Our Ref: IM-FOI-2017-0520 Date: 17 May 2017 FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 I refer to your recent request for information which has been handled in accordance with the Freedom of Information (Scotland) Act 2002 (the Act). Please accept my apologies for the delay in responding. The matrix used to score events for eligibility for a rebate on the policing cost In respect of your question above a copy of the Charge Level Assessment form (also referred to as a matrix) is attached in excel format. By way of additional information I would ask that you note that Police Event Commanders use the Charge Level Assessment Form (also referred to as the Assessment Matrix) in an effort to establish if any abatement may be considered. It allows for a corporate and consistent approach to the application of abatements throughout Police Scotland. It is a wholly internal document that is used by Police Event Commanders and/or their planning representative. The completion of the Matrix is dependent on the individual aspects of the event concerned and as a result is unique to each event. The Event Commander, in consultation with the event organisers where necessary, considers the precise nature of the event and the likely level of adverse impact on the community. The Event Commander will assess the event against a number of criteria to determine whether any abatement may be considered. The abatement levels are: Nil, 50%, 75% or 100% (i.e. no charge). The criteria used within the Matrix includes consideration of the following: • Whether or not a Public entertainment/liquor licences are required • If there is a paid promoter for the event? • If there is payment to enter? • Whether or not traders will be present? • Where the event is wholly a charitable or community event? • Whether or not there are any paid performers? • Whether or not there are any qualified stewards? Each criterion is awarded a value which, when totalled, provides the Event Commander with an indication as to whether an abatement may be considered or not. It should be noted that irrespective of the scoring reached by an Event Commander using the matrix, the underlying principle of the Scottish Police Authority’s Charging for Goods and Services Policy is based on the concept of full cost recovery, which is in line with the scotland.police.uk @PoliceScotland PoliceScotland Scottish Public Finance Manual and should always take precedence. The matrix does not determine which events should be charged and that is a matter for Commanders only. The form is only used as guidance and to help support a decision that the Commander may make with regards to charging. Policing charges for events relate only to the recovery of costs for officers’ time spent policing the event itself. Where it is deemed appropriate by Police Scotland and the Local Authority to have police officers patrolling at an event, the supply of officers to the event depletes the number of resources normally detailed to police communities, therefore a charge has to be levied to ensure the normal public policing provisions are maintained and public funds are protected. The costs recovered from the event organisers to facilitate policing at the event does not provide a funding stream which can be later spent on other initiatives or projects, it simply recovers the cost for supplying the additional officers who were detailed to work at the event. While the policy was enacted in 2013, in order to allow event organisers sufficient time to make provisions in relation to income and revenue to offset potential increases in policing charges and also to respect some long-standing local agreements, Police Scotland did not fully implement this policy until June 2015. It should also be noted that in 2015 Police Scotland, in line with this policy, provided guidance to Local Police Commanders that the organisers of music festivals, where patrons are required to make payment for entry, should not be afforded any abatement. The issue is clear from the assessment made for the 2014 event when the organiser’s status has clearly influenced the decision to grant an abatement when in fact, regardless of how the revenue raised is subsequently used by an organiser, the simple fact is that public funds allocated to provide local policing should not be arbitrarily diverted for use in other community initiatives or for the purpose of providing charitable donations and certainly not to enhance the financial position of any interest, regardless of that interest’s status. Protecting public funds in this manner is entirely the purpose of the SPA Charging for Goods and Services Policy. The names of events last year that received a rebate A data table has been produced and lists those events which received an abatement in 2016. The table is contained within Appendix A, which is attached to this letter. For clarity, events where full cost recovery was applied and all events involving football, Public Military Events and Royalty & VIP visits have not been included in this list. Many of the events listed, show as having 100% abatement, but it should be noted that the majority of these are statutory events for which an exemption applies. A Statutory Event is an event (e.g. a parade or procession), which reflects the constitutional rights of the participants, such as protest, or there is royal, national or defined public interest, and there is no financial gain to the organiser. I would also highlight that there are many more events where there was no police resource dedicated to the event however local officers, if available, attended as part of their community engagement role. Such circumstances are not recorded and not included in this list. scotland.police.uk @PoliceScotland PoliceScotland The number of gold event commanders in 2016 I can advise you that Police Scotland does not hold the requested information. In terms of Section 17 of the Act, this letter represents a formal notice that information is not held. By way of explanation, I can advise that a ‘Gold Event Commander’ may be described as the officer of Police Scotland who is in strategic command of all police officers present in the Event Area for the period and deployment for which Police Services have been requested. A Gold Event Commander is not a role linked to any specific rank or function. In theory, any officer could undertake the role of a gold commander, particularly for the smaller events, and therefore a number is not quantifiable in this regard. However, in practice and particularly with regards to larger events, the Gold Commander is picked from a cadre of officers who have completed a Match Commander or Event Commander Course. These officers have proven that they are operationally competent by producing a portfolio to show they have maintained their skills by performing the role regularly and have been assessed to be competent. The list of eligible officer’s changes and as such there is no system in place to complete a retrospective check, which would provide details or numbers of the cadre in 2016. Should you require any further assistance concerning this matter please contact Information Management – Glasgow on 01786 895862 quoting the reference number given. If you are dissatisfied with the way in which your request has been dealt with, you are entitled in the first instance, and within 40 working days of receiving this response, to request a review of our actions and decisions. Should you wish to do so, please contact us at the following address, stating what has caused your dissatisfaction and what you require us to review: Information Management (Disclosure), Police Scotland, Clyde Gateway, 2 French Street, Dalmarnock, G40 4EH - [email protected] If you remain dissatisfied following the outcome of that review, you are thereafter entitled to apply to the Scottish Information Commissioner within six months for a decision. You can raise an appeal using the online service at www.itspublicknowledge.info/Appeal or by writing to Office of the Scottish Information Commissioner, Kinburn Castle, Doubledykes Road, St Andrews, Fife, KY16 9DS, or via email at [email protected]. Should you wish to appeal against the Scottish Information Commissioner's decision, there is an appeal to the Court of Session on a point of law only. scotland.police.uk @PoliceScotland PoliceScotland APPENDIX A – LIST OF EVENTS THAT RECEIVED AN ABATEMENT IN 2016 North N Div. Event Abatement Abatement Level 26/01/2016 Up Helly Aa Lerwick Yes 100% Burns night procession - 23/01/2016 Yes 100% Eden court No Fracking demo - Fort 31/01/2016 Yes 100% William 11/03/2016 Groove Cairngorm Yes 100% 13/03/2016 Inverness half marathon Yes 100% Scottish Six Day motor 03 – 08/05/2016 Yes 25% cycle Trials Lochaber WW1 Commemoration - 31/05/2016 Yes 100% Battle of Jutland Orkney HMS Hampshire Foy 3-5/6/16 exhibition in Birsay Hall Yes 100% and dance Birchwood Highland 04/06/2016 fundraising parade, Yes 100% Inverness Star of the North Parade 04/06/2016 with Falkirk defenders Yes 100% band 04/06/2016 Benbecula half marathon Yes 100% 05/06/2016 Nairn road race Yes 100% St Kilda Challenge 10/06/2016 Yes 100% Lochmaddy Skye half marathon - 11/06/2016 Yes 100% Inner Hebrides 17/06/2016 Highland LGBT forum Yes 100% 17-19/6/16 Simmer Dim Lerwick Yes 100% 18/06/2016 The Highland Cross Yes 100% 25/06/2016 Barrathon - Barra Yes 100% 02/07/2016 Great Glen Challenge Yes 100% Uig Gala day, Isle of 02/07/2016 Yes 100% Lewis 02/07/2016 Harris Half Marathon Yes 100% Ceolas Music Festival, 03-08/07/2016 Yes 100%