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Ottawa Police Services Board
Minutes 54
Monday, 26 July 2010, 5:00 p.m.
Champlain Room, 110 Laurier Avenue West, Ottawa
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Present: Councillor E. El-Chantiry (Chair), D. Doran, D. Guilmet-Harris, H. Jensen, Councillor M. McRae, Councillor B. Monette
Regrets: J. MacEwen (Vice Chair)
CEREMONIAL ACTIVITIES / ANNOUNCEMENTS
a) Deputy Chief O’Sullivan
Chair El-Chantiry announced that this was D/C O’Sullivan’s last Board meeting as she begins her new role as Federal Ombudsman for Victims of Crime on August 16th. On behalf of the Board, the Chair wished the Deputy Chief all the best in her new endeavours.
b) Member Des Doran
Chair El-Chantiry announced that this was Member Doran’s final meeting as his term on the Board would be expiring shortly. On behalf of the Board he thanked Member Doran for his contributions over the years and wished him well.
CONFIRMATION OF MINUTES
That the Ottawa Police Services Board confirm the Minutes of the 21 June 2010 meeting.
CARRIED
PUBLIC DELEGATIONS
a) Gay Men’s Wellness Initiative Ottawa Coalition of HIV/AIDS
Presentation by Mr. Brent Bauer
Mr. B. Bauer and Mr. B. Deeprose, Co-Chair, Gay Men’s Wellness Initiative, thanked the Board for the opportunity to make a presentation on this topic. Mr. Bauer stated the purpose of the presentation was to engage the Board in a policy review discussion by highlighting some recent legal developments around cases of HIV non-disclosure. He also wanted to invite the Ottawa Police Service to engage with Ottawa Public Health, the Crown Attorney, and community groups to develop guidelines for prosecution around these cases. (A copy of the presentation is on file with the Board’s Executive Director.)
Member Jensen did not believe it was appropriate for the Board to become involved in operational matters and it was not within the Board’s realm to direct the Crown Attorney.
At Member Monette’s request the Chief gave the opinion that this was not something the Board should consider at this time due to events of the past several months. This matter involves operations and criminal investigations, and includes decisions made between the police and the Crown. He appreciated the presentation and the ongoing dialogue that is currently occurring between Mr. Bauer and OPS staff, but he preferred that the Board not become involved in the matter. Should a change in legislation occur, the Police Service will amend its investigative and prosecutorial role but at this point in time they are within their mandate.
Member McRae understood the issues that were raised in the presentation and wondered if the Board’s Legal Counsel could advise the Board members on how they, as individuals, could play a meaningful role and participate in a collaborative way in the future.
Chair El-Chantiry noted that the Board agreed to hear the presentation but any policy discussion by the Board on this subject is not within its mandate and he did not feel this was the time to consult with the Board’s Solicitor. He thanked the presenters for their presentation and hoped that the ongoing dialogue between them and Police Service continues.
ITEMS OF BUSINESS
Chief White 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 ottawapoliceboard.ca.)
·Break &Enter Team in West;
·Dickinson Days;
·911 Service Level Agreement;
·Cambridge Street Murder/Suicide Investigation;
·Deputy Chief Sue O’Sullivan’s last Board meeting.
D/C O’Sullivan
Member McRae said that Deputy Chief O’Sullivan has been a great role model for women from coast to coast and she is looking forward to see the impact that the Deputy Chief will have in her new role. The OPS has been very lucky to have her in Ottawa and the time has now come to share her expertise.
G20 Summit in Toronto
Member Jensen noted that the Office of the Independent Police Review Director (OIPRD) is currently conducting a review of the events that occurred during the G20 Summit. As a number of Ottawa Police officers were sent to Toronto, he wanted to know if the Chief was aware of any complaints directed at the OPS. Chief White indicated that no complaints have been received against OPS members.
Unusual Number of West End Collision
Member McRae asked if there was any reason for the increase in the number of collisions in the west end of the City. Chief White noted that they haven’t seen any one thing that can be linked to the number of collisions. He explained that when the media is notified about an incident and subsequent road closures, the duration of the closure is directly related to the seriousness of the collision. OPS members are feeling the strain of the increased number of fatalities, as they involve serious investigations and numerous resources over an extended period of time.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
2. 19 FAIRMONT AVENUE FACILITY – REQUEST FOR BUDGET INCREASE
Chief’s report dated 20 July 2010
Member Jensen expressed concern about the escalating costs and wondered how areas such as parking, lighting and signage are associated with running an administrative police building. Chief White agreed that the primary function of the building is administrative, however, there are a number of security responsibilities associated with a building that is being used as a police facility. A number of police vehicles will be used from the Fairmount Avenue location and require a parking area. Although the Professional Standards Section appears to be administrative in nature it is very much an investigative function and requires interview rooms, as will the Human Resources Department. When the estimates for the original budget were compiled, decisions as to which sections would move to the facility had not been finalized and this is now presenting a challenge. Now that the sections have been identified there are a number of costs involved that were not anticipated. The goal has always been to free up space at Elgin Street so that the operational function of the Service has the required space to function.
Ms. D. Frazer, Director General, explained that with Bill 168 emphasizing employee safety, the site poses a parking challenge. There are 20 spaces included in the lease and an additional 65 spaces have been rented from the church across the street; however, lighting levels are inadequate and the OPS is required under legislation to make upgrades to ensure staff safety. Tenants at Fairmont serve a range of external and internal clients and the facilities require interview and video monitoring rooms, which are subject to strict sound transmission requirements. These are some of the additional costs that are above and beyond the Class D estimates that were initially brought to the Board.
Member Monette asked if lack of planning was the cause of the approximately 40% budget increase. Chief White explained that when estimates for the original budget were compiled, decisions as to which sections would move into the facility had not been finalized. The location and Bill 168 must now be considered as the new provincial legislation has set a requirement to ensure the safety of employees that is now more of an issue than it was a year ago. The Chief agreed that the increase was unacceptable; however, at the end of the day the only other option does not make sense as the need to free up space remains. Funding for this increase has been identified from within existing Facilities Capital Projects and the budget increase can be funded by a transfer from existing capital projects. This eliminates the need to ask City Council for a budget increase. He is confident that this is the final number and does not see any further potential costs coming forward.
The Director General advised Board members that a “Lessons Learned” report will be brought forward with a recommendation for a different approach when presenting cost estimates. In the future a building report presented to the Board will include a list of tenants thereby eliminating the need for variances based on specialized fit ups.
Responding to Member Monette’s question about leasing a property prior to knowing the tenants, Chief White explained that the Fairmont facility was a strong space that had been used previously by Canada Border Security Agency (CBSA) and Statistics Canada and was only available for a period time. Staff felt it had a number of things in place that were important to the OPS, and other spaces considered proved to be more expensive. When considering which sections would relocate, the cost of moving operational units was much higher than administrative units. Should the Board not approve this increase staff will be unable to continue with the relocation. Ultimately a 22,000 square foot space outfitted to code for policing does not exist; any suitable space that is considered must be retrofitted for the specialized tenants that will be moving in.
Member McRae concurred that the Board should not be approving leases in principle. She asked why it took so long to determine who the tenants would be. Director General Frazer explained that the project was put on hold when the Director of Facilities resigned and staff focused on delivering the Huntmar project. It is not typical for the OPS to have this amount of swing space, which will assist with the 10-year facilities plan that the organization needs to keep pace with growth. She noted that a report will be brought to the Board in the fall that will show the facilities being used to capacity and where ultimate locations will be. Member McRae was pleased to know that a 10-year plan was being prepared and looked forward to seeing it.
Member Guilmet-Harris commented that Board members should appreciate that when staff present a cost estimate, certain assumptions have been made in order to determine what the costs are going to be. If staff waited for specific information prior to advising the Board then they would be criticized for not advising sooner. She indicated she prefers to be advised early with the caveat that a number of assumptions are being made and the Board should be prepared to approve additional costs if the assumptions turn out to be false.
Member Doran pointed out that the IT portion of the increase amounted to approximately half of the increase. He has spoken in favour of a surplus mechanism in past budget discussions that the Service could use in crisis situations without depriving or delaying other areas of the organization.
That the Ottawa Police Services Board approve an increase in the capital budget for the leased premises located at 19 Fairmont Avenue by $490,000 (excluding taxes) to allow completion of interior renovations.
CARRIED
(B. Monette dissented)
3. PURCHASE OF POLICE PACKAGE VEHICLES (2011)
Chief’s report dated 20 July 2010
Chair El-Chantiry congratulated staff for their foresight and for bringing this item forward, and stated that more cost saving programs such as this are needed within the organization.
That the Ottawa Police Services Board approve the order of police package vehicles for 2011 at a cost of $964,430, including applicable taxes.
CARRIED
Executive Director’s report dated 15 July 2010
That the Ottawa Police Services Board approve a sponsorship contribution of $1,000 to the Canadian Association of Police Boards (CAPB) for its 2010 Annual Meeting and Conference being held in Saint John, New Brunswick from 18 - 21 August 2010.
CARRIED
5. ATTENDANCE AT ONTARIO ASSOCIATION OF POLICE SERVICES BOARDS’ FALL SEMINAR
Executive Director’s report dated 13 July 2010
That the Ottawa Police Services Board approve the attendance of H. Jensen and W. Fedec at the Ontario Association of Police Services Boards (OAPSB) Seminar being held in Toronto, Ontario on 30 September and 1 October 2010.
CARRIED
6. OTTAWA POLICE GALA – FUNDRAISER IN SUPPORT OF PROJECT S.T.E.P.
Executive Director’s report dated 20 July 2010
That the Ottawa Police Services Board approve the purchase of a table at the Ottawa Police Gala in support of Project S.TE.P., being held on 15 October 2010 at the Fairmont Chateau Laurier, at a cost of $1,125.
CARRIED
7. FINANCIAL STATUS REPORT – SECOND QUARTER 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
8. 2010 – 2012 BUSINESS PLAN - SEMI-ANNUAL STATUS REPORT (JANUARY – JUNE 2010)
Chief’s report dated 19 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
9. PERFORMANCE REPORT - SECOND QUARTER 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
10. COMPLAINTS REPORT – PART V, POLICE SERVICES ACT – SECOND QUARTER 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
11. LEGAL SERVICES STATUS REPORT – SECOND QUARTER 2010
Board Solicitor’s report dated 19 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
12. WORKFORCE MANAGEMENT REPORT - SECOND QUARTER 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board:
1) receive this report for information.
RECEIVED
2) approve the appointment of 10 new recruit sworn officers who successfully completed the required Ontario Police College training in Q2, in accordance with Section 31(1)(a) of the Police Services Act;
CARRIED
13. EMPLOYER OF CHOICE STATUS REPORT - SECOND QUARTER 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
14. BOARD MONITORING REQUIREMENTS STATUS REPORT: SECOND QUARTER 2010
Executive Director’s report dated 15 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
15. REPORT ON S.I.U. INVESTIGATION – SEXUAL ASSAULT – EXACT DATE UNKNOWN
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
16. REPORT ON S.I.U. INVESTIGATION – CUSTODY INJURY – AUGUST 2008
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
17. REPORT ON S.I.U. INVESTIGATION – MOTOR VEHICLE COLLISION WITH INJURIES – NOVEMBER 2009
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
18. REPORT ON S.I.U. INVESTIGATION – MURDER/SUICIDE – JANUARY 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
19. REPORT ON S.I.U. INVESTIGATION – CUSTODY INJURY – FEBRUARY 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
20. REPORT ON S.I.U. INVESTIGATION – INJURY DURING ARREST – FEBRUARY 2010
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
21. OUTSTANDING BOARD INQUIRIES & MOTIONS: REPORT FOR JULY 2010
Executive Director’s report dated 16 July 2010
That the Ottawa Police Services Board receive this report for information.
RECEIVED
22. LETTERS OF COMMENDATION
Chief’s report dated 20 July 2010
That the Ottawa Police Services Board receive this report for information.
OTHER BUSINESS
CONSIDERATION OF MOTION TO MOVE IN CAMERA
Moved by H. Jensen
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 5:55 p.m.
____________________________ _____________________________
W. Fedec E. El-Chantiry
Executive Director Chair