REPORT RAPPORT

DATE:	22 July 2013
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – SECOND QUARTER 2013

RECOMMENDATION

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

BACKGROUND

Section 31(1) of the Police Services Act sets out the Board’s responsibilities with respect to the provision of adequate and effective police service in the municipality.  Under Section 31(1)(a), the Board is responsible for the appointment of sworn members to its municipal police force.

The Board has also requested information be submitted on a quarterly basis that captures key elements of the Ottawa Police Service (OPS) workforce activities including hiring, retirements, resignations, promotions and Senior Officers’ Assignments.

The purpose of this report is to:

1. Identify all new members and fulfill the Board’s obligation to approve all appointments of new members;

2. Provide the Board with an overview of workforce management activities that have occurred in Q2 2013, including: sworn officer recruitment, retirements and resignations, as well as sworn officer promotions and civilian activities;

3. Summarize the 2013 hiring activities; and

4. Summarize hiring goals for 2013 including assumptions related to retirements and resignations.

5. Update the Board regarding the assignment of Senior Officers within the Ottawa Police Service.

Information provided in this report includes names and ranks of personnel as governed by the Municipal Freedom of Information and Protection of Privacy Act.

DISCUSSION

Sworn Officer Staffing

Forecast of Hiring Requirements

The forecast of sworn officer hiring requirements for the year is developed annually by OPS.  It is built around the estimated number of officers that must be hired to fill both new and existing vacant positions. 

In developing a hiring plan, five (5) key factors are considered:

1. A new recruit takes 9 months, on average, to become deployable;

2. The Ontario Police College typically only holds 3 training sessions per year for new recruits with limited space in each class;

3. An experienced officer from another police service takes 1 to 2 months, on average, to become deployable;

4. Retirements tend to occur at the beginning of each new fiscal year; and,

5. A complement carry-over of 40% of the following year’s forecasted retirements is needed to ensure that staffing levels in Q1 do not fall below acceptable levels.

2013 Forecast

The 2013 Sworn Officer Hiring requirements takes into consideration the number of new positions budgeted in the year, and any change to the number of seconded positions in the organization.  It also considers the number of officers over (or under) complement at the beginning of the year, the projected number of retirements and resignations during the year, and how many extra officers will be needed to begin the following year, to ensure staffing levels do not fall below acceptable levels when the majority of retirements occur in Q1.

OPS is forecasting a requirement to hire 28 sworn officers in 2013.  At year end 2012, OPS had a complement shortfall of 6 officers. It is expected that 25 officers will retire and another 10 will resign or vacate their position for other reasons.  This year there should be 12 extra officers carried over to help meet operational needs in Q1 2014.  These assumptions are summarized in Table 1

Table 1

2013 Summary of Sworn Officer Hiring Requirements

Q2 2013 Position, Staffing and Hiring Activities

To date the forecasted position and staffing activities are occurring as expected.  In Q2 2013, there were 5 retirements, no resignations and 2 employees who vacated their positions.  Including Q1 activities, 12 of the forecasted 29 position and staffing changes have occurred.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q2 2013 due to retirement.

Table 2 below summarizes the Q2 2013 hiring activity and the hiring plan for the year.  There was no activity planned for Q2.

Table 2

2013 Sworn Officer Hiring Plan

Q2 2013 Sworn Officer Promotions

Sworn officer promotions in OPS are generally made on a quarterly basis, taking into account the number of vacancies arising through attrition.  This is detailed in Table 3 below.  Annex B lists the names of the 8 sworn employees promoted in Q2 2013.

Table 3

Q2 2013 Sworn Officer Promotions

	Deputy Chief	Superintendent	Inspector	S/Sergeant	Sergeant	Total
Q2SwornOfficer Promotions	1	0	0	0	7	8

Civilian Staffing

2013 Staffing Plan

Civilian staffing is driven each year by many of the same factors that influence Sworn Officer hiring, but the volume and timing can be somewhat more difficult to predict.  The 2013 plan forecasted 172 staffing actions.  This number has 6 components: 

1. 13 new positions have been added to the complement as part of the reallocation of capital and operating funding in the 2013 budget process;

2. At the start of 2013 there were 24 vacant positions, 10 forecasted retirements and 5 forecasted resignations;

3. 25 subsequent staffing actions are forecasted to occur to backfill positions that become vacant as a result of internal candidates successfully competing for the 24 vacant positions (staff have  assumed internal candidates will succeed in the majority of the staffing actions);  

4. 40 staffing actions to fill medium-to-long-term temporary requirements;

5. 40 staffing actions to fill short-term (4 months or less) temporary requirements; and

6. 15 staffing actions to fill casual opportunities.  

Table 4

2013 Civilian Staffing Plan

	2013 Original Forecasted Requirements	Q1 Actions	Q2 Actions	Q3 Forecast	Q4  Forecast	2013 Total Staffing Actions
New Positions
New Positions	13	0	0	7	6	13
Existing Positions
Existing Vacancies	24	4	8	5	7	24
Retirements	10	7	3	0	0	10
Resignations	5	1	3	0	1	5
Backfilling Requirements	25	1	0	6	18	25
Mid–Long Term  Temporary   Requirements	40	5	16	5	14	40
Short Term Temporary   Requirements (EOI)	40	9	9	11	11	40
Casual Requirements	15	11	4	0	0	15
Total Staffing Forecast	172	38	43	34	57	172

Q2 2013 Activities

To date the forecasted staffing activities are occurring as expected.  A total of 43 staffing actions occurred in Q2.  More than half (25) were for term requirements.  Including Q1 activities, 81 of the forecasted 172 staffing changes have occurred. Table 4 outlines the 2013 Civilian Staffing Plan and actual staffing actions to the end of Q2.

Annex C to this report lists the names and positions held by the 6 civilian members who left the permanent employment of OPS in Q2 2013 due to retirement and resignation.

Annex D to this report lists the names of the 6 civilian employees hired in Q2 2013 into permanent positions to address attrition.   Table 5 provides the demographic overview of the 6 new OPS civilian employees hired in Q2 2013.

Table 5

Demographic Highlights of New OPS Civilian Employees

Q2 2013 Hiring Activities

	Total Number	Men	Women	Average Age	English and  French Speaking	Other  Languages	GLBT	College Diploma  University  Degree  Military Service
Q2 Civilian Employees	6	5	1	36	4	Punjabi	1	1 – Military Service 4 - College Diploma 3 - University Degree

Civilian staffing includes internal movement and advancement opportunities which arise for existing employees as a result of attrition and growth.  They are filled through a competition process.  Priority Placement of members requiring accommodation and the fulfilment of Labour Relations Agreements are also a factor in the movement of civilians to new permanent positions.  Annex E to this report lists the names of the 4 permanent civilian members in new permanent positions as of Q2 2013.

Senior Officers’ Assignment Update

The OPS currently has four (4) sworn members in acting assignments due primarily to ongoing projects:

1. Radio Project;

2. Service Initiative Project;

3. Traffic Stop Race Based Data Collection Project; and

4. Collision Reporting Centre Project.

The position of Superintendent, Emergency Operations was vacated this quarter with the promotion of Superintendent Jill Skinner to the position of Deputy Chief.   The Superintendent Emergency Operations position is currently being filled by Acting Superintendent Don Sweet until August 17, 2013. 

There are two (2) Senior Officer civilian positions currently vacant:

1. Chief Information Officer (competition in progress); and

2. Manager, Labour Relations (recently vacated by the promotion of Jennifer White) – Nancy Burrows currently acting until December 17, 2013. 

Table 7 outlines the various Directorates to which the Senior Officers are assigned, as of June 24, 2013.  

Table 7

Senior Officers’ Assignment Report

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report summarizes the activities that have occurred in the second quarter to fulfill the goals of the plans; summarizes the 2013 OPS Sworn and Civilian hiring plans; sets out the actual hiring requirements for 2013; and outlines the forecasted hiring requirements for 2013.  In addition, this report provides an overview of other workforce management activities including sworn and civilian employee retirements, resignations, and promotions.

This report also identifies the substantive positions to which civilian and sworn Senior Officers are assigned.  Secondments and assignments are also captured in the data to provide a complete picture of the range of functions undertaken by this group.  The staffing decisions impacting the assignment of Senior Officers are made with due consideration to balancing the need for:  consistency in leadership, minimizing the potential impacts to staff and ensuring the provision of police services to the residents of Ottawa.

(Original signed by Acting Chief Ed Keeley on behalf of)

Charles Bordeleau

Chief of Police

Annexes:

Annex A – 2013 Q2 Sworn Officer Retirements

Annex B – 2013 Q2 Sworn Promotions

Annex C – 2013 Q2 Civilian Retirements and Resignations

Annex D – 2013 Q2 Permanent Civilian Hires

Annex E – 2013 Q2 Civilians in New Permanent Positions

This document contains information that reports on activities related to the Ottawa Police Service Business Plan.

ANNEX A

Q2 2013 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Luc Gleeson	District	District Case	Sergeant	1 April 2013
2.	Donald Munro	Criminal Investigations	Surveillance	Sergeant	1 June 2013
3.	Gordon Schultz	Emergency Operations	Airport	Constable	1 June 2013
4.	John Sinfield	Criminal Investigations	Secondment CISO	Sergeant	1 June 2013
5.	Gilles Larochelle	Executive	Executive	Deputy Chief	17 June 2013

ANNEX B

Q2 2013 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Jill Skinner	Emergency Operations	Emergency Operations	Deputy Chief	24 June 2013
2.	Blair Stanton	Criminal Investigations	Organized Fraud	Sergeant	27 June 2013
3.	Stephanie Andrascik	District	District Investigators Central	Sergeant	27 June 2013
4.	Robert Hagarty	Patrol	Platoon F East	Sergeant	27 June 2013
5.	Damien Laflamme	District	NHO East	Sergeant	27 June 2013
6.	Tremaine Samuels	District	District Investigators West	Sergeant	27 June 2013
7.	Bart Gilligan	Criminal Investigations	Organized Auto Theft	Sergeant	27 June 2013
8.	Christopher Hrnchiar	Patrol	Platoon F West	Sergeant	27 June 2013

ANNEX C

Q2 2013 Civilian Retirements

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Michel Champagne	Support Services	Court Security / Temporary Custody	Special Constable	31 May 2013
2.	Ruth Verdon	District Operations	Office of the Superintendent	Sr. Administrative Assistant	31 May 2013
3.	James Kearney	Support Services	Court Security / Temporary Custody	Supervisor Special Constables	29 June 2013

Q2 2013 Civilian Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Lindsey Pecaric	Office of the Chief	Planning, Performance & Analytics	Risk Management Analyst	6 April 2013
2.	Antonia Francis	Resourcing & Development	Employee & Labour Relations	Director, Employee & Labour Relations	23 April 2013
3.	Janice Dunn	Corporate Support	Telecommunications	Data & Systems Analyst	10 June 2013

ANNEX D

Q2 2013 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Gurdev Bal	Corporate Support	Fleet Services	Assistant Manager Fleet Services	15 April 2013
2.	John Steinbachs	Executive Office	Corporate Communications	Director Corporate Communications	1 May 2013
3.	Andre Boisvert	Support Services	Court Security / Temporary Custody	Special Constable	13 May 2013
4.	Christopher Kloepfers	Support Services	Court Security / Temporary Custody	Special Constable	13 May 2013
5.	Kevin Putinski	Support Services	Court Security / Temporary Custody	Special Constable	13 May 2013
6.	Lindsay Verdon	District Operations	Office of the Superintendent	Sr. Administrative Assistant	10 June 2013

ANNEX E

Q2 2013 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Melissa Guertin	Corporate Support	Evidence Control	Supervisor Evidence Control	2 April 2013
2.	Dominique Picard	Corporate Support	CPIC	CPIC Operator	15 April 2013
3.	Jean-Paul Lachance	Corporate Support	IT Applications	CAD Application Coordinator	4 May 2013
4.	Jennifer White	Resourcing & Development	Employee & Labour Relations	Director Employee & Labour Relations	3 June 2013