houl
d be
not
ed th
at a
num
ber o
f the
obj
ectiv
es s
uppo
rt th
e pr
ogre
ss o
f m
ore
than
one
Cor
pora
te P
riorit
y/C
orpo
rate
The
me.
Supp
ortin
g Lo
cal P
eopl
eC
orpo
rate
Prio
rity
Key
ass
ocia
ted
obje
ctiv
e(s)
D
eadl
ine
Stat
usG
REEN
= C
ompl
eted
in
full
or o
n tr
ack
to th
e le
vel e
xpec
ted
(if
ongo
ing)
AMBE
R =
Som
e pr
ogre
ss b
ut le
ss th
an
expe
cted
, or s
light
dro
pin
per
form
ance
(if
ongo
ing)
RED
= S
till o
utst
andi
ngor
a s
igni
fican
t dro
p in
pe
rform
ance
(if o
ngoi
ng)
Lead
Offi
cer a
nd c
omm
ent
To d
evel
op g
over
nanc
e ar
rang
emen
ts a
nd
effe
ctiv
ely
repr
esen
t R
unny
med
e’s
inte
rest
s w
ith a
ny e
volv
ing
‘dev
olut
ion’
and
‘dou
ble
devo
lutio
n’ d
iscu
ssio
ns.
i) To
sup
port
Mem
bers
with
any
de
cisi
on m
akin
g re
gard
ing
Dev
olut
ion
deve
lopm
ents
.
Ong
oing
SW
: The
re h
as b
een
a ‘s
trate
gic
paus
e’ w
ith th
e 3S
C d
evol
utio
n bi
d an
d so
ther
e ha
s be
en n
o ne
ed
to p
rovi
de M
embe
rs w
ith a
ny d
ecis
ion
mak
ing
supp
ort d
urin
g th
is ti
me
perio
d.
To c
ontin
ue m
anag
ing
and
deve
lopi
ng th
e C
ounc
il’s h
ousi
ng s
tock
effe
ctiv
ely
in li
ght o
fgo
vern
men
t pol
icy
and
legi
slat
ive
refo
rm.
i) To
pro
cure
pro
perti
es in
the
Priv
ate
Ren
ted
Sect
or fo
r ho
mel
ess
hous
ehol
ds a
nd th
ose
thre
aten
ed w
ith h
omel
essn
ess
as
oppo
rtuni
ties
allo
w.
Ong
oing
JH
: Sin
ce Q
1 th
ere
have
bee
n th
ree
new
MC
L m
anag
ed te
nanc
ies,
one
new
MC
L di
rect
let
tena
ncy,
and
eig
ht p
rivat
e la
ndlo
rds/
letti
ng a
gent
te
nanc
ies
invo
lvin
g re
nt in
adv
ance
and
dep
osit
paym
ents
. *C
orre
ctio
n: Q
1 co
mm
ent s
houl
d ha
vest
ated
‘Sin
ce A
pril
2016
, MC
L ha
s ha
d 14
new
MC
L m
anag
ed te
nanc
ies,
12
new
MC
L D
irect
Let
te
nanc
ies,
and
21
priv
ate
land
lord
s/le
tting
age
nt
tena
ncie
s in
volv
ing
rent
in a
dvan
ce a
nd d
epos
it pa
ymen
ts.’
APPENDIX 'A'
2
ii)To
con
tinue
impl
emen
ting
the
Hou
sing
Dev
elop
men
t Stra
tegy
as
oppo
rtuni
ties
allo
w.
Ong
oing
M
W: A
num
ber o
f dev
elop
men
ts a
re u
nder
way
and
ot
hers
are
bei
ng a
ppra
ised
. 12
hom
es o
n G
arag
e Si
tes
in E
ngle
field
Gre
en u
nder
con
stru
ctio
n.
Farm
Clo
se re
deve
lopm
ent o
f flo
oded
bun
galo
ws,
de
mol
ition
in p
rogr
ess
and
four
flat
s to
be
subs
eque
ntly
con
stru
cted
. Pla
nnin
g Pe
rmis
sion
has
be
en g
rant
ed fo
r nin
e x
two
bed
flats
in A
ddle
ston
e to
repl
ace
a pa
ir of
sem
i-det
ache
d ho
uses
. M
embe
rs h
ave
been
upd
ated
on
prog
ress
for t
wo
othe
r pro
pose
d sc
hem
es in
Egh
am a
nd N
ew H
aw.
To c
ontin
ue w
orki
ng w
ith
the
priv
ate
sect
or to
pr
ovid
e im
prov
ed a
nd
addi
tiona
l hou
sing
, in
clud
ing
affo
rdab
le a
nd
key
wor
ker.
i)To
cont
inue
impl
emen
ting
the
Priv
ate
Ren
ted
Sect
or P
olic
y.
ii) T
o co
ntin
ue s
uppo
rting
R
unny
med
e H
ousi
ng
Dev
elop
men
t Par
tner
ship
.
Ong
oing
Ong
oing
MW
: Pol
icy
adhe
red
to.
MW
: A p
ositi
ve m
eetin
g of
the
Run
nym
ede
Hou
sing
D
evel
opm
ent P
artn
ersh
ip w
as h
eld
in O
ctob
er.
To e
xpan
d ou
r ca
re/p
reve
ntio
n se
rvic
es
in o
rder
to h
elp
relie
ve
pres
sure
s on
the
NH
S as
w
ell a
s cr
eate
add
ition
al
inco
me
stre
ams
for t
he
Cou
ncil.
i) To
del
iver
a p
rom
otio
nal
cam
paig
n ar
ound
Hyd
ratio
n an
d N
utrit
ion.
By th
e en
d of
Q
2 C
H: O
ffice
rs w
ill be
link
ing
the
cam
paig
n in
with
the
Nut
ritio
n an
d H
ydra
tion
Wee
k in
Mar
ch 2
018.
ii) T
o co
ntin
ue th
e de
liver
y of
the
non-
emer
genc
y pa
tient
tran
spor
t in
Sur
rey
thro
ugh
the
Com
mun
ity
Tran
spor
t ser
vice
. iii)
To
cont
inue
to id
entif
y op
portu
nitie
s to
exp
and
the
Mea
ls
at H
ome
offe
ring.
Ong
oing
Ong
oing
DW
: The
con
tract
is o
ngoi
ng w
ith n
o is
sues
of n
ote
to d
ate.
DW
: Tog
ethe
r with
SH
BC, p
oten
tial o
ppor
tuni
ties
to
deve
lop
the
mea
l ser
vice
furth
er h
ave
been
id
entif
ied
e.g.
inte
grat
ing
capa
city
nee
ds a
cros
s se
rvic
es, a
nd w
ill co
ntin
ue to
be
wor
ked
on u
ntil
Q4.
To
con
tinue
sup
porti
ng
and
impr
ovin
g th
e qu
ality
of
live
s of
our
vu
lner
able
/dep
rived
in
divi
dual
s.
i) To
del
iver
at l
east
10
soci
al tr
ips
for v
ulne
rabl
e/ol
der p
eopl
e.
ii) T
o bi
annu
ally
revi
ew th
e de
liver
y of
the
join
t Com
mun
ity
Serv
ices
in p
artn
ersh
ip w
ith
Surre
y H
eath
Bor
ough
Cou
ncil.
By th
e en
d of
Q
2
By th
e en
d of
Q
2 an
d Q
4
DW
: 15
grou
p tri
ps h
ave
been
org
anis
ed fo
r vu
lner
able
/old
er p
eopl
e, s
o th
e ta
rget
has
bee
n ex
ceed
ed.
DW
: Mee
tings
bet
wee
n D
irect
ors
and
Mem
bers
of
each
aut
horit
y ha
ve ta
ken
plac
e be
twee
n Q
1-Q
3.
To c
ontin
ue to
sup
port
the
impr
ovem
ent o
f loc
al
leis
ure
activ
ities
.
i) To
ach
ieve
300
+ ch
ildre
n/yo
ung
peop
le ta
king
par
t in
the
Surre
y Yo
uth
Gam
es tr
aini
ng p
rogr
amm
e w
ith 1
70+
at th
e ev
ent.
By th
e en
d of
Q
2 SB
: 405
you
ng p
eopl
e to
ok p
art i
n th
e Su
rrey
Yout
h G
ames
trai
ning
, and
200
repr
esen
ted
Run
nym
ede
at th
e ev
ent i
tsel
f
3
To ta
ke o
ppor
tuni
ties
for
expa
ndin
g ou
r co
nsul
tatio
n pr
ogra
mm
e w
ith lo
cal p
eopl
e as
re
sour
ces
allo
w.
i)To
mai
ntai
n a
Citi
zens
Pan
el.
ii) T
o un
derta
ke a
dditi
onal
co
nsul
tatio
n as
reso
urce
s al
low
.
Ong
oing
Ong
oing
SW: T
here
are
cur
rent
ly 6
6 pe
ople
on
our C
itize
ns
Pane
l mai
ling
list w
ho a
re a
ged
betw
een
33-8
3,
cove
ring
all t
he m
ain
tow
ns a
nd v
illage
s in
the
Boro
ugh.
We
cons
ult w
ith y
oung
er p
eopl
e se
para
tely
as
requ
ired.
SW
: In
Q2,
we
have
und
erta
ken
cons
ulta
tion
for a
ne
w A
nti-S
ocia
l Beh
avio
r Pol
icy,
plu
s th
e lo
ss o
f the
m
anag
emen
t fee
con
tribu
tion
from
SC
C fo
r tho
se in
IR
L sc
hem
es o
n H
ousi
ng B
enef
it.
To c
ontin
ue d
evel
opin
g ou
r web
site
for
com
mun
icat
ing
and
trans
actin
g w
ith
resi
dent
s, b
usin
esse
s an
d ot
her s
take
hold
ers.
i)To
cont
inue
pro
gres
s w
ith th
e cu
rrent
Web
Impr
ovem
ent P
lan.
O
ngoi
ng
MR
: The
web
site
has
ach
ieve
d th
e m
axim
um ra
ting
of 4
sta
rs fo
llow
ing
the
late
st S
ocitm
revi
ew, p
uttin
g th
is c
ounc
il in
the
top
9% o
f loc
al a
utho
ritie
s na
tiona
lly.
Impl
emen
tatio
n of
the
resp
onsi
ve
web
site
pro
ject
has
sta
rted
alth
ough
it is
runn
ing
slig
htly
beh
ind
the
initi
al p
roje
ct p
lan
due
to th
e su
pplie
r hav
ing
issu
es in
the
impl
emen
tatio
n ph
ase.
To
con
tinue
dev
elop
ing
our c
usto
mer
ser
vice
ac
ross
the
Cou
ncil.
i)To
impl
emen
t tel
epho
ny
impr
ovem
ents
, inc
ludi
ng re
view
of
IVR
and
cal
l rec
ordi
ng.
ii) T
o ha
ve a
n ap
prov
ed C
usto
mer
Se
rvic
e St
rate
gy a
nd
Impr
ovem
ent P
lan.
iii)
To im
plem
ent a
gree
d cu
stom
er
serv
ice
stan
dard
s ac
ross
the
orga
nisa
tion.
iv) T
o in
vest
igat
e op
tions
for
trans
actio
nal e
nhan
cem
ents
in
clud
ing
on-li
ne b
ooki
ng s
yste
m,
expa
nsio
n of
on-
line
form
s an
d ba
ck o
ffice
inte
grat
ion
By th
e en
d of
Q
1
By th
e en
d of
Q
2
By th
e en
d of
Q
2
By th
e en
d of
Q
2
LN: N
ew s
oftw
are
incl
udin
g vo
icem
ail f
acilit
y an
d ne
w IV
R ro
utin
g in
stal
led
Oct
ober
201
7 an
d st
aff
train
ing
unde
rtake
n N
ovem
ber 1
7.
LN: C
usto
mer
Ser
vice
Stra
tegy
and
ass
ocia
ted
plan
ap
prov
ed b
y M
embe
rs in
Jul
y 17
.
LN+S
W: T
he u
pdat
ed s
tand
ards
hav
e be
en
appr
oved
by
CM
C, b
ut it
is fe
lt th
e C
usto
mer
Se
rvic
es T
eam
nee
ds m
ore
time
to s
ettle
bef
ore
intro
duci
ng th
e ch
ange
s ac
ross
the
orga
nisa
tion.
Su
bjec
t to
stab
ility
bein
g es
tabl
ishe
d in
Cus
tom
er
Serv
ices
, the
sta
ndar
ds w
ill be
impl
emen
ted
befo
re
the
end
of Q
4.
LN: C
RM
and
on-
line
porta
l pro
cure
d Se
ptem
ber
17.
Softw
are
bein
g de
velo
ped
with
pha
se 1
(e-
billin
g) d
ue to
go
live
by e
nd o
f Q4.
To ta
ke o
ppor
tuni
ties
for
impr
ovin
g th
e sa
fety
of
our r
esid
ents
and
vis
itors
.
i)To
iden
tify
oppo
rtuni
ties
to
deve
lop
and
expa
nd th
e ex
istin
g C
CTV
sys
tem
.
ii)To
fulfi
l our
Pre
vent
dut
ies.
Ong
oing
Ong
oing
LB: R
BC h
ave
been
invi
ted
to a
ttend
a S
urre
y-w
ide
CC
TV P
roje
ct B
oard
, spo
nsor
ed b
y Su
rrey
Polic
e,
on 2
9/11
/17.
Rep
rese
ntat
ions
will
be m
ade
to h
ave
Safe
r Run
nym
ede
act a
s a
poss
ible
cou
nty
hub.
SS
ar: T
he a
nnua
l tra
inin
g ha
s be
en d
eliv
ered
to
rele
vant
sta
ff, a
nd th
e M
embe
rs w
ho w
ishe
d to
vo
lunt
arily
rece
ive
train
ing.
4
iii) T
o co
ntin
ue im
plem
entin
g th
e N
atio
nal F
ood
Hyg
iene
Rat
ing
Sche
me.
Ong
oing
H
J: S
chem
e co
ntin
ues
to b
e im
plem
ente
d. T
he
focu
s ov
er th
e ne
xt s
ix m
onth
s w
ill be
to c
ontin
ue
redu
cing
and
pre
vent
ing
the
recu
rrenc
e of
leve
l 0, 1
an
d 2
rate
d pr
emis
es.
This
will
be im
prov
ed a
s w
e ar
e no
w c
harg
ing
£150
for F
HR
S re
visi
ts. T
here
fore
as
pay
men
t is
mad
e, it
is e
xpec
ted
that
ow
ners
hip
for m
aint
aini
ng s
tand
ards
follo
win
g ro
utin
e in
spec
tion
will
be s
een
and
long
-term
sta
ndar
ds
impr
oved
. To
dev
elop
our
co
llabo
rativ
e w
ork
with
th
e vo
lunt
ary
sect
or a
nd
prov
ide
mor
e fu
ndin
g as
re
sour
ces
allo
w.
i)To
mai
ntai
n ou
r goo
d re
latio
nshi
ps w
ith th
e vo
lunt
ary
sect
or.
ii)To
sup
port
the
volu
ntar
y se
ctor
as
reso
urce
s al
low
.
Ong
oing
Ong
oing
SStr:
Fol
low
ing
a St
reng
then
ing
the
Volu
ntar
y Se
ctor
Tas
k G
roup
bei
ng s
et u
p w
ith V
olun
tary
Se
rvic
es N
orth
Sur
rey
and
Run
nym
ede
and
Spel
thor
ne B
orou
gh C
ounc
ils, t
he R
unny
med
e C
ompa
ct (a
n ag
reem
ent b
etw
een
Gov
ernm
ent a
nd
the
volu
ntar
y se
ctor
) tha
t im
prov
es o
ur re
latio
nshi
p fo
r mut
ual a
dvan
tage
has
bee
n re
view
ed.
An
actio
n pl
an is
bei
ng s
ubm
itted
for C
omm
unity
Se
rvic
es C
omm
ittee
to a
ppro
ve s
hortl
y.
SStr
and
CH
o: O
ffice
rs a
re c
urre
ntly
revi
ewin
g
othe
r cou
ncils
’ ren
t pol
icie
s fo
r the
third
sec
tor w
ith
a vi
ew to
com
plet
ing
the
rent
revi
ews
by th
e en
d of
th
e ye
ar a
s ag
reed
with
Mem
bers
. To
con
tinue
in o
ur
ende
avou
rs to
sup
port
the
ambi
tions
of r
esid
ents
an
d bu
sine
sses
whe
re it
se
rves
the
grea
ter g
ood
of th
e co
mm
unity
.
i)To
prov
ide
good
qua
lity
timel
y re
spon
ses
to p
re-a
pplic
atio
n en
quiri
es.
ii)To
mee
t or e
xcee
d th
e pl
anni
ng
appl
icat
ion
times
cale
targ
ets.
iii)
To
mee
t or e
xcee
d de
term
inin
g ap
plic
atio
ns fo
r bui
ldin
g re
gula
tion
appr
oval
with
in th
e tim
esca
le
targ
et.
Ong
oing
Ong
oing
Ong
oing
CK:
The
pre
-app
licat
ion
serv
ice
has
been
enh
ance
d of
ferin
g a
broa
der r
ange
of s
ervi
ces
and
the
new
of
ferin
g co
mm
ence
d in
Sep
tem
ber 2
017.
C
K: A
ll as
soci
ated
Q2
plan
ning
per
form
ance
in
dica
tor t
arge
ts h
ave
been
exc
eede
d.
DJ:
100
% o
f Bui
ldin
g R
egul
atio
n ap
plic
atio
ns
dete
rmin
ed w
ithin
sta
tuto
ry ti
me
perio
d, 8
3% o
f ap
plic
atio
ns d
eter
min
ed w
ithin
10
wor
king
day
s –
targ
et 8
0%.
Enha
ncin
g O
ur E
nviro
nmen
t C
orpo
rate
Prio
rity
Key
ass
ocia
ted
obje
ctiv
e(s)
D
eadl
ine
Stat
us
Lead
Offi
cer a
nd c
omm
ent
To ta
ke o
ppor
tuni
ties
to
mak
e th
e lo
cal
envi
ronm
ent m
ore
sust
aina
ble.
i) To
del
iver
the
Yello
w B
us
Sche
me.
O
ngoi
ng
JS: W
e ar
e co
ntin
uing
to d
eliv
er th
e co
ntra
ct v
ia
Firs
t Gro
up s
ervi
ng fo
ur s
econ
dary
sch
ools
in th
e Bo
roug
h.
5
To p
roac
tivel
y se
ek
oppo
rtuni
ties
for
rege
nera
tion
in th
e Bo
roug
h to
ass
ist w
ith
plac
e sh
apin
g an
d th
e en
hanc
emen
t of t
he b
uilt
envi
ronm
ent.
i)To
com
plet
e th
e fir
st p
hase
of
Addl
esto
ne O
ne.
ii) T
o co
nclu
de w
heth
er
Run
nym
ede
Plea
sure
Gro
und
has
a vi
able
bus
ines
s ca
se.
By th
e en
d of
Q
2 By
the
end
of
Q2
JNR
: Pr
actic
al c
ompl
etio
n is
pla
nned
for t
he e
nd o
f Ja
n 20
18.
PW: T
he B
usin
ess
Plan
for R
unny
med
e Pl
easu
re
Gro
unds
refu
rbis
hmen
t was
app
rove
d by
C
omm
unity
Ser
vice
s C
omm
ittee
in S
epte
mbe
r 20
17. F
undi
ng fo
r the
pro
ject
was
sub
sequ
ently
ap
prov
ed b
y C
orpo
rate
Man
agem
ent C
omm
ittee
an
d Fu
ll C
ounc
il in
Oct
ober
. i)T
o in
vest
igat
e ne
w o
ppor
tuni
ties
for s
ervi
ce d
eliv
ery
(by
the
Cou
ncil)
to n
ewly
acq
uire
d co
rpor
ate
prop
erty
in o
rder
to
gene
rate
add
ition
al in
com
e.
Ong
oing
JN
R: T
o da
te c
ontra
cts
for A
ddle
ston
e O
NE
with
in
tern
al s
uppl
iers
of s
ervi
ces
have
bee
n ag
reed
for
CC
TV m
anag
emen
t / m
aint
enan
ce a
nd F
M
Serv
ices
whi
ch a
re w
orth
mor
e th
at £
100K
p.a
. Fo
r Eg
ham
Bus
ines
s Pa
rk a
nd th
e br
oade
r Tho
rpe
Indu
stria
l Est
ate
mar
ket r
esea
rch
is b
eing
un
derta
ken
to id
entif
y su
ppor
t for
a b
us s
ervi
ce
prov
ided
from
Egh
am R
ail S
tatio
n to
the
Park
usi
ng
Com
mun
ity S
ervi
ces
Tran
spor
t. To
mai
ntai
n an
d in
crea
se
our a
sset
por
tfolio
. i)
To a
cqui
re s
ound
new
in
vest
men
ts th
at a
re w
ithin
bud
get
for t
he p
urpo
se o
f ong
oing
inco
me
gene
ratio
n.
Ong
oing
JN
R: T
o da
te th
is h
as c
reat
ed £
11.0
8M o
f new
gr
oss
inco
me.
The
pur
chas
es re
pres
ent a
ble
nded
gr
oss
yiel
d of
5.4
75%
. Bu
t in
addi
tion
with
the
asse
ts u
nder
con
stru
ctio
n an
d ag
reed
pur
chas
es, a
fu
rther
£50
M h
as b
een
allo
cate
d th
at w
ill cr
eate
a
furth
er £
2.5M
of i
ncom
e. S
o, th
e to
tal n
ew g
ross
in
com
e is
£13
.58M
, a b
lend
ed g
ross
yie
ld o
f 5.
445%
, wel
l abo
ve th
e ta
rget
5%
and
with
in th
e £6
00M
allo
cate
d ca
pita
l bud
get.
Prop
erty
ac
quis
ition
s ar
e th
eref
ore
prog
ress
ing
in li
ne w
ith
the
Stra
tegy
and
als
o th
e so
und
due
dilig
ence
m
etho
ds a
gree
d w
ith M
embe
rs.
To c
ontin
ue d
evel
opin
g ou
r com
mun
ity re
silie
nce
to e
ffect
ivel
y as
sist
in a
n em
erge
ncy.
i)To
mai
ntai
n re
latio
nshi
ps w
ith
the
exis
ting
mem
bers
of t
he
Com
mun
ity R
esilie
nce
Net
wor
k.
ii) T
o de
velo
p th
e C
omm
unity
R
esilie
nce
Net
wor
k to
ass
ist a
n em
erge
ncy
resp
onse
.
Ong
oing
Ong
oing
SW: T
wo
even
ts h
ave
been
hel
d re
cent
ly to
sup
port
the
Com
mun
ity R
esilie
nce
Gro
ups;
one
for t
he
exis
ting
Thor
pe &
Egh
am G
roup
to d
emon
stra
te th
e w
ork
they
hav
e be
en d
oing
and
to e
ngag
e ne
w
mem
bers
, and
ano
ther
eve
nt in
whi
ch a
n ou
tsid
e co
mm
unity
gro
up d
eliv
ered
a p
rese
ntat
ion
on g
ood
prac
tice
. Fur
ther
sup
port
was
als
o pr
ovid
ed to
de
velo
p th
eir c
omm
unity
floo
d pl
ans
at th
is e
vent
, in
whi
ch t
en R
unny
med
e gr
oups
atte
nded
. To
revi
ew a
nd s
uppo
rt th
e de
liver
y of
the
coun
ty
and
regi
onal
In
frast
ruct
ure
Stra
tegi
es.
i) To
sup
port
SCC
in re
view
ing
the
coun
ty In
frast
ruct
ure
Stra
tegy
. By
the
end
of
Q2
RR
: Cur
rent
SC
C In
frast
ruct
ure
Stud
y w
as
publ
ishe
d Ja
n 20
17 b
ut b
ased
on
grow
th c
onte
xt
July
201
5. S
CC
reco
gnis
es n
eed
for u
pdat
e to
re
flect
em
ergi
ng L
ocal
Pla
ns.
RBC
inpu
tted
into
6
wor
ksho
p to
dis
cuss
upd
ate
of s
tudy
in A
pril
2017
. SC
C a
wai
ting
final
ised
repo
rt fro
m A
ECO
M.
i)To
supp
ort t
he d
eliv
ery
of th
e co
unty
Infra
stru
ctur
e St
rate
gy.
ii)To
sup
port
the
deliv
ery
of th
e re
gion
al In
frast
ruct
ure
Stra
tegy
.
Ong
oing
Ong
oing
RR
: RBC
has
ong
oing
invo
lvem
ent i
n a
num
ber o
f st
rate
gic
infra
stru
ctur
e pr
ojec
ts c
onta
ined
in S
CC
In
frast
ruct
ure
Plan
. Ong
oing
con
sulta
tion
with
va
rious
tran
spor
t sta
keho
lder
s is
taki
ng p
lace
to
ensu
re d
eliv
ery.
R
R: T
fSE
curre
ntly
ope
rate
s as
a s
hado
w b
ody.
Th
e in
tent
ion
is th
at, w
ith G
over
nmen
t app
rova
l, it
will
begi
n fu
ll op
erat
ion
in 2
020.
To
revi
ew o
ur
enfo
rcem
ent w
ork,
and
m
anag
e pl
anni
ng
brea
ches
, fly
tipp
ing
and
othe
r env
ironm
enta
l cr
imes
robu
stly
and
pr
oact
ivel
y.
i)To
cont
inue
del
iver
ing
a tra
nspa
rent
and
tim
ely
inve
stig
atio
n of
pot
entia
l bre
ache
s of
pla
nnin
g co
ntro
l.
ii) T
o co
ntin
ue u
nder
taki
ng ti
mel
y in
vest
igat
ion
of u
naut
horis
ed
wor
ks a
nd p
oten
tial b
reac
hes
of
build
ing
regu
latio
ns.
Ong
oing
Ong
oing
CK:
The
prio
rity
of in
vest
igat
ion
into
maj
or b
reac
hes
with
in th
e G
reen
Bel
t and
ass
ocia
ted
ongo
ing
lega
l ac
tions
has
div
erte
d re
sour
ces
away
from
oth
er
inve
stig
atio
ns. W
hile
thes
e hi
gh p
riorit
y ca
ses
have
be
en s
ucce
ssfu
lly a
ctio
ned
or re
solv
ed o
ther
long
st
andi
ng c
ases
hav
e be
en d
elay
ed.
DJ:
All
rele
vant
una
utho
rised
wor
ks w
ith th
e ex
cept
ion
of o
ne w
hich
is s
till u
nder
inve
stig
atio
n,
loca
ted
durin
g th
e pr
evio
us q
uarte
r hav
e su
bmitt
ed
Build
ing
Reg
ulat
ion
appi
catio
ns.
To c
ontin
ue m
aint
aini
ng
the
serv
ices
in o
ur w
ell
rega
rded
ope
n sp
aces
.
i) To
intro
duce
a fo
rmal
insp
ectio
n of
cem
eter
y m
emor
ials
.
ii)To
inst
all a
new
pla
y sp
ace
in
Mar
shal
l Pla
ce.
By th
e en
d of
Q
1
By th
e en
d of
Q
2
KC: D
AC N
otifi
catio
n of
Adv
ice
has
now
bee
n ap
prov
ed b
y G
uilfo
rd D
ioce
se a
nd th
e fa
culty
for a
fiv
e ye
ar ro
lling
prog
ram
will
be a
pplie
d fo
r onc
e a
star
ting
date
can
be
final
ised
(exp
ecte
d en
d of
Jan
20
18).
JH: T
he n
ew p
lay
spac
e ha
s be
en s
ucce
ssfu
lly
inst
alle
d.
iii) T
o co
ntin
ue p
rogr
essi
ng th
e di
gita
l map
ping
of t
he C
ounc
il’s
trees
.
Ong
oing
C
B+PS
: 19
are
as h
ave
now
bee
n su
rvey
ed,
aver
age
of o
ne p
er w
eek;
GIS
team
con
tinue
to
uplo
ad e
ach
set o
f dat
a, a
s ne
w a
reas
are
iden
tifie
d an
d su
rvey
ed.
7
Impr
ovin
g O
ur E
cono
my
Cor
pora
te P
riorit
y K
ey a
ssoc
iate
d ob
ject
ive(
s)
Dea
dlin
e St
atus
Le
ad O
ffice
r and
com
men
t
To c
olla
bora
tivel
y w
ork
with
Loc
al E
nter
pris
e Pa
rtner
ship
s, C
ham
bers
of
Com
mer
ce, R
unny
med
e Bu
sine
ss P
artn
ersh
ip, a
nd
othe
r loc
al a
utho
ritie
s to
m
axim
ise
reso
urce
s.
i)To
cont
inue
liai
sing
with
the
busi
ness
com
mun
ity, i
nclu
ding
R
unny
med
e Bu
sine
ss
Partn
ersh
ip, S
urre
y C
ount
y C
ounc
il’s E
cono
my
Team
, EM
3 Lo
cal E
nter
pris
e Pa
rtner
ship
an
d U
KTI t
o ob
tain
fun
ding
for
Run
nym
ede.
Ong
oing
R
R: J
oint
Run
nym
ede/
Spel
thor
ne/E
lmbr
idge
bu
sine
ss e
vent
spo
nsor
ed b
y D
IT to
ok p
lace
20
Sept
embe
r 201
7.
To fa
cilit
ate
addi
tiona
l bu
sine
ss s
uppo
rt fo
r loc
al
busi
ness
es.
i) To
del
iver
at l
east
one
Bu
sine
ss L
eade
rs D
inne
r to
furth
er d
evel
op o
ur re
latio
nshi
ps
with
loca
l bus
ines
ses.
By th
e en
d of
Q
2 R
R: T
wo
Busi
ness
Lea
ders
Din
ners
hav
e be
en
succ
essf
ully
del
iver
ed.
ii)To
con
tinue
sup
porti
ng a
nd
prom
otin
g th
e re
gion
al G
row
th
Hub
.
Ong
oing
R
R: I
nstig
ated
allia
nce
betw
een
EM3
LEP
Gro
wth
H
ub a
nd R
egus
cen
tres
to p
rovi
de b
usin
ess
clin
ics
at R
egus
cen
tres
in R
unny
med
e. G
row
th H
ub h
ave
visi
ted
Reg
us a
t Rou
rke
Hou
se a
nd a
ttend
ed th
eir
laun
ch a
t the
end
of O
ctob
er.
Offi
cers
will
also
or
gani
se a
net
wor
king
ses
sion
in th
e N
ew Y
ear t
o sh
owca
se th
e G
row
th H
ub to
thei
r clie
nts
with
a
view
to s
tarti
ng b
usin
ess
clin
ics
in 2
018.
Fin
anci
ng
for t
he G
row
th H
ub h
as b
een
exte
nded
by
EM3
LEP
until
Oct
ober
201
8. F
urth
er d
iscu
ssio
ns w
ill be
he
ld w
ith G
row
th H
ub o
ver f
utur
e fin
anci
ng o
f bu
sine
ss s
uppo
rt in
the
Boro
ugh
to c
ompl
emen
t an
d bu
ild o
n su
ppor
t pla
nned
for t
he E
nter
pris
e Zo
ne.
To s
uppo
rt pr
ojec
ts w
hich
im
prov
e th
e in
tegr
atio
n of
ro
ad a
nd ra
il to
redu
ce
cong
estio
n.
i)To
cont
inue
liai
sing
with
the
busi
ness
com
mun
ity, i
nclu
ding
R
unny
med
e Bu
sine
ss
Partn
ersh
ip, S
urre
y C
ount
y C
ounc
il’s E
cono
my
Team
, EM
3 Lo
cal E
nter
pris
e Pa
rtner
ship
, th
e G
row
th H
ub, a
nd U
KTI t
o ap
ply
for r
elev
ant f
undi
ng.
ii) T
o co
mpl
ete
rele
vant
tra
nspo
rt co
nsul
tatio
ns in
ord
er
to lo
bby
for R
unny
med
e’s
inte
rest
s.
Ong
oing
Ong
oing
RR
: Joi
nt H
ousi
ng In
frast
ruct
ure
Fund
(HIF
) bid
for
£100
milli
on s
ubm
itted
for A
320
upgr
ade
in
Sept
embe
r 201
7. T
his
is a
join
t bid
with
Sur
rey
Hea
th B
C, W
okin
g BC
and
Sur
rey
CC
for a
fe
asib
ility
stud
y cu
rrent
ly to
look
at c
ost o
f req
uire
d m
itiga
tion
on A
320.
RR
: Lia
ison
has
take
n pl
ace
with
Cre
st N
icho
lson
, EM
3 LE
P, a
nd S
CC
for t
here
to p
oten
tially
be
a jo
int c
onsu
ltatio
n re
spon
se to
SW
Rai
lway
s pr
opos
ed 2
018
timet
able
. In
addi
tion
ther
e ha
s al
so
been
an
initi
al d
iscu
ssio
n he
ld w
ith a
repr
esen
tativ
e
8
from
SW
R to
rais
e co
ncer
ns, i
t has
bee
n ad
ded
to
the
agen
da fo
r dis
cuss
ion
at th
e ne
xt R
BP S
teer
ing
Gro
up m
eetin
g, a
nd it
is o
n th
e C
ounc
il w
ebsi
te’s
ne
ws
spin
ner t
o m
ake
the
publ
ic a
war
e. F
inal
ly,
ther
e ha
s be
en a
resp
onse
sub
mitt
ed fo
r the
M25
Ac
cess
ibilit
y an
d In
tegr
atio
n St
udy
and
the
Net
wor
k R
ail c
onsu
ltatio
n on
Wes
sex
Rou
te d
eliv
ery.
To
con
tinue
sup
porti
ng th
e Su
rrey
Gro
wth
Nar
rativ
e pr
ojec
t in
prom
otin
g th
e ar
ea to
attr
act n
ew
busi
ness
es a
s w
ell a
s re
tain
exi
stin
g bu
sine
sses
.
i)To
cont
inue
ong
oing
liai
son
with
Sur
rey
Gro
wth
Nar
rativ
e st
aff.
Ong
oing
R
R: T
here
was
a jo
int p
rom
otio
n st
and
at M
IPIM
(p
rope
rty m
arke
t exh
ibiti
on in
Lon
don)
whe
re w
e pr
omot
ed L
ongc
ross
and
Egh
am to
wn
cent
re a
s de
velo
pmen
t site
s.
To re
duce
the
reta
il an
d le
isur
e ex
pend
iture
le
akag
e fro
m R
unny
med
e in
to th
e su
rroun
ding
are
a th
roug
h th
e pr
ovis
ion
of
rege
nera
tion
sche
mes
in
the
Boro
ugh’
s m
ain
cent
res
whi
ch e
nhan
ce th
eir r
etai
l an
d le
isur
e of
fer.
i)To
cont
inue
adm
inis
trativ
e su
ppor
t for
the
Egha
m T
own
Team
. ii)
To s
uppo
rt th
e de
liver
y of
SC
C/L
EP le
ad R
unny
med
e R
ound
abou
t and
Egh
am
Sust
aina
bilit
y Pa
ckag
e pr
ojec
ts.
Ong
oing
Ong
oing
RR
: Stil
l ong
oing
.
RR
: Offi
cers
hav
e he
lped
com
mun
icat
e th
e im
plem
enta
tion
of w
orks
for R
unny
med
e R
ound
abou
t to
larg
e bu
sine
sses
in th
e im
med
iate
ar
ea.
The
EDM
is a
lso
wor
king
with
the
Busi
ness
R
ates
Man
ager
to tr
y to
coo
rdin
ate
com
mun
icat
ion
with
the
Valu
atio
n O
ffice
Age
ncy
and
com
pani
es in
th
e ar
ea a
ffect
ed b
y th
e w
orks
. To
enc
oura
ge e
njoy
men
t of
the
hist
oric
env
ironm
ent a
s pa
rt of
the
Cou
ncil’s
leis
ure
and
tour
ism
offe
r.
i)To
wor
k m
ore
clos
ely
with
Vis
it Su
rrey
to p
rom
ote
the
tour
ism
of
fer o
f the
Bor
ough
.
Ong
oing
C
H: V
isit
Surre
y lin
ks a
re g
ood
and
we
are
atte
ndin
g re
gula
r Bor
ough
& D
istri
ct m
eetin
gs.
To s
uppo
rt th
e de
velo
pmen
t of t
he
Boro
ugh’
s En
terp
rise
Zone
at
Lon
gcro
ss P
ark.
i)To
cons
ider
inve
stm
ent o
ptio
ns
for t
he E
nter
pris
e Zo
ne.
Ong
oing
SW
: Offi
cers
are
aw
aitin
g th
e fin
al v
ersi
ons
of tw
o bi
ds to
com
e th
roug
h fro
m C
rest
Nic
hols
on a
nd
Aviv
a fo
r the
Loc
al E
nter
pris
e Pa
rtner
ship
and
the
Cou
ncil
to c
onsi
der f
or fu
ndin
g.
To ta
ke o
ppor
tuni
ties
for
addi
tiona
l app
rent
ices
hips
in
the
Boro
ugh.
i) To
util
ise
the
appr
entic
eshi
p fu
ndin
g vi
a th
e na
tiona
l Ap
pren
tice
Levy
pro
cess
to h
elp
fill i
dent
ified
app
rent
ices
hip
gaps
.
Ong
oing
FS
: Rec
ruitm
ent h
as b
een
com
plet
ed fo
r the
nin
e ap
pren
tices
. Si
x ha
ve s
tarte
d in
the
Q2
time
perio
d.
To c
ontin
ue lo
bbyi
ng fo
r R
unny
med
e’s
econ
omic
in
tere
sts,
par
ticul
arly
in
nego
tiatin
g th
e be
st d
eal
for r
etai
ning
Bus
ines
s R
ates
, New
Hom
es
i)To
cont
inue
wor
king
with
pa
rtner
s as
a c
olle
ctiv
e vo
ice
for
loca
l gov
ernm
ent.
ii) T
o ac
tivel
y ta
ke o
ppor
tuni
ties
to lo
bby
Cen
tral G
over
nmen
t for
Ong
oing
Ong
oing
RR
; The
Cou
ncil
cont
inue
s to
wor
k w
ith o
ther
loca
l au
thor
ity p
artn
ers
on c
ross
-bou
ndar
y im
pact
pr
ojec
ts s
uch
as R
iver
Tha
mes
Sch
eme,
Hea
thro
w
Airp
ort,
Sout
hern
Rai
l Acc
ess,
and
the
Loca
l Pla
n.
SW: T
he H
eath
row
Exp
ansi
on M
embe
r Wor
king
G
roup
has
app
rove
d a
cons
ulta
tion
resp
onse
to th
e
9
Bonu
ses,
infra
stru
ctur
e im
prov
emen
ts, s
kills
su
ppor
t, an
d th
e ou
tcom
e re
gard
ing
a po
ssib
le
addi
tiona
l run
way
at
Hea
thro
w
the
bene
fit o
f Run
nym
ede.
R
evis
ed A
irpor
ts N
atio
nal P
olic
y St
atem
ent.
Org
anis
atio
nal D
evel
opm
ent
Cor
pora
te P
riorit
y K
ey a
ssoc
iate
d ob
ject
ive(
s)
Dea
dlin
e St
atus
Le
ad O
ffice
r and
com
men
t
To p
roac
tivel
y m
anag
e an
d de
velo
p th
e C
ounc
il’s
repu
tatio
n.
i)To
wor
k w
ith s
ervi
ce m
anag
ers
to p
lan
proa
ctiv
e go
od n
ews
stor
ies/
cam
paig
ns.
ii)To
mai
ntai
n go
od w
orki
ng
rela
tions
hips
with
the
med
ia.
Ong
oing
Ong
oing
MR
: Hig
hlig
hts
have
incl
uded
ope
ning
of
Addl
esto
ne W
aitro
se b
y th
e M
ayor
, van
link
ed to
fly
tippi
ng s
eize
d an
d cr
ushe
d, d
efib
rilla
tors
in
Run
nym
ede
park
s, E
gham
Gat
eway
con
sulta
tion
in
partn
ersh
ip w
ith P
lace
s fo
r Peo
ple,
new
Egh
am
Leis
ure
Cen
tre tu
rf br
eaki
ng e
vent
, and
Liv
ing
Wel
l W
eek
prom
otio
n.
MR
: Goo
d w
orki
ng re
latio
nshi
ps c
ontin
ue.
This
has
in
clud
ed d
evel
opin
g a
rela
tions
hip
with
Tha
t’s
Surre
y TV
(fre
evie
w c
hann
el 7
and
onl
ine)
with
co
vera
ge o
f Liv
ing
Wel
l Wee
k an
d bu
lb p
lant
ing
in
Che
rtsey
am
ong
othe
r sto
ries.
To
con
tinue
see
king
ef
ficie
ncy
and
incr
ease
d ef
fect
iven
ess
oppo
rtuni
ties.
i) To
pre
pare
a P
eopl
e M
anag
emen
t Fra
mew
ork
for
agile
wor
king
. ii)
To re
view
the
Empl
oym
ent
Stab
ility
Polic
y.
By th
e en
d of
Q
2
By th
e en
d of
Q
2
FS: A
dra
ft Pr
otoc
ol a
nd P
erfo
rman
ce M
anag
emen
t Fr
amew
ork
for a
gile
wor
king
has
bee
n pr
epar
ed.
FS: O
ffice
rs a
re a
wai
ting
publ
icat
ion
of s
ome
defe
rred
empl
oym
ent l
egis
latio
n in
ord
er to
upd
ate
appr
opria
tely
. To
com
plet
e th
e Bu
sine
ss
Con
tinui
ty p
lann
ing
proc
ess.
i)To
com
plet
e al
l rem
aini
ng
Serv
ice-
leve
l Bus
ines
s C
ontin
uity
Pla
ns.
ii) T
o de
liver
Bus
ines
s C
ontin
uity
trai
ning
for s
taff.
By th
e en
d of
Q
2
By th
e en
d of
Q
2
SW: A
ll pl
ans
but C
usto
mer
Ser
vice
are
now
co
mpl
ete
(this
was
giv
en a
n ex
tend
ed d
eadl
ine
due
to o
ther
prio
ritie
s).
The
asso
ciat
ed E
qual
ity Im
pact
As
sess
men
ts n
ow n
eed
to b
e fin
alis
ed fo
llow
ing
revi
ew.
SW: A
trai
ning
ses
sion
with
ser
vice
lead
s ha
s ta
ken
plac
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APPENDIX 'C'
REGULATION OF INVESTIGATORY POWERS ACT POLICY
Contents Introduction 3 Grounds for Necessity 5 Proportionality . 6 RIPA Compliance and Council Policy . 7 Policy Review 8 Terms and Definitions . 9
Surveillance . 9
Overt Surveillance 9
Covert Surveillance . 9 Different Types of Covert Surveillance . 10
Directed surveillance 10
Intrusive surveillance (not permitted by the Council) 10
Covert Human Intelligence Sources . 10
Definition of CHIS 11 Authorisation Procedures 12
The Standard Forms 12 The Senior Responsible Officer's Role . 13
Management of Records 13 The RIPA Monitoring Officer's Role 14 The Applicant's Role . 15
The Application 15
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Making an Application . 16
Authorisation Duration 17
Conduct of Authorisation 17
Renewals . 19
Cancellations 19
Equipment 20 Authorising Officer Responsibilities under RIPA 21
Authorising Officer Responsibilities . 21
Necessity 21
Proportionality 22
Collateral Intrusion 22
Confidential Material 22
Safety and welfare arrangements of a CHIS 23
Local Community Sensitivities 23
Authorisation 23
Authorisation Refused 23
Authorisation Approved 23
Urgent Verbal Authorisations 24
Authorisation Duration 24
Authorisation Review 25
Renewals 25
A new application for authorisation 26
Refusal 26
Cancellations 26
Review upon Cancellation 27 Working with or through other Agencies 28 Record-Keeping 29 Material obtained from Directed Surveillance and/or use of a CHIS operations 30
Confidential Information 30 Social Networking Sites and Internet Sites 30 Complaints 31 Annex 32
AUTHORISING OFFICERS 32
SENIOR RESPONSIBLE OFFICER 32
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Introduction
The Council has a number of regulatory and enforcement responsibilities. These functions are primarily for the purpose of protecting the greater good of the wider community within the jurisdiction of the Council.
The regulatory and enforcement activity,activity and the responsibility to ensure the safety of the community requiresrequire the Council to pursue and enforce statutory activity where appropriate.
The investigations required to fulfil these duties may require surveillance or information gathering of a covert nature.
Article 8 of the European Convention on Human Rights provides:
Article 8.1 Everyone has the right to respect for his private and family life, his home and his correspondence.
Article 8.2 There shall be no interference by a public authority with the exercise of this right except such as is in accordance with the law and is necessary in a democratic society in the interests of national security, public safety or the economic well-being of the country, for the prevention of disorder or crime, for the protection of health or morals, or for the protection of rights and freedoms of others.
This right is not absolute, it is a qualified right. This means that in certain circumstances the Council may interfere with the right if the interference is:
in accordance with the law necessary, and proportionate
Covert Surveillance and information gathering may constitute an interference with the right to respect for private and family life. To ensure that such activity is in accordance with the law the Council should rely upon the Regulation of Investigatory Powers Act 2000 (RIPA) where appropriate.
The Council is listed as a 'Relevant Public Authority' within Statutory Instrument 2010 No. 521. The Regulation of Investigatory Powers (Directed Surveillance and Covert Human Intelligence Sources) Order 2010.
The Statutory Instrument describes the prescribed office of a person with the authority to authorise directed surveillance or Covert Human Intelligence Source as Director, Head of Service, Service Manager or equivalent.
RIPA sets out a statutory mechanism for authorising covert surveillance and the use of covert human intelligence sources.
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RIPA requires the Council to have in place procedures to ensure that RIPA activity is in accordance with the law, compliant with the relevant Codes of Practice.
RIPA also provides for oversight by the Investigatory Powers Commissioner’s Offfice (IPCO) Office of Surveillance Commissioners (OSC). The IPCO OSC conduct inspections publish annual reports, and procedures and guidance.
The Council endeavours to ensure the guidance provided by these resources, together with case law and Investigatory Powers Tribunal (IPT) judgements, educate and inform policy and procedure within the Council.
The Council provides training on a regular basis to ensure relevant personnel have adequate skills and knowledge and are updated in relation to current developments.
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Grounds for Necessity
Necessary
The statutory grounds for necessity are set out within the legislation. There are several statutory grounds, however, the Council may only use RIPA authorisation for one statutory ground detailed in Sec 28(3) and Sec 29(3) of the Regulation of Investigatory Powers Act -
(b) - The purpose of preventing or detecting crime or of preventing disorder
As to if the proposed conduct is necessary, those involved with the process must make reference to the relevant section within the codes of practice, and also the OSC Procedures and Guidance 2016 2010 for guidance.
Both applicant and authorising officer must articulate in their own words why the proposed activity is necessary in all of the particular circumstances relating to the case concerned.
The lawfulness of the activity relies upon (amongst other issues), necessity.
As a consequence of the Regulation of Investigatory Powers (Directed Surveillance and Covert Human Intelligence Sources) (Amendment) Order 2012, the circumstances in which local authorities may authorize directed surveillance is now restricted to the investigation of offences which are punishable by a maximum term of at least six months imprisonment or constitutes an offence under sections 146, 147 or 147a of Licensing Act 2003 (sale of alcohol to children) or section 7 of the Children and Young Persons Act 1993 (sale of tobacco to children under 18 years old).
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Proportionality
As to if the proposed conduct is proportionate, those involved with the process must make reference to the relevant section within the codes of practice, and also the OSC Procedures and Guidance 2016 0 for guidance.
Both applicant and authorising officer must articulate in their own words why the proposed activity is proportionate in all of the particular circumstances relating to the case concerned.
Any consideration of proportionality should contain a consideration of the three elements:
(a) that the proposed covert surveillance is proportional to the mischief under investigation;
(b) that it is proportional to the degree of anticipated intrusion on the target and others; and
(c) it is the only option, other overt means having been considered and discounted
The lawfulness of the activity relies upon (amongst other issues) proportionality.
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RIPA Compliance and Council Policy
Although RIPA does not impose a requirement for the Council to comply with it, it is essential for the Council to do so to ensure that it is less vulnerable to a challenge under the Human Rights Act and that any material gathered in accordance with the law.
Following the requirements of RIPA and acting in accordance with this Policy, will therefore protect the Council against potential challenges to its decisions and procedures.
This document is the Council's policy on RIPA. As such, it should be adhered to unless it is found to conflict with changes in law, or either of the Codes of Practice which have been made under RIPA.
The Codes of Practice are admissible as evidence in court and must be complied with. In the event of a trial or hearing this Policy might also be adduced in the court.
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Policy Review
This policy will be reviewed on an annual basis. Earlier reviews will take place should circumstances such as changes in law, case reviews, or other similar circumstances so require it. Minor adjustment may be made from time to time.
The policy will be presented for review, to Elected Members on an annual basis or earlier if substantial amendment is required.
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Terms and Definitions
Surveillance
Surveillance includes:
monitoring, observing, listening to persons, watching or following their movements, listening to their conversations and other such activities or communications:
recording anything mentioned above in the course of authorised surveillance surveillance, by or with, the assistance of appropriate surveillance device(s) the interception of a communication in the course of its transmission by
means of a postal service or telecommunication system if it is one sent by, or intended for, a person who has consented to the interception of the communication.
Surveillance can be overt to covert.
Overt Surveillance
Most of the surveillance carried out by the Council will be done overtly.
General observations made by officers in the course of their duties constitutes overt surveillance.
Warning the person about the surveillance (preferably in writing) constitutes overt surveillance. (Consideration should be given to how long the warning should last. This must be a reasonable length of time and each case must be assessed as to what is reasonable having regard to the circumstances.)
Overt surveillance does not require authorisation under RIPA.
Covert Surveillance
"Covert Surveillance" means surveillance which is carried out in a manner calculated to ensure that the persons subject to the surveillance are unaware that it is or may be taking place.
Covert surveillance does require authorisation under RIPA if other criteria as set out within the codes also apply.
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Different Types of Covert Surveillance
RIPA regulates two types of covert surveillance:
Directed Surveillance, and Intrusive Surveillance; - The Council cannot conduct intrusive
surveillance
RIPA also regulates the use of Covert Human Intelligence Sources.
Directed Surveillance
Directed surveillance is defined as surveillance which is:
covert, not intrusive (see definition below) undertake for the purposes of a specific investigation or specific operation; carried out in such a manner as is likely to result in the obtaining of private
information about a person (whether or not that person is the target of the investigation or operation); and undertaken in a pre-planned manner, and not as an immediate response to
events or circumstances.
If the proposed activity fulfils all of the criteria for directed surveillance, then RIPA authorisation is required.
Intrusive surveillance (not permitted by the Council)
Intrusive surveillance is surveillance in any residential premises or in any private vehicle carried out by a person or by means of a surveillance device on the premises or in the vehicle which provides information of the same quality and details as if it was on the premises or in the vehicle.
Covert Human Intelligence Sources
The term Covert Human Intelligence Sources is used to describe people who are more commonly known as informants or officers working "undercover".
Throughout this document these people are referred to as "CHIS"
This does not include members of the public who volunteer information to the Council as part of their normal civic duties or to contact numbers set up to receive information.
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Definition of a CHIS
A person is a CHIS if he/she:
establishes or maintains a personal or other relationship for the purpose of:
obtaining information; or providing access to information to another person; or discloses information obtained by the use or existence of that relationship
RIPA authorisation is required for CHIS activity
If a CHIS is to be used there should be a controller who will have overall control of the operation involving the use of the CHIS.
If a CHIS is to be used there should be appointed a CHIS Handler who will have day to day responsibility for:
dealing with the CHIS on behalf of the Council; directing the day to day activities of the CHIS; recording the information supplied by the CHIS; and monitoring the CHIS’s security and welfare.
The handler of the CHIS will usually be of a rank or position below that of the Authorising Officer.
Formatted: List Paragraph, Bulleted + Level: 1 + Aligned at: 0.63 cm + Indent at: 1.27 cm
Formatted: Font: 12 pt
There are particular procedures relating to the conduct and use of CHIS authorisation, together with risk assessment and other procedures. There are also issues relating to the management of the personal details of a CHIS and the information obtained as a result of such activity. Whilst the Council will make use of CHIS authorisation if appropriate, it is a tactic that must be discussed with the Legal Department.
There are also special rules for using juveniles or vulnerable persons as CHIS, and only the Chief Executive can authorise such surveillance (or in his absence his nominated deputy.)
If the conduct to be authorised may involve the acquisition of confidential or religious material, or require an authorisation for using juveniles or vulnerable persons as CHIS, the Authorising Officer is, by law, the Chief Executive (or in his absence the Assistant Chief Executive who has been nominated to act in his place).
Further advice should be sought from the Council's Legal Department in such cases.
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Authorisation Procedures
Directed surveillance and the use of a CHIS can only be lawfully carried out if properly authorised and conducted in strict accordance with the terms of the authorisation.
All directed surveillance and use of a CHIS shall be:
Applied for in writing (or verbally in cases of urgency) Authorised by an appointed Authorising Officer and subsequently by a
Justice of the Peace Conducted in accordance with the authorisation Monitored and reviewed when required and in any case in accordance with
reviews set by the Authorising Officer Renewed if applicable Cancelled as soon as the objective has been achieved or the activity is no
longer to be conducted, whichever is sooner.
The Standard Forms
Directed Surveillance
Application for directed surveillance authorization Application to Magistrates’ Court Review of directed surveillance authorisation Application for cancellation of directed surveillance authorisation Application for renewal of directed surveillance authorisation
Use of a CHIS
Application for conduct-use of a CHIS authorisation Review of use of a CHIS authorisation Application for renewal of use of a CHIS authorisation Application for cancellation of conduct-use of a CHIS authorisation
The Standard Forms are available from the Senior Responsible Officer.
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The Senior Responsible Officer's Role The Council's Senior Responsible Officer is (listed in the annex to this document).
Responsible for:
the integrity of the process in place within the Council for the management of Covert Human Intelligence Sources and Directed Surveillance
compliance with Part II of RIPA and the Codes of Practice oversight of the reporting of errors to the relevant oversight Commissioner
and the identification of both the cause(s) of errors and the implementation of processes to minimise repetition of errors
engagement with the IPCO OSC inspectors when they conduct their inspections
oversight of the implementation of any post-inspection action plan approved by IPCO OSC
ensuring that all Authorising Officers are of an appropriate standard in light of any recommendations in the inspection reports by the IPCO Office of the Surveillance Commissioner
Preparing and presenting reports for elected members, and presenting the policy on a regular basis to the elected members for review.
Management of Records
The Senior Responsible Officer is responsible for ensuring a central register of authorisations is maintained.
The register and all associated documents relating to authorisations, reviews, cancellations, or renewals and refused applications should be retained in an auditable format, with each particular authorisation allocated a unique reference number for that particular investigation or activity.
The Senior Responsible Officer is responsible for making regular reports to Elected Members.
The Senior Responsible Officer is responsible for submitting annual statistics to the IPCO OSC in relation to authorisations.
The Senior Responsible Person is also responsible for communicating to the IPCO OSC any unauthorised activity that might come to the attention of the authority. This must be done within 5 working days. The records, documentation, and associated documentation relating to this unauthorised activity must be retained by the Senior Responsible Officer and disclosed to the IPCO OSC upon request, and certainly to an inspector from the IPCO OSC at the commencement of the next scheduled inspection.
Management of the records by the Senior Responsible Officer requires that person to carry out sufficient audit and checking in order to provide for a reasonable level of quality control. Any identified issues should be communicated with the authorising officer and any others concerned in order to ensure review drives improvement in compliance.
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The Elected Members are responsible for checking the consistency of the report with this policy. They will not, however, be involved in making decisions on specific authorisations.
The RIPA Monitoring Officer's Role
The Council's RIPA Monitoring Officer is (listed in annex to this document).
Responsible for:
maintaining the central register of authorisations and collating the original applications/authorisations, reviews, renewals and cancellations
oversight of submitted RIPA documentation organising a RIPA training programme raising RIPA awareness within the Council
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The Applicant's Role
The Application
You will need to consider:
Whether covert surveillance is needed
Consideration must be given as to whether covert surveillance is needed. You are advised to discuss the need to undertake directed surveillance or the use of CHIS with your line manager before seeking authorisation. All other options to obtain the information to be obtained by the authorised activity should be considered and used if appropriate.
Whether directed surveillance or use of a CHIS is needed
You must establish what type of "surveillance" is required having regard to the guidance contained in this document. The type of surveillance you require affects which application forms you need to complete.
Whether directed surveillance or use of CHIS is necessary for statutory reasons (identify the particular offence to be prevented or detected, or what disorder is to be prevented)
Authorisation may only be granted if it is necessary for the reason permitted by RIPA. For local authorities the only statutory reason is for the purposes of preventing and detecting crime or of preventing disorder (and now for certain offences only). You must set out this ground in your application form and provide details of the reasons why it is necessary to use covert surveillance.
Whether directed surveillance or use of a CHIS is proportionate
You must consider why the activity applied for is proportionate.
The methods must do no more than ensure you meet your objective. The proportionality test will also require you to consider whether there are any other appropriate means of obtaining the information and whether there is a risk of collateral intrusion (see consideration below) and how this can be minimised or managed, or if it is acceptable in the circumstances.
The following aspects of proportionality must be considered and evidenced:-
balancing the size and scope of the proposed activity against the gravity and extent of the perceived crime or offence
explaining how and why the methods to be adopted will cause the least possible intrusion on the target and others
considering whether the activity is an appropriate use of the legislation and a reasonable way, having considered all reasonable alternatives, of obtaining the necessary result
evidencing, as far as reasonably practicable, what other methods have been considered fully and why these were not implemented.
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The risk and amount of collateral intrusion
Collateral intrusion is the risk of intrusion into the privacy of persons other than the target. You are required to assess the risk of collateral intrusion. Details of any potential collateral intrusion should be specified. Measures must be taken wherever practicable to avoid or minimise collateral intrusion and a plan should be included in your application specifying how the potential for collateral intrusions will be minimised. You should give as much detail as possible, insufficient information may lead to the rejection of the application.
Conduct a risk assessment in relation to health and safety of personnel and public (not a statutory requirement under RIPA, but an operational requirement)
This requirement is not in relation to compliance with RIPA. However, it is a fundamental requirement when conducting any activity at work. The risk assessment helps the line manager and the authorising officer to consider if the health and safety risks to personnel and public are identified, and if possible measured and controlled, and only the level of risk to be taken will be that which reflects the benefit to the authority.
Consideration: Surveillance from private premises
It is preferable for surveillance to be carried out from a public place, such as a public highway. However, there may be circumstances where private premises may be required for the carrying out of surveillance. In which case, it is essential that you obtain the consent of the owner and/or occupier of the premises prior to authorisation being sought.
You should seek further guidance from the Council's Legal Department since there are other considerations in relation to management of CPIA Disclosure, and use of the product of the surveillance as evidence.
Making an Application
All applications must be made in writing on the standard forms provided.
The relevant forms are:
An application for directed surveillance authorization, and/or An application for use of a CHIS An application to a Justice of the Peace
The considerations set out above, form part of the application form.
In urgent cases, verbal authorisation may be sought and authorisation recorded in writing. The same considerations and actions as set out above should be considered and recorded, and the original documents and notes provided with a reference number and submitted to the central register of records.
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Cases should only be regarded as urgent if there is a likelihood of endangering life or jeopardising the investigation or operation if authorisation is not immediate. An urgent verbal authorisation may last for 72 hours. However, if the surveillance continues and there is opportunity before the expiration of 72 hours, authorisation in writing should be applied for and authorised if appropriate.
There is no power for local authorities to grant oral authorisations. All Formatted: Font: Bold, Underline
authorisations, even if urgent, must be made in writing.
Authorisation Duration
An authorisation for Directed Surveillance will last for three months from the date of authorisation unless renewed. It must be cancelled as soon as it is no longer required.
An authorisation for use of an adult CHIS will last for 12 months from the date of authorisation unless renewed. It must be cancelled as soon as it is no longer required.
Urgent authorisation for either Directed Surveillance or use of a CHIS will last 72 hours beginning with the time when the authorisation was granted, unless subsequently endorsed by written authorisation.
Review dates for the authorisation will be set by the Authorising Officer.
During the course of an investigation the type and seriousness of offences may change. The option of authorizing directed surveillance is dependent on the offence under investigation attracting a sentence of a maximum six months imprisonment or more or being related to the underage sale of alcohol and tobacco. Providing the offence under investigation is one which appears on the statute book with at least a maximum six months term of imprisonment or is related to the specific offences listed in the Regulation of Investigatory Powers (Directed Surveillance and Covert Human Intelligence Sources) Order 2010 as amended, concerning the underage sale of alcohol or tobacco, an application can be made. However, if during the investigation, it becomes clear that the activity being investigated does not amount to a criminal offence or that it would be a less serious offence that does not meet the threshold the use of directed surveillance should cease. If a directed surveillance authoriszation is already in force it should be cancelled.
Conduct of Authorisation
It will be the responsibility of the applicant and persons conducting the authorised activity to ensure that any Directed Surveillance or use of a CHIS is only undertaken under an appropriate and valid authorisation.
During the surveillance, you should ensure:
Surveillance is carried out in accordance with the authorisation Collateral intrusion is monitored and minimised as far as possible Intrusive surveillance is not carried out All information obtained is recorded and managed appropriately and in
accordance with the Data Protection Act (subsequently other legislation such as PACE and CPIA are likely to apply to the product of the surveillance).
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During the use of CHIS, you should also ensure that the source is aware that:
Only the tasks authorised are carried out Third party collateral intrusion is minimised as far as possible Intrusive surveillance is not carried out Agent Provocateur (Entrapment) is not committed They must regularly report to you
You should also be mindful of the date when reviews and renewals are required.
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You must inform the Authorising Officer if the authorised activity unexpectedly interferes with the privacy of individuals who are not covered by the authorisation or if there is another change in circumstances usually brought about by unforeseen action.
When the original authorisation may not be sufficient, consideration should be given to whether the authorisation needs to be amended and re-authorised (for minor amendments only) or whether it should be cancelled and a new authorisation obtained.
The relevant forms should be used.
Particular care should be taken when using a CHIS to ensure that authorisation is sufficient. It is difficult to predict what might occur each time a meeting with a CHIS takes place. If unforeseen action takes place, the occurrence should be recorded as soon as possible after the event and the sufficiency of the authorisation must be considered.
You must bring to the attention of the Authorising Officer any concerns about the personal circumstances of the CHIS in relation to: the validity of the risk assessment; the conduct of the CHIS; the safety and welfare of the CHIS.
Renewals
Once the authorisation expires, surveillance must cease unless a renewal has been applied for and approved (by both the Authorising Officer and a JP).
If it appears that the directed surveillance or use of a CHIS is needed beyond the authorisation date, you must seek a renewal of the authorisation.
You must consider whether covert methods are still necessary and proportionate.
An application for renewal for either Directed Surveillance and/or use of a CHIS should be made on the relevant form and passed to the Authorising Officer for consideration.
Authorisation for renewal may be sought verbally, but only in exceptional circumstances.
Cancellations
All authorisations, including renewals, must be cancelled if the reason why Directed Surveillance or use of a CHIS was required no longer exists or is no longer proportionate. This will occur in most instances when the purpose for which surveillance was required has been achieved and officers must be mindful of the need to cancel any authorisation which has been issued.
To cancel an authorisation, you should complete the Cancellation of Authorisation form and submit it to the Authorising Officer for the Authorising Officer to cancel the authorised activity.
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Equipment
Equipment and surveillance logs should be allocated from a central record of equipment, and an audit trail maintained in relation to the equipment and surveillance logs.
Upon cancellation all equipment in use must be removed immediately or else as soon as practicable, since further recordings will amount to unauthorised surveillance.
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Authorising Officer Responsibilities under RIPA
The Council's Authorising Officers are (listed in the annex to this document).
If the conduct to be authorised may involve the acquisition of confidential or religious material, or require an authorisation for using juveniles or vulnerable persons as CHIS, the Authorising Officers is, by law, the Chief Executive (or in his absence one of the Corporate Directors).
Authorising Officers should not be responsible for authorising investigations or operations in which they are directly involved. If this is the case, the application form for authorisation should be noted to this effect together with an explanation as to why this has taken place.
Authorising Officer Responsibilities Responsibility for authorising the carrying out of direct surveillance or using a CHIS rests with the Authorising Officer and requires the personal authority of the Authorising Officer.
You must be satisfied that a defensible case can be made for the conduct authorised.
Authorisation is a safeguard against the abuse of power by public authorities. Full consideration of necessity and proportionality will make the action less vulnerable to challenge.
You should refer to both the relevant Codes of Practice, and the OSC Procedures and Guidance 20160 when fulfilling your role, and if required seek the guidance of the Legal Department and Senior Responsible Officer on issues that you are uncertain about.
You are required to consider the application for authorisation in relation to the following:
Crime Threshold Amendments to the Regulation of Investigatory Powers (Directed Surveillance and Covert Human Intelligence Sources) Order 2010 mean that a local authority can now only grant an authorization under RIPA for the use of directed surveillance where the local authority is investigating particular types of criminal offences. These are offences which attract a maximum custodial sentence of six months or more or are offences relating to the underage sale of alcohol or tobacco.
Necessity Firstly, you must consider whether it is necessary to carry out the covert activity.
This is an important consideration and must be recorded on the form. The Codes of Practice and OSC Procedures and Guidance 20160 both provide guidance in relation to this consideration.
Secondly, as authorisation may only be granted if it is necessary for the reason permitted by RIPA. You should consider, having regard to the outline of the case provided by the applicant, whether authorisation is necessary for the purposes of preventing or detecting certain crimes only crime or of preventing disorder.
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Proportionality This involves balancing the intrusiveness of the activity on the target and others who may be affected by it (see "consideration: risk of collateral intrusion" below) against the need for the activity in operational terms. The Codes of Practice and OSC Procedures and Guidance 201601 both provide guidance in relation to this consideration.
Collateral Intrusion You must take into account the risk of interfering with the privacy of persons other than the target (collateral intrusion). Full details of potential collateral intrusion and the steps to be taken to minimise such intrusion must be included in the form. If there are insufficient details further information should be sought.
Collateral intrusion forms part of the proportionality test and is therefore very important. The application form should detail expected collateral intrusion, what has been done to minimise or control it, why the expected level is unavoidable but acceptable in the circumstances, what other investigative methods have been pursued or considered, and why this activity is the chose option.
If equipment is to be used you should enquire with the operative as to its capability and the extent to which it is to be used in order to be able to recognise what might be recorded.
Confidential Material In cases where through the use of the directed surveillance or the use of a CHIS, it is likely that knowledge of confidential information will be acquired, authorisation may only be granted by the Chief Executive or in his absence his nominated deputy.
Confidential information consists of matters subject to legal privilege, confidential personal information or confidential journalistic material.
Authorisation involving the acquisition of confidential information should only be given in exceptional and compelling circumstances having full regard to the proportionality issues involved.
Further details about the type of information covered under this category are to be found in the relevant Code of Practice. Further advice may be sought from the Council's Legal Department.
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Safety and Welfare arrangements of a CHIS When authorising the conduct or use of CHIS, you must be satisfied:
That the conduct and/or use of the CHIS is proportionate to what is sought to be achieved;
That arrangements exist for the management and oversight of the CHIS, particularly the health and safety of the CHIS including:
Identifying the person who will have day to day responsibility for dealing with the CHIS
Security and welfare arrangements of the CHIS both during and after the investigation/operation
Monitoring and recording the information supplied by the CHIS Ensuring records disclosing the identity of the CHIS will not be made
available to persons except where there is a need for access to them Records relating to the CHIS meet the lawful requirements (CHIS Records).
Local Community Sensitivities You should consider whether there are any particular sensitivities in the local community where surveillance will be taking place.
Authorisation Having taken all these factors into consideration, you may either approve the application or refuse it. You can authorise some of the activity applied for, but cannot add and authorise other activity you feel is appropriate. If there is further activity that should be conducted that is not contained within the application, a further application will be required, and then considered upon its merits.
Authorisation Refused You must complete the form and give your reasons for refusal. Then follow the procedures below ("I have completed the form what do I do with it?").
Authorisation Approved The applicant or operative responsible for the conduct authorised must be informed exactly what activity has been authorised.
Before the Authorisation can take effect, the local authority must obtain an order approving the Authorisation or a renewal from a JP (a District Judge or lay magistrate). If the JP is satisfied that the statutory tests have been met and that the use of the technique is necessary and proportionate he/she will issue an order approving the grant or renewal as set out in the Authorisation.
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Regular reviews should be set and undertaken to assess the continued need for surveillance or use of a CHIS and whether it is still proportionate.
Where the surveillance or use of a CHIS provides access to confidential information or involves collateral intrusion, reviews should be more frequent. You will therefore need to consider a relevant appropriate Review Date(s)
Both types of authorisation require you to specify a date when the authorisation should be reviewed (the Review Date) and the frequency of the review thereafter.
This must be stated on the form.
Urgent Verbal Authorisation Urgent authorisations should not be necessary. In exceptional circumstances, however, urgent authorisations may be given orally if the time that would elapse before a written authority can be granted would be likely to endanger life or jeopardise the investigation or operation for which the authorisation was being given.
It will not be deemed urgent where the need for authorisation has been neglected or is of the officers own making.
The same matters as set out above for a written application must be considered before a verbal authorisation is granted and before it may be implemented.
It is good practice for both applicant and you to make notes of what the applicant says, and what you authorise.
Urgent authorisations last for no more than 72 hours. The original notes must be placed with the central record of authorisations. If there is a subsequent written authorisation, the notes should be appended to this authorisation, and the relevant boxes within the form relating to urgent authorisation should be completed.
Upon authorisation or refusal the applicant must be made aware of exactly what conduct has been authorised, and in the event of a refusal, or reduction in activity authorised, the reasons should be recorded on the form and communicated to the applicant.
There will still be a need to obtain a JP order before the authorisation can be implemented.
Authorisation Duration An authorisation for Directed Surveillance will last for three months from the date of authorisation unless renewed.
An authorisation of use of a CHIS will last for 12 months from the date of authorisation unless renewed.
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Urgent authorisation for either Directed Surveillance or use of a CHIS will last 72 hours beginning with the time when the authorisation was confirmed by a JP, unless subsequently endorsed by written authorisation.
Authorisation Review It is important to set a review date which gives the opportunity to review the level of collateral intrusion and the effectiveness of the methods used. Reviews should be more frequent to reflect any particular concerns you might have.
If surveillance is to be continued, set another review date. If the authorisation is to be cancelled, submit the relevant signed cancellation form.
Renewals Once the authorisation expires, surveillance must cease unless a renewal has been applied for and approved.
You may apply for a renewal of an authorisation before it expires if it is necessary for the authorisation to continue for the purpose for which it was given (but a further JP confirmation will still be required).
You must consider the application for renewal in relation to the original purpose for which authorisation was granted, taking into account any change in circumstances. You should be satisfied that:
There is a need to renew the authorisation (applying the test of necessity) That such a renewal is likely to contribute to the investigation or operation (it
is proportionate to the aim) That the information could not be reasonably obtained by other less intrusive
means The risk of collateral intrusion has not altered - you should consider what
collateral intrusion has occurred The risks associated with the use of a CHIS have not increased beyond an
acceptable level.
The outcome of a consideration for renewal may lead to:
Approval A new application Refusal
If you decide to approve a renewal you will need to provide details of why in your opinion you believe the renewal is justified, and state the date and time when the renewed authorisation will commence and expire on the application form, prior to applying to a JP for confirmation.
The maximum time that renewal of authorisation can be approved for, is three months at a time for directed surveillance and 12 months for the use of a CHIS. You should also set appropriate Review Dates.
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A new application for authorisation If the application circumstances resulting in the original authorisation have changed then the outstanding authorisation should be cancelled and new authorisation sought by way of a new application. You will need to note the refusal to renew the application on the renewal form setting out the reasons for your decision. You will also need to follow the procedures for cancellation and advise the applicant to seek new authorisation.
Refusal If in your opinion surveillance is no longer required, or justified, or proportionate, the renewal should be refused and the authorisation cancelled. You will need to note on the renewal form your reasons for refusal.
Cancellation All authorisations, including renewals, must be cancelled if the reason why directed surveillance or use of a CHIS was required no longer exists or is no longer proportionate.
This will occur in most instances when the purpose for which surveillance was required has been achieved and officers must be mindful of the need to cancel any authorisation which has been issued. A cancellation should be issued at the expiry date if not before.
The responsibility to ensure that authorisations are cancelled rests with the Authorising Officer. If you think cancellation should have been applied for, then you should make enquiries as part of your monitoring of the authorisation. On receipt of the cancellation form you must consider the reasons for cancellation and if acceptable endorse the form.
As soon as the decision is taken that directed surveillance or use of a CHIS should be discontinued, the instruction must be given to those involved to stop all surveillance of the subject. The date and time when such an instruction was given should be recorded on the cancellation form.
Where necessary the safety and welfare of the CHIS should continue to be taken into account after the authorisation has been cancelled.
All equipment should be retrieved and recording ceased.
The product of the authorised activity is your responsibility, not in so much as you personally take possession of it, but you ensure directions and processes are in place to ensure its appropriate management in accordance with Data Protection and other relevant legislation.
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Review upon Cancellation There should be a full review of the usefulness of the authorised activity. This should include what has been achieved and what was not. The review should identify why any objectives were not achieved. This information should be recorded and presented upon inspection by the IPCO OSC Inspector. The information should also be used by all involved in the procedures in order to educate future applications and authorisations.
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Working with or through other Agencies
When some other agency has been instructed on behalf of the Council to undertake some action under RIPA, this Policy and the forms referred to in it, must be used in the normal way and the agency advised as necessary of the various requirements. They must be made aware explicitly what they are authorised to do.
They are acting as agents of the Council, and must follow the same procedures as Council personnel.
It is possible for two public authorities to carry out a joint directed surveillance investigation or use of a CHIS. It must be decided which of the authorities is to take the lead role. The Authorising Officer from the lead organisation must make the decisions on the necessary and proportionality of the surveillance or use of a CHIS . This Authorising Officer authorises the activity he or she feels appropriate.
If resources such as personnel or equipment belonging to the other agency within the investigation are to be used, the authorisation must be seen and then the use of the resources authorised by the relevant line manager.
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Record Keeping
The Council must keep a detailed record of all authorisations, renewals, cancellations and rejections in Departments and a Central Register of all these forms will be maintained and monitored by the Senior Responsible Officer.
In all cases, the following documentation must be retained:
the application and authorisation together with (i) any supplementary documentation and notification of the approval given by the Authorising Officer and (ii) the JP Order
a record of the period over which the surveillance has taken place; the frequency of reviews prescribed by the Authorising Officer; a record of the result of each review of the authorisation; a copy of any renewal of an authorisation, together with (i) the supporting
documentation submitted when the renewal was requested and (ii) the requisite JP Order
the date and time when any instruction was given by the Authorising Officer a record of the use made of any CHIS.
The Council will retain records in accordance with the Data Protection Policy.
However, records should be retained at least until the next IPCO OSC inspection, and consideration should be given to use as evidence or unused material in pending trials or appeals.
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Material obtained from Directed Surveillance and/or use of CHIS operations
Material, or product, such as: written records (including notebook records); video and audio recordings; photographs and negatives; and electronic files, obtained under authorisation of Directed Surveillance or use of a CHIS investigations or operations should be handled, stored and disseminated according to the following guidance and with regard to the Council's Data Protection Policy.
Where material obtained during the course of an investigation may be relevant to pending or future criminal or civil proceedings, it should be retained in accordance with the established disclosure requirements having regard to the Criminal Procedure and Investigations Act 1996 and Civil Procedure Rules.
Where material is obtained which is not related to a criminal or other investigation, or to any person who is the subject of the investigation, and there is no reason to suspect that it will be relevant to any future civil or criminal proceedings, it should be assessed for retention or destruction under the Council's Data Protection Policy.
Material may be used in investigations other than the one for which authorisation was issued.
Confidential Information This is privileged information from, for example, lawyers, doctors, priests etc. Where such persons are involved, and there is a possibility that you may be obtaining confidential material, then further additional precautions must be taken. If this is the case, seek appropriate advice from the Council’s Legal Department.
Social Networking Sites and Internet Sites
Occasionally officers may be alerted to information on social media which may be pertinent to an investigation. When using social media sites for gathering evidence to assist in enforcement activities, officers should note that the fact that digital investigation is routine or easy to conduct does not reduce the need for authorisation. Care must be taken to understand how the specific social networking site being used works, particularly in relation to privacy settings.
Whilst it is the responsibility of an individual to set privacy settings to protect against unsolicited access to their private information on a social networking site, and even though the data may be deemed published and no longer under the control of the author, it is unwise to regard it as ‘open source’ or publicly available; the author has a reasonable expectation of privacy if access controls are applied. Where privacy settings are available but not applied,applied the data may be considered open source and an authorisation is not usually required. Repeat viewing of ‘open source’ sites may constitute Directed Surveillance and this should be borne in mind. To ensure compliance with regulations:
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Officers must not create a false identity in order to ‘befriend’ individuals on social media networks without authorisation under RIPA. If it is necessary and proportionate for the Council to covertly breach access controls, an authorisation for Directed Surveillance will be required. An authorisation for the use and
conduct of a CHIS is necessary if a relationship is established or maintained by the officer.
Officers viewing an individual’s public profile on a social network should do so only to the minimum degree necessary and proportionate.
• Legal advice should be taken in advance as to whether repeated viewing of open profiles on social networks to gather evidence or to monitor an ‘individual’s’ status for a specific investigation will require RIPA authorisation.
• Officers should also be aware that it is not possible to verify the accuracy of information on social networking sites, and if such information is to be used as evidence, take reasonable steps to ensure its validity.
In the event that it is necessary to utilise online covert identities/pseudonyms, pursuant to a RIPA authorisation, these must be centrally logged by the Senior Responsible Officer and a record made of what research activity is conducted, details of which should be reported to the relevant Authorising Officer during routine reviews or, where applicable, a cancellation.
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If it necessary and proportionate for the Council to covertly breach access controls, the minimum requirement is an authorisation for directed surveillance. An authorisation for the use and conduct of a CHIS is necessary if a relationship is established or maintained by the officer (i.e. the activity is more than mere reading of the site’s content). This could occur if an officer covertly asks to become a ‘friend’ of someone on a social networking site.
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Complaints
The Regulation of Investigatory Powers Act has established an Independent Tribunal. This Tribunal is made up of senior members of the judiciary and the legal profession and is independent of the Government. The Tribunal has full powers to investigate and decide any cases within its jurisdiction. It also has the power to award compensation.
Details of the relevant complaints procedure can be obtained from the following address:
Investigatory Powers Tribunal P O Box 33220 London SW1H 9ZQ
Other actions that could be taken against the Council for failing to meet the requirements of RIPA are civil proceedings under the Human Rights Act 1998 or a complaint to the Ombudsman.
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Annex
AUTHORISING OFFICERS
The following Officers, regardless of their current job titles, shall be designated Authorising Officers on behalf of the Council under the Regulation of Investigatory Powers Act 2000. It is feasible that some job titles may change with effect from 1 April 2011.
Paul Turrell Chief Executive
Mario Leo Corporate Head of Law and Governance
Jane Margetts Corporate Director Head of Housing and Community Development
Peter McKenzie Corporate Director Head of Resources
Nigel Boyd Head of Revenues and Benefits
SENIOR RESPONSIBLE OFFICER
Mario Leo - Corporate Head of Law and Governance
RIPA MONITORING OFFICER
Mario Leo - Corporate Head of Law and Governance
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