DATE:

24 May 2011

TO/DEST:

Executive Director, Ottawa Police Services Board

FROM/EXP:

Chief of Police, Ottawa Police Service

SUBJECT/OBJET:

FEE INCREASES FOR RELEASE OF DOCUMENTS AND DATA RELATED TO MAJOR COLLISION INVESTIGATIONS

RECOMMENDATION

That the Ottawa Police Service Board approve an increase in fees for the release of documents and data relating to Major Collision Investigations as set out in this report.

BACKGROUND

During a review to identify efficiencies within the service in 2008 it was discovered that the Ottawa Police Service charges significantly lower fees compared to other large municipal police services when releasing collision report supporting documents.

Currently, the Ottawa Police charges a nominal fee of $48.00 + HST for every Motor Vehicle Accident report that is ordered by insurance companies, members of the public or any outside agency. As well, there is an additional charge of $5 for all supporting documents, which can include the Collision Reconstruction report, Crash Zone Diagram and Crash Data Report (CDR) download information.

Ontario Adequacy Standards Regulation 3/99

The Ontario Adequacy Standards for police and the Ottawa Police Services Board’s Police Traffic Management, Enforcement and Road Safety Policy LE-017 state that it is the policy of the Board that the Chief of Police will:

b) iii) Establish procedures and processes in respect of investigative supports, including:

a) Technical collision investigation

b) Reconstruction

c) Breath analysis investigative supports; and

iv) Ensure that persons who provide technical collision investigation, reconstruction and breath analysis investigative supports have the knowledge, skills and abilities to provide that support.

DISCUSSION

Currently, members of the Ottawa Police Collision Unit employ a basic reconstruction template when completing reports. This standard template utilized by Collision Officers is identical to the one required on the Level 3 and level 4 Collision Courses at the Ontario Police College and is used provincially by many police services for a major collision scene.

Equipment

The Ottawa Police Collision Unit makes several essential equipment purchases each year in order to remain effective. The cost of this equipment can vary greatly depending on the level of complexity of the devices.

For example, the Unit uses devices known as “Total Stations” to survey collision scenes. These units are made by Leica-Geosystems and are used by several police services throughout Ontario. Each of these units costs approximately $12,000.00 depending on the model. The Collision unit has two of them in order to ensure continuity of service.

Additionally, the Collision Unit operates two Ford F-250 pickup trucks that are needed to carry and maintain the array of equipment needed to reconstruct collision scenes. These vehicles cost approximately $30,000.00 each and are typically replaced every 5 years.

In addition, all of the equipment has associated maintenance costs.

Training

There are currently 11 investigators within the Collision Unit. All 11 officers are currently Level 4 Collision Investigators.

The training program for each investigator can be summarized with the following chart:

Level 1

Level 2

Level 3

Level 4

Basic Police College training

1 week internal OPS course

Officers learn basic measurements skills and debris collection

Cost: Part of the yearly training budget

3 week advanced OPC course covering all math formulas and crash scene reconstruction

Cost:$1670

3 week advanced OPC training in crash scenes and commercial vehicle training and advanced practical tests

Cost: $1695

In addition to the above levels, officers must also complete the following:

· Search Warrant course ($495.00)

· CDR course ($650.00)

· Crash zone course ($565.00)

· Various additional advanced courses in motorcycles, pedestrian and bicycle collisions (Approximately $2575.00).

In order to be fully trained, each officer also requires approximately 300 hours of on the job training at actual crash scenes in order to demonstrate the needed skills and abilities with the various equipment.

Actual Time Investment

The time an officer(s) spends working on a major collision investigation can vary greatly. As a practice, Collision Investigators can spend on average 4 hours at the scene of a major collision and then approximately 40 hours afterwards reconstructing the collision. A more complex file can involve several officers for a period of weeks.

A minimum of two investigators are always deployed at the collision scene.

Scene Measurements

Scene measurement is the data that is collected from the “Total Stations” device. This information is downloaded into a computer with specialized software in the Collision office where the officer can then view the data and interpret the results. This takes one hour to verify.

Scale Diagram

The scale diagram provided by the Ottawa Police Service will measure 8.5 x 11 or 8.5 x 14, although it is dependent on the size of the Collision scene and how to best represent the scale diagram on hardcopy. This decision is made by the investigating officer while creating the diagram. The time invested in completing the scale diagram generally takes three hours.

Crash Data Recorder (Cdr)

A Crash Data Recorder (also referred to as EDR for Event Data Recorder) captures information on vehicle particulars prior to and including the collision event.

Collision Investigators are skilled at retrieving and downloading that information, which can provide invaluable information relating to the cause of a collision. The proper downloading and analysis of any CDR is approximately two hours worth of time. This includes an analysis of the information both at the scene and at the police station.

Cross-Province Comparison

A survey of Ontario police agencies was undertaken with a variety of fees being charged. Many of the services, who have low fees, have indicated they are in the process of raising the price to be more reflective of their costs.

Items Charged	Waterloo PS	Toronto PS	Niagra PS	London PS
Reconstruction Report	$1900.00	$1864.44	$3500.00	$2500.00
CDR Data	(incl)	(incl)	(incl)	(incl)
Scale Diagram	$1046.00	$1026.92	$400.00	$1200.00
Scene Measurements	$280.00	$274.73	N/A	$1200.00
Total (if all purchased)	$3226.	$3166.09	$3900.	$4900

FINANCIAL STATEMENT

Over the years there has been an increased requirement in resources, equipment and training to complete and support the complex investigations of major collisions. While the costs associated with these investigations have risen, there has been no corresponding increase in cost recovery for these materials when supplied to insurance companies, who benefit greatly from the information within these reports. The funds recovered through a change in fee structure could be utilized to offset costs associated with these investigations.

Proposed Fee Schedule

Items Charged	Current Schedule	Proposed Schedule
MTO Collision report	$48 + HST	$48 + HST
Reconstruction report	$5	$2000 + HST
CDR Data		(Incl. in reconstruction report)
Scale Diagram		$1000 + HST
Scene Measurements		$300 +HST
Total (if all purchased)		$3300.

In 2010 there were 45 calls for service (CFS) for the Collision Investigation Unit. Reports are typically purchased by the insurance company representing each of the involved drivers. In the majority of instances this involves two companies, so it would result in two Requests to Purchase the documents, per incident, at a recommended cost of $3,300. Based on 2010 requests, the estimated amount generated would be $297,000 (i.e. $3,300 (cost) x 90 (CFS x usual # of Drivers (2)) = $297,000 + HST).

The Reconstruction report, Scale Diagram and Scene measurements would be provided in hardcopy format only.

Implementation Plan:

The implementation of this program will begin June 1, 2011. There will be no effect on current resourcing. Records personnel will be made aware of the implementation of the fee schedule and will be provided a chart of the fees associated with major collision reports. Major insurance companies will be advised of the change in fee structures.

CONCLUSION

It is recommended that this proposal be approved. The cost charged to the release of data and reports associated with major collisions would be consistent with other police services in the province. These funds would help offset the increased costs associated with these complex investigations.

(Original signed by)

Vern White

Chief of Police