Board Chair Kreling began the meeting by thanking members of the community for joining the Ottawa-Carleton Regional Police Services Board for its presentation on the police transition into the Township of Goulbourn. He also thanked the Mayor of Goulbourn, Ms. Janet Stavinga, for hosting the Board meeting in the Township. Chair Kreling noted Mayor Stavinga had indicated Jack Hamilton, Sue Barnes and Del Townsend, volunteers with the community police office, were in attendance and he thanked them for their valuable efforts in helping to deliver quality policing to the community. The Chair then turned the meeting over to Mr. Brian Ford, Chief of the Ottawa-Carleton Regional Police Service (OCRPS).

Chief Ford said he was pleased to be able to attend and to meet with the Mayor and community. He said the Police Service was looking forward to assuming policing activities in Goulbourn in July. The Chief affirmed that the Ottawa-Carleton Regional Police Service would do a good job, and that he was looking forward to working with area residents and volunteers. He then introduced Deputy Chief Alex Mackie, who in turn introduced Superintendent Larry Hill, Ms. Debra Frazer, Director of Financial Services, and Mr. Randy Mar, Strategic Planner, who each contributed to part of the presentation and helped explain the transfer process for those in attendance. The presentation included an update on transition activities including staffing; an acknowledgement of community issues and concerns emerging from consultations such as traffic enforcement, crime prevention, and youth issues; and an outline of OCRPS services and operations, including a cost breakdown. A copy of the presentation is on file with the Executive Director.

2. COMMUNITY DELEGATIONS

Damien St. John, a student at Algonquin College, was concerned that many of the programs dealing with troubled youth focused on schools. He noted that many youth involved in crime are not in regular attendance at schools. Mr. St. John asked how the Police Service planned to deal with this situation.

Superintendent Hill reported the Police Service liaises with community groups that operate youth drop-in centres. He stated that in the Manotick area, work was being done to address how municipal council could provide effective youth programs in partnership with the Police Service.

Chief Ford added the Police Service worked in partnership with school boards. He also cited the example of the Orléans/Cumberland area’s "Youth On The Move" program; a partnership between the Police Service and the Gloucester-Cumberland Parks and Recreation Association which provided a meaningful, positive outlet for youth in those communities. The Chief stated that the Police Service worked closely with parks and recreation groups in all municipalities to undertake initiatives involving youth. In addition to this, Chief Ford explained the Police Service has a Youth Services Section which examines issues involving the Young Offenders Act, institutes diversion programs, and works with community consultation groups to deal with issues involving young people. The Chief said the emphasis was not just to target those youth who were at high risk, but to consult and work closely with the community and with school resource officers to examine and identify the causes of inappropriate behaviour.

Mr. St. John then asked how those youth who were causing trouble, i.e., under-age drinking and smoking, could be attracted to the community centres.

The Chief explained that the Service works in partnership with school resource officers and the Service’s Youth Services officers, who regularly worked on the street to identify youth at risk, primarily those under 16 years of age. He said the Service works closely with schools to identify these youth and also participates in family group consultations.

The Chief also noted that the OPP have developed an excellent program in partnership with the Community Resource Centre of Kanata, Goulbourn and West Carleton, and that this program offers a wealth of resources. He said the OCRPS works with the Resource Centre in attempting to identify youth at risk and to try to link these youth with the appropriate community services that would be most beneficial.

Mr. Paul DuPlantis, a resident of Richmond, welcomed the Board and members of the Police Service. He said residents were looking forward to having the Police Service in the area, but stated a concern that many shared was that those coming in as a result of the transition would be unfamiliar with rural Township areas. He noted the Chair had opened the meeting by welcoming all to "downtown Stittsville", when in fact, the Township municipal office was located in Stanley Corners. Mr. DuPlantis also noted the only reference made to Richmond and Munster Hamlet in the presentation was that the Police Service would keep an office open in the area. The speaker was concerned with the level of service residents of Richmond, Munster, and Ashton would receive.

Chair Kreling acknowledged the error and said it would have been fairer to all communities within the Township to simply have referred to "Goulbourn".

Superintendent Hill added that it had not been the intention to single out any portion of Goulbourn Township, in that police services were being offered equally throughout. Supt. Hill explained that within the township, districts have been created which serve to localize the police service, or to tailor it to a particular area, and within these districts were sectors. The Superintendent added that Munster and Richmond were in a sector whose services would be tailored to that particular area, and that they would not be marginalized.

Goulbourn Mayor Janet Stavinga, on behalf of Township Council and the residents of Goulbourn, welcomed the Police Services Board, Police Service officers and Regional staff. She stated that the transition presentation was very much appreciated and showed an evolution in the Police Service’s growing understanding of the community’s needs and concerns. She emphasized it was important for both parties to listen and to learn. Mayor Stavinga noted there was a perceived sense that some parts of the community might not be receiving the same level of responsiveness. She believed this feeling would be overcome through the establishment of trust and credibility in the Police Service, which would come through a sustained effort over time.

The Mayor emphasized the importance of making community policing relevant to the local community. She noted the OPP issues weekly media releases to inform the community of what was transpiring in terms of traffic enforcement, break and enters and other matters, and that a concern existed that this information might simply be absorbed into OCRPS data.

Chief Ford indicated that this would not be the case, and that statistical data would be made available on a localized basis.

This pleased Mayor Stavinga, who pointed out there was a real value in maintaining the local database and disseminating information to the community on a regular basis to enable the community to be a part of the dialogue. She also encouraged that this information be circulated to the two community newspapers, the Stittsville News, and the Stittsville Weekend Signal.

Another of the Mayor’s concerns related to staffing. She said she appreciated the explanation of police:population ratios, but raised a question regarding the number of officers in the neighbouring community of Rideau Township, which she said appeared to have a higher level of service. She said a letter from Chief Ford to The Ottawa Citizen had mentioned that 22 officers were being deployed in Rideau Township, while OCRPS Inspector Ron Lamothe, during a meeting of Goulbourn’s Committee of the Whole in January had indicated the number of officers was 16. Mayor Stavinga noted the population of Rideau Township was 16,000, whereas that of Goulbourn was 22,000. She felt the demographics between the two communities were not that different, and suggested additional discussion to clarify this seeming disparity.

Mayor Stavinga also asked for clarification regarding locations from which the police would service residents of the Township. She noted Goulbourn appeared to be operating two districts. The Mayor said it was her understanding that part of the community would be serviced from a building in Kanata, and inquired as to its status. She asked where residents from Munster, Richmond, Ashton, and Stittsville would be serviced from, where they would need to go for a license for firearms, etc.

The Mayor said she was pleased to see a high level of attention would be given to traffic enforcement. She noted the OPP had learned how important traffic enforcement was to the community, an understanding which had evolved over time. Mayor Stavinga also noted the OPP had specific traffic enforcement units, and raised a concern that although there were two units dedicated to traffic enforcement, one in the east end and one in the west, she questioned the extent of the attention that would be given to rural traffic enforcement when there were larger surrounding urban areas. The Mayor said this issue would have to be dealt with in order to establish a credibility in police presence within the community.

The Mayor also appreciated Ms. Frazer’s explanation of the cost breakdown, but noted her calculations for the phase-in of service to area residents was higher than that offered by Ms. Frazer. She acknowledged the transition budget had not yet been formalized, but emphasized the need for area residents to understand what the overall costs would be.

In closing, Mayor Stavinga thanked the Board for the meeting with Township residents and urged the Board not to take her points as a criticism, but rather as part of a continuing dialogue towards the effective delivery of services in the Goulbourn community.

Chair Kreling said similar questions and concerns had been raised in Cumberland and Orléans when the Regional Police had assumed policing activities in that area in January of 1998. The Chair said the OCRPS recognized the need to gain the trust of the community by its actions and its presence. He said the organization was committed to this endeavour, and could provide the type of information being sought, not only on a Region-wide but on a community-by-community basis as well. Chair Kreling said it was recognized that there might be certain issues which were community-specific, and that the organization was prepared to work with the community to address these concerns. He felt this had been the experience of other communities which had entered into OCRPS jurisdiction over the past 18 months, and emphasized the Police Service would meet its commitments to the community come the July transition.

Chief Ford said the vast majority of Cumberland residents were happy with the service provided by the OCRPS, save for about 2,000 who had received speeding tickets and traffic fines. He noted one of the major concerns when the Police Service went into Cumberland had been the issue of traffic, and he acknowledged it was a major issue in Goulbourn. The Chief said Police Service officers understood the community’s concern and were prepared to listen.

Regarding the facility from which the Police Service will be based, the Chief stated the Region had expressed interest in a building in Kanata, but was outbid for the facility. Another facility proved unsuitable to OCRPS needs. Chief Ford said the Region was currently looking at a two-year temporary rental facility in Kanata for officers working in Kanata, Goulbourn and parts of West Carleton. He said he hoped it would be unnecessary to deploy staff from the Greenbank Road Division. The Chief was hopeful the rental facility would be ready for the 5 July 99 transition, but noted that negotiations for the facility were still in progress.

Regarding concerns with district policing and the Service’s visibility in areas around Munster and Richmond, Deputy Chief Mackie explained that next to the OPP, the area covered by the OCRPS is now the second largest geographical policing jurisdiction in Ontario. He outlined that the rationale around district policing was to ensure the Service was structured organizationally and operationally to meet the needs of the various communities within the Region. D/C Mackie said the responsibility for staffing to ensure that these needs were met lay with the district inspectors. He said it was the Service’s intention to work with residents at the community level on existing problems such as speeding, and towards the identification of other problems. Regarding Mayor Stavinga’s reference to 22 staff positions in Rideau Township, the Deputy Chief explained that some administrative positions had been part of this number, which did not reflect the number of front-line staff. He stated he would like to provide the Mayor with a more definitive answer however.

In addition to giving weekly updates in community newspapers, Chief Ford informed those present of the Police Service’s new internet website (www.ocpolice.com), from which area residents could access district maps, information regarding the names of district police officers, phone numbers and other district policing information. The Chief said the intention was to eventually put out information on a district by district basis. He added that the new computerized records management system to be implemented this summer could include statistical information on a community by community basis.

Jack Hamilton, a volunteer with the West Goulbourn Community Police Office in Munster, asked if his understanding was correct that there was no increase in the complement of officers coming to Goulbourn over the number currently provided by the OPP, save for the addition of one full time Community Police Officer, Senior Constable Duffy. He asked how, if this were the case, the Service planned on overcoming the identified problem of the need for increased visibility, considering the same number of officers would be covering hundreds of miles of rural roads which housed hundreds of taxpayers.

Deputy Chief Mackie explained the number of 14 officers was a commitment given by the Board as part of the consultation with respect to the unification of police services within Ottawa-Carleton. He said this number had been determined through a definitive analysis conducted by the OPP, who had determined this was a sufficient number of front line officers to police this particular area. He said this number reflected those who would be used for emergency response and day to day policing, and did not include support staff.

Responding to Mayor Stavinga’s concerns regarding population growth, Deputy Chief Mackie assured the audience that following the transition, when initial analyses regarding service calls and population growth were completed, if there was a requirement for an increase in staffing the Service would accommodate that need. He reaffirmed that the Board had made a clear commitment to maintain the operational stability around the transition so that on 6 July 99, the community would not see a lessening of service. The Deputy Chief said he was unsure what benchmark existed for visibility at the present time, but noted the different shift changes used by the OCRPS, which doubles the number of cars on patrol between the hours of 9:00 p.m. and 2:00 a.m.

Vice Chair Baskerville commented on another factor with regard to visibility resulting from differences in the collective agreement between the OCRPS and the Ottawa-Carleton Regional Police Association (OCRPSA), and that of the OPP and its Police Association. He noted a major difference in the two contracts was that the OPP contract stipulates that its cars were to be operated with two constables in the dark hours whereas the OCRPS contract stipulates a single police officer per car. The Vice Chair noted the same number of officers would be deployed per shift during the dark hours, but that there would be a perceived increase in visibility as there would be twice as many cars on patrol. He felt that this, combined with the shift overlap, addressed some of the concerns raised about increased visibility. Vice Chair Baskerville said the current benchmark was to match the number of police officers on patrol by the OPP on the date of handover, but noted that if there was a requirement for expanded service or additional staff, this would be addressed, and was part of a commitment the Board had made several years ago.

Member McCombie noted the number of young people in the audience, and said he was pleased to see youth interested in police service matters.

Inspector Larry Beechey, OPP, provided some community statistics gathered by the OPP’s traffic enforcement unit in Goulbourn since its inception in September. He noted there had been 483 speeding or stop sign infraction charges in Stittsville proper, 685 in Richmond, 62 in Munster, and a total of 619 in other areas of Goulbourn. The Inspector explained the unit had been formed as a result of input from its community policing initiatives. He said the unit had been mandated to be highly visible during rush hours, to conduct pro-active enforcement and to respond to citizen-generated traffic complaints. The Inspector added that the unit was also used for motorized snow vehicle patrols.

Inspector Beechey clarified that the OPP were not mandated to use two officers in patrol cars by contract, but had orders to double up in most rural areas between 10:00 p.m. and 6:00 a.m.

Chair Kreling thanked the Inspector for his comments. The Chair then acknowledged the good policing the OPP had provided to the communities of Ottawa-Carleton, a sentiment which he said was evident at community meetings. He thanked the OPP for its efforts throughout the communities in which it provided front line service, and noted it would continue to have a presence in Ottawa-Carleton with its Highway 417 patrol and other issues. He felt sure a continued liaison with the OPP would exist, and looked forward to a continued positive relationship. Chair Kreling asked Insp. Beechey to extend the Board’s thanks to the officers who would be remaining with the OPP come July, and noted that those officers who had decided to join the Regional Police Service would be welcomed.

Regional Councillor Betty Hill said the community was grateful to the OPP for all its years of service, and noted it is the only policing the community has ever known. She acknowledged there were many who had wished to retain the services of the OPP, but said that with the transition, the community was now looking forward to working with the OCRPS and to helping the Service understand the community’s needs. She emphasized the need for people to feel confident in their police service. Councillor Hill said residents wanted to continue to feel confident, but also acknowledged that this would take time.

Chair Kreling thanked the residents of the Township of Goulbourn for joining the Board for its presentation, and the Mayor for having hosted the Board’s meeting in the community. The Chair asked that any questions regarding the transition be brought to the Board’s attention, and assured Mayor Stavinga the Board would keep in touch to provide the information requested and to address the specific concerns which had been raised at the meeting.

The Board, having completed consideration of items dealing with the public presentation, then considered the remaining regular agenda item.

3. ONTARIO ASSOCIATION OF POLICE SERVICES BOARDS:

ATTENDANCE AT CONFERENCE

- Executive Director’s report dated 12 Mar 99 to be issued at the meeting

Chair Kreling referred to the Executive Director’s report, noting that members Baskerville, Buckingham, McCombie and Ms. Fedec had expressed an interest in attending the Ontario Association of Police Services Boards Annual Conference in Ottawa, 23 - 25 Apr 99.

Councillor Legendre noted his interest in attending the conference, and the Chair suggested that the Councillor’s name could also be included.

CARRIED as amended

Councillor Legendre said he wished to persuade the Board to consider that an item which was scheduled to be discussed in camera be brought into the public domain. The Councillor felt there was much community interest in the subject, and that a discussion in a public forum would help rather than hinder the issue. He noted the clause in question was a public clause of a particular contract. The Councillor said he had spoken with the principal party and that the party was comfortable with the idea of a public discussion. Councillor Legendre urged other Board members to agree, as he felt the issue could only be addressed properly if discussed in public. He said he hoped this would be a positive experience, but felt this would be impossible if dealt with in camera. The Councillor added that if the Board agreed to this, he would move that the item be held for the Board’s meeting of 22 Mar 99 to allow for it to be advertised as part of the regular agenda.

Chair Kreling thanked Councillor Legendre for his intervention, but suggested that both items scheduled to be discussed in camera were matters dealing with personnel issues and OCRPS personnel contracts; matters which would normally be dealt with in camera. The Chair felt that as the nature of the discussion which might arise from listing the items on the agenda was unknown, he had suggested they be provided on a confidential agenda.

Member Buckingham said she shared the Chair’s perspective. She noted that based on its discussion, the Board could choose to make public either all or a portion of its minutes and its decision relating to the issue, but she also noted the matter was of a contractual nature, which was not normally discussed in public at the outset.

Councillor Legendre indicated he would Move that Item #2 of the confidential agenda be discussed in public and placed on the agenda for the meeting of 22 Mar 99.

Moved by J. Legendre

LOST

NAYS: G. Baskerville, E. Buckingham, J. McCombie, H. Kreling....4

YEAS: D. Adam, J. Legendre....2

The Board then considered the recommendation as originally worded.

CARRIED

(J. Legendre dissenting)