OPS_BLK_ENG

REPORT

RAPPORT

 

DATE:

 

18 October 2011

TO/DEST:

 

Executive Director, Ottawa Police Services Board

FROM/EXP:

 

Acting Chief of Police, Ottawa Police Service

SUBJECT/OBJET:

WORKFORCE MANAGEMENT REPORT - THIRD QUARTER 2011

 

 

RECOMMENDATION

 

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

 
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.        Summarize hiring goals for 2011 including assumptions related to retirements and resignations; and

2.        Provide an overview of workforce management activities that have occurred in 2011 Q3, including: sworn officer recruitment, hiring of civilian employees, retirements and resignations, as well as sworn officer promotions and civilian staffing.

 

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, to ensure that a sufficient number of road-ready officers are available to offset the peak in retirement which typically occurs in Q1 each 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.  The 2011 budget did not allow for any new sworn positions to be added to the complement under the SGI Program.  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.  These positions are fully-funded by an outside agency and are generally 24 months in duration.  At year-end 2010, the OPS was carrying 34 extra officers.  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.  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.

 

This Quarter, the forecast has been slightly revised.  The number of resignations has dropped from 10 to 6.  Conversely, the number of Sworn members who have vacated positions for “other reasons” has increased from 0 to 4.  These changes have no impact on the overall forecast of hiring requirements.  It remains at 26.

 

Q3 Actual

 

In Q3 2011, there were a total of 5 retirements, 1 resignation and 2 “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 Q3 due to retirement or resignation.

 

Q3 2011 Sworn Officer Hiring Plan

 

As planned, there were 12 new hires in Q3 2011.   These 12 officers will be brought forward for Board approval in the Q4 2011 Workforce Management report upon their successful completion of Basic Constable training at the Ontario Police College.

 

Table 2 below summarizes the Q3 2011 hiring activity and the forecast of sworn hiring activity for the remainder of the year. 

 

 

Q3 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 activity is detailed in Table 3 on the following page.  Annex B lists the names of the 2 sworn employees promoted in 2011 Q3.

 

Table 3

2011 Q3 Sworn Officer Promotions

 

 

Superintendent
Inspector
Staff Sergeant
Sergeant
Total

Q3 Sworn Officer Promotions

0

0

0

2

2

 

 

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 forecasted 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.  10 staffing actions to fill 10 casual requirements have also been added to the forecast for the duration of 2011. 

 

Table 4 outlines the 2011 Civilian Staffing Plan and actual staffing actions to the end of Q3.  The number of mid-to-long term temporary activities is higher than forecast:  65 versus 50.  As a result, the total number of staffing actions for the year is expected to be 177.

 

 

Table 4

2011 Civilian Staffing Plan

 

 

2011 Original Forecasted Requirements

 

Q1 Actions

Q2 Actions

Q3 Actions

Q4  Forecast

2011

Total Staffing

Actions

SGI Positions

 

 

 

 

 

 

   Strategic Growth Initiative

0

0

0

0

0

0

 

 

 

 

 

 

 

Existing Positions

 

 

 

 

 

 

  New Positions

15

8

4

1

2

15

  Existing Vacancies

11

8

0

3

0

11

  Retirements

10

3

1

4

3

11

  Resignations

 5

1

2

2

0

  5

  Backfilling Requirements

30

1

15

11

3

30

  Mid-to-Long-Term Temporary

  Requirements

50

18

17

26

4

65

  Short-Term Temporary

  Requirements (EOI)

30

10

11

5

4

30

  Casual Requirements

0

7

2

0

1

10

 

 

 

 

 

 

 

Total Staffing Forecast

151

56

52

51

17

177

 

 

 

 

 

 

 

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

 

Q3 2011 Civilian Member Hiring Activities

 

Annex C to this report lists the names and positions held by the 6 permanent civilian members who left the employment of OPS in Q3 2011 due to retirement and resignation.

 

Table 5 provides the demographic overview of the 10 new OPS civilian employees hired in Q3 2011.

 

 

Table 5

Demographic Highlights of New OPS Civilian Employees

Q3 2011 Hiring Activities

 

 

 Total Number

 Men

 Women

 Average Age

 English and

 French Speaking

 Other

 Languages

 GLBT

 College Diploma

 University

 Degree

 Military Service

Q3

Civilian

Hires

10

2

8

32

6

Vietnamese

0*

 College – 4

University – 5

Masters - 1

* No members have self-identified

 

 

Annex D to this report lists the names of the 10 civilian employees hired in Q3 2011 into permanent positions to address attrition and SGI requirements.

 

Q3 2011 Civilian Staffing Competitions – Permanent Positions

 

Civilian staffing includes internal movement and promotion opportunities which are created as a result of attrition and growth and filled through a competition process.  Priority Placement of members requiring accommodation and the fulfilment of Labour Relations Agreements are also a factor in the movement of civilians to new permanent positions.  Annex E to this report lists the names of the 11 permanent civilian members in new permanent positions as of Q3 2011.

 

CONSULTATION

 

Not applicable.

 

FINANCIAL STATEMENT

 

Not applicable.

 


 

CONCLUSION

 

This report summarizes the activities that have occurred in the third 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)

 

Charles Bordeleau

Acting Chief of Police

 

 

Annexes:

Annex A         2011 Q3 Sworn Officer Retirements and 2011 Q3 Sworn Officer Resignations

Annex B          2011 Q3 Sworn Promotions

Annex C          2011 Q3 Civilian Retirements and 2011 Q3 Civilian Resignations

Annex D         2011 Q3 Permanent Civilian Hires

Annex E          2011 Q3 Civilian Staffing

 

 

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


 

ANNEX A

 

 

Q3 2011 Sworn Officer Retirements

 

 

NAME

DIRECTORATE

SECTION

RANK

RETIREMENT DATE

1.

Peter Couillard

District

Central Foot Patrol

Sergeant

1-Jul-11

2.

Paul Holland

Patrol

Platoon F East

Sergeant

1-Jul-11

3.

John Cosenzo

District

Information Desk

Constable

20-Jul-11

4.

Damien Coakeley

Patrol

Fixed Afternoon Central

Sergeant

1-Aug-11

5.

George Horner

EOD

Tactical

Constable

1-Sep-11

 

 

Q3 2011 Sworn Officer Resignations

 

 

NAME

DIRECTORATE

SECTION

RANK

RESIGNATION DATE

1.

Jennifer Bolch

Patrol

Active Staffing

Constable

3-Aug-11

 


 

ANNEX B

 

Q1 2011 Sworn Promotions

 

 

NAME

DIRECTORATE

SECTION

PROMOTED TO

PROMOTION DATE

1.

Robert Kurus

CID

Forensic Identification

Sergeant

15-Aug-11

2.

Pamela Scharf

CID

Forensic Identification

Sergeant

15-Aug-11

 


 

ANNEX C

 

Q3 2011 Civilian Retirements

 

 

NAME

DIRECTORATE

SECTION

FUNCTION

RETIREMENT DATE

1.

Judith Citulsky

Support Services

Court

Civilian

1-Jul-11

2.

Cynthia Syme

Support Services

Court

Civilian

1-Jul-11

3.

Bonnie Corkan

Corp Support

CPIC

Civilian

1-Aug-11

4.

Livia Brandon

Corp Support

IT

Civilian

1-Sep-11

 

 

Q3 2011 Civilian Resignations

 

 

NAME

DIRECTORATE

SECTION

RANK

RESIGNATION DATE

1.

Janet Jensen

Corp Support

Security

Civilian

16-Aug-11

2.

Steven Belsito

Corp Support

IT

Civilian

15-Sep-11

 

 

 

 

 

 

 

 

 

 


 

ANNEX D

 

 

Q3 2011 Permanent Civilian Hires

 

 

NAME

DIRECTORATE

SECTION

FUNCTION

HIRE DATE

1.

Jessica Ripley

District

Youth Services

Strategic Youth Program Specialist

5-Jul-11

2.

Chantel Letourneau

Support Services

Court Liaison

Court Liaison Clerk

15-Jul-11

3.

Evelyn White

Support Services

Court Liaison

Court Liaison Clerk

15-Jul-11

4.

Liep Nguyen

Corporate Support

Fleet Services

Fleet Attendant

29-Jul-11

5.

Andre LaFontaine

Criminal Investigations

Air Support

Pilot

2-Aug-11

6.

Sarah McEwen

Corporate Support

CPIC

CPIC Operator

26-Aug-11

7.

Matthew Schofield

Corporate Support

CPIC

CPIC Operator

26-Aug-11

8.

Jennifer White

Resourcing & Dev.

Employee & Labour Relations

Manager Labour Relations

30-Aug-11

9.

Jennifer Hodgson

Executive Services

Legal Services

Sr. Legal Admin. Assistant

6-Sep-11

10.

Megan Martin

Corporate Support

CPIC

CPIC Operator

9-Sep-11

 


 

 

ANNEX E

 

Q3 2011 Civilian Competitions – Permanent Positions

 

 

NAME

DIRECTORATE

SECTION

PERMANENT POSITION

START DATE

1.

Shauna McCormick

Support Services

Court Liaison

Charge Coordinator

5-Jul-11

2.

Andre Laberge

Support Services

Court Liaison

Court Coordinator

11-Jul-11

3.

Christine Callaghan

Corporate Support

Court Liaison

Supervisor POA Court

11-Jul-11

4.

Kim Stuurop

Resourcing & Dev.

Outreach Recruiting & Resourcing

Volunteer Coordinator

18-Jul-11

5.

Lynn Sabourin

Resourcing & Dev.

Employee Services

Staffing Coordinator

22-Aug-11

6.

Matt Chaput

Criminal Investigations

Criminal Intelligence

Supervisor CI Monitors

29-Aug-11

7.

Cameron Hopgood

Emergency Operations

Project INTERSECT

Project Mgr Operation INTERSECT

5-Sep-11

8.

Kim Leclair

Criminal Investigations

Partner Assault

VWAP Coordinator

6-Sep-11

9.

Carrie-Ann Taylor

Corporate Support

Archive & File Storage

Archive & File Storage Clerk

9-Sep-11

10.

Kristen Hodgins

Resourcing & Dev.

Office of the Superintendent

Sr. Admin. Assistant

12-Sep-11

11.

Sherry Wade

Support Services

Court Liaison

Court Coordinator

12-Sep-11