Ottawa Police Services Board

Minutes

Monday, 27 June 2005, 5:00 p.m.

Champlain Room, 110 Laurier Avenue West, Ottawa

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Present: Councillor H. Kreling (Chair), D. Morin, (Vice Chair), D. Doran,

Councillor E. El-Chantiry, D. Guilmet-Harris, H. Jensen

Regrets: Councillor M. Bellemare

CONFIRMATION OF MINUTES

That the Ottawa Police Services Board confirm the Minutes of the 30 May and 06 June 2005 meetings.

CARRIED

PUBLIC DELEGATIONS

a) LOCAL AGENCIES SERVING IMMIGRANTS (LASI)

Presentation by: Nancy Worsfold, Ottawa Community Immigrant Services Organization (OCISO); Mengis Tsegaye, WorldSkills Staffing Services; and Mark Zarecki, Jewish Family Services, regarding "Racial Profiling, Diversity: Your Recommendations and Ours"

Ms. N. Worsfold, President, LASI and Executive Director, OCISO, wished to follow up with the Board on matters of racial profiling that have been prominent in the media over the past month. Speaking to the Outreach Recruitment Project recommendations found on the OPS website, she focused on three particular recommendations that LASI believes will address root causes of racial profiling:

· #4 - establish measurable diversity goals and tracking mechanisms;

· #12 - establish processes and a framework to support supervisory accountability to address inappropriate employee behaviours with respect to workplace harassment and discrimination;

· # 14 - Bolster existing or, where warranted, establish formal and informal mediation mechanisms for public complaints.

(A copy of Ms. Worsfold’s presentation is on file with the Board’s Executive Director.)

Chief Bevan thanked Ms. Worsfold for the proactive approach being taken by the agencies and said it was reflective of the trust they have in the Ottawa Police. The OPS recognizes LASI as a strong and important partner in community policing initiatives, especially the Outreach Recruitment Project. They have come forward with some constructive and practical suggestions on a very important issue and their input is always welcome.

The Chief wanted to make clear that members of the Police Service and the Executive will not be silent on this matter and will ensure that the organization reflects its unique position as the Nation’s Capital police service. If and when racism and discrimination occurs it will be confronted directly, both inside and outside the organization. Policing is about respect and members are expected to convey respect 100% of the time. Officers are trained to the highest standard and are expected to exhibit professionalism at all times. If the standard is not met, proper actions are taken. For the community, the OPS expects to earn and maintain their respect through every interaction that occurs.

Regarding the above mentioned recommendations, Chief Bevan made the following comments:

· Tracking Mechanism – It is the stated goal of the OPS to become an employer of choice for all. This objective will only be met when OPS members know the criteria they will be measured against. A census of the current organization is being planned and will be executed and analyzed before the end of the year. It will contain the primary dimensions of diversity and elements of the workplace environment issues and the impact it has on employees.

· Supervisory Accountability – The OPS faces significant challenges around the development and support of trained supervisors. Recently all front line supervisors completed a two-day supplementary course, which was designed to address core supervision issues. A project has begun to address the issues of workplace harassment and discrimination along with the workplace environment within the organization. A survey of members to address harassment and discrimination is slated for preliminary completion in 2005.

· Complaint and Mediation Mechanisms – the Outreach Recruitment Project Steering Committee will be receiving a presentation on 28 June on this recommendation by Mr. V. Westwick, General Counsel for the OPS. Much has already been done in this area and more public information will be forthcoming. The OPS strongly believes in the value of this recommendation.

Member Doran wished to compliment Ms. Worsfold for the work she is doing and for her insightful comments this evening. He congratulated everyone involved in this and expressed the importance of taking these steps in the right direction.

Responding to questions from Chair Kreling, Chief Bevan explained that results of the survey would be presented to the Executive before the end of 2005, and to the Board early in 2006. With respect to the census, the Chief noted discussions are ongoing with a consultant retained for the Outreach Recruitment Project, to design a tool that would meet the needs of the organization, and the expectations of the community. He reminded Board members that timelines have been established for the Outreach Champions and perhaps the ability to report back to the Board at key intervals could be built into that process as a reporting schedule has not yet been established. The Chief suggested a proposal be brought to the Board at its July or September meeting.

Referring to complaint mechanisms, Member El-Chantiry asked Ms. Worsfold for clarification on comments made during her presentation regarding what could be done in Ottawa to improve the processes. Ms. Worsfold suggested there should be different ways in which feedback can be provided to Police, not just through the formal complaints process. Rather than being a formal process measured against the Police Services Act, it could be brought to a less formal level.

Mr. Zarecki felt that quite often the dialogue was taking place between the wrong people. Not all officers on the front line have the same sophistication and understanding as the Chief and as the community expects them to have. It must be looked at on a “micro” level; trying to identify kids on the streets and the front line police officers and determining what links can be created between the two. The incidents being discussed are small; however, they create a lasting impression on those who have the encounters and how they in turn relate to authority.

Ms. Worsfold observed that the OPS manages a very complex situation; they must follow the rules and regulations set out in the Police Services Act. This is a legal problem that exists and needs to be changed at the Provincial level.

Chair Kreling thanked the delegation for the cooperative spirit in which their information was presented. A continued desire exists for the Executive and Board to build on the relationship that is enjoyed with the diverse cultures throughout the City.

ITEMS OF BUSINESS

1. CHIEF’S VERBAL REPORT

The Chief reported on the following items:

(A copy of the Chief’s verbal report will be kept on file with the Board’s Executive Director and is available online at www.ottawa.ca)

· Introduction of Outreach Recruitment Champions

· Queensway Closure

· 150^th Anniversary – Tattoo

· A Story About Community Policing

· OPS Air Support Unit – Update

Responding to Member El-Chantiry’s question about what went wrong on the day of the Queensway closure, Chief Bevan said his assessment of the situation was that a miscommunication between members on the scene and media relations staff occurred. Due to the miscommunication, media staff were asked by officers on the scene not to comment any further on the ongoing operation until it was resolved. Work is being undertaken to establish a media protocol in cooperation with media outlets to deal with situations such as this in the future, recognizing that at times there will be situations where information can not be shared due to operational necessity.

Member El-Chantiry asked that staff share any recommendations from their review with MTO and City staff in order to avoid a reoccurrence of this situation. Chief Bevan did not want to share blame with either the MTO or the OPP, although a few suggestions will be brought forward to MTO such as electronic signage, which would help with situations such as this and the implementation of Amber Alert. There are a number of solutions that can be worked on with various partners in an attempt to make improvements.

On behalf of the Board, Chair Kreling congratulated Supt. Hayes and his team for their work on the Tattoo; it was a wonderful event marking OPS’ 150^th Anniversary.

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

RECEIVED

2. PARTNERSHIP IN ACTION UPDATE: OTTAWA POLICE PARTNERSHIP WITH CANADIAN ASSOCIATION OF INDEPENDENT LIVING CENTRES – CRIME PREVENTION AND PEOPLE WITH DISABILITIES

Chief’s report dated 21 June 2005

Mr. D. Pepper, Director, Community Development, introduced Ms. T. Walters, National Director, and Ms. E. Roberts, Crime Prevention Coordinator, Canadian Association of Independent Living Centres (CAILC), and L. Fenton, Community Developer, Ottawa Police Service. He also mentioned Sgt. U. Jaswal who was instrumental in the work accomplished in Partnership in Action (PIA). He then proceeded with his presentation regarding the PIA initiative update. (A copy of the presentation is on file with the Board’s Executive Director.)

After the presentation, Chief Bevan presented mementos of appreciation to Ms. Walters and Ms. Roberts on behalf of the Ottawa Police Service.

Ms. Walters thanked everyone who participated in this great event. She indicated many seeds had been planted across the country to develop new proposals and strategies for independent living. The leadership provided by the OPS was incredible and she hoped this partnership would continue. She thanked everyone for all the support provided. The OPS was presented with a token of thanks from CAILC in recognition of outstanding and pioneering work in the area of crime prevention for persons with disabilities.

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

RECEIVED

3. PROVINCIAL ADEQUACY STANDARDS INSPECTION REPORT : OPS RESPONSE

Chief’s report dated 17 June 2005

(Also reference Agenda Item #4 – Provincial Adequacy Standards Inspection Report: Board Response.)

Chief Bevan began by saying that the OPS had the opportunity to evaluate the report and meet with Mr. P. Thompson, Police Services Advisor, Ministry of Community Safety and Correctional Services, prior to the meeting. At that time the Chief conveyed his thanks and appreciation for the report and the work of the inspection team. The inspection process was a good one for the OPS and comments made by the Ministry about staff professionalism and the processes currently in place were strong. The recommendations contained in the report will help position the Service to provide better service to the community. The Chief wanted to thank Insp. T. Cheslock for his work over the past several months in preparing, assisting and compiling information for the inspection.

The following points of clarification were made during the discussion that ensued:

· There were 31 recommendations made with respect to the Police Service and each recommendation has been actioned;

o all but eight are complete, of which 6 will be completed within the next few days,

o the remaining two will be completed and finalized in the coming weeks,

o 23 of the recommendations have been fully implemented.

Work being done on the recommendations will be completed within the deadline provided by the Ministry.

· The recommendations are focused on improvement; there is nothing in any of the recommendations to cause citizens to be concerned about the quality or adequacy of the service being provided.

· There will be no budget implications in 2005. In future years there may be some implications, in particular for additional staff to support ViCLAS (Violent Crime Linkage Analysis System).

· A one-time cost has been identified involving the formidable amount of work at the property warehouse to dispose of a number of articles and reconcile RMS records against evidence onsite. A property task force of 12 employees has been retained for six months to complete the work.

· This was the first Adequacy Inspection for the amalgamated Police Service, save and except for the inspection in 2000 to ensure proper policies were in place.

· Inspections have been completed for Durham and Hamilton, and are currently underway with the Toronto Police Service. To draw conclusions by comparing the number of recommendations would be dangerous, as each recommendation stands on its own basis.

· Regulatory elements are legislated and guideline elements are “best practices”. Police services and police services boards are urged to examine guidelines and to consider them in their risk management philosophy to determine whether or not they wish to adopt some or all of the guideline elements.

· Mr. Thompson will remain in contact with Insp. Cheslock and Ms. Fedec until all of the Ministry’s recommendations are dealt with.

Responding to questions from Chair Kreling, Mr. Thompson confirmed the Ottawa Police Services Board is compliant with the regulatory elements of the Adequacy Standards Regulation. The recommendations made with respect to the Board deal with the guideline elements of the Adequacy Standards. Speaking to the Ottawa Police Service, he stated there was nothing seen during the inspection that would cause concern regarding the delivery of policing services to the citizens of Ottawa; the recommendations were strictly for improvement in the areas indicated.

Chair Kreling thanked Mr. Thompson for joining the Board and for providing the recommendations to build and improve the Police Service. He expressed the Board’s appreciation for the comments and recommendations made.

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

RECEIVED

4. PROVINCIAL ADEQUACY STANDARDS INSPECTION REPORT: BOARD RESPONSE

Executive Director’s report dated 21 June 2005

(Also reference Agenda Item #3 – Provincial Adequacy Standards Inspection Report: OPS Response)

Member Guilmet-Harris thanked Ms. Fedec for all the work and time she spent reviewing and updating the Board’s Policy Manual as recommended in the Ministry’s inspection report.

That the Ottawa Police Services Board approve:

1. The action plan set out in this report to respond to recommendations 1, 2 and 16 of the Ministry Inspection Team report.

2. The amendments to the Board Policy Manual contained at Annex A.

CARRIED

5. 2004 ACTIVITY REPORT

Chief’s report dated 17 June 2005

Chief Bevan reviewed various highlights contained within the 2004 Activity Report. He stated the report is an excellent snapshot of the outstanding efforts and accomplishments of OPS members, who are a source of pride for the organization and the communities they serve. He then introduced Mr. R. Mar, Director, Corporate Planning, and Ms. N. Kuziak, Evaluation Research Coordinator, creators of the 2004 Activity Report, and invited them to give their presentation to the Board. He wished to commend Ms. Kuziak for her work on this project.

Ms. Kuziak began by saying the 2004 Activity Report for the Ottawa Police Service provides an overview of police activities, initiatives and crime statistics for the period of 1 January to 31 December 2004. The report is divided into three main parts, which were highlighted in the presentation:

· Highlights of 2004;

· Annual Statistics;

· About the Organization.

The 2004 Activity Report is available in three formats: hard copy; ID ROM; and a downloadable PDF version on the web site: “ottawapolice.ca”. Hard copies and/or ID ROMs will be mailed to municipal services, community organizations and libraries in Ottawa, as well as to other Ontario police services. Organizations or individuals may request a copy by contacting the Corporate Planning Section at 236-1222 extension 5656. (A copy of the presentation is on file with the Board’s Executive Director.)

The following points were noted during a discussion that followed the presentation:

· Numerous Board members commended staff on the 2004 Activity Report.

· When referring to the police to population ratio, only sworn officers are included. The cost per capita includes the totality of the budget (net and gross).

· In 2004 the overall increase in call volume was 8% over 2003. The Chief stated he would report back to the Board with a breakdown of how the increase relates to each priority category.

· City recreation staff have raised concerns that some 911 calls from cell phones made from Petrie Island are being picked up by the tower in Québec. Staff from the Communications Centre and 911 will follow up on this matter.

· There are two reporting systems across Canada for gathering statistics: Uniform Crime Reporting (UCR) Level I and Uniform Crime Reporting Level II. The larger police services in Canada are able to operate with the UCRII system. Statistics Canada publishes the lowest available data level, which is UCRI. Hopefully, when the RCMP begins using UCRII there will be a change in Statistics Canada’s reporting so they are consistent.

· Calls/emails of complaints have been received from residents in the City of Ottawa, however their mailing address indicates Almonte or Arnprior (as examples). There are issues with various municipal services (police, fire, ambulance) in identifying the proper location of the caller. This causes much frustration for everyone concerned. The Chief noted this is an anomaly that exists due to the registration of the telephone being used by the caller. The Communications Centre is working to address these issues as they are brought to their attention. Chief Bevan asked that specific instances be forwarded to his office and OPS staff would follow up directly.

· Call volume is not used as a measure for the staffing of police officers in Rural West Division. It is understood that due to time, distance, and the demands on officers’ time, there must be a different formula used to determine staffing levels. Ongoing work is being done to determine the appropriate formulas for dealing with the population the OPS serves in the different areas of the City.

· The new traffic section as well as patrol units have been vigilant in traffic enforcement and the public have begun to realize the seriousness of dangerous driving. In 2004 OPS put greater emphasis on enforcement, which resulted in 18% fewer fatalities and 15% fewer accidents. Injury rates across the City are as low as they were in 1997. Members are out 24 hours a day attempting to persuade drivers to be safer and as a result many tickets are still being issued.

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

RECEIVED

6. OUTSTANDING INQUIRY #89 – REPORT ON PLANNING TO MEET FUTURE GROWTH

Chief’s report dated 21 June 2005

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

RECEIVED

7. OUTSTANDING INQUIRY #91 – UPDATE – 95 ABBEYHILL DIVISIONAL POLICE BUILDING LEASE

Chief’s report dated 20 June 2005

Extensive work has already been done on the mapping exercise, however, more time will be required and a report back to the Board prior to the September meeting will not be possible. A key contributor to this project has left the employ of the OPS and will be sorely missed. Until the Service is in a position to make decisions about future accommodation needs in the west end, it is the OPS’s recommendation that they maintain the status quo.

The lease arrangement with Abbeyhill provides for a two-year lease that expires at the end of 2006, with one-year options after that, allowing some flexibility to vacate the facility depending on results from the district mapping exercise. The lease also allows the OPS to vacate the premises at intervals throughout the lease, however, a financial penalty would be incurred.

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

RECEIVED

8. 2005 FIRST QUARTER FINANCIAL REPORT

Director, Financial Services and Materiel Management’s report dated 20 June 2005

Director General Frazer explained that much of the work undertaken in 2004 on court time and overtime has had a significant impact on the 2005 budget. For the first quarter of 2005, overtime spending is in a reasonable range and court time spending is under budget. This situation has led the Police to be very optimistic for 2005. Court time and overtime are variable; overtime is very event driven and monitored closely. The issue of fuel could introduce as much as a 10% price change to the budget. OPS is working with Natural Resources Canada (NRCan) to introduce new approaches to fuel management and savings and this will be a strong component of their strategy in 2006. Ms. Frazer is quite confident the Service will bring a balanced budget to the Board at year-end.

Responding to a question from Chair Kreling, Chief Bevan explained the spike in January overtime was caused by two homicide investigations.

The Chair agreed with Member El-Chantiry’s observation that overtime has always been an issue, however, as a result of the arbitration decision and better management of court times, this budget item is in a better position than it has been in the past.

Through SSI, two officer positions were identified and assigned to Support Services to do case management in the courts; they have significantly helped in reducing the frequency of members coming to court unnecessarily. Under the leadership of Supt. R. Erfle, court time has become more manageable.

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

RECEIVED

9. 2006 OTTAWA POLICE SERVICE BUDGET GUIDELINE AND TIMETABLE

Director, Financial Services and Materiel Management’s report dated 21 June 2005

Ms. D. Frazer, Director General, made a presentation regarding the 2006 Budget, highlighting topics such as: OPS Budget Guideline; City Council 3% Motion; Report Recommendations; and the Budget Timetable. (A copy of the presentation is on file with the Board’s Executive Director.)

Subsequent to the presentation a discussion ensued and the following points of clarification were made:

· Just under $1 million was identified in the 2005 Capital Budget to begin design work on a divisional facility. Approximately $8 million was identified for 2006 to begin development of the south end facility. Through the district mapping exercise due this fall, staff will determine if the capital budget and timing estimates are realistic.

· There is a need to review where the demand for growth is highest and where the most strategic and affordable location is, possibly affecting the timing of land acquisition for the west end facility. Funding for the south division facility has tentatively been allocated to the 2006 – 2007 timeframe and west division to 2008 – 2009.

· It is unclear what form Provincial assistance might take; it could consist of a retroactive payment under the old Community Policing Program (CPP) whereby the OPS would put forward 50% of the funding, creating a deficit; or the Province could provide a payment of a specific amount to be spent as required (matching funds not a requirement), creating revenue.

· If retroactive payment for the CPP is received, approximately 110 sworn officers would be hired in 2006: 57 officers for replacement under the Strategic Staffing Initiative (SSI); 30 officers under the Strategic Growth Initiative (SGI) to maintain the police to population ratio; and 23 to 25 for members lost through attrition. It is estimated 87 officers could be hired in 2007.

· Should negotiations with the Province fail to recognize retroactivity, new hires in 2005 under SSI will not be feasible.

· The SSI is consistent with the Province’s 1,000 Officer Program. According to recent information, fall hires in 2005 could be applied to the 1,000 Officer Program; however, funding would not be received until the program comes into effect in 2006.

· Council’s 3% motion amounts to a $5.2 million increase in the OPS Budget. Not counting new hires, OPS budget pressures for the existing complement total 8%. The impact of Council’s 3% scenario would likely represent the elimination of 46 sworn officers and 24 civilian positions.

· Prior to amalgamation the average police to population ratio for the City of Ottawa was 1:525, which is more in line with other communities of comparable size. For various reasons, the ratio has changed significantly (it is currently 1:744) and is being closely monitored. The current ratio is one of the reasons for the SGI, which is intended to match current resources with the growth occurring in the community. OPS cannot continue to provide services across the City unless their infrastructure grows to accommodate the changing City. Finding ways to keep pace with Ottawa’s growth presents the Service with significant challenges.

· The proposed new hires for 2006 will maintain, not improve, the current police to population ratio of 1:744.

Chair Kreling indicated the recommendation was the right thing for the community and he would be supporting it. However, he felt it important to be clear that by sending this recommendation forward, the Board is responding contrary to what Council advised. A great amount of time has been spent with Mr. Thompson, Policing Advisor, Ministry of Community Safety and Correctional Services, over the past few months to identify how the OPS is addressing the Provincial Adequacy Standards. In reviewing the Ministry Inspection Team’s report there was no indication that the current complement is excessive. Next month the Board will be receiving the City Auditor General’s report on its budgeting process. The Chair thought the report would be a valuable tool, which is reflected below.

In order to clarify the intent of the recommendation, Chair Kreling noted there was a technical wording amendment required in the first part of the recommendation.

That the Ottawa Police Services Board:

1. Approve a net budget increase for the Ottawa Police Service of $11.2 million for 2006 and that this decision be forwarded to the Corporate Services and Economic Development Committee and City Council for consideration.

2. Approve the proposed budget timetable for the 2006 budget process that includes the tabling of the draft operating and capital budgets on 9 November 2005 and consideration and approval of the budget estimates on 28 November 2005.

CARRIED as amended

10. PURCHASE OF WIRELESS MOBILE WORKSTATIONS

Director General’s report dated 20 June 2005

That the Ottawa Police Services Board approve the purchase of 25 wireless mobile

workstations for a cost not to exceed $154,502.50 including taxes.

CARRIED

11. LETTERS OF COMMENDATION (SINCE MARCH BOARD MEETING)

Chief’s report dated 24 May 2005

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

RECEIVED

OTHER BUSINESS

12. GOVENOR GENERAL’S ORDER OF MERIT FOR POLICE

Chair Kreling informed Board members that D/C L. Hill will be presented with the Governor General’s Order of Merit for Police at a ceremony on June 26^th in recognition of his dedication to policing in our community. The Chair wished to congratulate D/C Hill for the honour he was about to receive.

CONSIDERATION OF MOTION TO MOVE IN CAMERA

Moved by E. El-Chantiry

That the Ottawa 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.

CARRIED

ADJOURNMENT

The meeting adjourned at 8:40 p.m.

____________________________ _____________________________

W. Fedec H. Kreling

Executive Director Chair