|
1.
PROTOCOL FOR SHARING INFORMATION WITH CITY OF OTTAWA COUNCIL
PROTOCOLE D’ÉCHANGE
D’INFORMATION AVEC LE CONSEIL MUNICIPAL D’OTTAWA
|
BOARD RECOMMENDATION
That Council approve the revised Protocol
for the Sharing of Information between the Ottawa Police Services Board and the
City of Ottawa Council contained in Annex A.
RECOMMANDATION DE LA
COMMISSION
Que le
Conseil approuvent le protocole révisé d’échange d’information entre la
Commission de services policiers d’Ottawa et le Conseil municipal d’Ottawa
énoncé à l’annexe A.
DOCUMENTATION
1. Ottawa Police Services Board’s Policy and Governance Committee’s report dated 15 April 2008.
2. Extract of Draft Minute, 28 April 2008.
OTTAWA POLICE SERVICES BOARD REPORT
COMMISSION
DE SERVICES POLICIERS RAPPORT
Our File/N/Réf.
Your File/V/Réf.
DATE 15
April 2008
TO/DEST. Ottawa
Police Services Board
FROM/EXP. Policy
and Governance Committee
SUBJECT/OBJET PROTOCOL FOR SHARING INFORMATION WITH CITY OF OTTAWA
COUNCIL
POLICY AND GOVERNANCE
COMMITTEE RECOMMENDATION
That the Ottawa Police
Services Board and Council approve the revised Protocol for the Sharing of
Information between the Ottawa Police Services Board and the City of Ottawa
Council contained in Annex A.
BACKGROUND
At
the Police Services Board meeting on 25 February 2008, the Board approved
recommendations submitted by the Policy & Governance Committee regarding
the implementation of a Community Engagement strategy. One of the actions endorsed as part of the
strategy was to review existing Board policies that contain elements of
community engagement or communications, with a view to either updating them or
consolidating them with a new communications policy. One of the two existing policies that was deemed to require
review was the Protocol for the Sharing of Information between the Ottawa
Police Services Board and the City of Ottawa Council (Board Policy
#GA-6).
The
existing Protocol was first approved in 2000 by the Police Board and City
Council in response to the Provincial Adequacy and Effectiveness Regulation
3/99 introduced the previous year.
Section 32 (1) of the Adequacy Regulation requires that:
32.(1) Every
board shall enter into a protocol with its municipal council that addresses,
a)
the sharing
of information with municipal council, including the type of information to be
shared and the frequency for sharing such information;
b) the dates by which the business plan and
annual report shall be provided to municipal council;
c) the responsibility for making public the
business plan and annual report, and the dates by which the business plan and
report must be made public; and
d) if the municipal council chooses, jointly
determining and participating in, the consultation processes for the development
of the business plan.”
The
Policy and Governance Committee reviewed the existing Protocol to determine
whether it should remain a standalone policy or be incorporated into a new
communications policy. The Protocol
addresses specific requirements of a Ministry Regulation that is subject to
periodic inspection. Furthermore,
unlike any other Board policy, it is also a document that requires the approval
of both the Board and City Council, as both organizations are signatories to
it. For these reasons the Committee
concluded that the Protocol should remain a standalone document.
The
proposed changes to the Protocol attached as Annex A are minor and are as
follows (additions/amendments are indicated by underlining):
Ø
Add a new
sub-section (c) to Section 1 that specifies the Police Services Board will make
available to the Clerk of the Municipality of Ottawa, notice of the date,
time and location of any special public interest or community meetings of the
Police Services Board in advance of the meeting.
Ø
Amend
Section 3(b) to indicate that the Board will provide the City Clerk with a copy
of the Police Service’s business plan no later than March 31st of
the first year covered by each business plan. (Note: the current
Protocol does not specify an exact date as required by the Ministry Standard.)
Ø
Amend
Section 3(d) to indicate that the Board will provide copies of the Service’s
annual report to the City Clerk and make it available to the public no later
than June 30th of each year.
(Note: the current Protocol contains the same deadline but is worded
in a confusing manner.)
CONSULTATION
This policy was reviewed by the Policy and Governance Committee.
FINANCIAL STATEMENT
There
are no costs associated with this report.
CONCLUSION
As
part of its Community Engagement Strategy, the Board requested a review of
existing Board policies containing elements of communications or community
engagement. The Protocol for Sharing Information between the Ottawa Police
Services Board and City of Ottawa Council was one of two existing policies
reviewed. The Policy and Governance
Committee recommends that the attached revised Protocol be approved by the
Board and that it then be forwarded to City Council for approval.
____________________________________________
Submitted
by the Policy & Governance Committee:
Des Doran, Chair
Henry Jensen
Jim MacEwen
Attach. (1)
PROTOCOL FOR THE SHARING OF INFORMATION
BETWEEN
THE OTTAWA POLICE SERVICES BOARD
AND
THE CITY OF OTTAWA COUNCIL
LEGISLATIVE REFERENCE / AUTHORITY
WHEREAS
Pursuant to subsection 31(1) of the Police
Services Act, as amended, the Ottawa Police Services Board is responsible
for the provision of adequate and effective police services in the Municipality
of Ottawa; and
WHEREAS
pursuant to subsection 4(1) of the Police
Services Act the Municipality of Ottawa is required to provide adequate and
effective police services in accordance with its needs; and
WHEREAS
section 32(1) of the Adequacy and Effectiveness of Police Services
Regulation 3/99 requires that:
32.(1) Every board shall enter into a protocol with
its municipal council that addresses,
a) the sharing of information with
municipal council, including the type of information to be shared and the
frequency for sharing such information;
b) the dates by which the business plan
and annual report shall be provided to municipal council;
c) the responsbility for making public the
business plan and annual report, and the dates by which the business plan and
report must be made public; and
d) if the municipal council chooses,
jointly determining and participating in, the consultation processes for the
development of the business plan.”
THEREFORE
THE PARTIES HEREBY AGREE THAT:
1. The
Ottawa Police Services Board will make available to the Clerk for the
Municipality of Ottawa the following:
(a)
Notice of
the dates, times and locations of the monthly meetings of the Police Services
Board in January of each year.
(b) A copy of the public agenda on the Friday
preceding the Board's scheduled regular meeting dates.
(c)
Notice of
the date, time and location of any special public interest or community
meetings of the Police Services Board in advance of the meeting.
2. The
Board is ready to hold an annual public information session under its aegis.
3. The Ottawa Police Services Board
undertakes to:
(a) Provide the Municipal Council with the
opportunity to participate in the consultation processes for the development of
a business plan, including notifying the Clerk of any public meetings or
consultation processes scheduled by the Board for the development of a business
plan;
(b) Provide the City Clerk with a copy of the
Police Service's business plan no later than March 31st of the first
year covered by each business plan;
(c) Make the business plan available to the
public no more than 30 days following its release to the City Clerk; and
(d) Provide copies of the Service's annual
report to the City Clerk and make it available to the public no later than June
30th of each year.
4. This
protocol is subject to the provisions of subsection 41(1.1) of the Police Services Act and the provisions
of the Municipal Freedom of Information
and Protection of Privacy Act.
Henry Jensen,
Chair Larry
O’Brien, Mayor
Ottawa Police
Services Board City
of Ottawa
_____________________________ ______________________________
Date Date
