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Ottawa Police Services Board
Minutes 47
Monday, 28 July 2014, 5:00 p.m.
Champlain Room, 110 Laurier Avenue West, Ottawa
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Present: Councillor E. El-Chantiry (Chair), J. Durrell (Vice Chair),
Councillor J. Harder, L.A. Smallwood, C. Nicholson
Regrets: Mayor J. Watson
CONFIRMATION OF MINUTES
That the Ottawa Police Services Board confirm the Minutes of the 26 May 2014 meeting.
CONFIRMED
NOTICE OF MOTION
REPEAL OF BY-LAW #2 OF 2011 AND ENACTMENT OF A NEW PROCEDURE BY-LAW #3 OF 2014 (TO BE CONSIDERED AT 22 SEPTEMBER 2014 MEETING)
Policy and Governance Committee’s Report
That the Ottawa Police Services Board receive and table this report and the attached By-law #3 of 2014, being a By-law to replace Ottawa Police Services Board Procedure By-law #2 of 2011, for approval and enactment at its 22 September 2014 meeting.
RECEIVED and TABLED
ITEMS OF BUSINESS
Chief Bordeleau 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 ottawapoliceboard.ca):
· Shots Fired at Vehicle on Bank St
· Gun Seizure on Heatherington Following Foot Pursuit
· Missing Person Case
· Drugs and Firearms Seized During Search Warrant in East End
· 2014 Police Awards Ceremony
· Doors Open Ottawa
· RCMP Funeral, Moncton
· Suicidal Person
· New Recruits
· 2014 OACP Conference
· Canada Day
· Child Abduction – Amber Alert
· Defrauding of Elderly Female
· 211 Huntmar Collision Reporting Centre Now Open.
Reluctant Witnesses / Victims
Chair El-Chantiry has repeatedly heard there are victims who refuse to cooperate with the police; in other provinces this is against the law. He wondered if it would be helpful to have something similar legislated in Ontario. Chief Bordeleau explained that under the Canadian Charter of Rights an individual can’t be forced to make a statement and are therefore protected from giving one. One of the challenges investigators face is getting information from victims or potential witnesses who have valid concerns, such as fear for their safety. One of the challenges being faced with the gang related crimes currently being investigated is victims and / or witnesses who are reluctant to step forward. Efforts are being made to encourage members of the public to feel comfortable coming forward to report crimes directly to the police or through Crime Stoppers.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
2. UPDATED ACCESSIBILITY POLICY
Policy and Governance Committee’s Report
That the Ottawa Police Services Board approve the new, updated Accessibility Policy attached as Annex A to replace the existing Board policies GA-14 and CR-14 on Accessibility Standards for Customer Service.
CARRIED
3. UPDATED FINANCIAL ACCOUNTABILITY PROCEDURES MANUAL: AMENDMENT OF BY-LAW #1 OF 2008
Policy and Governance Committee’s Report
That the Ottawa Police Services Board approve a new, updated Financial Accountability Procedures Manual, as described in this Report and in Annex A, by means of enacting the amending by-law attached at Annex B.
CARRIED
4. OPERATIONAL BACKFILL PROGRAM FOR COMMUNICATION CENTRE CLERKS
Chief’s report
That the Ottawa Police Services Board approve the Operational Backfill Program for Communication Centre Clerks.
CARRIED
5. PURCHASE OF POLICE PACKAGE VEHICLES - 2014
Chief’s report
That the Ottawa Police Services Board approve the purchase of 37 police package vehicles for 2014 for an amount not to exceed $1,016,601, including taxes.
CARRIED
6. 21 CONCOURSE GATE – LEASE RENEWAL
Chief’s report
That the Ottawa Police Services Board approve the execution of a lease renewal with Clarke Properties Ltd. for approximately 4,691 sq. ft. of space located at 21 Concourse Gate for a period of 5 years commencing January 1, 2015.
CARRIED
7. CANADIAN ASSOCIATION OF POLICE GOVERNANCE: NOTICE OF 2014 ANNUAL GENERAL MEETING & RESOLUTIONS
Executive Director’s report
That the Ottawa Police Services Board receive for information the Notice of Annual General Meeting and the Resolutions to be considered at the 2014 Canadian Association of Police Governance Annual Conference.
RECEIVED
8. SERVICE INITIATIVE: UPDATE AND REQUEST FOR DELEGATED AUTHORITY
Chief’s report
Presentation
Chief Bordeleau began by saying this is his third budget and over the last two budgets the OPS has kept on target while not growing the organization. Part of the reason they have been able to achieve this is by a change in thinking which is supported by the Service Initiative Program. This important program is the future of the Ottawa Police Service. It is a transformational effort that is already delivering successes and change while continuing to improve service and deliver necessary efficiency targets set by the Board. The Chief introduced Superintendent T. Cheslock and Inspector G. Rosa to present the update on the Service Initiative to the Board. (A copy of the presentation will be kept on file with the Board’s Executive Director.)
Member Harder asked how this initiative differs from previous budget challenges. Supt. Cheslock indicated this program is about continuous change and introduces methodologies that will support business process improvements. Working with the Board over the next year, particularly with the business plan, will involve a new way of monitoring performance and doing business. This initiative is more about continuous change, not just about the projects.
Chief Bordeleau agreed this was more of a cultural change. The 300 or so ideas that have come forward are from OPS members. The Service Initiative is a horizontal approach in that it looks at the service being provided to residents and then how the organization can be better structured from a deployment and business perspective to provide better and more cost effective services to the community.
Supt. Cheslock added that lessons learned through the Duxbury Report are being built upon. Professor Duxbury will be working with the OPS and six other police services across Canada to do research on business improvement processes while working toward sustainable policing.
Responding to Member Harder’s comments regarding untapped partners, Chief Bordeleau indicated there are many opportunities in areas such as private security and the health care sector. Supt. T. Cameron is leading the multi-agency group model which relies on existing networks and builds on that capacity. They have already seen some early successes and will continue to build on them.
Chair El-Chantiry noted that the dollar amounts from cost savings are not mentioned in the report. Since 2010 the Service has not had a new hire, and he wanted to know the dollar value of those savings. The resources that are being saved are going somewhere and he wanted to know how much and where they are going. Chief Bordeleau said that cost savings and forecasts will be included in future reports to the Board; they would also identify the successes and efficiencies being achieved. The Chair pointed out that the radio system project, which is a huge cost savings, is not mentioned in the report. He asked that more detailed updates on the Service Initiative be presented to the Board’s Finance and Audit Committee on a quarterly basis.
Responding to Vice Chair Durrell’s comments about the three emergency services showing up for calls, Chief Bordeleau explained there is a formal tiered response protocol in Ottawa and a formal de-escalation protocol, a first of its kind in Ontario, which was signed by all three emergency services (Police, Paramedics and Fire). Deputy Chief E. Keeley is the lead for patrol operations and sits on the tiered response committee. There are regular discussions on the protocol to ensure the right resources are sent at the right time. Calls coming into 911 produce the initial information and until other information is received all three agencies will respond. Each emergency service has a role in responding to motor vehicle collisions: police are for investigation and traffic control; paramedics are for injuries; and fire services for extraction. The de-escalation protocol goal is to ensure that once it is determined a particular service is no longer needed they clear the scene so resources are not being wasted.
Member Harder asked if a joint dispatch centre would produce tangible savings. Chief Bordeleau noted that two previous City reports have examined this question and both recommended potential cost savings from an infrastructure and IT perspective if all three dispatches were co-located. However, the report did not recommend a blended dispatch centre. The investment required to bring this forward needs to come from the City. The OPS is building a south end facility and the City has been approached about relocating the emergency management office from Elgin Street to Prince of Wales.
Chair El-Chantiry noted that a lot of work has been done with regard to this issue with Deputy City Manager S. Kanellakos, but health and safety concerns are always paramount. He assured his colleagues that this topic remains at a high level of discussion.
That the Ottawa Police Services Board:
1. Receive this update on the Service Initiative.
RECEIVED
2. Delegate authority to the Chief of Police to extend the contractual commitment to KPMG in the amount of $250,000.
CARRIED
9. OTTAWA POLICE SERVICE ANNUAL REPORT – “2013 : A YEAR IN REVIEW”
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
10. TRAFFIC STOP RACE DATA COLLECTION PROJECT : UPDATE
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
11. FINANCIAL STATUS REPORT – SECOND QUARTER 2014, INCLUDING ASSET MANAGEMENT REPORT 2013
Chief’s report
Member Harder commented that more detail should have been provided within the report regarding fuel costs. One question she had was whether or not the Ford Taurus was proving its projected fuel efficiency at the anticipated levels. Director General D. Frazer responded that the vehicle is performing as expected.
The OPS has negotiated a fuel price with Esso and Member Harder wondered why that price fluctuated on a monthly basis as shown in the chart on page 189. She suggested that the OPS look into working with the Ontario Police Cooperative Group to gain more volume, allowing them to negotiate a better fuel price per litre. She spoke of an experience she had at the grocery store where she received an offer of eight cents off a litre of gas for spending over $200. She suggested the OPS should also look into a similar type of savings program. The OPS is well into the budget process for 2015 and she feels there are better opportunities to be had.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
12. PERFORMANCE REPORT: SECOND QUARTER 2014
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
13. WORKFORCE MANAGEMENT REPORT: SECOND QUARTER 2014
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
14. COMPLAINTS REPORT – PART V – POLICE SERVICES ACT – SECOND QUARTER 2014
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
15. LEGAL SERVICES STATUS REPORT: SECOND QUARTER 2014
Board Solicitor’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
16. REPORT ON SIU INVESTIGATIONS
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
17. BOARD MONITORING REQUIREMENTS STATUS REPORT: SECOND QUARTER 2014
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
18. OUTSTANDING BOARD INQUIRIES & MOTIONS: JULY 2014
Executive Director’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
19. LETTERS OF COMMENDATION
Chief’s report
That the Ottawa Police Services Board receive this report for information.
RECEIVED
20. BY-LAW TO AMEND BY-LAW #1 OF 2008 : FINANCIAL ACCOUNTABILITY PROCEDURES MANUAL
By-law No. 2 of 2014
That the Ottawa Police Services Board approve Ottawa Police Services Board By-law No. 2 of 2014 being a by-law of the Ottawa Police Services Board to amend By-law No. 1 of 2008 respecting the Police Services Board Financial Accountability Procedures Manual.
CARRIED
COMMUNICATIONS
a) BYWARD MARKET BUSINESS IMPROVEMENT AREA
- letter dated 12 June 2014 from the ByWard Market Business Improvement Area thanking the Board for the Street Ambassador Program donation
b) CANADIAN ASSOCIATION OF POLICE GOVERNANCE
- letter dated 17 July 2014 from the CAPG thanking the Board for the 2014 Conference donation
That the Ottawa Police Services Board receive these communications for information.
RECEIVED
CONSIDERATION OF MOTION TO MOVE IN CAMERA
Moved by L.A. Smallwood
That the Ottawa Police Services Board adjourn the public portion of its meeting to move In Camera to discuss confidential items pertaining to legal and personnel matters, in accordance with Section 35(4)(b) of the Police Services Act.
CARRIED
ADJOURNMENT
The meeting adjourned at 5:55 p.m.
____________________________ _____________________________
W. Fedec E. El-Chantiry
Executive Director Chair