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                              19 July 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:  SECOND 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 second quarter status report for 2011.

There has been one change to the Calendar since the first quarter report.  The Employer of Choice Quarterly Progress Report has in the past been submitted to the Board in the months of January, April, July and October.  As several other human resource-related reports are also due in these months, the Employer of Choice report will in future be submitted in the months of March, June, September and December to even out the workload.  The second quarter report will be included in the third quarter report due in September.

All reports due to be submitted to the Board in the second quarter of 2011 were received with the following exception:

· Asset Management 2010 Annual Report – this report was due in May but is being submitted in July due to a delay in obtaining information from the City that had to be included. 

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

Attach. (1)