REPORT RAPPORT

DATE:	26 April 2011
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – FIRST QUARTER 2011

RECOMMENDATIONS

That the Ottawa Police Services Board:

1. receive this report for information;

2. approve the appointment of 6 experienced sworn officers hired in Q1, in accordance with Section 31(1) (a) of the Police Services Act.

BACKGROUND

Section 31(1) of the Police Services Act sets out the Board’s responsibilities with respect to the provision of adequate and effective police service in the municipality.  Under Section 31(1) (a), the Board is responsible for the appointment of sworn members to its municipal police force.

The Board has also requested information be submitted, on a quarterly basis, that captures key elements of the Ottawa Police Service (OPS) workforce activities including hiring, retirements, resignations and promotions.

The purpose of this report is to:

1. Identify all new members and fulfill the Board’s obligation to approve all appointments of new members;

2. Summarize hiring goals for 2011 including assumptions related to retirements and resignations and;

3. Provide the Board with an overview of workforce management activities that have occurred in Q1 2011, including: sworn officer recruitment, hiring of civilian employees, retirements and resignations, as well as sworn officer and civilian member promotions.

Information provided in this report includes names and ranks of personnel as governed by the Municipal Freedom of Information and Protection of Privacy Act.

DISCUSSION

2011 Sworn Officer Hiring Requirements

The forecast of sworn officer hiring requirements for the year is developed annually by OPS.  It is built around the estimated number of officers that must be hired to fill both new and existing vacant positions. 

In developing a hiring plan, three key factors are considered:

1. A new recruit takes 9 months, on average, to become deployable;

2. The Ontario Police College only holds 3 training sessions per year for new recruits with limited space in each class; and,

3. Retirements tend to occur at the beginning of each new fiscal year.

Table 1 below summarizes the 2011 sworn officer forecasted hiring requirements.  It is expected that a total of 26 officers will need to be hired to meet requirements. 

2011 Forecast

The 2011 Sworn Officer Hiring Requirements takes into consideration the number of new positions budgeted in the year, and any change to the number of seconded positions in the organization. It also considers the number of officers over (or under) complement at the beginning of the year, the projected number of retirements and resignations during the year, and how many extra officers will be needed to begin the following year.

Staff’s analysis shows that 26 officers need to be hired to meet the 2011 requirement.  Table 1 outlines the factors giving rise to this estimate. 

The 2011 budget did not allow for any new sworn positions to be added to the complement under the SGI Program, but it is expected that by year end, there will be 2 new operational backfill positions over and above the 30 in the 2010 staff complement.  At year-end 2010, the OPS was carrying 34 extra officers. This number included 22 new officers hired late in 2010 (10 experienced officers in November 2010 and 12 new recruits in December 2010). As reported in Q4 2010, these hires were planned in order to have a sufficient number of road ready officers to meet the operational demands in 2011.  The balance of extra officers (12) can be explained by fewer retirements occurring in 2010 than forecasted. It is expected that 40 sworn officers will retire in 2011, and another 10 will resign or vacate their positions for other reasons.  The number of extra officers required at year end is projected to be 8.  The resulting 2011 hiring requirements is 26.

Q1 Actual

The forecast is consistent with the activity occurring in the first quarter.   In Q1 2011, there were a total of 22 retirements, 1 resignation, no change in the number of secondment positions and 2 “others” who vacated their positions.  It should be noted that 3 other officers resigned in Q1 but they were all on a long-term leave of absence and had already been considered in previous hiring plans.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in 2011 Q1 due to retirement or resignation.

Q1 2011 Sworn Officer Hiring Plan

A total of 9 people were hired in Q1 2011, the first of four intakes planned to meet the 2011 forecasted staffing requirements of 26.  Of that total, 9 were experienced officers (including 3 who were hired out-of-province and must successfully pass an OPC equivalency exam).  Table 2 below summarizes the Q1 2011 hiring activity as it occurred throughout the quarter and the forecast of sworn hiring activity for the remainder of the year.  Annex B to this report lists the names of 6 of the 9 experienced officers hired in Intake 1 – March 2011. The remaining 3 experienced officers will be brought forward for Board approval in the Q2 2011 Workforce Management report upon their successful completion of the OPC equivalency exam which will be written in late April.

Please note the change in reporting information for the Hiring Plan.  Going forward, the Hiring Plan will summarize the in-takes that happen in the current year only. In the past, the in-takes that happened in late December of the previous year were reflected in the current year’s hiring plan.

Table 3 provides a demographic overview of the new OPS sworn officers hired in Q1 2011.

Table 3

Demographic Highlights of New OPS Sworn Officers

Q1 2011 Hiring Activities

	Total Number	Men	Women	Average Age	English and French Speaking	Other Languages	GLBT	College Diploma University Degree Military Service
Q1 Experienced Officers	6	4	2	34	4	None	0*	College – 4 University – 2

* No members have self-identified

Q1 2011 Sworn Officer Promotions

Sworn officer promotions in OPS are generally made on a quarterly basis, taking into account the number of vacancies arising through attrition.  This activity is detailed in Table 4 below.  Annex C lists the names of the 24 sworn employees promoted in Q1 2011.

Table 4

Q1 2011 Sworn Officer Promotions

	Superintendent	Inspector	Staff Sergeant	Sergeant	Total
Retirements / Resignations	0	0	6	18	24
New Positions	0	0	0	0	0
Total	0	0	6	18	24

2011 Civilian Staffing Plan

Civilian staffing is driven each year by many of the same factors that influence Sworn Officer hiring, but the volume and timing can be somewhat more difficult to predict.  The 2011 plan forecasts 108 staffing actions.  This number has 4 components:  1) there are 41 vacant positions in OPS – 15 new positions from the 2009/2010 SGI Program, 11 existing vacant positions and 15 forecasted retirements and resignations; 2) the subsequent 30 staffing actions are forecasted to occur to backfill positions that become vacant as a result of internal candidates successfully competing for the 41 vacant positions; staff have made the assumption that internal candidates will succeed in three quarters of staffing actions;  3) 50 staffing actions to fill medium-to-long-term temporary requirements; and 4) 30 staffing actions to fill short-term (4 months or less) temporary requirements.  Table 5 outlines the 2011 Civilian Staffing Plan.     

Table 5

2011 Civilian Staffing Plan

	2011 Original Forecasted Requirements	Q1 Actual	Q2 Forecast	Q3 Forecast	Q4  Forecast	2011 Total Staffing Actions
SGI Positions
Strategic Growth (2011)	0	0	0	0	0	0
Existing Positions
New Positions (SGI – 2009/10)	15	8	7	0	0	15
Existing Vacancies	11	8	0	3	0	11
Retirements	10	3	3	3	1	10
Resignations	5	1	1	1	2	5
Backfilling Requirements	30	0	10	8	12	30
Mid-Long-term Temporary     Requirements	50	19	15	5	11	50
Short-Term Temporary     Requirements	30	9	8	5	8	30
Total Staffing Forecast	108	39	34	14	21	108

Q1 2011 Civilian Member Hiring Activities

Annex D to this report lists the names and positions held by the 3 permanent civilian members who left the employment of OPS in Q1 2011 due to retirements.

Table 6 provides the demographic overview of the 15 new OPS civilian employees hired into permanent positions in Q1 2011.  Annex E to the report lists their names.  Of the 39 staffing actions that occurred in Q1, 15 are related to these employees.

Table 6

Demographic Highlights of New OPS Civilian Employees

Q1 2011 Hiring Activities

	Total Number	Men	Women	Average Age	English and  French Speaking	Other  Languages	GLBT	College Diploma  University  Degree  Military Service
Q1 Civilian Hires	15	5	10	34	13	Korean Spanish	0*	College – 8 University – 5 Univ. Masters - 1

* No members have self-identified

Q1 2011 OPS Civilians in New Permanent Positions

Attrition and growth create the opportunity for existing civilian members to gain a new job that will increase their responsibility or to learn new skills in a lateral position in another area of the organization.   Annex F to this report lists the name of the 1 permanent civilian member who took on a new permanent role in OPS in Q1 2011.

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report outlines the 2011 OPS Sworn and Civilian hiring forecasts; sets out the actual hiring requirements for 2011; and summarizes the activities that have occurred in the first quarter to fulfill the goals of the plans.  In addition, this report provides an overview of other workforce management activities including Sworn and Civilian employee retirements, resignations, and promotions.

(Original signed by)

Vern White

Chief of Police

Annex A – 2011 Q1 Sworn Officer Retirements & 2011 Q1 Sworn Officer Resignations

Annex B – 2011 Q1 Sworn Hires

Annex C – 2011 Q1 Sworn Officer Promotions

Annex D – 2011 Q1 Civilian Retirements

Annex E – 2011 Q1 Permanent Civilian Hires

Annex F – 2011 Q1 Civilian Promotions

This document contains information that reports on activities related to the Ottawa Police Service Business Plan.

ANNEX A

Q1 2011 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/ LONG TERM LEAVE DATE
1.	Lynda Gibson	Support Services	Office of the Supt.	Superintendent	14 January 2011
2.	Monica Christian	CIS	Hate Crime	Sergeant	1 February 2011
3.	James Davies	CIS	SACA	Sergeant	1 February 2011
4.	Edward Flynn	CIS	Partner Assault	Sergeant	1 February 2011
5.	Dan Lapointe	Patrol	Platoon East	Sergeant	1 February 2011
6.	Tim Merriman	Patrol	Platoon Central	Sergeant	1 February 2011
7.	Murray Robinson	District	Platoon West	Sergeant	1 February 2011
8.	Pamela Robinson	Patrol	Front Desk Central	Sergeant	1 February 2011
9.	Jeff Kelly	CIS	Harassing Phone Calls	Constable	1 February 2011
10.	John Robertson	Emergency Ops.	Towed Autos	Constable	1 February 2011
11.	Denis Turpin	District	Traffic Enforcement	Constable	1 February 2011
12.	Kelly White	CIS	Surveillance	Constable	1 February 2011
13.	James Oakes	Patrol	Platoon Central	Sergeant	25 February 2011
14.	Kenneth Williams	CIS	Robbery	Constable	25 February 2011
15.	Gary Meehan	Emergency Ops	Office of the Supt.	Inspector	1 March 2011
16.	Jenny Edge	CIS	Major Crime	Sergeant	1 March 2011
17.	Richard Wilhelm	Patrol	Platoon West	Sergeant	1 March 2011
18.	Michael Davie	Support Services	Court Security	Constable	1 March 2011
19.	Randy Brennan	CIS	Special Services	Staff Sergeant	7 March 2011
20.	Bruce Watts	Res. & Dev.	OPC	Staff Sergeant	7 March 2011
21.	Ralph Heyerhoff	CIS	Criminal Intelligence	Sergeant	25 March 2011
22.	Jean Lamothe	District	District Central	Sergeant	25 March 2011

Q1 2011 Sworn Officer Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNATION DATE
1.	Lisa Gerrard	Patrol	Platoon West	Constable	11 January 2011
2.	Kerry Gatien	District	Front Desk East	Constable	15 February 2011
3.	Heather Walls	Support Services	Court Security	Constable	14 February 2011
4.	Paul Spingle	Patrol	Platoon Central	Constable	24 February 2011

ANNEX B

Q1 2011 Experienced Officers OPC Trained Hires - Class EO 2011-1

	NAME	DIRECTORATE	SECTION	FUNCTION	HIRE DATE
1.	Dennis Brown	Res. & Dev.	Prof. Development Centre	Recruit	7  March  2011
2.	Luc Durocher	Res. & Dev.	Prof. Development Centre	Recruit	7  March  2011
3.	Gus Langrandeur	Res. & Dev.	Prof. Development Centre	Recruit	7  March  2011
4.	Karl Launen	Res. & Dev.	Prof. Development Centre	Recruit	7  March  2011
5.	Virginia Martel	Res. & Dev.	Prof. Development Centre	Recruit	7  March  2011
6.	Genevieve Nicholas	Res. & Dev.	Prof. Development Centre	Recruit	7  March  2011

ANNEX C

Q1 2011 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Andrew Buchan	CIS	High Tech Crime	S/Sergeant	10 January 2011
2.	Bruce Pirt	CIS	Major Crime	S/Sergeant	10 January 2011
3.	Dana Reynolds	Patrol	Platoon Central	S/Sergeant	10 January 2011
4.	Hugh O’Toole	Patrol	Platoon Central	S/Sergeant	10 January 2011
5.	Christopher Rheaume	Office of the Chief	Corporate Planning	S/Sergeant	09 February 2011
6.	Nancy Wilson	District	Front Desk East	S/Sergeant	15 February 2011
7.	Alex Bender	Patrol	Platoon East	Sergeant	10 January 2011
8.	Steve Boucher	Res. & Dev.	Ott. Pol. Association	Sergeant	10 January 2011
9.	John Coady	CIS	Surveillance	Sergeant	10 January 2011
10.	Alison Cookson	Patrol	Platoon West	Sergeant	10 January 2011
11.	Steven De Ville	Res. & Dev.	Prof. Dev. Centre	Sergeant	10 January 2011
12.	Dale Hayes	CIS	Criminal Intelligence	Sergeant	10 January 2011
13.	Leslie Jutasi	Patrol	Platoon East	Sergeant	10 January 2011
14.	Russell Lucas	Patrol	Platoon West	Sergeant	10 January 2011
15.	Brenda McGillvray	Patrol	Platoon West	Sergeant	10 January 2011
16.	Walter McIlquham	Patrol	Platoon East	Sergeant	10 January 2011
17.	Andrew Moore	Emergency Ops.	Tactical	Sergeant	10 January 2011
18.	Adam Payne	Res. & Dev.	Prof. Dev. Centre	Sergeant	10 January 2011
19.	Cynthia Renon	CIS	Proceeds of Crime	Sergeant	10 January 2011
20.	Reno Rushford	CIS	Guns & Gangs	Sergeant	10 January 2011
21.	Raymond Smith	CIS	Major Crime	Sergeant	10 January 2011
22.	Sandra Sparling	Res. & Dev.	UN Peacekeeping	Sergeant	10 January 2011
23.	Michael Stoll	District	District Inv. Central	Sergeant	10 January 2011
24.	Martin Tanguay	Patrol	Platoon Central	Sergeant	10 January 2011

ANNEX D

Q1 2011 Civilian Retirements

	NAME	DIRECTORATE	SECTION	FUNCTION	RETIRMENT DATE
1.	Erlene McGuire	Corporate Support	FOI	FOI Clerk	28 January 2011
2.	Kathleen Card	Corporate Support	IT & Records	Admin. Assistant	1 February 2011
3.	Gilles Gauthier	Corporate Support	Evidence Control	Manager	1 February 2011

ANNEX E

Q1 2011 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	FUNCTION	HIRE DATE
1.	Darren MacPherson	Res. & Dev.	Health & Safety	Health & Safety Advisor	24 January 2011
2.	Christine Brosko	Support Services	Court Liaison	Court Liaison Clerk	31 January 2011
3.	Anne-Marie Morin	Support Services	Court Liaison	Court Liaison Clerk	31 January 2011
4.	James Bellefeuille	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
5.	Wanda Cormier	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
6.	Andre Degagne	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
7.	Heather MacDonald	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
8.	Simon Roy	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
9.	Chantal Senechal	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
10.	Tammy Sullivan	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
11.	Meghan Wilson	Support Services	Communication Ctr.	Comm. Centre Clerk	11 February 2011
12.	Shauna McCormack	Res. & Dev.	Health & Safety	WSIB Coordinator	11 March 2011
13.	Heather Roberts	Res. & Dev.	Workforce Mgmt.	Mgr. Workforce Mgmt.	22 March 2011
14.	Andre Bisson	Support Services	Call Centre	Call Centre Agent	25 March 2011
15.	Diane Nickerson	Support Services	Call Centre	Call Centre Agent	25 March 2011

ANNEX F

Q1 2011 Civilian Promotions

	NAME	DIRECTORATE	SECTION	NEW ROLE	EFFECTIVE DATE
1.	Corinne Bourgon	Office of the Chief	Quality Assurance	DQA Coordinator	7 February 2011