OTTAWA POLICE SERVICES BOARD

COMMISSION DE SERVICES POLICIERS DíOTTAWA

 

Working together for a safer community

La sťcuritť de notre communautť, un travail díťquipe

REPORT

RAPPORT

 

DATE††††††††††††††††††††††††††††† 19 January 2011

 

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 Ė 2010 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 Boardís governance practices.† Among the Auditor Generalís 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 Ö (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 covering the period 1 January to 31 December 2006 was submitted to the Board and forwarded to City Council for information; a separate report on the results of the Boardís first formal performance review process was also submitted.† At that time the Board decided to conduct comprehensive, formal evaluations at least once every four years and less formal evaluations in other years.† In 2007 and 2008 reviews of the Boardís performance consisted of measuring the Boardís achievements against its work plan for those years.† In 2009, another comprehensive, formal evaluation was undertaken and in 2010, performance was once again measured by what was accomplished from the Boardís work plan. †The Policy & Governance Committee takes the lead in conducting these reviews.

 

This report and the data contained in Annex A constitute the fifth annual report on the Police Services Boardís Activity, Training and Performance, covering the period from 1 January to 31 December 2010.† Also contained in this report is an overview of the Boardís recent performance evaluation conducted by the Policy & Governance Committee.

 

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 boardís 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 Auditorís 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 Officersí Association functions; media conferences; briefings; police awards ceremonies; recruit badge ceremonies; community events; and meetings with other community partners.† This category records the following statistical information related to these other functions:

         Number of events

         Hours spent at them.

 

Board Committees

 

Under the terms of the Boardís Committee Policy #GA-4, 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 number of times the committees met in 2010 was:

 

Complaints Committee:††††††††††††††††††††† 1

Finance & Audit Committee:†††††††††††† 2

Human Resources Committee:†††††††††† 4

Policy & Governance Committee:††††† 4.

 

The Finance & Audit Committee did not meet throughout the fall as it normally does because of the delay in the budget process and changes in Board membership due to the municipal election.†

 

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 2010 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 for ďother functions and eventsĒ contained in Annex A.

 

BOARD TRAINING

 

The Auditor Generalís 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.† The Board captured these recommendations in a Training Policy adopted in 2006, which is attached at Annex B.† Statistics for training in 2010 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 group

                     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 2010, one new member joined the Board in mid-September, and two members joined in mid-December.† Ministry training has not yet been offered to these members, but they have all participated in a two-hour orientation briefing delivered by the Board Solicitor and Executive Director.† This training is captured in Annex A.

 

A recommendation arising from the 2009 performance evaluation and accepted by the Board is to acknowledge in this annual report that failure to engage in appropriate training and development opportunities limits a board memberís ability to participate effectively as a board member.†

 

Another recommendation approved by the Board on 1 February 2010 was that on an annual basis, each member of the Board shall be asked to read and sign the ďPolice Services Board Code of ConductĒ contained in Police Services Act regulation, and that the names of members signing the affirmation form be recorded in the Annual Report on Activity, Training and Performance.† The following members have signed and submitted their form for 2011, thereby signifying their review of the Code and their re-commitment to it:† E. El‑Chantiry, D. Guilmet-Harris, J. Harder, H. Jensen, J. MacEwen, C. Nicholson and J. Watson.

 

Board Training as a Whole

 

On 20 January 2010 the Board was invited to attend a presentation by Professor David Tanovich, Director, Law Enforcement and Accountability Project, University of Windsor, on the subject of Racial Profiling.† The Board also hosted two Public Interest Meetings that were learning opportunities for Board members as well as the public.† The subjects covered by the special meetings in 2010 were:† Child and Youth Mental Health; and Racial Profiling.†

 

BOARD PERFORMANCE

 

2010 Work Plan Achievements

 

The Policy & Governance Committee measured the Boardís performance in 2010 by comparing its achievements against its approved work plan for the year.† The Boardís 2010 work plan and the status of all items at year-end are set out in Annex C.† The Policy & Governance Committee reviewed this material at a meeting on 2 December 2010 and the comments provided below are the result of the Committeeís review.† All tasks were completed with the exception of the following (item numbers correspond to Annex C):

 

Tasks Related to Establishing Expectations:

Tasks Related to Evaluating & Monitoring Performance:

 

CONSULTATION

 

Consultation was not applicable in the preparation of this report.

 

FINANCIAL IMPLICATIONS

 

There are no costs directly associated with this report.†

 

CONCLUSION

 

This report meets the City of Ottawa Auditor Generalís 2005 recommendation to report annually and publicly on the activities, training and performance of the Ottawa Police Services Board.† Statistical information was collected throughout 2010 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.† The report also provides a summary of the Boardís performance in meeting its approved work plan in 2010.† The Board successfully achieved its 2010 work plan with the exception of the items noted earlier in the report; most are scheduled for completion in the first quarter of 2011.†

 

In accordance with the Auditor Generalís recommendation, this report will be forwarded to City Council for information.

 

 

 

(Original signed by)

 

Wendy Fedec

Executive Director

 

Attach. (3)



 

Policy Number:† †††††††††††††††††††† Policy Subject:

 

GA-3†††††††††††††††††††††††††††† BOARD TRAINING

 

LEGISLATIVE REFERENCE / AUTHORITY

Police Services Act, section 31(5)

DATE APPROVED

27 February 2006

DATES AMENDED

September 2007

01 November 2010

NEXT REVIEW

2013

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 two 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 (ďBig 12Ē).

 

 


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.

 


OTTAWA POLICE SERVICES BOARD

 

2009 BOARD WORKPLAN - STATUS REPORT ON COMPLETION AS OF 31 DECEMBER 2009

 

 

The Ottawa Police Services Board is responsible for the provision of adequate and effective police services in the municipality.† For 2009, its work plan 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 or fifth 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 2009 Calendar of Monitoring Requirements

÷

 

 

 

 

 

 

 

 

 

 

 

2.      Review Board Committee membership

÷

 

 

 

 

 

 

 

 

 

 

 

3.      Provide input into 2010-2012 Business Plan (P&G / Board)

 

 

 

 

÷

 

÷

P&G

 

÷

P&G

÷

÷

÷

4.      Seek stakeholder input (spring) and hold public consultations (fall) on Business Plan

 

÷

CAO

÷

BIAís

 

÷

 

 

 

 

 

 

÷

 

5.      Board/Exec Mid-Term Strategic Review

 

 

 

 

÷

 

 

 

 

 

 

 

6.      Review of Community Engagement Strategy (P&G)

÷

 

 

 

 

 

 

 

 

 

 

 

7.      Design and launch Board website

 

 

 

 

 

÷

 

 

 

 

 

 

8.      Develop a brochure on the Board

 

÷

 

 

 

 

 

 

 

 

 

 

9.      Develop protocol between Board & police association (P&G/HR)

 

 

 

 

 

 

 

 

 

 

 

In progress

10.  Hold Information Session for Councillors

 

 

 

 

 

 

 

 

 

 

÷

 

11.  Schedule OPS presentations at Board meetings

 

 

÷

 

 

÷

÷

 

 

÷

 

 

12.  Hold Public Interest Meetings

 

 

 

÷

 

÷

 

 

 

 

÷

 

13.  Publish Board Quarterly Newsletter

 

 

 

÷

 

 

÷

 

 

÷

 

 

÷

14.  Provide input into the development of fiscal policies, objectives & priorities (FAC)

 

 

 

 

 

÷

÷

 

÷

 

 

 

15.  Provide input into annual Audit Plan (FAC)

 

 

 

÷

 

 

 

 

 

 

 

 

16.  Provide input and feedback to staff during annual budget development process (FAC)

 

 

 

 

 

÷

÷

 

÷

 

 

 

17.  Review Complaints Procedure Policy to reflect Bill 103 (tbd) (P&G / CC)

 

 

 

 

 

 

 

 

 

 

 

In progress

18.  Develop Board Official Languages policy† (P&G)† - carried over from 2008

÷

 

 

 

 

 

 

 

 

 

 

 

19.  Amend Board policies (Chapter 3) to address compliance reporting

 

 

 

 

 

÷

 

 

 

 

 

 

20.  Amend Board Communications & Community Outreach Policy

 

÷

 

 

 

 

 

 

 

 

 

 

21.  NEW Ė Develop Policy on Equipment Body Armour

 

 

 

 

 

÷

 

 

 

 

 

 

22.  Review Board Performance Tool (P&G)

 

 

 

 

 

 

÷

 

 

 

 

 

23.  Review Board member orientation requirements and ongoing development needs (P&G)

 

 

 

 

 

 

÷

 

 

 

 

 

24.  Develop 2010 Board work plan (P&G)

 

 

 

 

 

 

 

 

 

 

 

÷

25.  Review & approve 2010 OPS budget

 

 

 

 

 

 

 

 

 

 

 

÷

26.  NEW Ė Develop a Board Crest

 

 

 

 

 

 

 

 

 

÷

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Evaluating & Monitoring Performance

 

 

 

 

 

 

 

 

 

 

 

 

 

1.      Track activities of Board

÷

÷

÷

÷

÷

÷

÷

÷

÷

÷

÷

÷

2.      Report on 2008 Board Activities, Training & Performance

÷

 

 

 

 

 

 

 

 

 

 

 

3.      Review annual budget development process and guidelines, & make recommendations for revisions. (FAC)

 

 

 

 

 

÷

÷

 

÷

 

 

 

4.      Review annual budget for consistency with the OPS long range financial plans (FAC)

 

 

 

 

 

÷

÷

 

÷

 

 

 

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

÷

 

 

 

 

 

 

 

 

÷

 

÷

6.      Review Chiefís performance over past year & complete performance planning document for upcoming year.

 

 

 

 

÷

÷

 

 

 

 

 

 

7.      Review performance in achieving Business Plan.

÷

 

 

 

 

 

÷

 

 

 

 

÷

 

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

 

 

÷

 

 

 

 

 

 

 

 

 

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

 

 

 

÷

1Q-09

÷

4Q-08

 

÷

2Q-09

 

 

÷

3Q-09

 

 

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

 

 

 

 

÷

 

 

 

 

 

 

 

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

 

 

 

÷

1Q-09

 

 

÷

2Q-09

 

 

÷

3Q-09

 

 

12.  Review annual report on finances of the organization.

 

 

 

÷

2008

 

 

 

 

 

 

 

 

13.  Receive quarterly reports on legal services

 

 

 

÷

4Q-08 /

1Q-09

 

 

÷

2Q-09

 

 

÷

3Q-09

 

 

14.  Review quarterly reports on Labour Relations Unit (In Camera)

 

 

÷

1Q-09

 

 

÷

2Q-09

 

 

 

÷

3Q-09

 

 

15.  Receive status reports on Board Monitoring Requirements

÷

 

 

÷

 

 

÷

 

 

÷

 

 

16.  Receive annual report on Audit Plan

 

 

 

 

÷

 

 

 

 

 

 

 

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

 

 

÷

 

 

 

 

 

 

 

 

 

 

18.  Receive annual report on Use of Force

 

 

÷

 

 

 

 

 

 

 

 

 

19.  Board performance review

 

 

 

 

 

 

 

 

 

 

 

÷

20.  Review report on workforce management

÷

4Q-08

 

 

÷

1Q-09

 

 

÷

2Q-09

 

 

÷

3Q-09

 

 

21.  Receive quarterly reports on Employer of Choice for All

÷

4Q-08

 

 

 

÷

1Q-09

 

 

 

 

÷

2Q-09/

3Q-09

 

 

22.  Review report on senior officer assignments

 

 

÷

 

 

÷

 

 

÷

 

 

÷

23.  Review annual report on board discretionary funding

 

 

 

 

 

 

 

 

 

 

÷

 

24.  Review annual report on Secondary Activities

 

 

 

 

 

 

 

 

 

 

 

÷

25.  Review annual report on Succession Plan & Policy

 

 

 

 

 

 

 

 

 

 

 

Recíd

Feb2010

 

 

 

 

 

 

 

 

 

 

 

 

 

Miscellaneous

 

 

 

 

 

 

 

 

 

 

 

 

1.      Attend OAPSB Conference - Cornwall, Apr. 30-May 2

 

 

 

÷

 

 

 

 

 

 

 

 

2.      Attend CAPB Conference Ė Cape Breton, Aug. 13-16

 

 

 

 

 

 

 

÷

 

 

 

 

3.      Attend Zone 2 Fall meeting in Ottawa

 

 

 

 

 

 

 

 

÷