Ottawa Police Services Board

Minutes 34

Monday, 23 February 2009, 5:00 p.m.

Champlain Room, 110 Laurier Avenue West, Ottawa

Present: Councillor E. El-Chantiry (Chair), J. MacEwen (Vice Chair), D. Doran, D. Guilmet-Harris, H. Jensen, Councillor M. McRae, Councillor B. Monette

CONFIRMATION OF MINUTES

That the Ottawa Police Services Board confirm the Minutes of the 19 January 2009 meeting.

CARRIED

ITEMS OF BUSINESS

1. CHIEF’S VERBAL REPORT

Chief White reported on the following items:

(A copy of the Chief’s verbal report will be kept on file with the Board’s Executive Director and is available online at www.ottawa.ca.)

· President Obama’s Visit;

· Introduction of New Staff;

· Closure of Block Parent® Program in Ottawa;

· Thomas G. Flanagan, S.C Scholarship Fundraising Event;

· Black History Month - Flag and Banner Recognition.

Presidential Visit

Vice Chair MacEwen commended staff on their excellent work in preparing for the Presidential visit, including the well-organized and informative press conference that was held prior to the President’s arrival. He also applauded the respectful and cooperative relationship that exists between the RCMP and the OPS. Member McRae concurred with the Vice Chair’s comments and added that the press conference provided City Councillors with good information that they were able to communicate to their constituents. Councillor McRae asked that the minutes reflect congratulations and thanks from the whole Board to Supt. C. Bordeleau and his team for their good work.

On behalf of the Board, Chair El-Chantiry also extended a thank you to Deputy Chief O’Sullivan and all members of the OPS for the impressive work that was done throughout the various stages of planning for this event. He pointed out that the Presidential visit was well organized and that pertinent information was provided in a timely manner.

Chair El-Chantiry asked the Chief if an estimate was available for the total costs associated with this visit. Chief White estimated the cost to be just in excess of $3 million but an exact figure is still being calculated.

Block Parent Program®

Member McRae asked that staff provide her with a short email about the Block Parents signage that she could forward to her constituents and fellow councillors. Chief White explained the deadline for signs to be returned was necessary to illustrate the urgency for their removal from windows and return to the Ottawa Police.

OC Transpo Strike

At Member Monette’s request, Director General D. Frazer agreed to provide the Board with an analysis of officer overtime costs associated with the OC Transpo strike.

That the Ottawa Police Services Board receive this report for information.

RECEIVED

2. AMENDMENTS TO POLICY GA-11: BOARD COMMUNICATIONS AND COMMUNITY OUTREACH

Executive Director’s report dated 02 February 2009

That the Ottawa Police Services Board approve the revised Board Policy GA-11 on Board Communications and Community Outreach attached as Annex A.

CARRIED

3. ATTENDANCE AT ONTARIO ASSOCIATION OF POLICE SERVICES BOARDS ANNUAL CONFERENCE

Executive Director’s report dated 05 February 2009

Chair El-Chantiry noted that an amendment to the recommendation was required as Executive Director W. Fedec has requested her name be withdrawn so she can attend another conference later in the year.

Responding to questions posed by Member McRae, Ms. Fedec stated that the Board’s 2009 budget for attending conferences is $18,000. To date $3,400 has been spent; should the requests before the Board this evening be approved $5,300 will be available for the remainder of the year. In the past funds have been taken from other budget lines as required to cover overspending in the Conferences and Conventions area. She added that the Canadian Association of Police Boards (CAPB) being held in August is an important conference for Board members to attend.

The Board’s Training Policy requires each Board member to attend the annual conferences of both the OAPSB and CAPB at least once within the first three years of being appointed to the Board, and Member McRae pointed out that she and Member Monette are the only two members that have yet to attend either. She expressed concerns about sending too many people to these events in a time of fiscal restraint, and expressed discomfort in approving this Item and Item #4: Attendance at 2009 International Conference for Police & Law Enforcement Executives.

Member Jensen noted that he is a member of the OAPSB Board of Directors and the Association will cover a portion of his expenses. Also, as a Director for Zone 2 it is a requirement that he attend this conference in Cornwall.

Referencing Agenda Item #4, Chair El-Chantiry asked for the Chief’s opinion as to whom the event was designed for. Chief White explained that he reviews each event agenda in order to determine who should participate. He believed that numerous items at this event pertain to Board members, adding it would be helpful to have a Board member participate so that when changes are implemented the Board understands where some of the concepts were obtained.

Chair El-Chantiry suggested that members who are required to attend a specific conference will be given priority and should funds remain in the budget others will be considered.

Moved by M. McRae

That the Ottawa Police Services Board amend the report recommendation by removing the name of W. Fedec from the list of those wishing to attend the OAPSB Conference in Cornwall, 30 April –2 May, 2009.

CARRIED

Moved by M. McRae

That the Ottawa Police Services Board approve the attendance of E. El-Chantiry, H. Jensen, M. McRae and B. Monette at the Annual Conference of the Ontario Association of Police Services Boards, to be held 30 April – 2 May, 2009 in Cornwall, Ontario.

CARRIED as amended

4. ATTENDANCE AT 2009 INTERNATIONAL CONFERENCE FOR POLICE & LAW ENFORCEMENT EXECUTIVES

Executive Director’s report dated 05 February 2009

Reference also Agenda Item #3: Attendance at Ontario Association of Police Services Boards Annual Conference.

Given the discussion that took place about this conference during the debate of the previous Item, and Member McRae’s statement that she would not be supporting attendance at this conference given the fiscal challenges of the OPS, a vote was called on the item.

That the Ottawa Police Services Board approve the attendance of J. MacEwen at the International Conference for Police & Law Enforcement Executives being held in Halifax, Nova Scotia on 19 – 21 April 2009.

CARRIED

YEAS: D. Doran, H. Jensen, J. MacEwen, B. Monette

NAYS: D. Guilmet-Harris, M. McRae, E. El-Chantiry

5. FUNDING REQUEST: OTTAWA POLICE WOMEN’S SOCCER TEAM

Executive Director’s report dated 26 January 2009

Member Jensen felt this was a worthwhile event and one the Board should assist. However, keeping in mind budget restraints and the funds remaining to meet other requests later in the year, he suggested that the grant amount be reduced to $1,000.

Chair El-Chantiry wished the team all the best in the tournament. He indicated that during discussions it was determined that the soccer field cost would be waived, while other efforts will be made to keep costs down so that the chosen charities would benefit.

Moved by H. Jensen

That the Ottawa Police Services Board approve a grant in the amount of $1,000 to assist the Ottawa Police Women’s Soccer Team in hosting the 30^th Annual North American Police Soccer Tournament in Ottawa from 9 - 11 September 2009.

CARRIED as amended

6. APPOINTMENT OF SPECIAL CONSTABLES – OTTAWA POLICE SERVICE – RENEWAL

Inspector, Resourcing and Development’s report dated 9 February 2009

That the Ottawa Police Services Board approve the renewal appointments of Gabriele Alden, Henric Alfredsson, and Roger Hustins as Special Constables with the Ottawa Police Service pursuant to Section 53 of the Police Services Act in accordance with the terms and conditions set forth in the attached Approval of Appointment forms.

CARRIED

7. APPOINTMENT OF SPECIAL CONSTABLES - CARLETON UNIVERSITY

Chief’s report dated 27 January 2009

Member McRae stated she recalled lengthy debates that have occurred in the past about the liability issues surrounding special constable appointments to external organizations and she asked where things were at vis-à-vis the Chief’s concerns with regard to liability. The Chief responded that he believes the Province should be dealing with special constable appointments and not leaving it to municipalities, because Chiefs and Boards have no control over the appointed people. He suggested the OAPSB and OACP need to get involved in this issue and assist in influencing the government to make the proper decisions. He appreciated that organizations such as OC Transpo are very well run and he does not question their relevance in the community; he questions whether or not the Province is doing the right thing.

Member Jensen noted that this item is currently on the OAPSB’s agenda and will be advanced at the meeting scheduled for late March with the Ministers of the Ontario Government. There are other areas of the Police Services Act that the OAPSB would like to have reviewed as well.

Chair El-Chantiry added that he attended a Big 12 meeting last week and this concern is not unique to our region; Toronto and others also have concerns. He agreed with Member Jensen that this issue will be brought forward at the OAPSB conference and a reiteration of the Board’s position could be productive. The Chair requested that Member Jensen work with the Board’s Executive Director to prepare a motion for this Board to consider at its next meeting and forward to the conference.

Member Doran questioned the differences in the dates on the signed Appointment Forms and those referenced in the report. Ms. Frazer explained that this is an issue with the Carleton University arrangement. The agreement in its entirety comes due at the end of May 2009. As part of the special constable arrangement, a review of the benefits to the OPS and the University are under discussion. The Province provides for a five-year designation but allows the Board to terminate or suspend an appointment at any time within the five years.

Des Doran suggested that perhaps the date contained in the report should appear in the recommendations. Ms. Frazer agreed.

As a point of interest, Member Jensen advised the Board that Mr. C. Robinson is leaving his post in the Province’s Appointments Unit for a position in Correctional Services.

That the Ottawa Police Services Board approve the appointment of Stephanie Foster, Stephanie Moore, Paul Stam and Malarie Woolsey as Special Constables with Carleton University, pursuant to Section 53(3) of the Police Services Act, in accordance with the terms and conditions set forth in the attached Approval of Appointment forms.

CARRIED

8. APPOINTMENT OF SPECIAL CONSTABLES - CARLETON UNIVERSITY - RENEWAL

Chief’s report dated 9 February 2009

Reference also Agenda Item 7: Appointment of Special Constables – Carleton University.

That the Ottawa Police Services Board approve the renewal appointment of Justine Cain and Michael Warner as Special Constables with Carleton University, pursuant to Section 53(3) of the Police Services Act, in accordance with the terms and conditions set forth in the attached Approval of Appointment forms.

CARRIED

9. ANNUAL REPORT ON COMPLIANCE WITH AUDIT POLICY REQUIREMENTS

Chief’s report dated 10 February 2009

Member Doran stated that the report contained the audit recommendations and a status report of the recommendations that have been carried out or are currently underway. Due to the nature of the recommendations he felt they should have been brought to the Board’s attention. As an overview report, he felt it did not provide him with satisfactory information of where the shortcomings or minor variances are.

Insp. T. Cheslock explained that in October 2007 a meeting with the Board’s Finance and Audit Committee was held to receive direction on how reporting on the Audit Plan would take place. The direction received at that time was that the Committee would receive an executive style presentation of what the specific recommendations were and a high level report would be provided to the Board at a public meeting. Wherever possible staff followed the principles of transparency; some of the inspections have already been reported to the Board with details of the plans and actions that are underway. In some cases where specific operational issues are being addressed there may be requirements that cannot be disclosed. All issues have been discussed with the Committee and should the Board wish, this type of reporting can be expanded.

Chair El-Chantiry offered Member Doran the opportunity to attend the Finance and Audit Committee meetings. Member Doran indicated that he has complete confidence in the Committee and was satisfied. Insp. Cheslock suggested that in his next report he could give an account of what has been reported to the Committee so that there is a greater level of confidence that disclosure has been provided.

Chair El-Chantiry agreed with Insp. Cheslock’s suggestion that providing the Board with additional background information would be helpful.

That the Ottawa Police Services Board receive this report for information.

RECEIVED

10. REPORT ON S.I.U. INVESTIGATION – CUSTODY INJURY – AUGUST 2008

Chief’s report dated 5 February 2009

That the Ottawa Police Services Board receive this report for information.

RECEIVED

11. OUTSTANDING BOARD INQUIRIES & MOTIONS: MONTHLY REPORT FOR JANUARY 2009

Executive Director’s report dated 04 February 2009

That the Ottawa Police Services Board receive this report for information.

RECEIVED

12. LETTERS OF COMMENDATION

Chief’s report dated 20 January 2009

That the Ottawa Police Services Board receive this report for information.

RECEIVED

COMMUNICATIONS

a) REVIEW OF PROVINCAL COURT SENTENCING SYSTEM /

- letter dated 19 January 2009 from the Municipality of West Perth Police Services Board seeking support for a resolution petitioning a review of the Provincial Court Sentencing System

That the Ottawa Police Services Board receive this communication for information.

RECEIVED

OTHER BUSINESS

CONSIDERATION OF MOTION TO MOVE IN CAMERA

Moved by M. McRae

That the Ottawa Police Services Board adjourn the public portion of its meeting to move In Camera to discuss confidential items pertaining to personnel matters, in accordance with Section 35(4)(b) of the Police Services Act.

CARRIED

ADJOURNMENT

The meeting adjourned at 5:50 p.m.

____________________________ _____________________________

W. Fedec E. El-Chantiry

Executive Director Chair