OTTAWA POLICE SERVICES BOARD REPORT 13

COMMISSION DE SERVICES POLICIERS D’OTTAWA - RAPPORT 13

 

 

 

TO THE COUNCIL OF THE CITY OF OTTAWA

AU CONSEIL DE LA VILLE D’OTTAWA

 

28 January 2009

28 Janvier 2009

 

 

The POLICE SERVICES BOARD met on 19 JANUARY 2009 and submits the items contained in this Report for the information and/or approval of Council at its meeting of 28 JANUARY 2009.

 

La COMMISSION DE SERVICES POLICIERS s’est réuni le 19 JANVIER et soumet les articles du présent rapport au Conseil pour information et/ou approbation lors de sa réunion du 28 JANVIER 2009.

 

 

Present / Présences :

 

                                                        19 Jan. 09

Chair / président:                              E. El-Chantiry

Vice Chair / vice-président:              J. MacEwen

Members / Membres:                       D. Doran

                                                        D. Guilmet-Harris

                                                        H. Jensen

                                                        B. Monette

                                                        

                         

 

 


 



INDEX

 

 

NO./NO

 

 

ITEM

 

PAGE

 

ARTICLE

 

 

Police Services Board

 

 

 

Commission de Services Policiers

 

1.

POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT

ACS2009-CCS-PSB-0018

 

01

RAPPORT ANNUEL SUR LES ACTIVITÉS, LA FORMATION ET LE RENDEMENT DE LA COMMISSION DE SERVICES POLICIERS - 2008

ACS2009-CCS-PSB-0018

 

2.

2008 BOARD COMMUNITY ENGAGEMENT STRATEGY – STATUS REPORT

ACS2009-CCS-PSB-0019

15

STRATÉGIE D’ENGAGEMENT COMMUNAUTAIRE DE LA COMMISSION DE SERVICES POLICIERS - RAPPORT D’ÉTAPE

ACS2009-CCS-PSB-0019



 

1.      POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT

 

RAPPORT ANNUEL SUR LES ACTIVITÉS, LA FORMATION ET LE RENDEMENT DE LA COMMISSION DE SERVICES POLICIERS - 2008

 

 

 

BOARD RECOMMENDATION

 

That Council receive this report for information.

 

 

 

 

 

 

RECOMMANDATION DE LA COMMISSION

 

Que le Conseil prenne connaissance du présent rapport à titre d’information.

 

 

 

 

 

 

DOCUMENTATION

 

1.      Executive Director’s report dated 9 January 2009.

 

2.      Extract of Draft Minute, 19 January 2009.

 

 

 



OTTAWA POLICE SERVICES BOARD                                                                            REPORT

COMMISSION DE SERVICES POLICIERS D’OTTAWA                                             RAPPORT

 

 


Our File/N/Réf.                

Your File/V/Réf.               

 

DATE                               9 January 2009

 

TO/DEST.                        Chair and Members, Ottawa Police Services Board

 

FROM/EXP.                    Executive Director, Ottawa Police Services Board

 

SUBJECT/OBJET            POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT

 

 

RECOMMENDATION

 

That the Ottawa Police Services Board receive this report and forward it to City Council for information.

 

BACKGROUND

 

In December 2005 the Ottawa Police Services Board received a report from the City of Ottawa Auditor General on the Board’s governance practices.  Among the Auditor General’s recommendations were the following:  

 

a)         That the Board specify training requirements and report annually (and publicly) on individual member training, and training of the Board as a whole.

 

b)         That the Board determine performance evaluation measures and conduct a formal Board evaluation annually.

 

c)         That the Board report the results of the performance evaluation in a board activity report … (including) information on such things as: 

-         number of board meetings held

-         number of community meetings held

-         ceremonial events attended

-         number of Council presentations

-         hours of commitment

-         board training.

 

In March 2007 the first annual report on Board Activity and Training was submitted to the Board and forwarded to City Council for information, as well as a separate report on the results of the Board’s first formal performance review process.  Following receipt of the Auditor’s recommendations, the Board decided to conduct formal evaluations at least once every four years and less formal evaluations in other years.  As a formal evaluation was conducted in 2006, the review of performance in 2008 is less formal and consisted of measuring the Board’s achievements against its 2008 workplan.  The Policy & Governance Committee also conducted a review of the Board’s Community Engagement Strategy introduced in 2008, in accordance with direction given by the Board in February 2008 to report back in early 2009 with an assessment of the Community Engagement Strategy and a proposed plan for 2009.  This is addressed in a separate report.

 

This report and the data contained in Annex A constitute the third annual report on the Police Services Board’s Activity, Training and Performance for the period from 1 January to 31 December 2008. 

 

BOARD ACTIVITY

 

In 2006 the Board approved the following activity indicators to be tracked throughout the year and reported on in the annual report:

 

Activity Indicators

 

1.         Board and Committee Meetings

The volume of work associated with board and committee meetings on a monthly basis demonstrated by: 

·        Number of meetings, including all board meetings (public and in camera), meetings of board’s standing committees (Complaints Committee, Finance & Audit Committee, Human Resources Committee, and Policy & Governance Committee), and other committees on which board members serve (Community Awards Selection Committee, Police Scholarship & Charitable Fund Board of Trustees, Thomas G. Flanagan Scholarship Award Selection Committee)

·        Hours spent at meetings

·        Number of items on agendas (public and in camera)

·        Number of pages of agenda material reviewed.

 

2.         Community Meetings

In accordance with the Auditor’s recommendations, the number of community meetings is identified separately from other board meetings and includes statistics on:

·        Number of meetings

·        Hours spent at meetings.

 


3.         Other Functions & Events

Members of the Police Services Board attend a wide variety of other business functions and ceremonial events outside of board and committee meetings each year, such as:  business meetings (OAPSB Board of Directors, Big 12 boards, meetings with city or provincial officials); collective bargaining and other meetings related to labour relations; Ottawa Police Association functions; Senior Officers’ Association functions; media conferences; briefings; police awards ceremonies; recruit badge ceremonies; community events; and meetings with other City partners.  This category records the following statistical information related to these other functions:

·        Number of events

·        Hours spent at them.

 

Board Committees

 

In 2008, all four Board committees fulfilled their meeting frequency requirements and completed the tasks assigned to them for the year.  The Policy & Governance Committee and the Finance & Audit Committee are both required to meet a minimum of four times a year, while the Complaints Committee and Human Resources Committee meet on an as required basis. The Complaints Committee was not required to meet at all in 2008 as no requests for reviews of policy or service complaints were received.  The number of times the committees met in 2008 were:

 

Complaints Committee:             0

Finance & Audit Committee                  4

Human Resources Committee:  4

Policy & Governance Committee:         7.

 

Additional Workload for Board Chair

 

The indicators tracked and reported on in Annex A do not reflect the additional time the Chair of the Board spends dealing with emails and phone calls on matters related to the work of the Board outside of meetings.  The Board Chair estimated that in 2008, an average of 12 hours per week was spent on emails, phone calls and media inquiries.  Meetings attended by the Board Chair are captured in the statistics contained in Annex A.

 

Number of Council Presentations

 

Among the activity indicators included in the Auditor General’s recommendation was the number of presentations made to Council.  This indicator was not adopted by the Board, however, in 2008 the Board did host an information session for Members of Council on police operational issues that was very well received and there are plans to hold a similar session in 2009.

 

BOARD TRAINING

 

The Auditor General’s report emphasized the importance of board member orientation and training as essential elements of good governance.  To assist the Ottawa Police Board in ensuring its members make the commitment to ongoing learning, the Auditor General recommended that the Board specify training requirements for its members, and report annually and publicly on training for the Board as a whole and for individual members.  In response, the Board adopted the Training Policy at Annex B in 2006.  Statistics for training in 2008 are contained in Annex A.

 

Indicators pertaining to board training include:

·                                Ministry training attended by board members either individually or as a group

·                                Other training/education sessions attended by the Board as a whole

·                                Other training/education sessions attended by each individual board member

·                                Hours spent in training by the Board as a whole and by individual board members.

 

If the Ministry of Community Safety and Correctional Services offered no training in the year being reported on, the Activity Report will indicate that.  Similarly, if there were no members serving their first year on the board in the year being reported on, the report will indicate that the required orientation training for new members was not applicable for that year.  In 2008, there were no new Board members and orientation training by the Ministry was not required; this is captured in Annex A.

 

Board Training as a Whole

 

As referenced in the Training Policy, it is the Board’s intention to periodically invite guest speakers to deliver presentations or workshops to the Board on issues pertinent to board governance, board responsibilities, or emerging trends in policing, with an emphasis on issues of a strategic nature.  For instance, in 2007 the Board invited Ms. Connie Phillipson, Executive Director, York Regional Police Services Board, to make a presentation to the Board and OPS Executive Team on the unique Public Interest Governance Model practiced by the York Board.  In 2008 the Board heard a special presentation on Counter Terrorism, and three “public interest meetings” were held for the public, which were also learning opportunities for Board members.  The subjects covered by the special meetings were: Combating Drugs in Our Community; Youth Issues; and Engaging the Community in the Justice System. 

 

BOARD PERFORMANCE

 

For 2008, the Board undertook a less formal performance review in keeping with its decision in July 2007 to conduct formal reviews every four years.  The 2008 review consisted of measuring the Board’s achievements against its approved workplan for the year.  Attached at Annex C is the Board’s 2008 approved workplan, including new items that were added throughout the year and the status of all items at year-end.  All tasks were completed with the exception of: 1) a review of the Board’s Complaints Procedure Policy - this is scheduled to occur once the Province implements Bill 103; and 2) receipt of the annual report on compliance with Ministry Standards – this has been deferred until Q1 2009.  

 

Chief among new work to be undertaken in 2008 were a number of projects to help the Board improve its community relations and communication efforts – areas that were identified as requiring improvement during the 2006 and 2007 performance reviews.  Several of the tasks completed in 2008 related to these key priority areas and are discussed in more detail in a separate report on the Community Engagement Strategy. 

 

In addition to the Board’s regular business meetings each month and the three public interest meetings it held, other tasks completed in 2008 included:

 

·         Development and implementation of a multi-pronged Board Community Engagement Strategy that included the introduction of the Public Interest Agenda, a Board newsletter published quarterly, informal meetings with stakeholders such as representatives of local school boards and the business community, an information session for Councillors, and other mechanisms for improving relations with key partners and educating others about the Board and its role.

·         Development of a Communications and Community Outreach Policy.

·         Review and amendment of Board policies on Public Consultation and the Protocol for Sharing Information with Council.

·         Adoption of a new Ministry Standard policy on Canine Units.

·         Development of a policy for the Chief’s Performance Evaluation System.

·         Development of a policy on Public Rewards.

·         Development of a policy on Board Travel and Expense Reimbursement.

·         Successful negotiation of a renewal Collective Agreement for 2008-2010 with the Ottawa Police Association for sworn and civilian members.

·         Completion of a Provincial Adequacy Standards Inspection and the implementation of recommendations for the Board arising from the Inspection.

·         Started development process for next Business Plan cycle.

 

CONSULTATION

 

Consultation was not applicable.

 

FINANCIAL IMPLICATIONS

 

There are no costs directly associated with this report. 

 

CONCLUSION

 

This report fulfills the City of Ottawa Auditor General’s recommendation to report annually and publicly on the activities, training and performance of the Ottawa Police Services Board.  Statistical information was collected throughout 2008 on the number of meetings and other functions attended by Board members and the hours spent at them, as well as training or educational opportunities in which Board members participated.  This report also provides a summary of the Board’s performance in meeting its workplan in 2008.  The Board successfully achieved its workplan with the exception of one policy review and one monitoring report that was delayed and will be coming forward in the first quarter of 2009.  In accordance with the Auditor General’s recommendation, this report will be forwarded to City Council for information.

 

 

 

Wendy Fedec

 

Attach. (3)


Text Box: 8Text Box: ANNEX A


ANNEX B

 

Policy Number:                         Policy Subject:

 

GA-3                                       BOARD TRAINING

 

LEGISLATIVE REFERENCE / AUTHORITY

Police Services Act, section 31(5)

APPROVED

27 February 2006

REVIEWED

September 2007

NEXT REVIEW

2010

REPORTING REQUIREMENT

Annual Report to Board

 

LEGISLATIVE REFERENCE / AUTHORITY

 

Section 31(5) of the Police Services Act requires the Police Services Board to ensure that its members undergo any training that the Solicitor General may provide or require. 

 

The Ottawa Police Services Board recognizes the importance of pursuing excellence in governance through an ongoing commitment to training, education and development, and has adopted this policy to formalize training and ongoing learning requirements for its members.

 

BOARD POLICY

 

REQUIRED TRAINING

 

1.   Each member of the Ottawa Police Services Board during his or her first year of appointment is required to attend:

a)      Any training sessions provided or required by the Ontario Ministry of Community Safety & Correctional Services.

b)      Any orientation sessions for new members provided by the Chief of Police and Board Executive Director

 

2.   Within the first three years of being appointed to the Board, each member is required to attend the annual conferences of both of the following organizations at least once:

a)      Ontario Association of Police Services Boards (OAPSB)

b)      Canadian Association of Police Boards (CAPB).

 

3.      The Board shall be represented by at least one member at each of the following: 

a)      meetings of OAPSB Zone 2 boards;

b)      annual OAPSB conferences;

c)      annual CAPB conferences;

d)      meetings of Ontario large boards (“Big 12”).

 

 


OTHER LEARNING OPPORTUNITIES

 

4.   Having satisfied the requirements set out in 1 and 2 above, and provided sufficient funds remain in the annual budget, board members are encouraged to attend other learning opportunities related to governance or policing such as those offered by (but not limited to):

a)      the Canadian Police College

b)      the Police Association of Ontario

c)      the Ontario Association of Chiefs of Police

d)      the Canadian Association of Chiefs of Police

e)      the Canadian Professional Police Association

f)        the Canadian Association of Civilian Oversight of Law Enforcement.

 

BOARD TRAINING AS A WHOLE

 

5.   Board training as a whole will take place through inviting guest speakers to make presentations or deliver workshops on issues pertinent to board governance, board responsibilities or emerging trends in policing, with an emphasis placed on issues of a strategic nature. 

 

ANNUAL REPORTING

 

6.   Individual Board member training and Board training as a whole will be reported on as part of an annual report on Board Activity and Performance in the first quarter of each year.

 


ANNEX C

OTTAWA POLICE SERVICES BOARD

 

2008 BOARD WORKPLAN:  STATUS REPORT AS OF 31 DECEMBER 2008

 

The Ottawa Police Services Board is responsible for the provision of adequate and effective police services in the municipality.  For 2008, its workplan consists of the responsibilities listed below.  In addition to the duties noted, the Board holds regular meetings on the fourth Monday of each month except August when there will be no meeting, and in months when the fourth Monday falls on a holiday, in which case the meeting will be on the third Monday.  The Board also holds up to four public interest meetings each year. 

 

RESPONSIBILITIES

Jan.

Feb.

March

April

May

June

July

Aug.

Sept.

Oct.

Nov.

Dec.

 
Establishing Expectations

 

 

 

 

 

 

 

 

 

 

 

 

1.      Develop 2008 Calendar of Monitoring Requirements

Done

 

 

 

 

 

 

 

 

 

 

 

2.      Develop 2009 Board & Committee workplans

 

 

 

 

 

 

 

 

 

 

Done

 

3.      Review Board Committee membership

Done

 

 

 

 

 

 

 

 

 

 

Text Box: 11

4.      Provide input into the development of fiscal policies, objectives & priorities (F&A)

 

 

Done

 

 

Done

 

 

Done

 

 

 

5.      Provide input and feedback to staff during annual budget development process (F&A)

 

 

 

 

 

Done

 

 

Done

 

 

 

6.      Provide input into annual Audit Plan (F&A)

 

 

Done

 

 

 

 

 

 

 

 

 

7.      Review & approve 2009 OPS budget

 

 

 

 

 

 

 

 

 

 

Done

 

8.      Develop Community Engagement strategy (P&G)

 

Done

 

 

 

 

 

 

 

 

 

 

9.      Develop Communications Policy (P&G)

 

 

 

Done

 

 

 

 

 

 

 

Text Box: ANNEX C

10.   Review Public Consultation Policy (P&G)

 

 

 

Done

 

 

 

 

 

 

 

 

11.   Review policy on Protocol with Council (P&G)

 

 

 

Done

 

 

 

 

 

 

 

 

12.   Develop policy on Annual Chief Performance Review System (HR)

 

 

 

 

 

 

 

 

Done

 

 

 

13.   NEW – Develop new policy on Canine Units

 

 

 

 

 

Done

 

 

 

 

 

 

14.   NEW – Develop new Public Rewards Policy

 

 

 

 

 

 

 

 

Done

 

 

 

15.   NEW –Amend policy on Monitoring the Chief’s Performance

 

 

 

 

 

 

 

 

 

Done

 

 

16.   NEW – Develop policy on Board Travel & Expense Reimbursement

 

 

 

 

 

 

 

 

 

 

Done

 

17.   Re-do Complaints Procedure Policy to reflect Bill 103 (tbd) (CC)

 

 

 

 

 

 

 

 

 

 

 

 

18.   Develop Board Official Languages policy  (P&G)  .

 

 

 

 

 

 

 

 

 

 

 

In progress

 

 

 

 

 

 

 

 

 

 

 

 

 

Evaluating & Monitoring Performance

 

 

 

 

 

 

 

 

 

 

 

 

1.        Track activities of Board

Done

Done

Done

Done

Done

Done

Done

Done

Done

Done

Done

Done

2.        Report on 2007 Board Activities, Training & Performance

 

Done

 

 

 

 

 

 

 

 

 

Text Box: 12

3.        Report on achieving Board & Committee workplans

 

Done

 

 

 

 

 

 

 

 

 

 

4.        Review annual budget development process and guidelines, & make recommendations for revisions. (F&A)

 

 

Done

 

 

Done

 

 

Done

 

 

 

5.        Review annual budget for consistency with the OPS long range financial plans (F&A)

 

 

 

 

 

 

 

 

Done

 

 

 

6.        Review performance and remuneration for Deputy Chiefs, Director General & General Counsel.

Done (07/08)

 

 

 

 

 

 

 

 

 

 

 

7.        Review performance for Chief of Police

 

 

 

 

 

Done

 

 

 

 

 

 

8.        Review performance in achieving Business Plan.

Done

 

 

 

 

 

Done

 

 

 

 

 

 

9.        Review activities of Police Service (Annual Activity Report).

 

 

Done

 

 

 

 

 

 

 

 

 

10.     Receive quarterly reports on the administration of the complaints system.

 

 

 

Done

 

 

Done

 

 

Done

 

 

11.     Review annual report on administration of the complaints system.

 

 

 

Done

 

 

 

 

 

 

 

 

 

 

12.     Receive quarterly reports on the finances of the organization.

 

 

 

Done

 

 

 

Done

 

 

Done

 

 

13.     Review annual report on finances of the organization.

 

 

 

Done

 

 

 

 

 

 

 

 

14.     Receive quarterly reports on legal services

 

 

 

Done

 

 

Done

 

 

Done

 

 

15.     Review quarterly reports on Labour Relations (In Camera)

 

 

Done

 

 

Done

 

 

Done

 

 

Done

16.     Receive update reports on Monitoring Requirements

Done

 

 

Done

 

 

Done

 

 

Done

 

 

17.     Receive annual report on Audit Plan

 

 

 

Done

 

 

 

 

 

 

 

 

18.     Review annual report on Quality Assurance Unit, including compliance with Ministry standards.

 

 

 

 

 

 

 

 

 

 

 

Text Box: 13X

19.     Review annual report on Use of Force

 

Done

 

 

 

 

 

 

 

 

 

 

20.     High level Board performance review

 

 

 

 

 

 

 

 

 

 

Done

 

21.     Review report on workforce management

 

 

Done

 

 

Done

 

 

 

Done

 

 

22.     Review report on senior officer assignments

 

 

Done

 

 

Done

 

 

Done

 

 

Done

23.     Review annual report on board discretionary funding

 

 

 

 

 

 

 

 

 

 

Done

 

24.     Review annual report on Secondary Activities

 

 

 

 

 

 

 

 

 

 

 

Done

25.     Review annual report on Succession Plan & Policy

 

 

 

 

 

 

 

 

 

 

 

Done

 

 

 

 

 

 

 

 

 

 

 

 

 

Miscellaneous

 

 

 

 

 

 

 

 

 

 

 

 

1.        Attend OAPSB Conference

 

 

 

Done

 

 

 

 

 

 

 

 

2.        Attend CAPB Conference

 

 

 

 

 

 

 

Done

 

 

 

 

3.        Attend Zone 2 Fall meeting in Ottawa

 

 

 

 

 

 

 

 

Done

 

 

 

 


 

2.   POLICE SERVICES BOARD ACTIVITY, TRAINING AND PERFORMANCE – 2008 ANNUAL REPORT

Executive Director’s report dated 9 January 2009

 

That the Ottawa Police Services Board receive this report and forward it to City Council for information.

 

                                                                                                CARRIED

 

 

 


 

 

2.      2008 BOARD COMMUNITY ENGAGEMENT STRATEGY – STATUS REPORT

 

STRATÉGIE D’ENGAGEMENT COMMUNAUTAIRE DE LA COMMISSION DE SERVICES POLICIERS - RAPPORT D’ÉTAPE

 

 

 

 

BOARD RECOMMENDATION

 

That Council receive this report for information.

 

 

 

 

 

 

RECOMMANDATION DE LA COMMISSION

 

Que le Conseil prenne connaissance du présent rapport à titre d’information.

 

 

 

 

 

 

DOCUMENTATION

 

1.      Policy and Governance Committee’s report dated 12 January 2009.

 

2.      Extract of Draft Minute, 19 January 2009.

 

 

 


OTTAWA POLICE SERVICES BOARD                                                                            REPORT

COMMISSION DE SERVICES POLICIERS D’OTTAWA                                             RAPPORT

 

 


DATE                               12 January 2009

 

TO/DEST.                        Members, Ottawa Police Services Board

 

FROM/EXP.                    Policy & Governance Committee

 

SUBJECT/OBJET            2008 BOARD COMMUNITY ENGAGEMENT STRATEGY – STATUS REPORT

 

 

COMMITTEE RECOMMENDATIONS

 

That the Ottawa Police Services Board:

 

1.                  Receive this report on the success of the Community Engagement Strategy in 2008.

2.                  Approve the 2009 plans for community engagement contained in Annex A.

3.                  Forward this report to City Council for information.

 

BACKGROUND

 

One of the Board’s main objectives in 2008 was to improve communication and engagement with community members and key partners.  The Board had identified a need to:  improve understanding and awareness about the Board itself, its role and responsibilities; build relationships with key partners; and reach out to the public both to hear what people have to say and to deliver information.  At a meeting in February 2008 the Board approved a multi-pronged Community Engagement Strategy in response to the Board’s evaluation that it needed to enhance its performance in these areas.  At the same meeting, the Board requested that the Policy & Governance Committee report back in early 2009 with an assessment of the Community Engagement Strategy in 2008, and a proposed plan for 2009.  This report contains the findings of the Committee’s review and presents their recommendations for 2009. 

 

DISCUSSION

 

The Policy & Governance Committee met on 27 November 2008 and reviewed the Board’s success in achieving the various components of the Community Engagement Strategy throughout the year.  Annex A contains a list of the Strategy components, what was achieved for each in 2008, and the Committee’s recommendations for action in 2009.  Highlights achieved in 2008 include:

 

§                     Adopted a Public Interest Agenda and held three successful ‘public interest’ meetings.  Two of the meetings – Combating Drugs in Our Communities, and Engaging Communities in the Justice System - were particularly well attended by approximately 150 very engaged participants.  The meetings were successful in mobilizing community involvement; for example, following the meeting on community justice, approximately 35 individuals left comment forms indicating they wished to become involved in restorative (or community) justice.  Mechanisms for their involvement are being pursued by agencies working in the restorative justice field in collaboration with the OPS.  The meeting on Combating Drugs successfully engaged a large crowd with divergent opinions in a dialogue about what individuals and community groups can do to assist the police in making their neighbourhoods safer. 

§                     Published a quarterly newsletter about the Board and its work.  The “Board Matters” newsletter was emailed to a wide audience including City Councillors, the media, business organizations, community associations, neighbourhood watches, COMPAC members, educational institutions, members of the OPS, and is posted on the Internet. 

§                     Met with representatives of key community partners such as school boards, and initiated communication with the business community and the Council on Aging of Ottawa.  Meetings were to be held in 2008 with the two latter groups but for various reasons are now planned for early 2009.  The Board members and OPS planning staff that attended the meeting with the school board representatives found it extremely helpful to hear their views in a forum that fostered candid dialogue, and the school board reps were appreciative of the opportunity to voice their concerns.  Both parties expressed a desire to meet again on a regular basis.

§                     Held a well-received information session for City Councillors.  Although the information session was not well attended by members of Council, those who did attend expressed a high level of appreciation for the opportunity to ask questions about police operational issues and strongly encouraged the Board to hold similar sessions again in the future.

§                     Disseminated information on a regular basis to an extensive list of community partners concerned with public safety.  Regularly emailing the Board newsletter and information about Board activities such as public interest meetings to a wide cross-section of interested parties is helping to enhance awareness and understanding about the Board and its work.

§                     Developed a new policy on Communications and Community Outreach.  The policy articulates the Board’s goals for community relationship-building, education and outreach, and outlines the mechanisms to be used in achieving these objectives.  It also sets out guidelines for dealing with the media.

§                     Reviewed and amended existing policies on Public Consultation, and the Board’s Information Sharing Protocol with Council.  Existing Board policies related to communications and community outreach were updated to bring them in line with the Board’s new focus on engagement with its community partners.

 


Plans for 2009

 

Many of the initiatives introduced in 2008 were successful, and will be continued and enhanced in 2009 as described in Annex A. 

 

The following components of the Community Engagement Strategy were not completed in 2008 and it is recommended they be included in the 2009 Board workplan:

 

§                     Improve the Board’s web presence.  It is proposed that the Board establish its own web site separate from that of the Ottawa Police Service, which is currently hosting the Board’s web pages, and that it retain the services of a consultant to design the site. 

§                     Develop a brochure about the Board, its responsibilities and its members that can be made available at Board meetings and meetings in the community.

§                     Host/sponsor the 2009 Partnership In Action assembly organized by the Ottawa Police Service, which draws together community members from diverse and multi-cultural communities.

 

CONSULTATION

 

The Policy & Governance Committee consulted with Chief White, the OPS Director of Corporate Communications & Community Development, and the Director of Corporate Planning in assessing the success of the Community Engagement Strategy in 2008 and determining the action plan for 2009. 

 

FINANCIAL STATEMENT

 

There are no financial implications directly associated with this report.

 

CONCLUSION

 

In 2008 the Police Services Board adopted a Community Engagement Strategy comprised of several elements designed to address aspects of the Board’s work that it felt needed improvement, such as:  enhancing understanding and awareness about the Board and its role; building relationships with key partners; hearing from the public; and mobilizing communities to understand the important role they can play in public safety.  As directed by the Board, the Policy and Governance Committee conducted an assessment of the Community Engagement Strategy in 2008 and developed an action plan for 2009, both of which are outlined in Annex A.  Much progress has been achieved towards the expressed goals and the Strategy is proving effective.  The Committee looks forward to building upon the successes achieved in 2008 through a continued commitment to community engagement and outreach in 2009. 


 

____________________________________________

 

Submitted by the Policy & Governance Committee:

 

Des Doran, Chair

Henry Jensen

Jim MacEwen

 

Attach. (1)


ANNEX A

OTTAWA POLICE SERVICES BOARD – COMMUNITY ENGAGEMENT STRATEGY – 2008 REVIEW

 

 

Strategy Component

Achievements in 2008

Committee Recommendations for 2009

1.

Public Interest Agenda: 

Hold 4 public interest meetings in April, June, September and October; 2 at City Hall & two in other locations

3 meetings were held in April, June and September; the October meeting was postponed until 2009.

Meetings at City Hall (Combating Drugs in Our Communities & Engaging Communities in the Justice System) were very successful. 

Meeting at Ben Franklin Place on Youth Issues was not well attended.

§     Hold 3 meetings, in late March/early April, June and October, in the evening at City Hall unless subject matter is more suited to an offsite location.

§     The topic for the first meeting will be the one postponed from 2008: Building Safe Communities.

§     Topics for remaining 2 meetings to be determined following the mid-term strategic review in April.

 

2.

Develop a Communications Policy/Plan

The Board approved a Communications and Community Outreach policy in April 2008.

Text Box: 20Two elements of the policy need to be revisited and are captured under #6 and #8 below.

3.

Review existing Board policies for Public Consultation (#CR-6) and Protocol for Sharing Information with Council (#GA-6)

The two policies were reviewed and amended by the Board in April 2008.

No further action required.

4.

Publish regular communications on a quarterly basis to community stakeholders to inform about key decisions and activities of the Board

The Board published four newsletters.  It is emailed to media, members of Council, OPS members, educational institutions, BIAs, COMPAC members, Neighbourhood Watches and other community groups, and is posted on the Board’s section of the OPS website.  Hard copies are made available at regular and public interest board meetings.

Text Box: ANNEX AContinue publishing quarterly Board newsletters, with future issues to contain a new feature consisting of profiling different OPS units. 

5.

Include presentations at regular Board meetings on a quarterly basis by OPS staff on various police work units or activities

Presentations were made at board meetings in:  January (Partner Assault Unit); and June (Voluntary Conflict Resolution Program).  Presentations were scheduled for September and November but were postponed due to staff retirements and other work priorities. 

 

Presentations of approx. 15 minutes in length from OPS staff on various operational sections will be made for educational purposes at the Board’s regular meetings in February, May and October. 

6.

Request to appear before Council several times a year, accompanied by the Chief of Police, to provide an update on Board and OPS activities and answer questions

After considerable discussion, the Committee decided in September not to proceed with this strategy but instead to invite Councillors and their assistants to an informal information session to hear about current OPS initiatives and have an opportunity to ask questions.  Although poorly attended, those who did attend thought it was an excellent idea that should be repeated. 

 

§     Hold an information session for Councillors in October 2009.

§     Text Box: 21Amend the Communications and Community Outreach policy to replace the concept of appearing before Council with holding an information session at least once at year.

7.

Leverage community partners with similar goals who could assist the Board in furthering its community engagement strategy, beginning with one or two partners

 

This has been indirectly achieved through liaison efforts with school boards, Crime Prevention Ottawa, groups involved in restorative justice, etc.

Continue leveraging community partners through outreach efforts and meetings with stakeholders throughout 2009.

8.

Invite presentations from other organizations during the ‘public delegations’ portion of regular Board meetings to build relationships and share information

The first such presentation was made by Crime Prevention Ottawa in July and cannot be considered a success; the format and dynamics of a formal Board meeting do not lend themselves to meaningful interaction and dialogue.  In September the Committee tried another format, inviting school board representatives to meet informally with Board members, to discuss their concerns and satisfaction level.  The meeting was also used as an opportunity to collect input for the next Business Plan cycle.  Similar meetings were planned with the Council on Aging for Ottawa and members of the business community but have been postponed until early 2009 due to scheduling difficulties.

§     Invite key partners, such as BIA representatives and Council on Aging for Ottawa, to meet informally with the Board in 2009.

§     Amend the Communications and Community Outreach policy to replace inviting other organizations to make presentations at regular board meetings with the idea of holding informal meetings periodically with key partners.

9.

Develop a brochure about the Board to provide information about its responsibilities and members

This has not been done, although the first two issues of “Board Matters” provided this information and copies are displayed at all board meetings. 

Add this task to the Board’s workplan for Q1 2009.

10.

Chief’s video messages to occasionally include information about the Board

Chief includes information about the Board in approximately 25% of his video messages.

Text Box: 22Chief to continue periodically including information about the Board in his video messages to staff.

11.

Improve the Board’s web presence

No significant changes were made to the website in 2008. 

Include the design and launch of a Board website in the 2009 workplan. 

12.

For 2009, hold a Board-hosted community event to raise awareness about the Board and perhaps a particular safety issue.

This idea was discussed at the P&G Committee meeting on Nov. 27 with the Chief and D. Pepper.

The Board will be involved in hosting or sponsoring the Partnership in Action assembly to be held in 2009.

 

 


3.   2008 BOARD COMMUNITY ENGAGEMENT STRATEGY – STATUS REPORT

Policy & Governance Committee’s report dated 12 January 2009

 

 

That the Ottawa Police Services Board:

1.         Receive this report on the success of the Community Engagement Strategy in 2008.

2.         Approve the 2009 plans for community engagement contained in Annex A.

3.         Forward this report to City Council for information.

 

                                                                                                CARRIED