TO THE COUNCIL OF THE
CITY OF OTTAWA
28 Janvier 2009
The POLICE SERVICES BOARD
met on 19 JANUARY 2009 and submits the items
contained in this Report for the information and/or approval of Council at its
meeting of 28 JANUARY 2009.
La COMMISSION
DE SERVICES POLICIERS s’est réuni le 19 JANVIER et soumet les articles du présent rapport au Conseil
pour information et/ou approbation lors de sa réunion du 28 JANVIER 2009.
Present
/ Présences :
19
Jan. 09
Chair / président:
E.
El-Chantiry
Vice Chair /
vice-président: J. MacEwen
Members / Membres: D. Doran
D.
Guilmet-Harris
H. Jensen
B.
Monette
INDEX |
|||
NO./NO |
ITEM |
PAGE |
ARTICLE |
|
Police Services Board |
|
Commission de Services
Policiers |
1. |
POLICE SERVICES BOARD
ACTIVITY, TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT ACS2009-CCS-PSB-0018 |
01 |
RAPPORT ANNUEL
SUR LES ACTIVITÉS, LA FORMATION ET LE RENDEMENT DE LA COMMISSION DE SERVICES
POLICIERS - 2008 ACS2009-CCS-PSB-0018 |
2. |
2008 BOARD COMMUNITY
ENGAGEMENT STRATEGY – STATUS REPORT ACS2009-CCS-PSB-0019 |
15 |
STRATÉGIE D’ENGAGEMENT
COMMUNAUTAIRE DE LA COMMISSION DE SERVICES POLICIERS - RAPPORT D’ÉTAPE ACS2009-CCS-PSB-0019 |
1. POLICE
SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT RAPPORT ANNUEL SUR LES ACTIVITÉS, LA FORMATION ET LE
RENDEMENT DE LA COMMISSION DE SERVICES POLICIERS - 2008 |
BOARD
RECOMMENDATION
That Council receive this report
for information.
RECOMMANDATION DE LA COMMISSION
Que le Conseil prenne
connaissance du présent rapport ŕ titre d’information.
DOCUMENTATION
1. Executive Director’s report dated 9
January 2009.
2. Extract of Draft Minute, 19 January 2009.
OTTAWA POLICE SERVICES BOARD REPORT
COMMISSION
DE SERVICES POLICIERS D’OTTAWA RAPPORT
Your File/V/Réf.
DATE 9
January 2009
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 – 2008 ANNUAL REPORT
That the Ottawa Police Services Board
receive this report and forward it to City Council for information.
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 forwarded to City Council for information, 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 at least once every four years and less formal evaluations in other
years. As a formal evaluation was
conducted in 2006, the review of performance in 2008 is less formal and
consisted of measuring the Board’s achievements against its 2008 workplan. The Policy & Governance Committee also
conducted a review of the Board’s Community Engagement Strategy introduced in
2008, in accordance with direction given by the Board in February 2008 to
report back in early 2009 with an assessment of the Community Engagement
Strategy and a proposed plan for 2009.
This is addressed in a separate report.
This report and the data contained in Annex A constitute the third
annual report on the Police Services Board’s Activity, Training and Performance
for the period from 1 January to 31 December 2008.
In
2006 the Board approved the following activity indicators to be tracked
throughout the year and reported on in the annual report:
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 (Community Awards Selection
Committee, Police Scholarship & Charitable Fund Board of Trustees, Thomas
G. Flanagan Scholarship Award Selection Committee)
·
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 partners. This category
records the following statistical information related to these other functions:
·
Number of
events
·
Hours spent
at them.
In 2008, all four Board committees fulfilled their meeting frequency
requirements and completed the tasks assigned to them for the year. The Policy & Governance Committee and
the Finance & Audit Committee are both required to meet a minimum of four
times a year, while the Complaints Committee and Human Resources Committee meet
on an as required basis. The Complaints Committee was not required to meet at
all in 2008 as no requests for reviews of policy or service complaints were
received. The number of times the
committees met in 2008 were:
Complaints
Committee: 0
Finance
& Audit Committee 4
Human
Resources Committee: 4
Policy
& Governance Committee: 7.
Additional Workload for Board Chair
The indicators tracked and reported on in Annex A 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 outside of
meetings. The Board Chair estimated
that in 2008, an average of 12 hours per week was spent on emails, phone calls
and media inquiries. Meetings attended
by the Board Chair are captured in the statistics contained in Annex A.
Number of Council Presentations
Among the activity indicators included in the Auditor
General’s recommendation was the number of presentations made to Council. This indicator was not adopted by the Board,
however, in 2008 the Board did host an information session for Members of
Council on police operational issues that was very well received and there are
plans to hold a similar session in 2009.
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 response, the Board adopted the Training Policy at Annex B in 2006. Statistics for training in 2008 are contained in Annex A.
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 2008, there were no new Board members and orientation training by the Ministry was not required; this is captured in Annex A.
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.
For instance, 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. In 2008
the Board heard a special presentation on Counter Terrorism, and three “public
interest meetings” were held for the public, which were also learning
opportunities for Board members. The
subjects covered by the special meetings were: Combating Drugs in Our
Community; Youth Issues; and Engaging the Community in the Justice System.
BOARD PERFORMANCE
For
2008, the Board undertook a less formal performance review in keeping with its
decision in July 2007 to conduct formal reviews every four years. The 2008 review consisted of measuring the
Board’s achievements against its approved workplan for the year. Attached at Annex C is the Board’s 2008
approved workplan, including new items that were added throughout the year and
the status of all items at year-end.
All tasks were completed with the exception of: 1) a review of the
Board’s Complaints Procedure Policy - this is scheduled to occur once the
Province implements Bill 103; and 2) receipt of the annual report on compliance
with Ministry Standards – this has been deferred until Q1 2009.
Chief among new work to be undertaken in 2008 were a number of projects to help the Board improve its community relations and communication efforts – areas that were identified as requiring improvement during the 2006 and 2007 performance reviews. Several of the tasks completed in 2008 related to these key priority areas and are discussed in more detail in a separate report on the Community Engagement Strategy.
In addition to the Board’s regular business meetings
each month and the three public interest meetings it held, other tasks
completed in 2008 included:
·
Development and implementation of a multi-pronged
Board Community Engagement Strategy that included the introduction of the
Public Interest Agenda, a Board newsletter published quarterly, informal
meetings with stakeholders such as representatives of local school boards and
the business community, an information session for Councillors, and other
mechanisms for improving relations with key partners and educating others about
the Board and its role.
·
Development of a Communications and Community Outreach
Policy.
·
Review and amendment of Board policies on Public
Consultation and the Protocol for Sharing Information with Council.
·
Adoption of a new Ministry Standard policy on Canine
Units.
·
Development of a policy for the Chief’s Performance
Evaluation System.
·
Development of a policy on Public Rewards.
·
Development of a policy on Board Travel and Expense
Reimbursement.
·
Successful negotiation of a renewal Collective
Agreement for 2008-2010 with the Ottawa Police Association for sworn and
civilian members.
·
Completion of a Provincial Adequacy Standards
Inspection and the implementation of recommendations for the Board arising from
the Inspection.
·
Started development process for next Business Plan
cycle.
Consultation
was not applicable.
There
are no costs directly associated with this report.
This report fulfills 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 2008 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
2008. The Board successfully achieved
its workplan with the exception of one policy review and one monitoring report
that was delayed and will be coming forward in the first quarter of 2009. In accordance with the Auditor General’s
recommendation, this report will be forwarded to City Council for information.
Wendy Fedec
Attach. (3)
ANNEX B
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 |
LEGISLATIVE
REFERENCE / AUTHORITY
Section 31(5) of the Police Services Act requires
the Police Services Board to ensure that its members undergo any training that
the Solicitor General may provide or require.
The Ottawa Police Services Board recognizes the
importance of pursuing excellence in governance through an ongoing
commitment to training, education and development, and has adopted this policy
to formalize training and ongoing learning requirements for its members.
REQUIRED
TRAINING
1. Each member of the Ottawa Police Services
Board during his or her first year of appointment is required to attend:
a)
Any
training sessions provided or required by the Ontario Ministry of Community
Safety & Correctional Services.
b)
Any
orientation sessions for new members provided by the Chief of Police and Board
Executive Director
2. Within the first three years of being
appointed to the Board, each member is required to attend the annual
conferences of both of the following organizations at least once:
a)
Ontario
Association of Police Services Boards (OAPSB)
b)
Canadian
Association of Police Boards (CAPB).
3. The Board shall be represented by at least one member at each of the following:
a)
meetings of
OAPSB Zone 2 boards;
b)
annual
OAPSB conferences;
c)
annual CAPB
conferences;
d)
meetings of
Ontario large boards (“Big 12”).
4. Having satisfied the requirements set out in
1 and 2 above, and provided sufficient funds remain in the annual budget, board
members are encouraged to attend other learning opportunities related to governance
or policing such as those offered by (but not limited to):
a) the Canadian Police College
b) the Police Association of Ontario
c) the Ontario Association of Chiefs of
Police
d) the Canadian Association of Chiefs of
Police
e) the Canadian Professional Police Association
f)
the
Canadian Association of Civilian Oversight of Law Enforcement.
5. Board training as a whole will take place
through inviting guest speakers to make presentations or deliver workshops on
issues pertinent to board governance, board responsibilities or emerging trends
in policing, with an emphasis placed on issues of a strategic nature.
ANNUAL REPORTING
6. Individual Board member training and Board training as a whole will be reported on as part of an annual report on Board Activity and Performance in the first quarter of each year.
ANNEX C
OTTAWA POLICE SERVICES
BOARD
The Ottawa Police Services Board is responsible
for the provision of adequate and effective police services in the
municipality. For 2008, 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 public interest meetings each year.
RESPONSIBILITIES
|
Jan. |
Feb. |
March |
April |
May |
June |
July |
Aug. |
Sept. |
Oct. |
Nov. |
Dec. |
Establishing Expectations
|
|
|
|
|
|
|
|
|
|
|
|
|
1.
Develop 2008 Calendar of
Monitoring Requirements
|
Done |
|
|
|
|
|
|
|
|
|
|
|
2.
Develop 2009 Board &
Committee workplans
|
|
|
|
|
|
|
|
|
|
|
Done |
|
3.
Review Board Committee
membership
|
Done |
|
|
|
|
|
|
|
|
|
|
|
4.
Provide input into the development
of fiscal policies, objectives & priorities (F&A)
|
|
|
Done |
|
|
Done |
|
|
Done |
|
|
|
5.
Provide input and feedback to
staff during annual budget development process (F&A)
|
|
|
|
|
|
Done |
|
|
Done |
|
|
|
6.
Provide input into annual Audit
Plan (F&A)
|
|
|
Done |
|
|
|
|
|
|
|
|
|
7.
Review & approve 2009 OPS
budget
|
|
|
|
|
|
|
|
|
|
|
Done |
|
8.
Develop Community Engagement
strategy (P&G)
|
|
Done |
|
|
|
|
|
|
|
|
|
|
9.
Develop Communications Policy
(P&G)
|
|
|
|
Done |
|
|
|
|
|
|
|
|
10.
Review Public Consultation
Policy (P&G)
|
|
|
|
Done |
|
|
|
|
|
|
|
|
11.
Review policy on Protocol with
Council (P&G)
|
|
|
|
Done |
|
|
|
|
|
|
|
|
12.
Develop policy on Annual Chief
Performance Review System (HR)
|
|
|
|
|
|
|
|
|
Done |
|
|
|
13.
NEW – Develop new policy on
Canine Units
|
|
|
|
|
|
Done |
|
|
|
|
|
|
14.
NEW – Develop new Public
Rewards Policy
|
|
|
|
|
|
|
|
|
Done |
|
|
|
15.
NEW –Amend policy on Monitoring
the Chief’s Performance
|
|
|
|
|
|
|
|
|
|
Done |
|
|
16.
NEW – Develop policy on Board
Travel & Expense Reimbursement
|
|
|
|
|
|
|
|
|
|
|
Done |
|
17.
Re-do Complaints Procedure
Policy to reflect Bill 103 (tbd) (CC)
|
|
|
|
|
|
|
|
|
|
|
|
|
18.
Develop Board Official
Languages policy (P&G) .
|
|
|
|
|
|
|
|
|
|
|
|
In progress |
|
|
|
|
|
|
|
|
|
|
|
|
|
Evaluating &
Monitoring Performance
|
|
|
|
|
|
|
|
|
|
|
|
|
1.
Track
activities of Board |
Done |
Done |
Done |
Done |
Done |
Done |
Done |
Done |
Done |
Done |
Done |
Done |
2.
Report
on 2007 Board Activities, Training & Performance |
|
Done |
|
|
|
|
|
|
|
|
|
|
3.
Report
on achieving Board & Committee workplans |
|
Done |
|
|
|
|
|
|
|
|
|
|
4.
Review annual budget development process and guidelines,
& make recommendations for revisions. (F&A)
|
|
|
Done |
|
|
Done |
|
|
Done |
|
|
|
5.
Review annual budget for consistency with the OPS long
range financial plans (F&A)
|
|
|
|
|
|
|
|
|
Done |
|
|
|
6.
Review
performance and remuneration for Deputy Chiefs, Director General &
General Counsel. |
Done
(07/08) |
|
|
|
|
|
|
|
|
|
|
|
7.
Review
performance for Chief of Police |
|
|
|
|
|
Done |
|
|
|
|
|
|
8.
Review
performance in achieving Business Plan. |
Done
|
|
|
|
|
|
Done |
|
|
|
|
|
9.
Review
activities of Police Service (Annual Activity Report). |
|
|
Done |
|
|
|
|
|
|
|
|
|
10. Receive quarterly
reports on the administration of the complaints system. |
|
|
|
Done
|
|
|
Done |
|
|
Done |
|
|
11. Review annual report
on administration of the complaints system. |
|
|
|
Done |
|
|
|
|
|
|
|
|
12. Receive quarterly
reports on the finances of the organization. |
|
|
|
Done |
|
|
Done |
|
|
Done |
|
|
13. Review annual report
on finances of the organization. |
|
|
|
Done |
|
|
|
|
|
|
|
|
14. Receive quarterly
reports on legal services |
|
|
|
Done |
|
|
Done |
|
|
Done |
|
|
15. Review quarterly
reports on Labour Relations (In Camera) |
|
|
Done |
|
|
Done |
|
|
Done |
|
|
Done |
16. Receive update reports
on Monitoring Requirements |
Done |
|
|
Done |
|
|
Done |
|
|
Done |
|
|
17. Receive annual report
on Audit Plan |
|
|
|
Done |
|
|
|
|
|
|
|
|
18. Review annual report
on Quality Assurance Unit, including compliance with Ministry standards. |
|
|
|
|
|
|
|
|
|
|
|
X |
19. Review annual report
on Use of Force |
|
Done |
|
|
|
|
|
|
|
|
|
|
20. High level Board
performance review |
|
|
|
|
|
|
|
|
|
|
Done |
|
21. Review
report on workforce management
|
|
|
Done |
|
|
Done |
|
|
|
Done |
|
|
22. Review
report on senior officer assignments
|
|
|
Done |
|
|
Done |
|
|
Done |
|
|
Done |
23. Review
annual report on board discretionary funding
|
|
|
|
|
|
|
|
|
|
|
Done |
|
24. Review
annual report on Secondary Activities
|
|
|
|
|
|
|
|
|
|
|
|
Done |
25. Review
annual report on Succession Plan & Policy
|
|
|
|
|
|
|
|
|
|
|
|
Done |
|
|
|
|
|
|
|
|
|
|
|
|
|
Miscellaneous
|
|
|
|
|
|
|
|
|
|
|
|
|
1.
Attend
OAPSB Conference |
|
|
|
Done |
|
|
|
|
|
|
|
|
2.
Attend
CAPB Conference |
|
|
|
|
|
|
|
Done |
|
|
|
|
3.
Attend
Zone 2 Fall meeting in Ottawa |
|
|
|
|
|
|
|
|
Done |
|
|
|
2. POLICE SERVICES BOARD ACTIVITY,
TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT
Executive Director’s report dated 9 January 2009
That
the Ottawa Police Services Board receive this report and forward it to City
Council for information.
CARRIED
2. 2008
BOARD COMMUNITY ENGAGEMENT STRATEGY – STATUS REPORT STRATÉGIE
D’ENGAGEMENT COMMUNAUTAIRE DE LA COMMISSION DE SERVICES POLICIERS - RAPPORT
D’ÉTAPE |
BOARD RECOMMENDATION
That Council receive this report
for information.
RECOMMANDATION DE LA COMMISSION
Que le Conseil prenne
connaissance du présent rapport ŕ titre d’information.
DOCUMENTATION
1. Policy and Governance Committee’s
report dated 12 January 2009.
2. Extract of Draft Minute, 19 January 2009.
OTTAWA POLICE SERVICES BOARD REPORT
COMMISSION
DE SERVICES POLICIERS D’OTTAWA RAPPORT
DATE 12
January 2009
TO/DEST. Members,
Ottawa Police Services Board
FROM/EXP. Policy
& Governance Committee
SUBJECT/OBJET 2008 BOARD COMMUNITY ENGAGEMENT STRATEGY – STATUS
REPORT
That the Ottawa Police Services Board:
1.
Receive
this report on the success of the Community Engagement Strategy in 2008.
2.
Approve
the 2009 plans for community engagement contained in Annex A.
3.
Forward
this report to City Council for information.
One
of the Board’s main objectives in 2008 was to improve communication and
engagement with community members and key partners. The Board had identified a need to: improve understanding and awareness about the Board itself, its
role and responsibilities; build relationships with key partners; and reach out
to the public both to hear what people have to say and to deliver
information. At a meeting in February
2008 the Board approved a multi-pronged Community Engagement Strategy in
response to the Board’s evaluation that it needed to enhance its performance in
these areas. At the same meeting, the
Board requested that the Policy & Governance Committee report back in early
2009 with an assessment of the Community Engagement Strategy in 2008, and a
proposed plan for 2009. This report
contains the findings of the Committee’s review and presents their
recommendations for 2009.
The
Policy & Governance Committee met on 27 November 2008 and reviewed the
Board’s success in achieving the various components of the Community Engagement
Strategy throughout the year. Annex A
contains a list of the Strategy components, what was achieved for each in 2008,
and the Committee’s recommendations for action in 2009. Highlights achieved in 2008 include:
§
Adopted a
Public Interest Agenda and held three successful ‘public interest’
meetings. Two of the meetings –
Combating Drugs in Our Communities, and Engaging Communities in the Justice
System - were particularly well attended by approximately 150 very engaged
participants. The meetings were
successful in mobilizing community involvement; for example, following the
meeting on community justice, approximately 35 individuals left comment forms
indicating they wished to become involved in restorative (or community)
justice. Mechanisms for their
involvement are being pursued by agencies working in the restorative justice
field in collaboration with the OPS.
The meeting on Combating Drugs successfully engaged a large crowd with
divergent opinions in a dialogue about what individuals and community groups
can do to assist the police in making their neighbourhoods safer.
§
Published a
quarterly newsletter about the Board and its work. The “Board Matters” newsletter was emailed to a wide audience
including City Councillors, the media, business organizations, community
associations, neighbourhood watches, COMPAC members, educational institutions,
members of the OPS, and is posted on the Internet.
§
Met with
representatives of key community partners such as school boards, and initiated
communication with the business community and the Council on Aging of Ottawa. Meetings were to be held in 2008 with the
two latter groups but for various reasons are now planned for early 2009. The Board members and OPS planning staff
that attended the meeting with the school board representatives found it
extremely helpful to hear their views in a forum that fostered candid dialogue,
and the school board reps were appreciative of the opportunity to voice their
concerns. Both parties expressed a
desire to meet again on a regular basis.
§
Held a
well-received information session for City Councillors. Although the information session was not
well attended by members of Council, those who did attend expressed a high
level of appreciation for the opportunity to ask questions about police operational
issues and strongly encouraged the Board to hold similar sessions again in the
future.
§
Disseminated
information on a regular basis to an extensive list of community partners
concerned with public safety. Regularly
emailing the Board newsletter and information about Board activities such as
public interest meetings to a wide cross-section of interested parties is
helping to enhance awareness and understanding about the Board and its work.
§
Developed a
new policy on Communications and Community Outreach. The policy articulates the Board’s goals for community
relationship-building, education and outreach, and outlines the mechanisms to
be used in achieving these objectives.
It also sets out guidelines for dealing with the media.
§
Reviewed
and amended existing policies on Public Consultation, and the Board’s
Information Sharing Protocol with Council.
Existing Board policies related to communications and community outreach
were updated to bring them in line with the Board’s new focus on engagement
with its community partners.
Plans for 2009
Many
of the initiatives introduced in 2008 were successful, and will be continued
and enhanced in 2009 as described in Annex A.
The following
components of the Community Engagement Strategy were not completed in 2008 and
it is recommended they be included in the 2009 Board workplan:
§
Improve the
Board’s web presence. It is proposed
that the Board establish its own web site separate from that of the Ottawa
Police Service, which is currently hosting the Board’s web pages, and that it
retain the services of a consultant to design the site.
§
Develop a
brochure about the Board, its responsibilities and its members that can be made
available at Board meetings and meetings in the community.
§
Host/sponsor
the 2009 Partnership In Action assembly organized by the Ottawa Police Service,
which draws together community members from diverse and multi-cultural
communities.
The
Policy & Governance Committee consulted with Chief White, the OPS Director
of Corporate Communications & Community Development, and the Director of
Corporate Planning in assessing the success of the Community Engagement
Strategy in 2008 and determining the action plan for 2009.
There
are no financial implications directly associated with this report.
____________________________________________
Submitted
by the Policy & Governance Committee:
Des Doran, Chair
Henry Jensen
Jim MacEwen
Attach.
(1)
ANNEX A
OTTAWA POLICE SERVICES BOARD
– COMMUNITY ENGAGEMENT STRATEGY – 2008 REVIEW
|
Strategy
Component |
Achievements
in 2008 |
Committee
Recommendations for 2009 |
1. |
Public
Interest Agenda: Hold
4 public interest meetings in April, June, September and October; 2 at City
Hall & two in other locations |
3
meetings were held in April, June and September; the October meeting was
postponed until 2009. Meetings
at City Hall (Combating Drugs in Our Communities & Engaging Communities
in the Justice System) were very successful.
Meeting
at Ben Franklin Place on Youth Issues was not well attended. |
§ Hold 3 meetings, in late
March/early April, June and October, in the evening at City Hall unless
subject matter is more suited to an offsite location. § The topic for the first
meeting will be the one postponed from 2008: Building Safe Communities. § Topics for remaining 2
meetings to be determined following the mid-term strategic review in April. |
2. |
Develop
a Communications Policy/Plan |
The
Board approved a Communications and Community Outreach policy in April 2008. |
Two elements of the policy
need to be revisited and are captured under #6 and #8 below. |
3. |
Review
existing Board policies for Public Consultation (#CR-6) and Protocol for
Sharing Information with Council (#GA-6) |
The
two policies were reviewed and amended by the Board in April 2008. |
No
further action required. |
4. |
Publish
regular communications on a quarterly basis to community stakeholders to
inform about key decisions and activities of the Board |
The
Board published four newsletters. It
is emailed to media, members of Council, OPS members, educational
institutions, BIAs, COMPAC members, Neighbourhood Watches and other community
groups, and is posted on the Board’s section of the OPS website. Hard copies are made available at regular
and public interest board meetings. |
Continue publishing
quarterly Board newsletters, with future issues to contain a new feature
consisting of profiling different OPS units.
|
5. |
Include
presentations at regular Board meetings on a quarterly basis by OPS staff on
various police work units or activities |
Presentations
were made at board meetings in:
January (Partner Assault Unit); and June (Voluntary Conflict
Resolution Program). Presentations
were scheduled for September and November but were postponed due to staff
retirements and other work priorities.
|
Presentations of approx. 15 minutes in length from
OPS staff on various operational sections will be made for educational
purposes at the Board’s regular meetings in February, May and October. |
6. |
Request
to appear before Council several times a year, accompanied by the Chief of
Police, to provide an update on Board and OPS activities and answer questions |
After
considerable discussion, the Committee decided in September not to proceed
with this strategy but instead to invite Councillors and their assistants to
an informal information session to hear about current OPS initiatives and
have an opportunity to ask questions.
Although poorly attended, those who did attend thought it was an
excellent idea that should be repeated.
|
§ Hold an information
session for Councillors in October 2009. § Amend the Communications
and Community Outreach policy to replace the concept of appearing before
Council with holding an information session at least once at year. |
7. |
Leverage
community partners with similar goals who could assist the Board in
furthering its community engagement strategy, beginning with one or two
partners |
This
has been indirectly achieved through liaison efforts with school boards,
Crime Prevention Ottawa, groups involved in restorative justice, etc. |
Continue
leveraging community partners through outreach efforts and meetings with
stakeholders throughout 2009. |
8. |
Invite
presentations from other organizations during the ‘public delegations’
portion of regular Board meetings to build relationships and share
information |
The
first such presentation was made by Crime Prevention Ottawa in July and
cannot be considered a success; the format and dynamics of a formal Board
meeting do not lend themselves to meaningful interaction and dialogue. In September the Committee tried another
format, inviting school board representatives to meet informally with Board
members, to discuss their concerns and satisfaction level. The meeting was also used as an
opportunity to collect input for the next Business Plan cycle. Similar meetings were planned with the
Council on Aging for Ottawa and members of the business community but have
been postponed until early 2009 due to scheduling difficulties. |
§ Invite key partners, such
as BIA representatives and Council on Aging for Ottawa, to meet informally
with the Board in 2009. § Amend the Communications
and Community Outreach policy to replace inviting other organizations to make
presentations at regular board meetings with the idea of holding informal
meetings periodically with key partners. |
9. |
Develop
a brochure about the Board to provide information about its responsibilities
and members |
This
has not been done, although the first two issues of “Board Matters” provided
this information and copies are displayed at all board meetings. |
Add
this task to the Board’s workplan for Q1 2009. |
10. |
Chief’s
video messages to occasionally include information about the Board |
Chief
includes information about the Board in approximately 25% of his video
messages. |
Chief to continue
periodically including information about the Board in his video messages to
staff. |
11. |
Improve
the Board’s web presence |
No
significant changes were made to the website in 2008. |
Include
the design and launch of a Board website in the 2009 workplan. |
12. |
For
2009, hold a Board-hosted community event to raise awareness about the Board
and perhaps a particular safety issue. |
This
idea was discussed at the P&G Committee meeting on Nov. 27 with the Chief
and D. Pepper. |
The Board will be involved in hosting or
sponsoring the Partnership in Action assembly to be held in 2009. |
3. 2008 BOARD COMMUNITY ENGAGEMENT
STRATEGY – STATUS REPORT
Policy &
Governance Committee’s report dated 12 January 2009
That the Ottawa Police Services Board:
1.
Receive
this report on the success of the Community Engagement Strategy in 2008.
2.
Approve
the 2009 plans for community engagement contained in Annex A.
3.
Forward
this report to City Council for information.
CARRIED