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REPORT RAPPORT |
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REPORT RAPPORT |
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DATE: |
20 April 2009 |
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TO: |
Executive Director, Ottawa Police Services Board |
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FROM: |
Chief of Police, Ottawa Police Service |
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SUBJECT: |
RENEWAL
OF AGREEMENT FOR DONATION OF SURPLUS OTTAWA POLICE COMPUTERS AND EQUIPMENT |
RECOMMENDATION
The Police Services Board approved a partnership in March 2006 with two local organizations to donate surplus computers and equipment for recycling and reuse in a manner that benefited the local and international community. At the time, the partnership agreements were with Ottawa-based non-profit organizations CompuCorps and World Computer Exchange.
With more than 1,200 desktop and 200 laptop computers deployed across the Ottawa Police Service (OPS), the need for periodic replacement is necessary due to new/upgraded software or OPS applications that require greater speed and storage capabilities. The purchase of new OPS computers results in disposing of existing and surplus computers. This occurs in a manner outlined in the Information Technology Strategic Plan.
This continuous replacement cycle and upgrade of the desktop, laptop and in-car laptops has given the OPS an opportunity to dispose of large numbers of computers, monitors, laptop and printer equipment. OPS staff reviewed three options for disposal of this equipment in 2006. These included disposal, donation and auction.
The life cycle of computers at the police service is determined by the technology upgrades required to support the IT infrastructure. Prior to 2006 the OPS contacted a number of our community partners to determine their interest in accepting the surplus equipment. Unfortunately the laptops and equipment were not entirely functional and the cost to rebuild them was prohibitive to most organizations. An alternative solution was necessary.
Both auction and disposal were considered but eliminated. Although sale at auction was possible, it was determined that the value of the sales would be negligible compared to the effort put into transporting, storing and selling the used property. Disposal was not seen as viable or desirable given the negative environmental impact.
The option of donation was seen as the most desirable and further research was conducted. This research resulted in two local non-profit organizations being identified as agencies that refurbish and recycle donated computers. There are no prohibitions in the Ontario Police Services Act or the Board’s Financial Accountability Procedures Manual to this course of action.
DISCUSSION
The OPS has a plan to replace approximately 300 to 400 desktop computers over the next three years. The number of laptops, monitors and printers to be disposed of is not as easily determined because they have a different lifecycle and can be used longer at OPS. Donating the computers to a local, non-profit organization enhances the OPS value of supporting and forming partnerships in the community. In 2006, two local groups were identified and determined to suit most appropriately the donation requirements of the Ottawa Police Service used computers. They were CompuCorps and World Computer Exchange.
CompuCorps is a non-profit organization that focuses on helping the community and preventing e-waste in the environment. More information is available about the organization online at: www.compucorps.org. With the help of technical volunteers, they provide mentors who assist charities to develop web sites, maintain computer labs for kids, update databases and analyze their computer and Internet needs. CompuCorps operates TechReuse – who champion computer reuse by collecting, refurbishing and distributing computers to those in need as identified by other charities in the Ottawa region. Recipients include low income and new Canadians as well local charities – many whom the OPS works with as part of its community outreach. This has been a tremendous opportunity for the Ottawa Police to support this initiative and also participate in outreach to these communities.
Over the past three years, Ottawa Police computer donations have contributed significantly to the work of CompuCorps. As well, the donations in many cases have been refurbished and provided low cost sales to local community organizations such as OCISO (Ottawa Community Immigrants Services Organization) and for aboriginal youth organizations.
CompuCorps has strong partnerships in the computer industry and therefore is able to upgrade computers with software and operating systems that make them useable at a reasonable price.
In addition, the opportunity exists for OPS members to contribute directly to these non-profit organizations and engage with the community. Members who have a knowledge and understanding of information technology would be encouraged to volunteer their time and expertise to refurbishing computers or assisting local charities with their technology needs.
There have been a number of other opportunities for collaboration between Ottawa Police and CompuCorps as a result of this partnership. In July 2007 the Board received a report outlining the collaboration in Youth Zoom projects that engaged youth in technology and video workshops. These projects included reaching out to newcomer, Aboriginal and low-income youth to expose them to technology opportunities that would otherwise be unavailable. The results of these initiatives have been showcased at the Board and on ottawapolice.ca.
World Computer Exchange (WCE) is an international non-profit organization that focuses on sending computers overseas. Over the past three years, WCE was the recipient of a number of laptops in the first year of this agreement. Subsequently, the organization did not continue the partnership and retained minimal contact with OPS.
The donation “fit” with CompuCorps was much better and during the remaining two years we were able to expand the collaboration with them.
Although WCE is one of the few organizations that welcomes and is able to use donations of older computers, it is not recommended that we continue that element of the partnership. If WCE is able to renew its interest with the OPS in the future, we would be more than happy to consider working with them again.
The past three years has been very successful in the disposal of decommissioned Ottawa Police Service computer equipment.
In particular, the donations of computers, laptops, printers and two types of monitors has allowed the charitable recipients to use the computers for people who would otherwise not have access to inexpensive computers. The equipment donations have also allowed the Ottawa Police Service to participate in environmentally conscious recycling and reuse of computer equipment that would otherwise end up in landfill.
Table 1 outlines the five types of computer equipment donated to CompuCorps and World Computer Exchange in the three-year agreement period.
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CompuCorps |
Computers |
Laptops |
Monitors (CRT) |
Monitors (LCD) |
Printers |
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2006 |
171 |
99 |
0 |
0 |
0 |
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2007 |
305 |
0 |
210 |
3 |
12 |
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2008 |
355 |
32 |
139 |
26 |
33 |
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World Computer Exchange |
Computers |
Laptops |
Monitors (CRT) |
Monitors (LCD) |
Printers |
|
2006 |
0 |
67 |
0 |
0 |
0 |
|
2007 |
0 |
0 |
0 |
0 |
0 |
|
2008 |
0 |
0 |
0 |
0 |
0 |
Innovations:
The relationship with CompuCorps has been a dynamic and exciting one for a number of reasons. The collaborative work undertaken has allowed each of organization to accomplish a number of positive outcomes. These include: renewal and reuse of computers in a way that benefits the community, the environment and in particular low-income and young people. As well, there have been a number of training and development opportunities for young people as well as CompuCorps and Ottawa Police employees.
In 2007 and 2008, the program evolved to address the labour intensive
question of cleaning the computer hard drives.
The time required to prepare computers and equipment for donation was
significant. All computer hard drives
are required to be cleaned in a specific way in accordance with OPS IT Security
policies. During the second year of the
program, it was determined that this process could be assisted by CompuCorps
identified volunteers who would work with OPS IT staff to ensure the
appropriate preparation was completed.
All volunteers from CompuCorps have been provided with background checks
and are properly security cleared. The
IT Helpdesk sets up the machines and CompuCorps volunteers come in to wipe them
and then take them to their office.
The experience
of working most directly with CompuCorps over the past three years has been
very positive and beneficial for the OPS, CompuCorps and the broader community. This process is working very well – and in the words
of one IT Manager, the program is “wonderful”.
It is recommended that they be designated once again as the official recipients of used police computer equipment for three years from January 1, 2009 – December 31, 2011. At the end of this period, a partnership review will be conducted to determine if the needs identified in this report continue to be met or to consider changing circumstances in the organization and community.
Prior to the 2006 agreement, there was consultation with a number of members involved in community-based groups and a small number of groups to determine interest and need. At the time, although the interest was high, the quality of computers available from the Service does not meet the needs of the groups because the computers are outdated and do not include software. Costs associated with software are prohibitive for the groups in question and therefore eliminate the positive benefit of any donations.
The Police Service has a number of options in the disposal of used equipment. The Service attempts to balance a number of considerations, including selling at auction, donation, or disposal. The assessment of computer disposal focussed on the opportunity to support local community partners and provide assistance to communities abroad. This opportunity, combined with the goal of ensuring an environmentally sound disposal of potential waste, made donation the best decision.
Although both groups are able to provide tax receipts, this is not a factor in the donations, as the Police Service does not have a requirement for such receipts.
Current legislation governing the disposal of computer equipment requires a fee be paid at time of purchase. Going forward from April 1, 2009, this fee has been built in to the costs of acquiring and disposing of computer equipment by the Ottawa Police Service. The costs are: $13.44 for computers; $12.03 for monitors; $2.14 for laptops; $5.05 for printers and $.32 for peripherals (mouse, keyboard, etc.).
During the course of the first agreement with CompuCorps there were occasional disposal costs for some unusable equipment. This resulted in CompuCorps actually absorbing the costs for the donation. In the 2009-2011 renewal, the OPS will ensure that CompuCorps will not have to absorb any disposal costs for any legacy equipment not covered by the new levy.
Donating OPS surplus computers to non-profit organizations enables low-cost computers to be supplied to local charities and low income or newcomer families in Ottawa. By donating these computers as opposed to disposing of them, the Ottawa Police Service is supporting our community and at the same time reducing environmental waste.
Continuing the donation of surplus computers for the next three years with CompuCorps supports the OPS commitment to community-based partnerships, reduction in environmental waste, utilizing and training skilled community volunteers along with the opportunity for member development through volunteering and mentoring.
(Original
Signed By)
David Pepper, Director
Community Development & Corporate Communications
(Original
Signed By)
Vern White
Chief of Police
