REPORT

RAPPORT

 

 

DATE:

 

22 February 2011

TO:

 

Executive Director, Ottawa Police Services Board

FROM/EXP:

 

Chief of Police, Ottawa Police Service

SUBJECT/OBJET:

COMPLIANCE WITH MINISTRY STANDARDS:  
2010 ANNUAL REPORT

 

 

RECOMMENDATION

 

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

 

 

BACKGROUND

 

This report is in response to the Chief’s requirements set out in Ontario Regulation 3/99, s. 35 to implement a quality assurance process relating to the delivery of adequate and effective police services and compliance with the Police Service Act and its Regulations.

 

Compliance with Ministry Recommendations (Board’s Audit Policy Section CR-9, Section 11)

 

The Police Services Act specifies that municipal police services be inspected every four years.  In January 2008, the following areas were examined to ensure compliance with adequacy standards:

 

 

In November 2010, a compliance review was conducted and a meeting with a representative of the Ministry of Community Safety and Correctional Services was held to ascertain the status of the 16 recommendations that resulted from the Ministry’s 2008 inspection.  All recommendations have now been fully implemented. 

 

The Ministry made the following changes to Adequacy Standards in the 2010 calendar year and where applicable, OPS procedures have been amended:

 

·       LE-026 Missing Persons – changes to Amber Alert protocol

·       AI-012 Use of Force – two new appendices were introduced;

-   AI-012B Training Standard for Conducted Energy Weapon users

-   AI-012C Training Standard for Conducted Energy Weapon trainers.

 

Resourcing

 

In 2010, a civilian position was created for a Divisional Quality Assurance (DQA) Coordinator.  An internal competition for the position was held early in 2011 and a successful candidate has been identified. 

 
Board’s Audit Policy CR-9, Sections 10, 11 and 13

 

The Board approved 2010 Audit Plan included audits of the Duty Inspector function, Evidence Control, Firearms, and Drug Destruction process.  The results of these audits are outlined below.

 

External Audit

 

In December 2010, the Board was advised that the OPS engaged an outside expert firm to conduct a comprehensive audit of use of force complaints.  The recommendations from this audit will be communicated to the Board in a separate report.

 

Internal Audits

 

The following internal audits are in progress for 2010:

 

Duty Inspector Function

 

A value for money audit was conducted on the Duty Inspector function.  A draft report is being reviewed by management.  The completed report will be communicated to the Board’s Finance and Audit Committee. 

 

Evidence Control Function, Firearms, and Drug Destruction Process

 

The Evidence Control Function, Firearms, and Drug Destruction Process audits have the same site location and therefore are being conducted in parallel.  The outcomes of these audits will be reported to the Finance and Audit Committee. 

 

Management Reviews

 

As part of its monitoring function, the Quality Assurance Section examined the use of force requalification compliance with O. Reg 926.  The outcomes were reported to OPS senior management.    

 

2011 Audit Plan

 

There will be some overlap of work during the completion of the 2010 audit plan however a delay in completing the 2011 audit plan is not expected at this time.  The 2011 audit plan will be communicated to the Finance and Audit Committee in April 2011. 

 

Ministry Standards and Board Policies CT-001 through CT-004

 

The OPS Counter-Terrorism Policies are in compliance with Adequacy Standards and Police Service Board Policies CT-001, 002, 003 and 004. 

 

Professional Accountability and Corporate Excellence (PACE) 

PACE is an inter-disciplinary decision-making group that supports Ottawa Police Service operations by ensuring a proactive and coordinated response to risk management and quality assurance practices by:

 

·         Identifying and prioritizing operational issues that need to be addressed;

 

PACE also:

 

·         Ensures communication and access to information on matters addressed to the Executive and the organization when required;

 

The PACE Committee is made up of senior management and members with technical expertise from across the organization.  The Committee meets monthly to proactively manage emerging risks from the following categories:

 

 

Since the Committee’s inception in 2006, 150 high risk issues have been managed.  Forty-four were addressed in the 2010 calendar year.  PACE Committee members meet to ascertain the appropriate responses to manage internal and external risks based on likelihood and severity, by recommending procedural changes, training requirements or organizational communication. 

Risks that are identified as having organizational impact are monitored through the Executive dashboard in order to ensure that each are managed in a more strategic manner.  The PACE Committee has transferred 25 risks to the Executive dashboard.

 

Risk Management 

 

Risks reported to the Quality Assurance Section are accompanied by Management Action Plans (MAPs) which set out the risk management responses.  As of December 31, 2010, the Executive Team has managed 250 MAPs, 195 of which have now been implemented. 

 

Divisional Quality Assurance (DQA) Program

 

The DQA program is a risk-based self-assessment process performed annually by sections within the OPS to improve service delivery through improved accountability and regulatory compliance.  In Q2 2010, the DQA process was introduced to the Freedom of Information (FOI) Section in the form of a beta test.  The beta test involved practical application of the self assessment tools and templates developed through the pilot project completed in the East Division in 2009.  The beta test resulted in all of the program’s objectives being met.    

 

Policy Development

 

In an effort to improve internal processes for policy review and approval, the Ottawa Police Service created a Policy Committee.  This Committee is made up of senior members from each Directorate.  The Committee is responsible for ensuring that new and existing policies have undergone the requisite collaboration by all impacted areas and have been endorsed for Executive Team approval.  The Committee members meet to provide input into the new or amended policies after consultation with members in their areas of responsibility. 

 

To facilitate policy review under the Divisional Quality Assurance Program (DQA), alignment of policies by Directorate has taken place.  Content owners from each Directorate are responsible for policies and procedures under their respective areas.  During 2010, twenty-eight (28) policies were amended.  Changes to the Occupational Health & Safety Act as a result of Bill 168 required the creation of a new policy titled “Violence in the Workplace” to meet legislative requirements.  

 

CONCLUSION

 

The Ottawa Police Service is dedicated to continuous improvement of efficient and effective service delivery to the community through quality assurance and risk management strategies.

 

 

 

(Original signed by)

 

Vern White

Chief of Police