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Ottawa Police Services Board
Minutes 7
Monday, 2 May 2011, 4:00 p.m.
Champlain Room, 110 Laurier Avenue West, Ottawa
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Present: Councillor E. El-Chantiry (Chair), A. Doyle, Councillor J. Harder, H. Jensen, J. MacEwen, C. Nicholson, Mayor J. Watson
CONFIRMATION OF MINUTES
That the Ottawa Police Services Board confirm the Minutes of the 28 March 2011 meeting.
CARRIED
PUBLIC DELEGATIONS
a) Boys and Girls Club of Ottawa
Presentation by S. Bradford, Executive Director
Mr. S. Bradford, Executive Director, Boys & Girls Club (BGC) of Ottawa, wished to thank the Ottawa Police Service and the Board for its continued support of youth in this community and to provide the Board with a glimpse into the lives of the children and youth they serve.
He said Ottawa is one of the safest places in Canada, not by luck but by design. A major reason for the success is our ability to work collaboratively, drawing on individual organizational strengths to build programs and services that are integrated and connected. This community is an example of a best practice whereby organizations push to break out of their silos and create 'joined up solutions for joined up problems'. This includes policy makers, who create a system that builds upon the community's capacity to respond to needs, and funding from local and provincial governments, as well as the community, through agencies like the United Way and donors themselves. These funding strategies work towards community based efforts and services that create opportunities for children and youth that prevent crime, and more importantly, help young people to reach their individual potential.
The Ottawa Police in partnership with the Boys and Girls Club of Ottawa is a successful working example of this strategy on three fronts:
1. The Ottawa Community Youth Diversion Program, which is funded by the Ministry of Children and Youth Services (MCYS), brings the Ottawa Police into a working relationship with the BGC Youth Diversion team. Each year, over 350 youth never see a judge, never get stigmatized, and never go without the support that they and their families need to successfully overcome the issues causing them to make bad decisions. This Diversion Program is recognized as a best practice in the Province and is a shining example of what is possible when we work together.
2. Police involvement in proactive youth engagement. This includes senior level officers serving on the BGC Board of Directors, officer involvement in the Police Athletic League with over 500 youth involved, and branding of the now-famous Police Youth Centre at the corner of Hog’s Back and Prince of Wales, which has helped transform the Debra/Dynes community from what was once the most at-risk community in the city to no longer even being in the top ten.
3. Through what research shows is the most effective youth strategy – leading edge after-school, weekend and summer programs through the BGC. The Ottawa Police along with the local school boards, funding agencies, the City of Ottawa, the United Way, thousands of donors, over 1,000 volunteers, the colleges and universities and over 300 corporate supporters, are involved in supporting the strategy. This community collaboration is providing leading edge programs at no-cost to over 4,000 kids in some of Ottawa’s most challenging neighbourhoods (8 different locations throughout Ottawa) and these programs are proven effective in providing kids with life-skills development opportunities, again, at no cost. Homework clubs, healthy snack programs, leadership, and sports & recreation are the building blocks of a successful transition to adulthood. Too many kids in too many cities are falling through the cracks but in Ottawa, because we work together, we catch a lot of those kids and they are going to do just fine.
In closing, Mr. Bradford recounted one of many success stories - a youth who now works with the Boys & Girls Club and also speaks about anti-bullying. His success would not have been possible without the partnerships that exist with the Ottawa Police Service, United Way, Ottawa Community Housing and the school boards. He invited Board Members to tour one of their facilities at their convenience.
Member Harder thanked Mr. Bradford for his presentation and asked if a partnership existed with Ottawa Public Health; Mr. Bradford responded in the affirmative. She recalled a meeting she attended with Barrhaven school principals where it was noted that the area is grossly underserved with programming for youth. She noted that some areas are very well served by the Boys & Girls Club, however, kids in the suburbs need help just as much. She asked if the Boys & Girls Club would be interested in pursuing this matter further at an upcoming Board of Health meeting.
Mr. Bradford stated that every community could benefit from a Boys & Girls Club in one way or another, unfortunately it all comes down to resources. The eight Clubs that currently exist were identified by high priority neighbourhoods. There are numerous youth engagement programs that engage youth in pro-social activities. Member Harder felt that partnering the Board of Health and the Boys & Girls Club would be very beneficial.
Chief White appreciated Mr. Bradford attending the meeting. He pointed out that the Club does tremendous work and the uptake on the programs they offer is very high.
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.)
·Promotions;
·Video Enhancement;
·Cellblock Update;
·Windstorm.
Promotions
On behalf of the Board, Chair El-Chantiry congratulated the recently promoted members.
Windstorm
The Chair asked that Chief White extend on his behalf, his thanks and appreciation to OPS and call centre staff for their actions during this storm.
Member Watson added that this was a coordinated effort on the part of Hydro, Fire, EMS and the OPS, with police being stretched by the sheer number of traffic lights that were out. He asked that his thanks also be passed along; OPS officers once again did the community proud.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
2. CENTRAL CELLBLOCK VIDEO SURVEILLANCE SYSTEM
Chief’s report dated 26 April 2011
Chair El-Chantiry asked why the contract was sole sourced. Chief White responded that the primary drivers were the ability to react quickly to implementation, and interconnectivity with existing technology. In making their selection staff wanted to omit the use of a third party integrator to bring the two solutions together. A relationship exists with the current provider, who offers a very high level of service.
Supt. M. Flanagan, Support Services, elaborated that integration with the Integrated Security Management System (ISMS) is of the utmost importance for installing this program in the cellblock. Since 2001, Sunotech has been the exclusive provider of the ISMS within the police organization as well as at the City of Ottawa. This allows for one supplier who provides ease of integration and a maintenance contract. It also allows for a single point of contact going forward and will eliminate any conflicts in the future with the hardware and/or software. The sole source agreement will allow for minimal downtime in a complex and busy environment. The OPS needs to have a very robust, clear picture of what is going on in the cellblock; the current grainy images are unacceptable and will now be replaced by superior quality digital images (720p HD).
Chair El-Chantiry explained that the question was asked because of a query he received from a local company who was seeking an opportunity to submit a proposal. He acknowledged the explanation that the current ISMS system was implemented by the City and the police in 2001 by Sunotech.
Director General Frazer reminded the Board that in 2001 they adopted the City standard for the ISMS. At that time the City decided to sole source Sunotech as their provider for equipment and maintenance of the system and the Board in turn followed suit. The video surveillance system the City installed in numerous locations has become a standard for the Board as well. This report recommendation follows standards the Board has previously set; there is a history with this company and staff can confirm and defend the prices they pay and the maintenance and service they receive.
Member Doyle wanted to know if the expansion of the system would result in higher maintenance costs. Supt. Flanagan explained that there is a maintenance agreement built into the contract for a specified time period. More importantly, a redundancy clause is built into the software that ensures if parts of the system go down, no video recording will be lost. After the initial maintenance period there will be costs associated with acquiring an extended contract. Member Doyle commended staff for their efforts in this project.
That the Ottawa Police Services Board approve the award of a contract to Sunotech Canada Inc. of Ottawa, Ontario for the supply and installation of a March Networks VideoSphere™ Intelligent Video Surveillance system for the Ottawa Police Service Central Cellblock for an amount of $285,831, exclusive of all applicable taxes.
CARRIED
3. RUGGED IN-VEHICLE COMPUTING SOLUTION
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board approve the award of a contract to Inter-cel Radio Mobile Inc. of Terrebonne, Quebec for the purchase, installation, and integration of rugged in-vehicle mobile computing equipment for an amount not to exceed $2,427,296, exclusive of applicable taxes.
CARRIED
4. ADDITIONAL FUNDING REQUIREMENT FOR REPLACEMENT OF EMERGENCY GENERATOR AT 474 ELGIN STREET
Chief’s report dated 26 April 2011
Member Jensen expressed concern about the escalation of costs with this particular project. This request for additional funding is 50% over and above what was approved one year ago and he finds it unacceptable. If this is an emergency back-up system he wondered why it must cover 100% of the requirements rather than the current 70%.
Director General Frazer said that similar questions arose when the role of the Elgin Street facility was discussed during the Y2K building hardening. Elgin Street is the most vulnerable and important facility as it houses the Communications Call Centre, the central cellblock, the OPS Executive and is the primary operational location for the Ottawa Police Service. The requirement, decided during the Y2K planning, was that Elgin Street be fully operational for an extended period of time. This decision proved to be the right one when it was tested during the blackout in 2002. At that time the existing generator was used and by topping off the fuel tank it had the ability to keep the building operational for an unlimited amount of time.
Mr. I. Fisher, Director, Police Facilities, confirmed that the system is much larger, increasing power from 875 kw to over 1500kw. There will be two generators (which allows for priority systems to remain operational in the event one generator should fail (i.e. dual redundancy)), each at 750kw. The Uninterrupted Power Supply (UPS) provides instantaneous response to a number of key systems that cannot endure one second of interruption (i.e. the entire 911 centre). The generator switches on after 30 seconds of power loss and brings up the entire building in stages. Air conditioning will be supplied to mandatory areas such as where computer equipment is housed, that must be cooled at all times. It also deals with the aging infrastructure of the building. The pricing of this project was put together two years ago and since that time the scope and demand has increased and that has resulted in increased costs.
Member Jensen wondered what the Board’s decision would have been had they known about the expansion two years ago. Mr. Fisher indicated that the original budget allowed for the hiring of professionals to review the system and that study is now complete. Should the Board not approve the funding, staff will have to scale back and determine what areas should be supported during a black out; three days offline for the police would result in sending home a significant number of members due to an unworkable atmosphere.
Responding to a question from Chair El-Chantiry, Mr. Fisher said once the tender was concluded the pricing was revisited. The City had already purchased the generators instead of an installation contractor who would have charged a premium. The price increased for the OPS when the installation component was tendered.
Chair El-Chantiry stated, and the Director General confirmed, that the additional funding for this project will be transferred from other police facility lifecycle projects.
That the Ottawa Police Services Board approve an increase to the OPS Elgin Emergency Generator Project #904137 of $1,150,000 by way of a budget transfer from OPS Facilities Lifecycle Project #905486.
CARRIED
5. APPOINTMENT OF SPECIAL CONSTABLES – CARLETON UNIVERSITY
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board approve the appointment of Kelly Brown, Jeffrey S. Condie, Matthew F. Dunsmore, Brent V. Gobeo, Craig N. Munro, and Tanya C. Stoate as Special Constables with Carleton University, pursuant to Section 53(3) of the Police Services Act, in accordance with the terms and conditions set forth in the attached Approval of Appointment form.
CARRIED
6. RE-APPOINTMENT OF SPECIAL CONSTABLES – R.C.M.P.
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board approve the re-appointments of Denis Fortier, Ian Charles Frost, Shaun David Marchant, Daniel Moreau, Steve Michael Oster, Gavin James Smith and Wendy Stewart, as Special Constables pursuant to Section 53 of the Police Services Act, in accordance with the terms and conditions set forth in the attached Approval of Appointment form.
CARRIED
7. ANNUAL FINANCIAL REPORT: 2010
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
8. FINANCIAL STATUS REPORT: FIRST QUARTER 2011
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
9. PERFORMANCE REPORT – FIRST QUARTER 2011
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
10. LEGAL SERVICES STATUS REPORT – FIRST QUARTER 2011
Board Solicitor’s report dated 26 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
11. WORKFORCE MANAGEMENT REPORT: FIRST QUARTER 2011
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board:
1) receive this report for information;
RECEIVED
2) approve the appointment of 6 experienced sworn officers hired in Q1, in accordance with Section 31(1) (a) of the Police Services Act.
CARRIED
12. TENURE PROGRAM – 2010 ANNUAL REPORT
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
13. BOARD MONITORING REQUIREMENTS STATUS REPORT: FIRST QUARTER 2011
Executive Director’s report dated 21 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
14. OUTSTANDING BOARD INQUIRIES & MOTIONS: APRIL 2011
Executive Director’s report dated 15 April 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
15. LETTERS OF COMMENDATION
Chief’s report dated 26 April 2011
That the Ottawa Police Services Board receive this report for information.
16. MOTION OF WHICH NOTICE HAS BEEN GIVEN PREVIOUSLY
Moved by Member Harder
Chair El-Chantiry advised that Member Harder wished to withdraw her original motion and replace it with a new one.
That the Ottawa Police Services Board consider revising the By-law prohibiting revenue generation.
WITHDRAWN
Chair El-Chantiry then read Member Harder’s replacement motion.
That the Chief of Police, in consultation with the Board Solicitor, undertake a review of subsection 391(1.1) of the Municipal Act, 2001 (fees and charges) and the Police Services Act and report back to the Board on the options available to help defray the cost of police services in the City of Ottawa.
Member Harder explained that the replacement motion serves the same purpose as the original: that the OPS will continue to face financial challenges in maintaining the excellent service that is provided to the community and new ways to defray costs need to be found. Recovering some costs will allow the Board to provide services for more people while maintaining its current programs.
Chair El-Chantiry added that the Municipal Act states that cost recovery cannot exceed the actual cost of the service provided and that a report from the Chief and the Board Solicitor will be presented to the Board in the near future.
Moved by J. Harder
That the Chief of Police, in consultation with the Board Solicitor, undertake a review of subsection 391(1.1) of the Municipal Act, 2001 (fees and charges) and the Police Services Act and report back to the Board on the options available to help defray the cost of police services in the City of Ottawa.
CARRIED
ADOPTION OF BY-LAWS
17. BY-LAW TO AMEND THE POLICE SERVICES BOARD FINANCIAL ACCOUNTABILITY PROCEDURES MANUAL /
By-law No. 1 of 2011
That the Ottawa Police Services Board approve Ottawa Police Services Board By-law No. 1 of 2011, being a by-law of the City of Ottawa Police Services Board to amend By-law No. 1 of 2008 respecting the Police Services Board Financial Accountability Procedures Manual.
CARRIED
OTHER BUSINESS
COMMUNICATIONS
a) 700 MHZ BROADBAND
- letter dated 04 April 2011 from Robert S. Maich, Chairman, Halton Regional Police Services Board, on behalf of Big 12 police services boards, asking federal and provincial governments to dedicate and reserve 20 MHz of the 700 MHz band for use by public safety agencies
That the Ottawa Police Services Board receive this communication for information.
RECEIVED
b) 700 MHZ BROADBAND
- Canadian Association of Police Boards media release dated 20 April 2011 supporting public safety agencies call for united action on broadband spectrum
That the Ottawa Police Services Board receive this communication for information.
RECEIVED
CONSIDERATION OF MOTION TO MOVE IN CAMERA
Moved by Member Jensen
That the Ottawa Police Services Board adjourn the public portion of its meeting to move In Camera to discuss confidential items pertaining to legal matters, in accordance with Section 35(4)(b) of the Police Services Act.
CARRIED
ADJOURNMENT
The meeting adjourned at 4:50 p.m.
____________________________ _____________________________
W. Fedec E. El-Chantiry
Executive Director Chair