At the start of the meeting, member Legendre presented the following prepared statement in reference to the events of the previous week involving OCCPS and their investigation of the Board.

Regional Chair Chiarelli added to this by saying he believed the community could learn from the previous week’s experience. The issue stemmed from a principled and professional disagreement between the Ottawa-Carleton Regional Police Services Board and the Ontario Civilian Commission on Police Services (OCCPS) on the certification of one police officer. When the disagreement was confronted, the Board sought a resolution through a judicial review, at which point OCCPS suspended the five Board members who participated in that decision and put them under investigation. He noted that from the beginning, the Board expressed its willingness to go to mediation to resolve the issue and was turned down. On the eve of the court hearing, the Province made an extraordinary decision to change the regulation, passed a new regulation, and appointed two temporary members to the Board. Regional Chair Chiarelli indicated that throughout the events of last week, he kept thinking about the suspended Board members and their commitment to serving the public. On behalf of the 750,000 residents of Ottawa-Carleton, Regional Chair Chiarelli thanked Chief Bevan, who behaved in a stellar fashion throughout the ordeal, and the Chair and members of the Ottawa-Carleton Regional Police Services Board who, when faced with litigation, maintained their willingness to resolve the matter through mediation. He believed the community can be proud of their service and dedication throughout a difficult time.

Chair Kreling believed the Ottawa-Carleton Regional Police Services Board has always conducted its business in an orderly and thoughtful way and that its members continue to exhibit those strengths. He took the opportunity to thank Ottawa-Carleton residents and members of the Police Service for their support and he expressed appreciation to his colleagues on the Board for their strength over the last week and for their words of guidance. He suggested that the work the Board does is valuable to the community and an assistance to the Police Service, as is demonstrated by the volume of tonight’s agenda.

1. NEW WEB SITE LAUNCH

Mr. D. Pepper, Director of Community Development, began by introducing Ms. M. Costin, Corporate Communications Section, who has been working diligently for the past several months on the new OCRPS website. He indicated that though the website development is right on schedule, its launch has become a casualty of last week’s events. He stated the official launch will now take place on Friday, 19 May 2000, at 10:15 a.m. when Chief Bevan will meet the press as part of Police Week activities. Mr. Pepper invited everyone to attend the event or to log on to www.ocpolice.com after 10:15 a.m. Friday.

Member Buckingham found this initiative very positive and was glad to see the sorts of changes being implemented, in particular that people will now be able to file complaints on-line. She believed this has been an issue for a couple of Board members in terms of making it easy for the public to be informed about the complaints process and facilitating their ability to file complaints. She was delighted to learn that citizens will be able to file complaints on-line.

Mr. Pepper indicated staff focused on that issue and worked with the Professional Standards Section to define the requirements, through the Provincial legislation. He noted the website will also enable members of the public to submit compliments on-line.

In response to comments from Member Legendre with respect to what he saw on the website today, Mr. Pepper reminded members that what visitors see today is still the old website. He re-iterated the new website is being held in abeyance until the official launch on Friday, 19 May at 10:15 a.m.

In response to specific questions from Member Legendre about the new website, Mr. Pepper indicated the Board is no longer hidden in the website layout, and the complaints section will be located on page one. Member Legendre also commented that the answers to a couple of "frequently asked questions" were less than complete on the current website; for instance, how police handle noise complaints. He inquired if these would be addressed in the new site. Mr. Pepper responded that staff shared his concerns about the completeness of the answers provided and as a consequence, the "Frequently Asked Questions" section has been removed.

Chair Kreling drew the Board members’ attention to the blue book provided by the Neighbourhood Alert Committee (N.A.C.) and invited Mr. A. Filoso to introduce the members of the delegation and begin the presentation.

Mr. Filoso, Chair, Neighbourhood Alert Committee, indicated the committee meets on a monthly basis to discuss security issues in the community. He noted the committee previously made presentations to the Board in 1995 and in 1997. Though there has been fantastic improvement since the committee began working with the police in 1995, there remain some problems to be addressed.

Mr. Filoso listed some of the improvements of recent years and accomplishments of the committee.

He then highlighted some of the issues the committee would like to have addressed. They include:

Mr. J. Dorner, Principal, Saint Anthony’s School, indicated the schools, churches and community groups in the area work together and have become very effective in the areas of crime prevention and problem-solving. He expressed his appreciation to the Ottawa-Carleton Regional Police Service for their support over the past three years. He indicated the school has always received an effective response for emergencies and through the police’s involvement with the N.A.C. meetings, he has always sensed an orientation towards crime prevention and problem-solving. He believed there must be a commitment to on-going, continuous improvement. He stated the school is particularly concerned with the frequent presence of sex trade workers on or adjacent to school property. He indicated that last year he discovered a number of calls he made to the police were not recorded. When the matter was discussed at a N.A.C. meeting, he was told to always request a police report number when placing calls to ensure there was a record. Mr. Dorner indicated he believed that problem had been solved until recently when he placed a call and at the end of the conversation, upon asking for a report number, he was told he would need to begin again. Though he did not believe this happens all the time, he suggested it illustrates the kind of efforts citizens make and the assiduousness required when dealing with such problems. He felt it is imperative that effective response options be provided to police officers working in this area. In closing, Mr. Dorner re-iterated his positive comments with respect to police response to calls at the school, adding "John Sweeps" have resulted in significant decreases in the amount of activity as well as in the number of syringes and condoms on school grounds. He felt there has been good cooperation between the police, the school and the community and he was pleased the N.A.C. was given the opportunity to come before the Board to express its concerns.

Ms. A. Ierullo indicated that a few years ago she felt the need to get involved in the community, specifically on safety and police issues, after living there all her life. It is a very dedicated, supportive community however, residents still fear for the safety of their children as well as their own. She maintained the N.A.C. is interested in working with the police to build a working community policing model, however members do not feel the systems are in place within the Police Service for this to be done in a safe and effective manner at this time. To illustrate the problems the community is encountering, Ms Ierullo relayed one incident which occurred in her neighbourhood. She indicated that a fight broke out at a local bar at approximately 3:00 a.m.. She and a neighbour placed seven calls to the police, including a 9-1-1 call, to report the disturbance. The police arrived approximately one hour and 15 minutes later. The bar in question is located directly across from an elementary school and is in the middle of a residential area. She noted the area is zoned for liquor establishments and residents understand the implications of zoning; nevertheless, a community must not be held hostage by businesses that support or encourage breaking laws. This principle has been decided by the Ontario Court of Appeal and residents do not believe it is unreasonable to expect police to respond to calls about violence and drunkenness outside this establishment. On that particular weekend, she indicated residents were told that their district only had three patrol cars and that the officer responding to the call had to come from a neighbouring district. She noted that at times, residents are told to provide as much information as possible so that the officers will be well prepared when responding to the situation, whereas at other times, they are told that they’re giving too much information. She maintained this is not an isolated incident and indicates a pattern of problems the community has been faced with when trying to work with the police in a community policing model.

Ms. Ierullo noted the community has a large number of children from immigrant families and it has worked hard at building a support system for many generations. The "Willow Street Angels" have been pivotal in building this bridge with their families and with the community, and at the same time beautifying the community. She indicated her home is on Willow Street, one block from an elementary school, and hundreds of children and adults from the community attend her home for events or to visit. Because she feels unprotected, she questioned how she can continue to support children playing in their neighbourhood. She expressed her fear that there will be a fatality and she believed that only then will there be the resources or solutions to correct the problems. She felt community policing has to go all the way and the police have to build a reciprocal responsive relationship with the community. She stressed, the community has much to offer but it needs the support of the Police Service and the Board to address problems and implement community policing. She invited Board members to attend a N.A.C. meeting and to visit her community, talk to the residents and get a feel for what is occurring. She suggested that perhaps then, one of the missing links between the various partners can come full circle.

Mr. C. André recalled that he appeared before the Board a little over a year ago and talked about a Business and Community Watch. At that time he had just moved back to the city after having lived in Winchester where the OPP ran such a program, organized by himself, his wife, and other residents. He indicated the program was very successful in curtailing crime and it was a fantastic way for the community to get involved with the police, which is reflective of the current trend. He suggested the Service support the initiative and help organize a model for the City of Ottawa. He noted he did not receive a response following his last presentation. He re-addressed the issue with Inspector R. Murphy who seemed interested, but put the onus on him to put together a proposal. Mr. André stated he has unfortunately been unable to do that to-date. He felt the onus should go back to the Board, to set a policy for a Region-wide Business and Community Watch Program. He suggested there are many models to choose from, and many of them are very successful.

Mr. André recognized the on-going changes with the transition from an older to a newer style of policing and appreciated the efforts the Service has been making in that area. He strongly believed in the value of a patrol program and hoped that by the end of his presentation, the Board would recognize the community’s willingness to participate. He did not see the dangers in allowing civilians to drive around the neighbourhood and be the "eyes and ears" for the police. He indicated that last summer, his wife and Ms. Ierullo stayed up on weekends and, from their homes, gathered information which assisted the police in making arrests and following-up on incidents. He maintained that if this was done from a car, volunteers would be able to cover a broader area and be a much more effective witness for the police. He challenged the Board to consider his suggestions and devise a policy for the area. He felt this could help the police and he hoped action would be taken on the matter. In closing, Mr. André referenced earlier comments with regard to problems residents encountered when calling the police and suggested that a tour of the dispatch department would help people understand how their calls are handled.

Ms. J. Symes indicated a specific incident gave rise to the N.A.C. writing to the Board. She explained the community felt personnel transfers were an example of on-going systemic problems. She noted all those present have had wonderful experiences with the police officers in their area over the last number of years however, she believed officers are working without sufficient training, specifically in community policing, and without the proper backup systems to enable them to do their jobs and effectively make the transition to community policing. That is the issue the N.A.C. is trying to address through its correspondence to the Board and tonight’s presentation. Based on the recent officer transfer, the on-going difficulties the community faces with a shortage of officers at peak problem times, the poor response times, difficulties with the call tracking system, and the fact that officers are trying to implement community policing without proper training and backup, the N.A.C. feel this is not simply a matter of refining a system but that there are fundamental implementation questions that need to be addressed.

Ms. Symes indicated that last fall, she tried to make a report to the police at approximately two o’clock on a Saturday morning. A man next door threatened and hit a woman with a baseball bat. She called the police and when they responded, the man denied having assaulted her even though every one on the street witnessed the incident. Having heard this man threaten other people, Ms. Symes indicated she believed him to be dangerous and decided to call the police to tell them that it had indeed been a very serious threat and that the baseball bat was hidden in the trunk of his car. Ms. Symes felt the communications person who took her call was dismissive and initially tried not to take her call. After some insistence, the communications person went onto the walkie-talkie, which everyone could hear, and announced that a neighbour had seen him put the baseball bat in the car. She maintained that had she had difficulty with language or been less assertive, the call would not have been taken, and it discouraged her from making other phone calls. She stated that at the time, she was not aware that she should have asked for a report number therefore, she does not know whether or not the call was recorded.

Ms. Symes maintained three issues are apparent: there needs to be an understanding that the community represents an invaluable resource to the police; there needs to be language capacities and the development of cultural understanding for areas with high immigrant populations; and there needs to be a professional and effective complaints tracking system, from the initial phone call through to the resolution.

In closing, Ms. Symes indicated the N.A.C. has written a list of issues and concerns, including a list of requests for information, which they believe will provide a good starting point from which to assess the next steps, including consulting with other community groups. She stated the N.A.C. would like to arrange a meeting with representatives of the Board and the Police Service.

Chair Kreling acknowledged receipt of the original letter and the request for a meeting and indicated representatives will be designated to meet with the N.A.C.

Councillor E. Arnold, City of Ottawa, felt this community has come a long way in the past five years. The N.A.C. was formed as a result of a stabbing in the community which created a great deal of fear and anger. Thanks to the commitment of some of the residents, that situation has been turned around. She added part of the credit for turning things around goes to the Police Service and she thanked them for their work. She believed the changes of the past five years are the result of the hard work of a number of residents and of community members recognizing the goal of making the community a safer place, and putting their faith in the service providers: the City of Ottawa, the Region of Ottawa-Carleton, the Police Service, the schools, and the community health centres. She noted community safety comes up over and over again as the number one priority for the people of Centre Town. She believed the work in community policing has to continue and the focus should shift from responding to calls for service to taking preventative approaches. She stated the N.A.C. has come to the Board in a spirit of continued cooperation and seeking continual improvement, but she felt it is a fragile trust. She maintained that when repeated calls for service go unanswered or take longer than they should to be answered, when the same questions get asked time and again and the responses are vague or inadequate, then that trust is broken. She feared the community can revert to being frightened, divisive and acrimonious much faster than the five years it took to get to where it is today. She stated what the community is asking for today is that the various partners continue to build a more consistent community policing approach, greater clarity of what is meant by community policing, provision of the required resources for those police officers working in the community, and a real commitment from the Police Services Board to continue to work in partnership with municipalities, community service organizations, and community members to ensure that the Service carries on in this direction.

Vice Chair Baskerville commended the group for coming forward and outlining their concerns and he thanked them for their interest in community policing. He suggested that if more communities did this, community policing would evolve throughout the Region and the Service would be further ahead. He referenced the letter signed by Mr. Filoso as he felt it raised many valid points. He noted the suggestion of having a pager for the community police officer so that residents can more easily reach him or her; he expressed concern that the officer would be getting calls at all hours of the day, every day. He felt many of the delegation’s comments were particularly valid and agreed the community would get the best community policing if officers were not transferred so frequently. He noted the experienced officers, who are best suited to community policing, are most likely to be in line for promotionss and since the Service is likely to experience a large number of retirements in the near future, there will probably be a fair number of promotions, putting the OCRPS and the Board in a bit of a dichotomy. He believed the Police Service, the Board and the N.A.C. want the same end results, but there are a lot of problems from the community’s and the Service’s perspectives. He maintained community policing has to be developed over a long period of time. It requires changes in the perceptions of police officers and of residents. In closing, Vice Chair Baskerville urged staff to meet with community representatives to sort out the details.

Member McCombie thanked the delegation for coming forward and for their time and commitment to making their community a better and safer place to live. He noted their message is not unlike the messages heard from other community groups with respect to volunteers, transfers and response times. He believed the new Chief of Police is working on these issues and the Service is going in the right direction. He expressed concern upon hearing that on a Saturday evening, residents attempting to sleep are being awakened by such disturbances and it takes officers an hour and a half to respond. He felt that is totally unacceptable and he wondered what can be done to address the matter. He suggested that for an area such as this, where there are a number of taverns and entertainment parlors in the middle of a residential community, there should be maximum coverage during crucial hours. Member McCombie noted the request for a meeting with representatives of the Board, and he volunteered his services to assist in this matter.

Chair Kreling noted many of the issues raised are very specific and pertain to operational matters. He explained those will have to be addressed by Chief Bevan and he wondered if the Chief was prepared to comment on the issues brought forward.

Chief Bevan thanked the delegation for coming forward and indicated he learned a lot from the presentation. He recalled that when he received the letter, it caused him some concerns which he shared with Deputy Chief Mackie, who is familiar with the district operations, and with Inspector R. Murphy who works with the community. He noted a number of very interesting points were raised that touch on matters of on-going business within the Police Service. He explained that the Service’s Executive Command is currently wrestling with issues such as volunteerism and risk management in terms of finding ways to make community patrol programs safe enough to operate with volunteers. He also noted the issues touch on the Service’s current delivery model, shift schedules, deployment of resources, and maximization of resources. He stressed there are no easy answers to some of those issues. He indicated that after receiving the letter from Mr. Filoso, he asked Deputy Chief Mackie for a report and some background information to familiarize himself with some of the things that have happened in this particular community in the past. He received an in-depth report that spoke to a number of current problem-oriented policing projects in the neighbourhood, some of which have recently come to conclusion. He hoped to continue the excellent working relationship the Service has had with this community. He suggested that once staff have met with community representatives and reviewed the blue binder distributed to Board members at the beginning of the meeting, he would be in a better position to report to the Board on realistic options to work with the N.A.C. in developing a strategy for their community.

Councillor Legendre thanked members of the delegation for coming forward and for the work they do in their community. He noted Chief Bevan addressed the issue of patrolling and the elements of safety that come into play.

Chief Bevan explained the Service has programs in place in the Region that are very similar to the kind of program mentioned by members of the delegation. He indicated one of the significant issues the Service faces is designing a program suited to a particular neighbourhood. The Service is in the midst of conducting a review of its volunteer programs and he expected some interim information in two weeks on the kinds of activities the Service should sponsor if they are made safe enough for volunteer participation.

Councillor Legendre said he was encouraged by Chief Bevan’s comments. He wondered how the Service deals with languages other than French and English.

Chief Bevan responded the OCRPS is one of the area’s largest consumers of the "Languages for Life" program and has partnerships in place to provide those services. Though they may not always be available at a telephone call, the Service can arrange for the service as the need arises. He stressed language is an issue to which the Service is very sensitive. There is a very large inventory of languages within the Service’s membership, and there is a reliance on practical and immediate assistance available through contracts.

In response to a further question from member Legendre, Chief Bevan confirmed that depending on the issue to be addressed, the Service also has access to a database of volunteers to assist with informal translation.

In response to comments from Mr. André with respect to language and culture issues, Chief Bevan reiterated the OCRPS is very much alive to language and culture issues across the Region. The Service provides outreach services to new Canadians and will continue to do so.

Member Buckingham thanked the delegation for coming forward and noted the familiar faces from the last time the N.A.C. appeared before the Board and from the Partnership in Action initiative of last November. She thought the letter from Mr. Filoso was well written and identified good suggestions. She noted the delegation raised some issues with which the Service and the Board are already wrestling. As the Chief alluded, there are no easy answers but she believed the N.A.C. made some positive recommendations. She looked forward to a follow-up report from Chief Bevan on some of the delegation’s suggestions and actions that could be taken by the Service.

Before leaving this matter, Chief Bevan indicated the Superintendent in charge of Support Services, who looks after the Communications Centre, would like to arrange for members of the delegation to tour the Communications Centre in order to give them a better understanding of how calls are handled.

Chair Kreling thanked the delegation. He acknowledged there are times when community-minded individuals such as they are must feel a bit frustrated, but he noted that at the beginning of their presentation they talked about the great improvement from five years ago. He confirmed that the Police Services Board is committed to working with the community to address their concerns. He maintained community policing is an evolutionary process. Based on some of the issues raised, he stressed the concept of community policing means that the OCRPS must adjust its services to the needs of each individual community, therefore community partnerships are the key to success. In closing, he confirmed that member McCombie will serve as a point of contact between community representatives and the Board, and Chief Bevan will contact members of the delegation to follow-up.

3. VISUALLY IMPAIRED AND BLIND PERSON’S ACCESS COMMITTEE UPDATE

Member Buckingham was pleased that, through this report, staff were providing an update to the Board on an on-going issue. She hoped there would be more reports of this nature coming forward for information.

In response to a question from Chair Kreling with regard to the training package, Mr. Pepper indicated that as a result of the activities of last summer and fall two working groups were set up, one to deal specifically with training, and the other to deal with the broader issue of access. As the committees’ work progressed, it became apparent that there were a number of broader issues which would require a more planned and progressive approach. It was therefore determined that more time was needed in order to bring about a complete and comprehensive product.

5. 1999 FOURTH QUARTER FINANCIAL REPORT

6. 2000 FIRST QUARTER FINANCIAL REPORT

Member Buckingham noted that at the end of the first quarter, the Service has spent 75% of its budget for legal services. She recalled that at the time of the budget review, she specifically drew attention to the budget for legal services because over the last several years it has consistently been overspent, yet the budget was significantly reduced. She found it difficult to believe that the Service will not be in a deficit situation by fiscal year-end and she wondered what measures will be taken to compensate for it elsewhere in the organization.

Ms. Frazer explained the disadvantage of the first quarter report is that it hasn’t yet reflected some of the initiatives staff have taken with respect to legal services. She indicated funds have been reallocated from a contingency fund to reflect the current relationship with the Region with respect to the provision of legal services. She believed the Board would see the impact when staff bring forward the second quarter report.

In response to questions from Vice Chair Baskerville with respect to rising fuel costs, their potential impact on the Service’s budget, and options for addressing that impact, Ms. Frazer explained the Service consumes roughly 2.1 million litres of fuel per year and the impact of a 10% rise in price translates to approximately a $250,000 impact on the budget. She indicated the fuel budget was based on an average cost of $0.69 per litre. This issue is a concern for the Region as a whole, including the OCRPS, and staff have been working with other Regional services to get a feel for the magnitude of the impact. If it is large enough, it will be difficult to accommodate within the existing budget. She stated staff will be monitoring the situation over the next three months and bringing forward a report with a proposed solution if it gets to be out of the normal range.

7. CONTRACTING SERVICES TO OTHER

POLICE SERVICES - preliminary report

8. OC TRANSPO CORONER’S INQUEST

RECOMMENDATIONS - OPERATIONAL UPDATE

9. AWARD OF A CONTRACT FOR THE PURCHASE

OF A DIGITAL PHOTO MINI LAB PRINTER SYSTEM

11. 2000 INFORMATION TECHNOLOGY,

TELECOMMUNICATIONS AND RADIO SYSTEMS spending plans

12. 2000 VEHICLE ACQUISITION PLAN

- Chief’s report dated 3 May 00

13. INTERNATIONAL ASSOCIATION OF WOMEN POLICE

38^TH ANNUAL CONFERENCE: REQUEST FOR SPONSORSHIP

- Executive Director’s memo dated 11 May 00 and attached letter

from N. Gardner, Chair, Toronto Police Services Board, dated 11 Apr 00

Vice Chair Baskerville noted the request for sponsorship came from the Chair of the Toronto Police Board and some police services have already indicated their support. He believed the Board has the funds available and he wondered if a $5,000 donation would leave enough flexibility to meet other demands.

Ms. W. Fedec, Executive Director, did not believe a $5,000 donation would allow enough flexibility. She noted that during the last budget review, that line item was reduced from $26,000 to $22,000 therefore there is currently only $5,000 remaining in the account. She estimated there would be another $2,400 in requests coming forward before year-end from such organizations as the Elizabeth Fry Society, the Ottawa-Carleton Police Youth Centre and Crime Stoppers.

Vice Chair Baskerville suggested that the Board offer a token amount of $1,000.

Chair Kreling indicated he asked that the item be placed on the agenda because the request was made by the Chair of the Toronto Board. However, he recalled that a couple of years ago, the Board had difficulty providing funding to its own police association (the Ottawa-Carleton Police Association) when they hosted a national conference in Ottawa. He felt that if the Board wishes to contribute funds, it should be a very nominal amount. He believed the Service will be sending officers to the conference and inquired how many would be attending the event.

Though Chief Bevan was not sure how many members would be attending the conference, he confirmed the Service will be represented.

Moved by D. Adam

That the Ottawa-Carleton Regional Police Services Board not make a financial contribution toward the International Association of Women Police 38^th Annual Conference, being held in Toronto, Ontario from September 23 to 27, 2000.

14. ATTENDANCE AT CANADIAN ASSOCIATION OF

POLICE BOARDS’ 11^TH ANNUAL MEETING AND CONFERENCE

- Executive Director’s report dated 11 May 00

That the Ottawa-Carleton Regional Police Services Board approve the attendance of Board Chair H. Kreling and Vice Chair G. Baskerville at the Canadian Association of Police Boards’ 11^th Annual Meeting and Conference being held in Saint John, New Brunswick from August 23-26, 2000.

15. THOMAS G. FLANAGAN, S.C. SCHOLARSHIP

17. COMMENDATION LETTERS (SINCE LAST BOARD MEETING)

Chief Bevan began by introducing Ms. C. Roy, Interim Director of Human Resources, who brings a good deal of experience and enthusiasm to the job. He then reported on the following items:

Member Legendre referenced the item relating to a bicycle blitz to be conducted in partnership with the Citizens for Safe Cycling (CfSC). He assumed the bike school would be offered to offenders as an alternative to fines. Chief Bevan indicated staff have been in touch with members of the CfSC to look at the possibility of applying the same kind of strategy as was in place two years ago, though he was unsure of the status of that initiative.

Member Legendre indicated he had received a phone call from CfSC today. They have indicated they still don’t have a positive response from the Police Service and time is running short if they are to produce brochures and information material to publicize the initiative. Deputy Chief Mackie believed the initiative would be going ahead and indicated he would follow-up with the CfSC.

That the Ottawa-Carleton Regional 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.

Executive Director Chair