Terms of reference

View the terms of reference of the Oxfordshire Safer Communities Partnership Officer Group.

Introduction

This paper proposes terms of reference to govern the work of the Oxfordshire Safer Communities Partnership (OSCP). Once agreed it is to be signed by senior representatives of the responsible authorities as defined in the Crime and Disorder Act 1998 to signify their agreement to the purpose, roles and responsibilities of the Partnership.

The terms of reference seek to find a balance between the autonomy of local authority community safety partnerships, their local accountability and delivery mechanisms with the services provided by the county council (including the responsibilities of the "accountable body" as regards audit) and other, independent bodies. At the same time the large number of organisations involved in community safety in Oxfordshire demonstrates the need for a degree of strategic leadership and co-ordination. Representation on the OSCP, as well as its way of conducting business must therefore reflect this complex mix.

Purpose of the partnership

The OSCP is the Community Safety strategic group for Oxfordshire. As such it is a county wide group whose main purposes are:

• To provide proactive leadership, including the commissioning of services, in the drive to improve community safety across Oxfordshire as a whole.
• To ensure coordination of work by Crime and Disorder Reduction Partnerships (CDRPs), and others involved in delivering community safety.
• To ensure activity under the community safety agenda within Oxfordshire complies with the six Hallmarks of Effective Partnerships¹.

In addition to the above the group has specific responsibilities detailed below.

1. The production of an annual community safety agreement for Oxfordshire which will set out how the partnerships within the county will cooperate to deliver their priorities. The agreement will identify common issues which may be more effectively tackled through better coordination or joint working through countywide Tactical Business Groups.

2. To agree the Community Safety element of the Oxfordshire Sustainable Communities Strategy, including LAA targets. Report on progress against LAA Community Safety targets to the Oxfordshire Public Service Board. The OSCP will have an active performance management role to ensure delivery of the LAA community safety targets.

3. The OSCP will commission the production of a Strategic Intelligence Assessment which will provide partnerships with key material to inform plans which will be enhanced by further analytical work to allow for an overall intelligence led business process².

4. The OSCP will exercise a "peer accountability" function across the broad delivery of community safety. Whilst the statutory independence of the responsible bodies is acknowledged, members of the Partnership come together to improve community safety across Oxfordshire. This process of peer accountability does not detract from processes already in place. E.g. CDRP public meetings, Scrutiny Committees or statutory reporting lines.

5. To propose bids to the Oxfordshire Public Services Board for community safety funding from the Area Based Grant, LAA reward monies or other relevant funding. The bids would be based on work commissioned through the CDRPs and by the Tactical Business Groups.

Membership

Membership will include representatives of groups with a statutory responsibility for community safety and also groups who are key to shaping and delivering the community safety agenda. The OSCP is a strategic group and membership should reflect the authority expected in such a group.

Standing members:

• Districts and OxfordCity: two representatives from each, selected from Chair of  CDRP, Chief Executive, Community Safety portfolio holder
• Community Safety portfolio holder for County Council
• Head of Commissioning, Children, Young People and Families, Oxfordshire County Council
• Head of Services, Planning and Partnership, Social and Community Services Directorate, Oxfordshire County Council
• Oxfordshire Police BCU Commander
• Representative of Thames Valley Police Authority
• Chairs of Tactical Business Groups as defined in community safety agreement
• Fire and Rescue Service Chief Officer
• PCT Partnership Manager
• DAAT Director
• Chair of the Community Safety Officers Group
• Head of Oxfordshire Probation Service
• Voluntary Sector representative (Victim Support)
• Government Office South East representative

Support members (non voting):

• County community safety co-ordinator.
• Performance information manager
• Secretariat provided by county council

Other attendees

Others may attend only if invited for specific agenda items.

The Secretariat must ensure papers are circulated at least a week in advance to allow sufficient time for advisors to brief OSCP members.

Support to OSCP

The Community Safety Officers group will provide support to the OSCP as part of their function of coordinating tactical activity between CDRPs and Tactical Business groups. The Officers Group will specifically ensure the delivery of a joint Strategic Intelligence Assessment, proposals for the Community Safety Agreement and proposals for budget bids. The Officers group will also ensure a regular flow of performance information to OSCP in relation to LAA targets, the Community Safety Agreement and CDRP plans.

Full terms of reference

Voting members

The Safer Communities Officer Group shall consist of one officer from the following agencies and partnerships:

• Thames Valley Police
• Oxfordshire County Council
• District and Oxford City Council representatives
• Oxfordshire DAAT
• Oxfordshire Primary Care Trust
• Thames Valley Probation
• Fire and Rescue
• Voluntary organisation representative (to be agreed with the Oxfordshire Voluntary Sector Partnership)
• Youth Offending Service

Advisors

Advisors may attend if invited by the group to assist with specific agenda items.

Chairman

To be reviewed 12 monthly.

Purpose of the Safer Communities Officer Group

On behalf of the Oxfordshire Community Safety Partnership to:

• Assist the Oxfordshire Safer Communities Partnership (OSCP) with the drawing up of the annual County Community Safety Plan.
• Maximise co-ordination and co-operation at an operational level between partners with the aim of reducing crime, disorder, anti-social behaviour, fear of crime and misuse of alcohol and drugs in Oxfordshire.
• Ensure the delivery of the annual Strategic Assessment (SIA).
• Advise the OSCP on emerging policy, priorities, issues and solutions (emerging from the SIA) and the most effective use of available resources. This will include an annual review of the tactical business groups. All reports to be approved by the officers group.
• Monitor performance of targets set out in the Safer & Stronger Communities aspect of the Local Area Agreement and institute remedial action as required.
• Report to the OSCP on performance against relevant targets in the Local Area Agreement and CDRP strategies.
• Prepare detailed progress reports in relation to the relevant targets of the Local Area Agreement when required (e.g. LAA Reviews and Refreshes).
• Adhere to the Financial Monitoring and Budget Setting Arrangements. (As Agreed at the OSCP meeting on 15 November 2007)
• Liaise with external bodies such as the Government Office of the South East and disseminate best practice consistent with developing guidance

Operational practice

All members of the Safer Communities Officer Group should be able to:

• Commit to regular attendance at meeting. Dates will be agreed at six months in advance and planned to compliment the OSCP timetable.
• Represent their agency/ partnership effectively, including being able to:
  • Report on current performance and participate in reviews as required.
  • Ensure that their agency/ partnership provides on a timely basis any data required for LAA monitoring purposes.
  • To ensure that the data sharing framework outlined in the Police and Justice Act 2006 is adhered to.
  • Discuss potential conflicts and differences to seek the most effective and realistic solutions.
  • Ensure that staff/ members of their agency/ partnership are kept informed of the activities of the group as appropriate.
• Papers to be presented to the OSCP by the officers groups should be circulated to members at least one week before the appropriate officer group meeting.
• The group will aim to make decisions unanimously. However in exceptional cases where the group cannot reach agreement, it will take a vote with only those listed as members having a vote.

Quorum

Fifty per cent of the total membership with a minimum of at least five different groups being represented.

Frequency of meetings

Monthly.

Secretariat

Oxfordshire County Council will provide secretariat support for the Officer Group meetings. Papers will be circulated at least one week in advance.

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¹ Home Office. Delivering Safer Communities: A Guide to Effective Partnership Working September 2007.

² Home Office. Developing a Strategic Assessment. October 2007.

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