REPORT RAPPORT

DATE:	19 July 2011
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT - SECOND QUARTER 2011

RECOMMENDATION

That the Ottawa Police Services Board approve the appointment of three (3) experienced sworn officers in Q2, 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 of the municipal police force.

The Board has also requested information on a quarterly basis that would capture 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 an overview of workforce management activities that have occurred in Q2 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.  As of June 30, this forecast has not changed.

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 carried 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 requirement is 26.

Q2 Actual

In Q2 2011, there were a total of 9 retirements, 3 resignations, no change in the number of secondment positions and no “others” who vacated their positions.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in 2011 Q2 due to retirement or resignation. Q3 and Q4 forecasts have been adjusted accordingly.

Q2 2011 Sworn Officer Hiring Plan

As planned, there was no new sworn hiring in Q2 2011.  However due to the number of strong potential recruits, the number of recruits to be hired in Intake 3 in August 2011 has increased by 3, and the number of recruits being hired in Intake 4 in December 2011 has been reduced by 3.  Table 2 below summarizes the Q2 2011 hiring activity as it occurred throughout the quarter and the forecast of sworn hiring activity for the remainder of the year.  Annex B lists the names of 3 of the 9 experienced officers hired in Intake 1 – March 2011.  These 3 members successfully completed the OPC equivalency exam which was written in late April.  The names of the remaining 6 experienced officers were brought forward for Board approval in the Q1 2011 Workforce Management Report. 

Table 3 provides a demographic overview of the 3 new OPS officers who were sworn in during Q2 2011, relating to Intake 1 – March 2011 as previously discussed.

Table 3

Demographic Highlights of New OPS Sworn Officers

Q2 2011

	Total Number	Men	Women	Average Age	English and French Speaking	Other Languages	GLBT	College Diploma University Degree Military Service
Q2 Experienced Officers	3	3	0	34	0	n/a	0*	3 - College

* No members have self-identified.

Q2 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 is detailed in Table 4 below.  Annex C lists the names of the 21 sworn employees promoted in Q2 2011.

Table 4

Q2 2011 Sworn Officer Promotions

	Superintendent	Inspector	Staff Sergeant	Sergeant	Total
Sworn Officer Promotions	2	6	7	6	21

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 151 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.  Ten (10) staffing actions to fill 10 casual requirements have also been added to the forecast for the duration of 2011.  Table 5 outlines the 2011 Civilian Staffing Plan.  

Table 5

2011 Civilian Staffing Actions

	2011 Original Forecasted Requirements	Q1 Actions*	Q2 Actions*	Q3 Forecast	Q4  Forecast	2011 Total Staffing Actions
SGI Positions
Strategic Growth Initiative	0	0	0	0	0	0
Existing Positions
New Positions	15	8	4	2	1	15
Existing Vacancies	11	8	0	3	0	11
Retirements	10	3	1	3	3	10
Resignations	5	1	2	2	0	5
Backfilling Requirements	30	0	11	7	12	30
Mid – Long Term Temporary   Requirements	50	17	14	12	7	50
Short Term Temporary   Requirements	30	10	11	5	4	30
Casual Requirements	0	5	0	0	5	10
Total Staffing Forecast	151	52	43	34	32	161

*Actions reported in quarters may vary due to the timing of the board reports.

Q2 2011 Civilian Member Hiring Activities

Annex D lists the names and positions held by the 4 permanent civilian members who left the employment of OPS in Q2 2011.

Table 6 provides the demographic overview of the 9 new OPS civilian employees hired in Q2 2011.

Table 6

Demographic Highlights of New OPS Civilian Employees

Q2 2011 Hiring Activities

	Total Number	Men	Women	Average Age	English and  French Speaking	Other  Languages	GLBT	College Diploma  University  Degree  Military Service
Q2 Civilian Hires	9	3	6	30	4	American Sign Hindu Punjabi	0*	College – 4 University – 5

* No members have self-identified.

Annex E lists the names of the 9 civilian employees hired in Q2 2011 into permanent positions to address attrition and SGI requirements.

Q2 2011 Civilian Promotions

Civilian promotion opportunities are created as a result of attrition and growth and filled through a competition process.  Annex F lists the names of the 12 permanent civilian members who were promoted in Q2 2011.

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report summarizes the activities that have occurred in the second quarter to fulfill the goals of the hiring 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)

Gilles Larochelle

Acting Chief of Police

Annexes:

Annex A – Q2 2011 Sworn Officer Retirements and Q2 2011 Sworn Officer Resignations

Annex B – Q2 2011 Sworn Hires

Annex C – Q2 2011 Sworn Promotions

Annex D – Q2 2011 Civilian Retirements, Q2 2011 Civilian Resignations and Q2 2011 Civilian Deaths

Annex E – Q2 2011 Permanent Civilian Hires

Annex F – Q2 2011 Civilian Promotions

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

ANNEX A

Q2 2011 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE
1.	Guy Ladouceur	Patrol	Front Desk East	Constable	31-Mar-11
2.	Barrie Macdonald	CIS	Air Support	Constable	31-Mar-11
3.	W. Allan Tario	CIS	Divisional Support	Inspector	31-Mar-11
4.	Randall Wisker	CIS	Major Crime	Staff Sergeant	21-Apr-11
5.	Michael Johnson	CIS	Directorate Support	Inspector	30-Apr-11
6.	Timothy Armour	CIS	CIS	Superintendent	29-Apr-11
7.	Daniel Dunlop	District	District Inv Central	Sergeant	30-Apr-11
8.	John Gardiner	EOD	EOD Support	Inspector	31-May-11
9.	Roch Lachance	District	Front Desk West	Sergeant	31-May-11

Note the first 3 were not mentioned on Q1 report

Q2 2011 Sworn Officer Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNATION DATE
1.	Harinderpal Mamak	Patrol	Patrol	Constable	21-Apr-11
2.	Steven Maxwell	Patrol	Platoon A East	Constable	24-May-11
3.	Salwa Husseini	Patrol	Platoon B East	Constable	8-Jun-11

ANNEX B

Q2 2011 Experienced Officers OPC Trained Hires - Class EO 2011-1

	NAME	DIRECTORATE	SECTION	FUNCTION	DATE
1.	Ben Mitchell	Patrol	Platoon E West	Constable	2 May 2011
2.	Dale Short	Patrol	Platoon D Central	Constable	2 May 2011
3.	John Webster	Patrol	Platoon D West	Constable	2 May 2011

ANNEX C

Q2 2011 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Tyrus Cameron	CID	Criminal Investigative Di	Superintendent	01-Apr-11
2.	Scott Nystedt	R & D	R&D	Superintendent	06-Jun-11
3.	Paul Gallant	Support Services	Communications	Inspector	01-Apr-11
4.	Murray Knowles	EOD	Duty Inspectors	Inspector	01-Apr-11
5.	Mike Maloney	EOD	Duty Inspectors	Inspector	01-Apr-11
6.	Don Sweet	EOD	Duty Inspectors	Inspector	01-Apr-11
7.	Tessa Youngson-Larochelle	Off Chief	Professional Standards	Inspector	01-Apr-11
8.	Rock Lavigne	EOD	EOD Support	Inspector	01-Jun-11
9.	Robert Drummond	EOD	Collision Investigation	Staff Sergeant	30-May-11
10.	Jeff Kilcollins	EOD	Tactical/EDU	Staff Sergeant	30-May-11
11.	Angela McDade	Support Services	Court Security	Staff Sergeant	30-May-11
12.	Sean McDade	Corp Support	Fleet Services	Staff Sergeant	30-May-11
13.	Debbie Miller	Patrol	Platoon A Central	Staff Sergeant	30-May-11
14.	Neil Preston	Support Services	Central Cellblock	Staff Sergeant	30-May-11
15.	Julie Vaillant	CID	Criminal Intelligence	Staff Sergeant	30-May-11
16.	Michael Belanger	EOD	Tactical/EDU	Sergeant	1-Apr-11
17.	Maureen Bryden	Patrol	Platoon F East	Sergeant	30-May-11
18.	Marc Clement	EOD	Tactical/EDU	Sergeant	30-May-11
19.	Pat Corbett	OPS District	District Invest Central	Sergeant	30-May-11
20.	Jennifer Cote	Patrol	Platoon F East	Sergeant	30-May-11
21.	Anthony Skinner	Patrol	Platoon F West	Sergeant	30-May-11

ANNEX D

Q2 2011 Civilian Retirements

	NAME	DIRECTORATE	SECTION	FUNCTION	RETIREMENT DATE
1.	Patricia Dallas	Corp Support	IT Applications	Civilian	30-Apr-11

Q2 2011 Civilian Resignations

	NAME	DIRECTORATE	SECTION	FUNCTION	RESIGNATION DATE
1.	Christopher Girvan	Support Services	Courts Security	Special Constable	4-Apr-11
2.	Sandra Arseneault	Res & Dev	R&D	Civilian	4-Jun-11

Q2 2011 Civilian Deaths

	NAME	DIRECTORATE	SECTION	FUNCTION	DATE
1.	Brenda Landry	Res & Dev	Recruiting	Civilian	26-May-11

ANNEX E

Q2 2011 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	FUNCTION	HIRE DATE
1.	Tim Beynon	Corporate Support	IT Applications	GIS Analyst	4 April 2011
2.	Mindy Aziz	R&D	Human Resources	Health, Safety & Lifestyles	2 May 2011
3.	Joelle Drouin	Support Services	Call Centre	Call Centre Agent	5 May 2011
4.	Scott Barkley	Support Services	Court Security	Special Constable	6 May 2011
5.	Rhonda Branje	Support Services	Court Security	Special Constable	6 May 2011
6.	Jennifer Brazeau	Support Services	Court Security	Special Constable	6 May 2011
7.	Shelby-Lynn Denault	Support Services	Court Security	Special Constable	6 May 2011
8.	Lisa Niemzyk	Support Services	Court Security	Special Constable	6 May 2011
9.	Bryan West	Support Services	Court Security	Special Constable	6 May 2011

ANNEX F

Q2 2011 Civilian Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Kai Li	Office of the Chief	Crime Intel. Analysis	Crim. Intel. Analyst	4 April 2011
2.	Joyce Jones	Corporate Support	Financial Ops.	Attendance Clerk	18 April 2011
3.	Sylvie Guilbeault	Resourcing & Dev.	Workforce Mgmt.	Benefits & Ret. Coord.	26 April 2011
4.	Raymond Bazinet	Criminal Investigations	Criminal Intelligence	Street Check Rep.	2 May 2011
5.	Jennifer Edwards	Support Services	Court Liaison	Court Coordinator	2 May 2011
6.	Janet Starkey	Support Services	Court Liaison	Court Coordinator	2 May 2011
7.	Antonia Francis	Resourcing & Dev.	Employee & LR	Dir. Employee Rel.	6 May 2011
8.	Josie Ho	Office of the Chief	Crime Intel. Analysis	Supervisor CIAU	23 May 2011
9.	Kevin Logue	Office of the Chief	Crime Intel. Analysis	Supervisor CIAU	23 May 2011
10.	Nicole Cadieux	Office of the Chief	Crime Intel. Analysis	Crim. Intel. Analyst	30 May 2011
11.	Dianne Topshee	Office of the Chief	Crime Intel. Analysis	Crim. Intel. Analyst	30 May 2011
12.	Renee Viel	Criminal Investigations	Surveillance	Surveillance File Coord.	27 June 2011