OTTAWA POLICE SERVICES BOARD

COMMISSION DE SERVICES POLICIERS D’OTTAWA

 

Working together for a safer community

La sécurité de notre communauté, un travail d’équipe

REPORT

RAPPORT

 

DATE                              21 April 2011

 

TO/DEST.                        Chair and Members, Ottawa Police Services Board

 

FROM/EXP.                    Executive Director, Ottawa Police Services Board

 

SUBJECT/OBJET           BOARD MONITORING REQUIREMENTS STATUS REPORT:  FIRST QUARTER 2011

 

 

RECOMMENDATION

 

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

 

BACKGROUND

 

In December 2005 the Ottawa Police Services Board received a report from the City of Ottawa’s Auditor General on the Board’s governance practices.  One of the Auditor’s recommendations addressed the need for a calendar of monitoring requirements.  He recommended that the Board: 

 

            …exercise more aggressive oversight of reporting to the Board by ensuring that the Executive Director organize and maintain an annual calendar of monitoring and other reports to be received by the Board.  Furthermore, that the Board require reports to appear as an agenda item on the date they are scheduled to appear, and require OPS senior management to formally respond if a report is not going to meet a scheduled deadline.

 

Following input and review by the Board’s Policy & Governance Committee and OPS staff, the Police Services Board approved a Calendar of Monitoring Requirements in May 2006 with the intent that future calendars would cover a January to December timeframe and would be submitted to the Board at the first meeting each year.  The annual Calendar of Monitoring Requirements for 2011 was submitted to the Board on 24 January 2011.

 

Included in the Calendar attached as Annex A is a column indicating the reason why each report is required; in most cases they are required under the Police Services Act, the Province’s Adequacy and Effectiveness of Police Services Regulation, or the Board’s own policies. 

 

Also included is a “Status” column to record any delays in submitting a report, the reasons for the delay, and the new date on which the report will be submitted.  As recommended by the Board’s Policy & Governance Committee, the Board will be notified of changes in report due dates through the submission of quarterly status reports to the Board.  This report constitutes the first quarter status report for 2011.

 

There has been one change to the Calendar since January.  In 2010 an annual report was submitted on Workforce Management / Career Management to fulfill the Chief’s reporting requirements under the Board’s Policy CR-7 (Workforce Management).  The submission contained annual reports on three separate components as required by the Policy: the promotion process; the tenure program; and non-executive succession planning.  For 2011 these three components will be reported on separately, as follows:

 

            Promotion Process                                          March

            Tenure Program                                               April

            Non-Executive Succession Planning              May.

 

The Promotion Process 2010 Annual Report was received by the Board on March 28th, the Tenure Program 2010 Annual Report will be submitted to the Board at the May 2nd meeting, and the Non-Executive Succession Planning 2010 Annual Report will be submitted at the May 30th meeting.   

 

All reports due to be submitted to the Board in the first quarter of 2011 were received. 

 

CONSULTATION

 

Consultation takes place on an ongoing basis with members of the Ottawa Police Service.

 

FINANCIAL STATEMENT

 

There is no direct financial impact associated with this report.

 

CONCLUSION

 

The development of an annual Calendar of Monitoring Requirements sets clear expectations for OPS staff and the Board with regard to when reports of a monitoring nature are due.  It assists the Board in meeting its legislative obligations to monitor, on a regular basis, certain aspects of Police Service business such as the status of the budget, administration of the public complaints system, and the achievement of Business Plan objectives.  

 

 

 

(original signed by)

 

Wendy Fedec

 

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