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v

From: Peter Atherton cc: Phil WheatlcyArea Manager Chris GambriHLohdon South

To: Walter MowbrayFSS

JRE: ESTABLISHMENT ALLOCATIONS/AREA OFFICE BUDGETS

ESTABLISBMENT ALLOCATIONS

Given that there are a number of issues around the f-und_g of establishments within theLondon South Area I thought it best to review the position, to identify those pressures which Iexpect to be able to fund from the Area and those that we are seeking further funding for.

Issues

1. Feltham:

The DG has agreed to an initial increase in funding for Feltham of £500k thisyear. Further resources may well be required once the special action plan isagreed by the Steering Group chaired by the Director General, The currentguide figures to the Steering Group are a further £500k naming costs for

-" 1999/2000 (total £1m) and a total of£1,Sm for 2000/2001 wkich includes afurther £500k for additional resources for the Under 18 Estate.

2 Wormwood Scrubs:

a) We are currently incurring additional costs of some £300k annualequivalent in covering for suspended staff. Given that this should notcontinue for an indefin.ite period I would see it as something to coverfrom within the area in the first instance,

b) Wormwood Scrubs are currently incurring costs of£53k for a secondGovernor 3 post agreed by DOS as part of the ERCMA (closermanagerial attention) arrangements. ERCMA is likely to continue forat least a further 12 months, Can that be funded through thedisbursement of former DOS funds?

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c) Changes to refurbishment programme: Funding for the next three yearshas ass_!med a wing being tmoecupied due to refurbishment for thewhole period. It was on this basis lhat £1.1 million was given back.

i See copy attached ofnote to John Plumb from Peter K.itteridge. If therefurbishment olD Wing does not proceed as play_ned,the baseline willhave to be increased to facilitate the re-opting of C Wing, This couldbe as early as January 2000.

3 Coldingley

The cost of bringing back industries has been established as £546k. Clearlythis cannot be funded from Coldingley resources while nmning any acceptableregime. It is recognised that the drive to make the industriea more viableshould reduce the level of additional funding required in future years. Muchmore detailed work and planning will need to be done to make a mea..n.,.'_gfulprojection of this. Julian le Vay has advised that FSS should be approached fortheze additional funds.

U

Area Funds

The Area Reserve currently stands at over £800k. A large part of this relates to the laater-Prison Transfer Service previously nm by Brixton. Although we have only had half year eoslstaken out of the Area, we have taken full year costs from Brixton. I understand that FSS haveco.-.firmed that our understanding of the total Area budget is correct, but I would like ChrisCaunbrill and Brian West to reconfmal this.

On this basis I propose to use the Area funds as follows

1. Wormwood Scrubs £300k re suspended staff£ 53k re Carol Draper (if DOS disbursement not

possible)

"-" 2. Wormwood Scrubs Investigation Co-ordination Team. The unit has thefollowing investigation staff

. GI xlG3 xl ,G4 xlPTO xlAdmin staff (say EO) x 1

The estimated cost for a full year is £250k I think it would be appropriate to fund this fromthe Area Reserve. Depending upon the outcome of the CPS consideration, the resultaminternal investigation could continue into 2000/2001 and additional funding would have to beaddressed at that point.

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The change in threshold far capital to £5,000 has not been matched by a transfer from capitalto running costs. I would therefore propose to use the remaining £197k to support those(generally _._n_!ler)establishments that have significant stmas that need to be spent that wouldpreviously have been classed as local capital and which now has to be found from runningcOStS.

Ihave gone into a degree of detail to try and assure you that I aim to be open about ourfinances and only seek funds when is appropriate. I would also like to point out that last yearwe surrendered a significant underspend at the November reviews and despite the pressures atColdiagley and Feltham this was maintained.

Area Of,fi._ceBudgets

I understand that Area offices have not been involved in m__na_ng lheir own budgets up tonow. Chris advises me that FSS are planning to change this and give Area Mmmgers an officebudges and moldtor _peads ag_;__ctthis. Whilst I havo no desire to have additional work for

-'" the sake of it, I do believe this needs to happen for a number of reasons

a) I consider that this area office is not appropriately resourced for the work itshould be doing and is likely to have to do in die future. I have commissioneda review of my area office function and this is about to commence.

b) A number of issues may need area representation/control sometimes only for ashort period. I would be in a better position to achieve this ifI could movefunds between Establishments and Area office.

e) We need more involvement in our budgets for IP

(I) Resource accounting will require input from Area office.

I hope this information is of assistance to you.

Peter Atherton

EriC.

pa'_ssfimds.doc

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RESTRICTED - MANAGEMENTLONDON SOUTH

Mr N CliffoM

Governor co: Phil WhcaflcyHM YOI Fclt.h0m

BILATERAL MEETING BETWEEN GOVERNOR OF FELTHAM AND AREAMANAGER ON 10 JUNE 1999 IN ROOM 106 CLELAND HOUSE.

Strategic

,. 1, Strategic Development Plan

The Governorshould produce a Strategic Development Action P!0p_which willdraw togetherall the action points f_om the 1996 and 1998 HJVIC'YlP,SAU reportsandthe Task Force. The format of theplan should reflect the seven distinctstrategic development strands contained in the Area Manager's submission to theSteering Groupof 18 May.

The Strategic Development Action Plan should identify actionpoints groupedundereach strategicdevelopment strand and iaclade lead respons_ilities to thet_rgcts andpmgr_s review date,s. The action plan mt_t be m_naged in a way bywhich we can demonstrate thatthe actionplan is being progressed and not justleft in its original,form.._t.An updated plan including progress report-_shoed beforwarded to HMCIP on a regularbasis.

2. Secretariat

The Governor is setting up a Secretariatand is comidcring the structure andgrading. He is looking for a very able (34or similarto establish the Unit.

The AM suggested that it may be appropriateto recruit an HEOD to setup thedepartmentinitially in the next six to 12 months. Par_of the terms of referencewould be to consider longer term staffing and grading issues for the Secretariat.We later established that the Contact forHEOD's is Ati McMurreyCPMU - JobDescription should be sent to All who will e-mail to all I-IEOD's to see if there isartyresponsetheyareinshortsupplyatthemoment.

3. OtherIssues

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a) CNA

Baseline and In Use CNA figures should be reviewed. New cell certificatesshould be produced and sent to Area Office for AM approval and siva.lure.

b) Chelmsford Option - reduction of 150 places at Feltham

The _mning costs produced by The Governor of Chelmsford (£1m) appear to beon the very high side. AM ofLN & EA to discuss further with The Governor ofChelrrmford and to inform us on a minimum cost basis. The likely capital costsof £136k look reason.able.

The AM to consider the possibility of him funding the capital money andnmn_ng costs being meet from other sources.

" The Governor should produce a Tactical Action Plan for the reduction inpopulation as part of the Che!msfora benefits.

c) Security

Perimeter Security- the Governor will organise a scoping study to identify whatsystema he ought to consider. Security Group will then be asked to providemore detailed advice on the option to be pursued.

d)OBP

The Governor confirmed that he will run one more SOTP during 1999/2000 witha target of eight completions. He will look to see if he can maintain his target

completion for ETS at 22.

e) Purposeful Activity

Likely to run at below target for the first half of the year. The Governor isconfident that he can deliver an improving situation for the last six months of the

business year.

f) Finance

No figures are available at this point in the year. They need to be reviewed overtho year. DDG will address the long term finance and future needs of Felthamonce we have reported the situation to him. As part of the re-profiling exercise itis important that the work is identified and allocated to the appropriate grade.

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g) Tr_ug Unified grades

There is a need to have a strategy in place for staff training. A training needsanalysis should be completed. It was agreed that the immediate training needsare as follows:

- C&R

- SecurityAwareness

- Equal Opportunities

- RaceRelations

- Adolescent TrainingJ

- Induction

- Preparing for change

- Implementing Change

4. Points Raised by TheGoverpor

a) SwallowUn/t

Due toappallingconditiontheshoweringfacilitieshavebeencloseddown forimmediaterepairsandrefurbishment.

... b)PC's

There appears to be a large number unnecessary PC's in theprison. Therewillbe an audit of computer equipment and software on site.

c) Fire Safety Doubles

The Governor has resolved this issue.

The remainder of this meeting was dedicated to setting up the Governor's PPR for1999/2000

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Peter Atherton23 Jnne 1999

fel_bi_t,j_m

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v,.

CON?IDENTIAL - MANAGEMENT

From: Peter Atherton cc; Phil WheatlcyArea Manager Brodic ClarkLondoa South LanLockwood

Gareth HadleyColin AllarsLes Cave

Niall Clifford

22 September 1999 Jonathan Zeigel

_- To Martin NattyDirector General

FELTHAM: INDUSTRIAL RELATIONS UPDATE

The purposeofthisnoteistoalertyoutoapotentiallestminuteprobleminimplementingtheoutcomeofthereprofilingexerciseatFeltham.Unlessthesituationimprovesinthenext72hoursIcanonlyconcludethatthe POA BranchatFelthamhaveyetagainusedtheIndustrialRelationsProceduralAgreementtopreventprogressinimplementingmojorchangebyisspj.ng last minute Failure to Agrees_

2. Untilrecentlytheprocess ofagreeingthereprofilingexerciseproposals hasproceededsatisfactorily.The new profiles,includingthosefortheOperationsGroupwhichhavebeen"parked'bymutualagreementforlaterdisc_sions,wereagreedbythelocalPOA BranchinJuly.Sincethentheproposedshiftpatternstodelivertheprofileshavebeenthesubjectof

..-.. twostaffconsultationexercisesincludinginvitationsforspecificresponsestothePOABranchCommittee.A numberofissueswereraisedfromdifferentsourcesandthesehave

beenaccommodatedwithintheproposedshiftsystems.The managementpositioncontinuestobethatproposedchangestothestaffattendancesystemswillbeconsideredaslongasBulletin8 iscompliedwithandtheagreedprofiledelivered.

3. As theimplementationdateapproaches,thePOA BranchCommitteehavebeenthrowinginlastminutechallengestothewholepackage;eveninrelationtomatterspreviouslyagreedfollowingavoteoftheirmembersl_pinJuly Managementhavedonecve.Dahingpossibletorespondtotheseissuesinapositiveway. Inordertodemonstratethepositiveapproachofmanagement,theGovernorhasissuedaNoticetoStaff(atlached)advisingon thecurrentpositiononeachoftheselastminuteissues.He hasconsultedPIRGasnecessary.Inmy v/ewtheNTS recordsafullydefensiblepositionandonethatthePOAshouldaccept,particularlyaswe havealreadybuiltina threemonthreviewofthewholepackageinJanuary 2000.

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CONFIDENTIAL - MANAGEMENT

4. Until recently the Branch Comminee had been working co-operatively with themanagement team. Theynow appear to be seriously split and one branch official appears tobe detenrninedm wreck this reprofiling exercise. Given fl_atthe reprofiling exercise is themain plank upon which the longer term response to the highly critical HMCIP Report will bebuilt, and given the specific commentsof Sir David l_m_botharn in both the preface andparagraph1.93 of his report (attached),the local branchof the POA cannot be allowed toprevent long overdue progressat Feltl_amany longer. Following publication of the Felthamreport there were ministerial statements in Parliament and anadjournment debate in eachHouse. The POA were severely criticised by many speakers for preventing change and prisonmanagementwasseverelycriticisedforallowingthistohappen.We c_,otallowthistohappenagain.Managementmustbeseentotakethefu--mestactionavailable.

5. This issue is not dissimilar to that faced at Wormwood Scrubs recently. Indeed failure-" m agreeactionbythePOA atFelthamandaweakresponsebymanagementwould,inmy

view,underminealltheprogressthatwe haveachievedatScrubsrecently.Itmightsuggestthatourresolveisbuiltonthinfoundationsandthatwe areunabletoapplythelearningfromScrubstos_mi_larproblemsinotherestablishments.

6. On acontingencybasisIreco__m._m__endthatwe agreethenpreparefortakingthefollowingactionifnecessary:

i) theAreaM_n_gertospeaktoTom Robinson,POA NEC rcpresenlative;

ii) the Director Generalto speak directly to the National Chairman of the POA onThursday 23 September (or early Friday 24 September depending on timing).If we conclude that FTAs are imminent;

iii) the acting DDG to invoke Paragraph 13 ofthe IP,.PAto ensure that therequired changes are implemented on 3 October. The operational emergency

_" required by Paragraph 13will be:

a) to ensure that the Prison Service's well publicised commitment torespond to the HMCIP Report wi_out further delay therebysignificantly improvingthe conditions underwhich young people willbe held at Feltham; and

b) the late submissionef failureto agreepreventing change despitelengthy ongoing discussions/consultations;

iv) fast track applicationof the IRPA disputes procedure is then pursued with thein_entionofresolving the issues on a long term basis within 14 days.

7. I would be grateful if Jonathan Zeigel could provide legal advice as soon as possiblein relation to the definition of operationalemergency in paragraph 6 (ii) above.

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CONI_IDENTIAL -- MANAGEMENT

8. The latest signs are that the issues may be resolved however we plan to continue toaddress issues on a contingency basis.

P ATHERTON

Eile.

fel_am_axc,it

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f_

From: Pel_r Athexton ce: Phil WheatleyArea ManagerLondon South

30 September 1999

To: Martin Narey

FELTHAM

I have a_tached a copy of some notes I made at the HMCIP Exit Meeting to their._. tmannouneed follow up-visit to Feltham between 27 and 30 September. As you know the

overall message from/:IMCIP will be favourable, praising the response of both PSHQ and theestablishment to their highly critical 1998 Report and confi_ that there is a wide range ofevidence on site to assure that progress is being achieved. Overall they will be saying thatFeltham has improved for the better and, apart from one particular issue, they are confidentthat progress will continue apace,

2. However, their reservalion is also my reservation and the problem is becoming socritical that I fear that we are now at risk of losing all our current gains and, in addition,successful delivery of the Under 18 re, me at Feltham. The problem is the recruiunenI andretention of staff; particularly prison officers.

3. Phil knows that in order _oget us through 3 October and implementation of the newwo_ profiles we have had to reduce the mtmbcr of places available to 818, although forpresentational reasons we are trying to keep the official OpCap at 850. The figure 0f818 is,however, the current realistic OpCap and matches the SIP for prison officers on 3 October.Unfortunately lhat SIP is set to fall progressively after that date as staff wastage exceedsrecruitment. I have not yet factored in tim net additional 46 staff required to deliver the Under18 estate from April 2000. If we are to deliver on Feltham we will need to ensure thefollowing:

* that in the immediate future available places and SIP remain in balance. Anyincrease in available places will require additional staff availability and anyreduction in SIP will require either additional staff availability or furtherreduction in available places or a bit of both. Otherwise we will quickly losethe new regime (which is still pretty basic) implemented on 3 October. I thinkwe will have to consider seriously some targeted use of EGP to achieve this;

* maximising on all possibilities for increasing the numbers of staff recruitedover the next 12 months. We will have to consider special measures on anumber of fronts, not least financial, if we are to be successful. I think wemay need to establish a special Director ofPersormel/London South/FelthamTask Force to achieve this. Failure m recrtti_ sufficient staffwill be extremely

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embmTassingforthePrisonServiceastheUnder 18reghncatFelthamwillno_bedelivered;

* finally,we needtoannouncetheChc]msfot'd150projectandre-roleB Wing

from3anumT 2000sothatthesentence/remandbalanceatFelthamis_duccdwhichenablesthenew regimetobedellvcred.AfterdiscussingwithPhil,Iam alreadyappoimi_ga smatlworkinggrouptoimplementIbisplan.

4, You suggestthatPhil,youandImeetassoonaspossiblonextweektoagreeastrategywhichensureswe dcUvcronFeltham.

P ATHERTON

EilC.

fchham_"mmoat¢.pw

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NOTE OF THE EXIT MEETING TO _ HMCIP UNANNOUNCEDINSPECTION OF HM"_OI/RC FELTHAM ON 30 SEPTEMBER 1999

Introduction

This note is based on an oral presentation m_de by Sir David Ramsbo_zn and GeoffHughes from HMCIP following their unannounced follow-up inspection of Feltharnfrom 27-30 Seplexnber 1999.

Sir David Ramsbotham

Sir David said that he had found a very different Fvltham m that he had seen inDecember 1998. In waling aroundthe esmb!i_h_cnt he found a positive ardmdeamongst staff in most parmof tho cstab!i_hmenI, In particle]athe had noted significantimprovements in the now health care cenlrc, education, physical ¢xlucationand by thecompletion of a reprofiling exercise which when he last visited was proving to beextremelydi.fficulttoconclude,He hadalsopickeduponasenior.m.._.n.agemcntthemeaboutchangingtheethosof the establishment fromoneofservingthe_courtstooneofcaring for prisoners, He heartily endorsed this approachbut mcozn.;sed that there wasstill a long way to go before we could consider the culture change to have beenconsolidated.SirDavidexpressedparticularconcernabouttheproblemsinrecruitingandretaining staffinthispartoftheLondonarea.He expressedseriousconcernsthatthe difficulties in reciting and retaining ataff, particularly prison officers, wouldseriously undermine the strategic planning and implementation of the action plan todate. He would be highlighting this in his report and he would be inviting the PrisonService to employ latexal thinking Toidentifying the differcm ways in which some of thegapsinstaffingmightbefilled.Forexample,intheUnderI8estatetheremay begrounds for considering using people experienced and trained in rtm_n.ingyouth clubs tobc involved with evening association. Sk David concluded his rcmad_ by confirmingthat he intended to conduct a further unannounced follow-up inspection in about 12

• • .months time.

C-eoffHughes, Tea_ Leader

GeoffHughes confirmed that he had been though all the work of the Feltha.m TaskForce and particularly its planning and funding work which he considered to besubstantial evidence of the commitment of Prison Service Headquarters to resolving anumber of the deep rooted problems at Feltham. He had also gone through thecomprehensiveactionplanthattheestablishmentandAreaManagerhaddrawnupfromtheworkoftheTaskForceandnotedthattheactionplanidentifiedasubstantialnumberofpiecesofworkfromboththe1996and1998reportswhichhadnow beencompleted.Theactionplanwasalsoevidencethatwhilstthereweremattersstilloutstandihg,thePrisonServicewasnow clearaboutwhatneededtobedone.

GeoffHughes confirmedthatthe/nspectoram's approach had been the healthy prisonapproach which they now adoptedon most of their visits. They had therefore assessed

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$

the establiehment in regards to safety, respect towards prisoners, activity programmesand pre-rclcaso anangements.

Safet,Z.

1. Reception

* the w+)rtcrableprisoncr holding room in reception had noCCTV coverage and there were ligature points readily available.The recommendation would be to review and improve this

facility as soon as possible;

• * anumberofprisonerswerereceivedwithopenF2052SH filesbut these did not appearto bc review_ by the reception staff toascertain what thepresm_g di_culties wex¢ and wheshcr

_._ observationspagesneededupdating;

* initialinter'views,whilstconducted,wcrcnotconductedin

pdvate;

* some prisonersneedtochangeclothinginpubliccorridors;

* given the throughput in Feltham reception (for example onFriday 24 September therehad been 108 re, clarions including 32new n!+.m.bas)it was impossiblefor doctors to complywithHealth Care Standard 1 which requires them to intmvicw newreceptions for 15 minutes each.

Induction

The lmp_torate felt that the induction programme operated in Lapwing Unit was thin._and was not addressing the immediate problems of prisoners.

W site Uni_

Theywere impressedwiththe improvements in Waite Unit which was stage3 oftheanti-bullying strategy.

The Inspectors acknowledged that and-bullying training for staffhad improvedimmensely.

The Inspectors considered the anti-bullying liaison officers at unit level to bc goodpractice..OtherPoints

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that18outofthe23patientsheldshouldnothavebeentherebutheldinNationalHealthService beds.

Activity

TheInspcctorateobservedtl_thelevelsofconst_ctiveactivityintheestablishmentwcse toolow.

TheInspcctomtecommendedwkleruseoftheselfhelppaintingpmgrmnmestoimprovedecorationinthelivingu_its.

TheT.n_qpectomtewerevery impressedwith the new EducationCo-ordinatorand hisideasandlookforwardtoseeingasignificantlyimprovededucationprogrammeontheirfollowupaudit.

'-" TheInspectorswerealsogreatlyimpressedwiththeimprovementsthathadbeenachievedinphysicaleducationandwiththequalifiesandpotentialofthenewprincipalo_cerwhohastakenuppost.

FamilyLinks

TheInspcctoratenotedtherewasalackofproperscnumceplanningbatwereequallysatisfiedthataroot_a_ndbranchreviewofthisprocesswasapproachingcompletionandthatthenew an'angcmentsonceimplementedwouldresultinasignificantimprovementinthisarea.

TheInspectoratelikedtheunitfamilyvisitssystemandconsideredthistobegoodpractice.

v" Conclusio.n

The Inspectoraterepeatedtheirpositive impressionof commitment to Feltham fi,omboth Feltham a_d the seniorm_gement team and many staff in key areas. Again theyrepeated their conclusion that recruitmentand retention willbe a key issue and theyremained to be convinced that staffnumbersrequiredto deliverthereconfiguredFeltham from April2000 wouldbe in poston time. The h_ectorate also confirmedthat in 12months time the focus of inspection would be improvedoutcomes forprisorlgrs.

I October, 1999

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SmCrED- HANA l

LONDON SOUTH AREA MEETING

14 OCWOBER 1999

JARVIS HOTEL, FELBRIDGE, EAST SUSSEX

Present: Pet= Atherton Area ManagerTed Butt Governor, ColdingleyColi_ Lambert Govem_r, Down_ewMel lon_ Deputy Governor,BrixtDnIf'or Smout Governor 2, London SouTh Audit & Bziefi_ UmrDickWeber Deputy C_vernm'.,Hi#,aiown

__, Elakm tones D_uty Governor,W_ov, hSt_hen Moore Governor, Wormw_i ScrubsNiall Clifford C-ovemor, FclthamNick Day An:a Works AdvisorMike Sharp Deputy Governor, LewesChris Cramb=ill Area Lead Accountant

Tim Bceston Governor, SendArthur Littler Governor 4,A_TDiane Wright HXO, AMSTTeny Hinchliffe Governor, Latchmere House

CLOSED SESSION

2 INTRODUCTION

outlined _heconmucdon ofbo_ the clos4_dandop_ sessionsof themeeting.The closedsessionwouldbefairlyunsm_tured,st_m_.m;n_fromdiscussionsof developing i_m_¢_at Womawood Scrubs, Brixt_n a,qdFeltham. Governors would bereceivingpresentatio_ from Tony Wade, HMP Lewes on feedbackfi'amlast month'sarea conf=ence anti the HQ RESPOND team.

The Area Mana_ alsO wished Govcmo_ to coz_siderthe content of the next two dayconferenceinMarch2000.

3 MILLENNIUM ARRANGEMENTS

The _.ATeaManatzerthanked Governors for the work whichhad beenput into producingthe Busine_ ContinuityPlans and certificates ready for signing off, _was

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RES'TCTED- AGFaEeT

_ncemed thathe hadbeta asked to sign offlds cod_cate in anticipationof theengineer%_ort. A,tIbiiL[_ statedthat thenumberof*,taft taking anuualleave overtheMillenniumperiod, shouldbe set accordingto thenumberof'tasks thatneed to becovered,aJd,.oughoulya bdcfday romincneedbeesmbLLshed.

"rbcAreaM_na__eVm_:d t_t thePOA w_ notagreetoZvY,_euninmFaymenu.O_ythose Tamado Stoupsidemificd- Bdx-mn,Feattmm,Highdo,,_, Wandswonh,WormwoodScrubs, CoMingicyandDownview - wouldb¢eligib|e for doubIe Tornadopa_n_t_

Th_DDG hadquestioned the paymentof£250 to stafl'uo_deployed. T_ma_ te_-,_neededto be "o_ rite' ratherth_ on callm"onstandby._ _,_tedtb_ he fektheService_ beeuputin an invi_io_ pos_fio_ashe_mdczs'.c_tmat any __M.._ional_tMFwouIdbe paid. The AreaMana_er st__t_tl_ theServiemhadretractedfrom m,_'_po_ion. Any additionalstaff wotidilgbeyond theend of the m='_ shilt wouldbe paid

-- £100. _ obsee'vedthatall staffwo_'_g over theNew YearwouJdalto receivepremi_n tart pay. _ asked wl_eth_ _tmal scheduled staffwilI be paid£I00..

advisedthat Lewes hadsought and gotvolunteers and questio_d whetherthese staff couldfotanpartof a Tornado team elsewhere.._e Area Mana_=_l"toldGovcmorato a_k forvo|untee_ and advise area office (Arth_ Little) of numbers

ACTION: G0vefnor_ to advise Arthur Littler of vol_n_er numbers by

askedfor clarification on the Bulleti_ g issue - couldthisbe de_ed as amoperationalemergency and if-stafff_rm part of a tornado team will they get TOIL andpayroll? T_hcAmaM.ana_ee_md that t_s cutacrossbedwatch arrangements._stated that itwas usually either/or. ;_Kohtlz.Mm_ stated he expects operationalemergmcy - staffwill go sick asmany have secondjobs and would get more moueyfrom flus.

ACTION; The Area.Maua?eE wilJseek ¢lal_catiol_ from the DDG a_ to thef'madposition and wrd cascade this to esmblBhmeuts by 1LO.fAp.h_

4 BUSINESS PLANS

thanked Governors for r&cwork)hey had doneon theirBusiness Plansand gave a summaryof the budget challeuge meetings and _lvi_cd that amended plansneed to go to PIaxmingGroup by 19 October 1999 at the latest. He mx_sed theimportanceof the staffingprofile as Julian Lc Vay, _leanFast and Pki| Wheatlcy willo_y look atthis Fi_'es produced by lean Eest show there is a surplus of staffoverall

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RESTRICTED - MANAGEME/VI'

in the London Sooth area, y_ this does not fit with the recrtdtrncnt and retentionproblems experienced within are'_ The profile should show the st__ng ratuiredby 31March 2000) as [ongasiziswilhinthe ind_ve baseline. The Area Ma__a_erstated that he hadn't looked d_ough the Business P!__-__but did not e_'pect manyamendments, but he was worried about.where additionat star, would be _own

stated that lndusu-ies are not in his baseline, so his _ fi_=s do not showIndustrial staff. _ stated thatwas OK as the indicative baseline did notaccountforIndusmes-therewas anexmtbidforthisandstaff._ q:_,._d.."oned

as he has gaff alreadyonthepayroll Th_ Am_ Mm_a__ stated that as the BusinessPlan pr_cs:s did not fit with the need to bid back, hc would include _thisin _ _allengcmeeting with the DDG. _ithtn.M_ voiced his concern that he currently has 28 staR"suspended who would need to be paid and would therefore have to be inchuted in thebtl.sine_splan-

A_nar..Lili_ drew everyone's al_ention to the factthatkey performance targets O_PTs)needed to be set; this will be doue across area.

5 RECRUH3_NT AND RETENTION ISSUES

Th_e___.aMan__er expressed London South collective concernabout staffingisles,although he acknowlvdgcd that problems diff_ wi_in t]_ area,with sImrtages ofs_affat different grades. Wormwood Scrubs and Fel.rh___mneeded to recruit 200 prisonoflicen alone - for _e reopening of C wing (W Scrubs} in Febmazy 2000 eva for theunder 18 regimeby April 2000 (Feltham), He had seen the DG awdDDG to express theproblems. It was felt that a specialLondon_tment exercise was needed whichreached nationally.There is to be anational advertising c_Jnpa_ which will be backai

up by mobile recruitment centres, There will be no minimum educational requirement(MER). It is anticipated that thece will be 10,00(3applicap._ 50% of which are expected

" tohavethe_ ThosewithMER willgoontofast track/SAC process,those

wi_mutwillgothroughfasttrack_ centres.Cor_-ider_tionisbeinggiventononresidentialtraining centres. The Service is aiming to get 200 with M._R int_._ini.nginJanuary 2000 and another 200 without MER in waining by February 2000.

It is likely that "erthanccments' will include;

• increased pay on end/

• . equitable inner andouter London Allowances

• acld_tiona]a]]owaz_estO¢ompe.,nsatefo_thehighcostofliv_g w_!h!n Londonandthe South East

- 3 year _:ontracton entry - =Uowezu:eswill auwmaficaUy be removed, whhout "marktime' art-4ngeme_, iflyansfer within 3 year period

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RE,_RICI_D ,.MANAGEMENT

All e,xi_ staffwill immediately go onto thenew entrypoint salaryif _eirc_t payis less. Tl_e is alsoa need to look at the OSGconvers_cm_ again-

askedwh_er wastagewas aproblem elsewh=c, _ _skedwhether it mi_a_be prudentto look atthesecondaryemployment issue.

.The Area._Mana__ersaw this as an opening to rcglorm] pay issues which had so far beensmiled;we will be thefn_tpublic serviceto do this if thismad is taken-asked ifth_s will be c_*d to ttIlJj_edgrades, The AreaMsna_er saw no reason why itcouldn't be extendedff it provedsuccessful__ was conceded aboutbr_uSi_apotentialof200stafffrommilesawayfortlceeyears;hecouldforeseelongtermsick

p.

probl.._fn_The_ Mana__erstatedthat themedimuav.dlonger termsissues need to besepm_t from_ +mmediatc.

askedaboutretentionofoffice_beyondtheageof60.TheDDG hasgiven dispemsationtoretainbeyond60but_mtpast65.

6 LONG TERM SICK ABSENCE

TheDirectorofPersonnelwastakingstepsm addressthehiglxamountoflongterm sickwithintheService.Hewouldlike_ arealeadonthistoredewaLllongtermsickabsences;Diane Wrightb_d been traminked for thisrole. The ..Ar___ea._Manager suggestedthatDavid Httmphreysat Highdownmight assistwith this. _ offeredMikeFox at Lewes.

-.,,

ACTION; Governors to let Diane Wri#t Imow of long term sick #bsenee caseswitMn the area, and whether they consider thesem begenuiae.

.Ihe AreaMm3a_etaskedStephenMooreto sham issues at Wormwood Scrubs withregards to sick absence. ;_tttlp.ktll_M_reporr_l thatnew attendancesystemswere_ced on 3 October. He expectedhighsick levels, either as a resultof disgruntledstaffbeing unable to takethe leavetiicywantedor orchestratedby the POA. However.theresultanthighlevelsofsickbadadevastar3ngeffectontheweekendroutine.

Robustmonitoringwasputinplacewhichhadreducedsickabsenceto19ononeday,which is remarkable given that ithas bccnrunningat about38, A membcr of the SMThas been co-ordinatingthemolfitoring,standingat the gate to interview thosestaffreturningtowork fromsick ab._mccandto recordthosestaffwho are late forduty.Selfcetfificatiotthasbccn witht;kawafi'omthosestaffwho arcconsidetcd to haveblatantlyabusedthesystem. Smffhave welcomedthiss_c_.__inglystrongermanagementdirection.

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I_gSTI_CI_D -MANAGEMENT _

Ni_I ct_ffordwasaskedby theAreaManagerto share_ experienc_He reported-,_ar_xcdegreeof s_clmessatF¢|thamwasnowh_enearWormwoodScrubsproblems.Hehado_herproblems, lie wishes toremove $O's andofficersfromdie CommsRoomandreplacethemwithOSOsandto dviLianis¢the O_te. ThePOA canaotceatempl=¢thechan_c,andwhilehehasbeeaU'yingm consulttherehasbeennoconstructiveargument.Hem_ndsgivingnoticewhichh¢hopeswillpm_okcanFTA whichhcwillthen rejec_ashe is prolmsingto wo_ within the PSI.

The _ _Mr.anaee_askedhow manyestab]_i_hmemshaveSO's in the G',ue.(Brix_n,WormwoodScrubs,L_wesandHighdownindic=ed _h_ ha_ Highdowa w_zc ascpam_issuesincetheyareacorelocal).Bdxmn,Wandswo_handLmv_ huv¢

"_ officersinsteadofOSGsm theCorm_ Room The_ M.ana__ersmmdthatGovernorsnc_Jedto cnsu_ r_ theyweregettiagthebenefitsfromn_onal agreememsa_ thatsl_egicaiI/, on an az_ basisthechangesneededtodonetogethertoavoidbeing "piek_l off"by thePOA. He addedthatreprofilingexercisesneededrobcunde_aken m astzucturedareaway forfl_ long te_m

He smzedthis was thel_mtclmnc¢to changetheLandauScm_hcultureandMinismp+,theDiSandDDG arc sign_ up to this. PaulBoam_ had mad+astatementmstaffassociationsatWormwoodScrubs thatif _ didnot del_r thePS obj_+tivm+themtheestablishmentwouldbemarkettested.

The AreaM..ana_err_lkedaboa_an_v'ork m sharebestpractise,for exampleprofilingteamstogettoged_. _ILC_PgJ:d suggested='revolving'scmYm_toexchangeideas

agrc_l and _ dds was a wayofrrcognising the goodworkstaffar_doing.TheAr_,Mana_ washappytodothis.

--'D,

ACTION:

1 S_phen Moore to set up reprofll__i-gmeeting- Alan Brown (WormwoodScrubs to take the lead)

2 Niall Clifford _oset up "goodpractise' arrangemenu. ?Monlbiy depemd!ngupon subject.

3 Peter Athertoa to attend the inaugural meetingof both, Ifor Smear to beinvolved.

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% .. -%

RESTRICTED. MANAGE _MK..NT

6 _TItCARE

The..AreaManageEouz|i.n.edforthemeeling the elrcumstancessun'oundin_zl_ "B_'ton'leUu (Govm-norto AM) which was leaked andpubhshed. The AreaMenagersaidthen_onse lo this had been e_rmo_. The POA have adrniuedthatthey leakedthe letter.ThenewMiniswrhad dec___d_he wantedto visit andplay a]eoA role. This hadr_-_dt_in _rt term_rcovement target.

_The_ Mana_ statedtha_HealttmareatBr_on is al_Iing - the buildingandstaf_g situationis not thebest The shortfallm sta_is exaggcr_edby loug termsickabsenceand _ is a Imgcrelianceon agencym_ses.

.- There aremarbid/ty claims. Thereis _ overflow of 15prisone_ who would aormaUyhe held inthe hospitalbut arebeingkept on A wing.

Ruth Gro_na_ LS AuditandBdef_ Unit is reviewingthe courtcatchmem areaandthis may impact on some LS esr.abl_hments.

l._mcdiate steps need to bc taken to improvenursing_ents. Thc_eis nonursemanagementatBdxmn atall - agareEgrade.It is ;____.deddzatthere ___h_o_ldbc 7 x Fgraden_ and2 x G gnde numlm_ with a CI_ mana_g _ pdscme_onAwing. I! ts_ped _t thesenurseswi//come onse_ondmemfromtheNI-/STrust. Theworkbeingdone atBrixtonwill nothnp_z_con the HealthcareNeeds AnalysisatFeI_am. The POA have suggestedEGPs,supxisi_gly;hsv_ td_).__ghtedeondi6_m_thatareappallingit is not clearwhy they want their membe_ to worklongerin thesecondit_or_, Thishas bccn rejectedonthebasis thatk is nurseszhatareneeded,noto_icers.

'- HAS 2000,anindependcutbody,willdo_"rapidapprai_'atBdx_on. If thisprovesusefulthenitwillbeextendedm allL$ establishments.Itisexpectedthattheprocesswill

• throwupcommon/.vsue_-?morbidity• PanLondonsolutionsrath_thanbilatersls

• simultaneousapproachtoHC NeedsAnalysisinLondonprisons

/vorWard,AreaManagerfor LondonNorth andEastAnglia,PeterAthetton and IforSmoutareto meetw/th theChiefEx_utive oa Manday11 October. Some NHS _ustshave clearideas but othershave net, It is unclearwherethefundingfor thiswill comefrom. A bid foradditionalmottlesmay need tobe made.

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Some Mcmal Healthdepm-tmen_of the Trustscannottakeon prison.wo_ asthey areWcady _tretched.

RESTRICTED - MANAGEMENT

7 NEXT AREA CONFERENCE

Tl__reameetinginFeb_ 2000willbealTtendeclbytheDG andwill/nvolv¢anoverni/_htstay.Thetwodaya.-_a_nfcz_n¢cwillbe/nMarch2000anditwasdecidedthat 1_ themeswillbeSccmdlya_dHc_hc_e.

ACTION: Diane Wr/ght to liMsc withB_xtou and H/p,hdowssto set up premeel/ag to discuss the February conl'erence.

END OF CLOSED SESSION

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_ te.j.._,_L,_),_ __provide a brief overview o!RESPOND

On=SP0 a D Tooffer praot|calsuggestionsfor you=¢u_r,,=_,_,_ to considerwhenformulatingactionplans. ,-

k2/' RESPOND Programme Aim l 5 Key Objectives

t_l /('_ IJ The Prison Service represents and serves

Ensuringfairness in recrui_men_appraisal,promotion

We aim to become more represemative of andselectionthe communizy arid deliver a be_ter service Developing3n0 suppot_¢ngemnicm_nornystaff

by ensuring equal;ty of opportunity and just Ensuringeq_a|opportunitiesfor e_hnicmir_onzytreatment for s_att and prisoners of all ethnic prisonersgroups, and by eliminating all forms of

rimination within the Service. Recru;zln9 ezl_nlcminoritystart®/

._.o

update Recru_trt_entTargetsComplaints pJocedures _ _ _ •

RRLO training pack 2002 = 4.1% (Operational = 3.4%)(Non-ope(ational = 4.9%)

JSAC Review

St_ff Advisory Group/Ethnic 2004 -- 4.9% (Operational -- 4.4%)MinOrity Staff Network (Non-operational _ 5.5%)

Recruitment Outreach Team

O 7% National Target for Ethnic A 2009 _ 7.0%Minority Groups Representation

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Recruitment Targets .... Discussion Possible Local Actions to aidStrategy 1: Confronting ....

Is a 7%targetrightforanyestablishment? • Ensure that staff are aware of acceptable

Is anestablishmentoranAreatargetappropriate? attitudes and behaviour.

Howdoyoutacklethedifferenaesbetween Managers complete mandatory EqualestablishmentsinsideanArea? Opps Training by March 2000.

Whatsourcesof damareavailableto informthe Encourageand support EOOs Insettingoftargets? fulfilling the requirementsof their role,

® Q

Possible Local Actions to aid Possible Local Actions to aid

Strategy 2: Fairness ..... Strategy 3: Develop ....Encourage& support staff to join

Selection boards Inclucleethnic the Service's Ethnic Minority Staffminority personnel where possible, Support Network.

Proaotive in giving feedback after Encourageethnic minority staffboards, who may lack confidence in the

Update and evaluate local ethnicity 'system' to apply for management

ca. O development courses,

Spend quality time with your ethnicminority staff e,g, career interviews.

Possibte Local Actions tO _,d Possible Local Actions to aid

Strategy 4: Prisoners .... ,Strategy 5: Recruitment ....Develop Community links e.g. sponsor

Drop in surgeries for ethnic minority trophies for youth centres.prisoners to voice fears or complaints.

Ask Existing Ethnic Minority Staff why theyEnsure race awareness is covered in

came to work for you e.g. Staff Survey.induction training for prisoners.

Time your activities to coincide with yourMaking use of outside members on the recruitment needs e.g. open day.RRMT.

® Q

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The next step.,.Discussion TheCentreHow should the approach be EqualOpportunities Team - equality

Do you need an Area or establishment Headed by Angela Johnson $EOaction plan ? RespondTeam - race equality policy

Do you need an Area RESPOND Headed by Judy Clements Race EqualityCoordinator ? Advisor SCS

Would Area RRLQs & EOOsmeetings be Outreach team - recruitment & targets advice

ficial ? jad by Tom Wright G4

ContactsRESPOND Programme esquires

Atul Patel & Abdul Ro_

Outreach Team esquires

Paddy Watts Nort_(San,_rasm=mvo_oiwillbe$o_trt)

Ethnic Minority Staff Su Network

esquires Ken Walcott

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From: peter Atherton cc:Area ManagerLondon South

4 November, 1999

To: Niall CliffordGovernorI_OI/RC FeIT_am

HOSTAGE INCIDENT DATED 25 JULY 1999

I write to acknowledge the debrief-report dated 9 August 1999 following the hostage incidenton 25 July 1999. The report raises a number of training issues which need to be addressed. Iwould appreciate:

I, Localtrainingshouldbegiventolessexperiencedslaffinjailcrafl,Thisshouldbeincludedaspartoftheinductionprogra_m_rneforlocallyrecruitedstuff,

2. Localfirstonthesceneandhostagetrainingshouldbogiventoallstaff

includingreadingandsigningoftheHostageManualAppendix.

3. Staffshouldbe.,selectedfordutyintheControlRoom onthebasisofaptitude,Staff must not Work in the Control Room o.n_lessthey have been trained to astandard approved by training services. (Security Manual Chapter 8 Training).

4. To avoid confusion radio call signs should comply with the reqttirements ofthe Seeurily Manual. (Annex 25A).

5. All principal officers and senior officers should attend the one-day incidenttraining. The new tralnlng course addresses the roles of bronzecommanders and incident planning. It may be appropriate to includeadminisn-ative staff in this trainj.n.gin order that they are bettor equipped tofulfil roles within the command suite such as log keeper.

6. All governor grades mtm complete the mandatory Incident Command Courseassoonaspossible,

7. A programmeofcontingencyplan_n.i_gandtestingshouldbedcveloped.

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Will you send a progress report and any action plan that may be in place. I would bcinterested in any management check_ you intend to put in place to monitor any systems youare introducing. ,

P ATHERTON

felt1_hostago,ju!

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From:PeTerAtherton cc: PhilWheaflcyArea ManagerLondonSouth

t March,2OOO

To: lanLockwoodAreaManagerNorth West

s

DETAC__HF_.DDUTY STAFF FOR FELTHAM

You will no doubt be awareabout the recent historyof Feltham as a failing establishment andthat shortagesof prisonofficers and health carestaffhave been contributoryfactors in itsproblems.For the past twelve months orsothe continuedoperation of the new Health CareCentre,which operale.sto full capacity including significant numbers of disturbed youngpeople,hasbeensustainedbydetacheddutydisciplineofficers.UntilrecentlythedetacheddutyburdenhasbeensharedbetweenLondonSouthestablishmentsandHuU prison,thelatterprovidingsixofficersondailydetacheddutyonalongtermbasis.

MostrecentlytheLondonSouthdetacheddutystaffhavebeenswitchedtosupportingHighDown whichalsosufferssignificantshortagesofprisonofficerswhilstHullhasmaintainedsupporttoFeltham.Hullhavebeenabletoprovidelongtermdetacheddutybecausethcrehasbeenaunitofaccommodationclosedformajorrefurbishment.Thairefurbishment

,1,e"

programmeisnow completeanddetacheddutysupporttoFelthamwillceasefromIl March.

Youwillalsobeawarethattowardstheendof1999wc initiatedaspecialnational.r_ruitmcnt c_mpaignto addressthe serious sta._ng problcms at Feltham and Holloway inparticular. Whilst this campaign has been very successful sufficient _:ainedstaffto meet theoperational needs of Felthamwill not be available until the cad of May 2000. From _enonward Fcltham will be able to deliver the new Under 18 regime, its existing YOI andRemand Centre functions and underpin the operation of its Health Care Centre within its ownresources. Between now and the end of May,however, we continue to face severeoperationaldifficulties.

I understandthat a wing at Preston prison has been closed for rcfmbishing. With thatknowledge I askedmy office to contactyoursabout the possibility of providing six disciplineofficers on daily detached duty from Prestonto Felthamuntil the end of May 2000 when

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Feltham becomes self-s___._cicat. Your office was unable to meet our detached duty request.Given the sevc-_edifficulties at Fel_am, I would be very grateful if you could review youroffice's decision. I appreciate _hat decisions about detached duty arc difficult ones but thereisarealproblematFelthamunliltheendofMay 2000anddetacheddutysupportuntilthenwouldbeartexlremelyvaluablecon_butiontothecontinuingimprovcmen[ofa oncefailingestablishmcnt.

i

P ATEIERTON,/

feltham_nwil.dd

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