INDEX
	*Police Services Board*		*Commission de Services Policiers*
1.	POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE ANNUAL REPORT – 2007 ACS2007-CCS-PSB-0012	01	RAPPORT ANNUEL SUR LES ACTIVITÉS, LA FORMATION ET LE RENDEMENT DE LA COMMISSION DE SERVICES POLICIERS - 2007 ACS2007-CCS-PSB-0012
2.	OTTAWA POLICE SERVICES BOARD COMMUNITY ENGAGEMENT STRATEGY ACS2007-CCS-PSB-0013	14	STRATÉGIE D’ENGAGEMENT COMMUNAUTAIRE DE LA COMMISSION DE SERVICES POLICIERS ACS2007-CCS-PSB-0013

1. POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE ANNUAL REPORT – 2007

RAPPORT ANNUEL SUR LES ACTIVITÉS, LA FORMATION ET LE RENDEMENT DE LA COMMISSION DE SERVICES POLICIERS - 2007

BOARD RECOMMENDATION

That Council receive1 this report for information.

RECOMMANDATION DE LA COMMISSION

Que le Conseil prenne connaissance du présent rapport à titre d’information.

DOCUMENTATION

1. Executive Director’s report dated 8 February 2008.

2. Extract of Draft Minute, 25 February 2008.

OTTAWA POLICE SERVICES BOARD REPORT

COMMISSION DE SERVICES POLICIERS RAPPORT

Our File/N/Réf.

Your File/V/Réf.

DATE 8 February 2008

TO/DEST. Chair and Members, Ottawa Police Services Board

FROM/EXP. Executive Director, Ottawa Police Services Board

SUBJECT/OBJET POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE ANNUAL REPORT - 2007

RECOMMENDATION

That the Ottawa Police Services Board receive this report and forward it to City Council for information.

BACKGROUND

In December 2005 the Ottawa Police Services Board received a report from the City of Ottawa Auditor General on the Board’s governance practices. Among the Auditor General’s recommendations were the following:

a) That the Board specify training requirements and report annually (and publicly) on individual member training, and training of the Board as a whole.

b) That the Board determine performance evaluation measures and conduct a formal Board evaluation annually.

c) That the Board report the results of the performance evaluation in a board activity report … (including) information on such things as:

- number of board meetings held

- number of community meetings held

- ceremonial events attended

- number of Council presentations

- hours of commitment

- board training.

In March 2007 the first annual report on Board Activity and Training was submitted to the Board and Council, as well as a separate report on the results of the Board’s first formal performance review process. Following receipt of the Auditor’s recommendations, the Board decided to conduct formal evaluations every four years and less formal evaluations in other years. As a formal evaluation was conducted in 2006 this year’s review is less formal and consists of measuring the Board’s performance against its 2007 workplan.

This report and the data contained in Attachment 1 constitute the second annual report on the Police Services Board’s Activity, Training and Performance, covering the period from January 1 to December 31, 2007.

BOARD ACTIVITY

At a meeting in February 2006, the Board approved the following activity indicators that would be tracked throughout the year and be reported on in the annual report:

Indicators

1. Board and Committee Meetings

The volume of work associated with board and committee meetings on a monthly basis demonstrated by:

· Number of meetings, including all board meetings (public and in camera), meetings of board’s standing committees (Complaints Committee, Finance & Audit Committee, Human Resources Committee, and Policy & Governance Committee), and other committees on which board members serve (Citizens Advisory Committee on Performance Measurement, Community Awards Selection Committee, Police Scholarship & Charitable Fund Board of Trustees)

· Hours spent at meetings

· Number of items on agendas (public and in camera)

· Number of pages of agenda material reviewed.

2. Community Meetings

In accordance with the Auditor’s recommendations, the number of community meetings is identified separately from other board meetings and includes statistics on:

· Number of meetings

· Hours spent at meetings.

3. Other Functions & Events

Members of the Police Services Board attend a wide variety of other business functions and ceremonial events outside of board and committee meetings each year, such as: business meetings (OAPSB Board of Directors, Big 12 boards, meetings with city or provincial officials); collective bargaining and other meetings related to labour relations; Ottawa Police Association functions; Senior Officers’ Association functions; media conferences; briefings; Police awards ceremonies; recruit badge ceremonies; community events; and meetings with other City stakeholders. This category records the following statistical information related to these other functions:

· Number of events

· Hours spent at them.

Additional Workload for Board Chair

The indicators tracked and reported on in Attachment 1 do not reflect the additional time the Chair of the Board spends dealing with emails and phone calls on matters related to the work of the Board. The Board Chair in 2007 estimated that on average 10 hours per week was spent on emails, phone calls, preparing for meetings and media inquiries. Meetings attended by the Board Chair are captured in the statistics contained in Attachment 1.

Number of Council Presentations

Among the activity indicators included in the Auditor General’s recommendation was the number of presentations made to Council. As the Police Services Board has not in the past made presentations to Council, this indicator was not adopted by the Board.

BOARD TRAINING

The Auditor General’s report emphasized the importance of board member orientation and training as essential elements of good governance. To assist the Ottawa Police Board in ensuring its members make the commitment to ongoing learning, the Auditor General recommended that the Board specify training requirements for its members, and report annually and publicly on training for the Board as a whole and for individual members. In February 2006 the Board adopted the Training Policy in Attachment 2. Statistics for 2007 are contained in Attachment 1.

Indicators pertaining to board training include:

· Ministry training attended by board members either individually or as a group

· Other training/education sessions attended by the Board as a whole

· Other training/education sessions attended by each individual board member

· Hours spent in training by the Board as a whole and by individual board members.

If the Ministry of Community Safety and Correctional Services offered no training in the year being reported on, the Activity Report will indicate that. Similarly, if there were no members serving their first year on the board in the year being reported on, the report will indicate that the required orientation training for new members was not applicable for that year. In 2007, there were new Board members and orientation training was offered by the Ministry and taken by the new Board members, as illustrated in Attachment 1.

Board Training as a Whole

As referenced in the Training Policy, it is the Board’s intention to periodically invite guest speakers to deliver presentations or workshops to the Board on issues pertinent to board governance, board responsibilities, or emerging trends in policing, with an emphasis on issues of a strategic nature. In 2007 the Board invited Ms. Connie Phillipson, Executive Director, York Regional Police Services Board, to make a presentation to the Board and OPS Executive Team on the unique Public Interest Governance Model practiced by the York Board. This presentation took place on 22 October 2007. A series of special presentations are planned for 2008 pertaining to operational issues and public safety concerns.

BOARD PERFORMANCE

For 2007, the Board undertook a less formal performance review in keeping with its decision in July 2007 to conduct formal reviews every four years. The 2007 review consisted of measuring the Board’s performance against its approved workplan for the year. The 2007 Workplan is at Attachment 3. All tasks were completed with the exception of:

· Review of the Finance and Administration Procedure Manual; this is scheduled to be completed in first quarter 2008.

· Review of the Board’s Complaints Procedure Policy; this cannot occur until the Province implements Bill 103, which has not yet happened.

· Review of 2007 performance of Chief of Police, Deputy Chiefs of Police, Director General and General Counsel; performance reviews for the Deputy Chiefs and Director General were completed in January 2008 and the Chief’s is scheduled to occur in second quarter after he has completed one year on the job.

In addition to the Board’s regular business meetings each month and the four community consultation meetings it held to gather input on the 2007-2009 Business Plan, significant tasks completed in 2007 included:

· Hiring of a new Chief of Police and Deputy Chief of Police.

· Approval of 2007-2009 Business Plan.

· Completion of a comprehensive review of both the model and content of the Board’s Policy Manual.

· Development of a policy on Succession Planning.

· Development of a policy on Acting Pay for Senior Executive Positions.

· Began work on the development of an enhanced Board community engagement plan, to be completed in 2008.

CONSULTATION

Consultation was not applicable.

FINANCIAL IMPLICATIONS

While there are financial implications associated with Board members fulfilling their educational requirements, there are no costs directly associated with this report.

CONCLUSION

This report addresses the City of Ottawa Auditor General’s recommendation to report annually and publicly on the activities, training and performance of the Ottawa Police Services Board. Statistical information was collected throughout 2007 on the number of meetings and other functions attended by Board members and the hours spent at them, as well as training or educational opportunities in which Board members participated. This report also provides a summary of the Board’s performance in meeting its workplan in 2007. In accordance with the Auditor General’s recommendation, this report will be forwarded to City Council for information.

Wendy Fedec

Attach. (3)

OTTAWA POLICE SERVICES BOARD

2007 WORKPLAN

The Ottawa Police Services Board is responsible for the provision of adequate and effective police services in the municipality. For 2007, its workplan consists of the responsibilities listed below. In addition to the duties noted, the Board holds regular meetings on the fourth Monday of each month except August when there will be no meeting, and in months when the fourth Monday falls on a holiday, in which case the meeting will be on the third Monday. The Board also holds up to four community meetings each year.

RESPONSIBILITIES	Jan.	Feb.	March	April	May	June	July	Aug.	Sept.	Oct.	Nov.	Dec.
Establishing Expectations
1. Develop Annual Calendar of Monitoring Requirements
2. Review & approve 2007 OPS budget
3. Review Board Committee membership
4. Provide input into 2007-2009 Business Plan
5. Approve 2007-2009 Business Plan
6. Develop 2007 & 2008 Board & Committee workplans
7. Board Strategic Planning Exercise for 2008
8. Determine 2008 OPS budget guidelines
9. Community meetings
10.Develop policy on Succession Planning (P&G)
11. Develop policy on Acting Pay for Chief & Deputy Chief positions (P&G)
12. Review & approve 2008 OPS budget

*Evaluating & Monitoring Performance*
1. Track activities of Board
2. Report on 2006 Board Activities & Training
3. Report on Board Performance Evaluation
4. Review of Board Policy Manual (P&G)
5. Review of FAP Manual (F&A)
6. Review Performance Evaluation Tool (P&G)
7. Review Complaints Procedure Policy – timing dependent on Bill 103 roll-out (Complaints Cte)
8. Review performance for Chief, Deputy Chiefs, Director General & General Counsel for 2007, and set 2007 and 2008 remuneration for all except the Chief (remuneration for the Chief to be determined for 2008 only).
9. Review performance in achieving 2004 -2006 Business Plan.
10. Review activities of Police Service (Annual Activity Report).
11. Receive quarterly reports on the administration of the complaints system.				(4Q-06 & 1Q-07)
12. Review annual report on administration of the complaints system.
13. Receive quarterly reports on the finances of the organization.				(4Q-06 & 1Q-07)
14. Review annual report on finances of the organization.
15. Review compliance with Ministry standards and Board policies.
16. Receive report on Senior Officers’ Assignments & confirm appointment of new OPS members
17. Review annual report on board discretionary funding
18. Review report on Donations, Loans & Sponsorships
19. Review annual report on Secondary Activities

*Miscellaneous*
1. Recruit new Chief of Police
2. Orientation for new Board members
3. Attend OAPSB Conference
4. Attend CAPB Conference
5. Attend Zone 2 Fall meeting in Ottawa
6. Negotiation of Collective Agreements

model of governance is designed to maximize public engagement by holding Board meetings on topics of significant interest or concern to the public. The meetings serve as educational opportunities to increase public awareness and understanding of the Board and the challenges facing the Police Service, and provide a means for Board interaction and engagement with the public. The strategy outlined in this report contains a version of the Public Interest Governance Model.

A second step in addressing the need for a community engagement strategy was taken by the Policy and Governance Committee when it held a day-long workshop on 19 December 2007, facilitated by consultant B. Hume-Wright of Herne Company Limited. Chief White and D. Pepper, Director of Community Development and Corporate Communications were also in attendance for the discussion. Their input was valuable in exploring ways that the Board might link with existing successful Police Service community outreach efforts and mechanisms already in place to liaise with community groups. The Committee’s suggestions for first steps in a strategy to enhance the Board’s linkages with residents, community groups, and other partners such as City Council, school boards and businesses are set out in this report for the Board’s consideration.

RECOMMENDATIONS

The Policy and Governance Committee is recommending the following initiatives as part of a Board community engagement strategy. Some of the recommendations can be implemented immediately or over the short term, while others require further examination as to their feasibility, timing and best way to implement. In the latter cases, the Committee is requesting that it be delegated responsibility for further exploring and implementing those proposals. The intent is to introduce the various components of the strategy incrementally, with the expectation that additional initiatives can be added in future years. It is also the Committee’s intent to report back to the Board in the first quarter of 2009 with an assessment of the success of the initiatives launched in 2008, and proposed amendments or additions for 2009. The Committee recognizes there may be a need to review the Board’s resources in light of this new initiative and to obtain additional resources to ensure the proposals can be effectively implemented and sustained.

1. Public Interest Agenda

The cornerstone of the engagement strategy is to adopt a Public Interest Agenda, similar to that used by the York Regional Police Services Board, which would consist of holding four special "public interest” meetings each year with the following guiding principles:

a) Each meeting will be on a topic of Public Interest - an issue of broad community concern, taking into consideration findings of the most recent OPS public survey, Business Plan priorities, and recent high profile issues of concern to Ottawa residents. Topics for each year will be determined at the beginning of each year, but flexibility will be maintained to replace topics should an issue of significant public interest arise during the year.

b) Public Interest meetings will be held in April, June, September and October.

c) Two meetings a year will be held at Ottawa City Hall and two meetings will be held in other locations outside the downtown core, all from 7:00 to 9:00 p.m.

d) In planning each meeting, organizers will consider keynote speakers and whether the topic would benefit from a panel discussion. Guest speakers outside of the police sector can be invited to participate when appropriate. Community members attending will be provided an opportunity for a question and answer period with guest speakers and police personnel. The Police Service will be involved as appropriate, as determined by the Chief.

e) The meetings will be promoted and advertised to the media and to community groups, school boards, business groups, City Councillors, and other stakeholders, drawing on existing OPS circulation lists whenever possible. Specific groups within the community can also be targeted depending on the subject matter.

The Committee is recommending the following meeting schedule for 2008; all meetings will take place from 5:00 to 7:00 p.m.

	Topic	Month	Location
1.	Drugs	April 21	City Hall
2.	Youth Issues	June 12	Ben Franklin Place
3.	Emergency Preparedness	September 8	City Hall
4.	Safe Communities (with an educational focus)	October 20	Orleans Theater

2. Communications Policy / Plan

As discussed at recent meetings, the Board recognizes the necessity of making efforts to better inform the media, City Councillors and the public about Board and Police Service initiatives, and the rationale for them. The annual Budget is an example of where enhanced communication efforts would be helpful. It is recommended that the Board develop a comprehensive communications policy/plan in conjunction with its efforts to improve community relations. It may be necessary to retain external expert assistance in the field of communications to assist in the development of this critical policy and plan and it is recommended that the Board delegate authority to the Policy & Governance Committee to retain such assistance should the Committee feel it is required. The policy/plan will come back to the Board for input and approval before being finalized. Police staff will also be consulted during the development of the policy/plan.

3. Review of Related Existing Board Policies

Existing Board policies that contain elements of community engagement or that would help to define the Board’s community engagement framework should be reviewed, with a view to either updating them or consolidating them with the new communications policy. The Public Consultation Policy (#CR-6), and the Protocol for Sharing Information with Council (Policy #GA-6) are the two existing policies that require review.

4. Regular Communications from the Board

As noted previously, the Board recognizes that the adoption of proactive media relations would be helpful in educating and informing the media, Councillors and the public about the work of the Board and Police Service, and the rationale behind key decisions such as the annual budget. To achieve this, it is proposed that the Board publish information about key decisions and activities on at least a quarterly basis or more frequently as warranted. The document would be targeted at the media and community leaders such as City Councillors, and would also be sent to community stakeholders such as Neighbourhood Watch groups, community safety committees, community associations, business groups and school boards. It could also be shared with established Ottawa Police networks such as COMPAC, the Liaison Committee for GLBT Communities, and women’s serving organizations through OPS members on the Ottawa Coalition to End Violence Against Women (OCTEVAW). It would also be posted on the Board’s section of the website.

5. Presentations at Regular Board Meetings

The Committee recommends making time at regular Board meetings on a quarterly basis to receive presentations from members of the Ottawa Police Service on specific areas of activity or work units. The presentation from the Partner Assault Unit at the January 2008 Board meeting is an example of the type of presentation envisioned. They would be fairly brief at approximately 15 minutes in length, and would serve to educate the public and Board members about the work of the Police Service. In addition to the regular advertising done for Board meetings, notice of the presentations could be given in advance to segments of the community that might be particularly interested in a specific topic.

6. Updates to Council

To improve communication and understanding between the Board and City Council and to keep Councillors better informed about the work of the Board and the Police Service, it is proposed that the Board ask to periodically appear before Council, accompanied by the Chief of Police, to provide updates on activities and to respond to questions. To begin with, it is recommended these updates take place two or three times a year. The exact format and timing of these updates will have to be worked out with the City.

7. Leveraging Community Partners

Consideration should be given to identifying key partners within the community who could assist the Board in furthering its community engagement strategy. This could begin with one or two partners and be expanded to others if the experience proves successful. When determining potential partners, consideration should be given to those whose goals are aligned with or supportive of the Board’s, and those with networks that will enhance the Board’s outreach or help further the Board’s priorities.

8. Presentations from Other Organizations

Another area of potential development is to encourage presentations to the Board during the ‘public delegations’ portion of its regular meetings from groups affiliated with the OPS or with an interest in public policing issues. For instance, invitations could be extended to community groups, business groups, health care agencies, school boards, and other organizations concerned with crime prevention and public safety.

9. Brochure about the Board

A brochure could be developed about the Police Services Board that outlines its roles and responsibilities, and provides short biographies about each Board member. The brochures could be made available at Board meetings, community events and community police offices. The information could also be posted on the website.

10. Chief’s Video Messages

Chief White has offered to occasionally include information about the Board and its activities in his regular video messages to OPS members as a way of improving the level of understanding about the Board’s role within the Service.

11. Improving the Board’s Web Page

It is suggested that the Board look at ways to improve and add value to its presence in both official languages on the OPS website. Currently the website contains information on the role of the Board, Board members, Board policies, and the dates of Board meetings. The site could be enhanced with regular updates such as the quarterly updates from the Board discussed earlier, invitations to upcoming public interest meetings, and other news of interest to the community.

12. Community Event

Looking forward to 2009, the Policy & Governance Committee would like to consider having the Board host a community event that would be used to raise awareness of the Police Services Board and perhaps also a particular community safety issue. It could also possibly be used as a means to raise funds for a community organization the Board wishes to support. The Committee will further explore this idea during the course of the year.

CONSULTATION

Consultation has taken place with Chief White and members of the Ottawa Police Service, particularly those in Corporate Communications and Media Relations. No public consultation has taken place to date. Once some of the components of the strategy outlined in this report have been implemented, it would be useful to conduct a survey of community stakeholders targeted by the strategy to solicit feedback and suggestions for further enhancement of the Board’s community engagement efforts going forward.

FINANCIAL STATEMENT

The cost of holding four public interest meetings in 2008 has been incorporated into the Board’s 2008 Budget and there should also be sufficient funds in the existing budget for advertising, translation and printing costs associated with some of the other initiatives.

As noted in the report, upon further review it may be necessary to retain the assistance of a consultant in the area of communications to assist in the development of a communications policy and plan. Should that be necessary, the Board is asked to delegate authority to the Policy & Governance Committee to retain such consulting assistance. There are sufficient funds in the Board’s “Professional Services” cost element to cover this expense.

CONCLUSION

The Board has identified community relations as an area it wishes to work on improving. It has also recognized that it needs to make greater efforts in educating and informing key community leaders who inform and influence public opinion. The Policy & Governance Committee hopes that the initiatives described in this report will help the Board achieve its goals of enhancing relations with the public, community stakeholders, City Council and the media. An incremental approach will be taken in implementing the proposed initiatives. The Committee will undertake a year-end assessment of the projects introduced in 2008 so that further refinements and enhancements can occur in 2009.

____________________________________________

Submitted by the Policy & Governance Committee:

Des Doran, Chair

Henry Jensen

Jim MacEwen

Policy Number: Policy Subject:
GA-3 BOARD TRAINING
LEGISLATIVE REFERENCE / AUTHORITY	Police Services Act, section 31(5)
APPROVED	27 February 2006
REVIEWED	September 2007
NEXT REVIEW	2010
REPORTING REQUIREMENT	Annual Report to Board

OTTAWA POLICE SERVICES BOARD REPORT 8

COMMISSION DE SERVICES POLICIERS D’OTTAWA - RAPPORT 8

AU CONSEIL DE LA VILLE D’OTTAWA

26 MARCH 2008

RECOMMENDATION

BACKGROUND

BOARD ACTIVITY

Indicators

BOARD TRAINING

CONSULTATION

FINANCIAL IMPLICATIONS

CONCLUSION

GA-3 BOARD TRAINING

2007 WORKPLAN

Establishing Expectations

POLICY AND GOVERNANCE COMMITTEE RECOMMENDATIONS

BACKGROUND

RECOMMENDATIONS

CONSULTATION

FINANCIAL STATEMENT

CONCLUSION