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Ottawa Police Services Board
Minutes 13
Monday, 24 October 2011, 5:00 p.m.
Champlain Room, 110 Laurier Avenue West, Ottawa
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Present: Councillor E. El-Chantiry (Chair), J. Durrell (Vice-Chair), A. Doyle, J. Harder, H. Jensen, C. Nicholson, J. Watson
SWEARING IN OF NEW BOARD MEMBER
Chair El-Chantiry introduced Mr. Rick O’Connor, City Clerk & Solicitor, and invited him to swear in Mr. Jim Durrell as a new member of the Ottawa Police Services Board. Assisted by Mr. O’Connor, Mr. Durrell took his Oath of Office. On behalf of the Board, Chair El-Chantiry congratulated Member Durrell on his appointment and welcomed him to the Board.
CONFIRMATION OF MINUTES
That the Ottawa Police Services Board confirm the Minutes of the 26 September 2011 meeting.
CONFIRMED
PUBLIC DELEGATIONS
a) Presentation by Mr. David Burton, Board Member, Civil Liberties Association
Mr. Burton referenced a Certificate of Appreciation that the Civil Liberties Association had received from the City of Ottawa in 2005, which he had asked the Board Executive Director to circulate to Board members. He also provided a copy of a poster to Board members advertising a panel discussion on “Civil Rights and Liberties, Law Enforcement, Police Action and Police Misconduct”, being hosted by the Civil Liberties Association on December 4, 2011. Board Chair El-Chantiry and Chief White are participating on the panel. Mr. Burton invited everyone to attend the event at the Ottawa Public Library.
ITEM OF BUSINESS OF WHICH NOTICE WAS PREVIOUSLY GIVEN
1. NEW PROCEDURE BY-LAW
Executive Director’s report dated 18 October 2011 /
That the Ottawa Police Services Board approve the new Procedure By-law #2 of 2011, being a by-law of the City of Ottawa Police Services Board to govern the proceedings of the Board.
CARRIED
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.)
· Public Rewards Policy;
· Electronic Satellite Pursuit System (Pharmacy);
· Clearing Files;
· Robbery Unit’s “Most Wanted”;
· Stittsville;
· Ottawa Neighbourhood Watch Executive Committee (ONWEC) Election;
· Greenpeace Protest – Monday, September 26, 2011;
· Occupy Ottawa – October 15, 2011 to present;
· More Successful Defibrillation by OPS Officers;
· Recognition of Cst. Kevin Jaques & Cst. Judith Drover-Hanes;
· Fitness Based Boot Camp;
· Ottawa Police Gala.
On behalf of the Hubley family, Chair El-Chanitry expressed the family’s gratitude to the Ottawa Police Service and to Deputy Chief C. Bordeleau (Acting Chief at the time) for his leadership during the funeral for their son.
Ottawa Police Gala
Chief White noted that the Second Annual OPS Gala will be taking place on Saturday, October 29th at the new Convention Centre and will be in support of the Ottawa Mission. He mentioned that the Guest Speaker will be General Rick Hillier and the media are invited to listen to his speech.
Chair El-Chantiry Receives Leadership Award
Mayor Watson took the opportunity to congratulate Chair El-Chantiry, who was recently the first ever recipient of a leadership award from the Lebanese Canadian Chamber of Commerce. Everyone is extremely proud of all that he has accomplished.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
2. RESPECTFUL WORKPLACE PROGRAM
Ms. D. Frazer, Director General, stated the Ottawa Police Service is one of the first police services to introduce this kind of program. She introduced Ms. D. Aarenau, Manager, Respectful Workplace Program, who provided an overview of the Program. (A copy of the presentation will be kept on file with the Board’s Executive Director.)
Responding to a question from Member Doyle, Ms. Aarenau confirmed that every incident is treated confidentially and her office is located away from other offices. All statistics are aggregated using only references to male or female, sworn or civilian; names are never used.
Member Nicholson noted the 46% of complaints from females seems very high given their percentage of the total membership. He wondered what that was attributed to, and whether we need to do something to address it. Ms. Aarenau did not have an explanation for it.
Member Jensen wondered how the OPS statistics compared to other services. Ms. Aarenau responded that only Calgary has a similar program. She stated she did not find the OPS numbers alarming; all indicators show that individuals are using the program and getting the assistance they need. She noted this program is a non-punitive program, however, when situations go beyond regular harassment they are sent to the Professional Standards Section to deal with any criminal aspects.
Chief White added that when he first joined the OPS he took the Respectful Workplace training. Should statistics decrease it would illustrate that members do not have confidence in the program. The Chief said he believes the membership have confidence in the program and are being treated fairly.
Ms. Aarenau stated she would ensure arrangements are made for Board members to participate in the Respectful Workplace Program training program.
That the Ottawa Police Services Board receive this presentation for information.
RECEIVED
3. RESPONSE TO OUTSTANDING MOTION M-11-01: REVIEW OF LEGISLATION PERTAINING TO REVENUE GENERATION
Board Solicitor’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
4. OTTAWA POLICE SERVICE – STRATEGIC PRIORITIES
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board:
1. Receive this report for information; and
RECEIVED
2. Forward this report to City Council for information as per Council’s request.
CARRIED
5. RIDEAU GOULBOURN COMMUNITY POLICE CENTRE – LEASE APPROVAL
Acting Chief’s report dated 18 October 2011
Mayor Watson observed that the OPS has been in this location since 2003 and he felt that the 6% increase in rent seems rather steep. He wondered if staff had tried to find another location, such as a city-owned or not-for-profit facility (e.g. legion hall), where they could re-locate. Having visited the old town halls and civic buildings he has noted that some are half empty and he is unsure what they are being used for. As Mayor, he has given direction to City staff, through Mr. Kirkpatrick, City Manager, that a better job must be done filling up civic buildings instead of leasing other facilities.
Mr. I. Fisher, Director, Facilities, explained that staff have looked at other leasing opportunities in Manotick. The Ayers building is in the development stage but was not ready at the time of renewal, so a clause was built into the Clapp Lane lease stating that if an opportunity presents itself in a city facility the lease can be cancelled with 90 days notice.
Mayor Watson asked how the 6% increase amount was reached. Mr. Fisher explained that the landlord originally proposed a 7% increase and staff balked. Staff are not happy with the 6%, however, the landlord was not prepared to negotiate any further. Staff believe the landlord thinks he has a captive tenant, as they have been in this location for so long. Unless the Board is prepared to close the community police centre this was the best negotiation they could get at this point.
Mayor Watson suggested maybe they should advise the landlord this is not acceptable. He was unable to speak for other Board members, however, he felt the 6% increase was excessive when the OPS is a good tenant: they are not a high risk tenant and the rent gets paid every month.
Chief White noted that both the Clapp Lane lease and the Centretown Community Centre lease (Agenda Item #7) have a 90-day escape clause. He committed to reviewing them in the next 90 days and to discussing with City staff any potential tenant agreements.
Chair El-Chantiry acknowledged that the location was convenient and the OPS have been housed there for a while, however, he felt there must be something else. He inquired if there have been any discussions with the local councillor. Mr. Fisher confirmed discussions did take place with the local councillor as well as with the City’s Real Estate Partnership office that conducts lease negotiations on behalf of the Police Service. He noted that the preference is to get into a city facility, and there are numerous facilities, however, they are either full or do not meet OPS requirements.
Mayor Watson stated he was willing to approve the lease today with a commitment that it will be reviewed.
Chief White reiterated his commitment to look at each of the lease agreements to see if there are any alternatives; especially for those over $50,000.
That the Ottawa Police Services Board approve a lease for the Community Police Centre located at 1131 Clapp Lane, Manotick, for a five-year period commencing 1 November 2011 to 31 October 2016, at a cost of $49,239 for the first year with an annual increase of 6% in each subsequent year.
CARRIED
6. CENTRETOWN COMMUNITY POLICE CENTRE – LEASE APPROVAL
Acting Chief’s report dated 18 October 2011
(Reference minute for Agenda Item #6.)
That the Ottawa Police Services Board approve a lease extension for the Community Police Centre located at 393 Somerset Avenue West, for a one year period commencing 1 September 2011 to 31 August 2012, at a cost of $60,764.
CARRIED
7. OTTAWA SOUTH COMMUNITY POLICE CENTRE – LEASE APPROVAL
Acting Chief’s report dated 18 October 2011
Chair El-Chantiry noted that due to an error in the lease, the recommendation in this report was incorrect and required an amendment to reflect that the lease is for two years rather than three, and will end December 31, 2012 rather than in 2013.
Moved by A. Doyle
That the Ottawa Police Services Board approve an amendment to the recommendation for the Ottawa South Community Police Centre Lease Approval to reflect that it is a two-year lease ending on 31 December 2012.
CARRIED
The Board then considered the recommendation as amended by the foregoing.
That the Ottawa Police Services Board approve a lease for the Community Police Centre located at 2870 Cedarwood Drive, for a two year period commencing 1 January 2011 to 31 December 2012, at no cost.
CARRIED as amended
8. EMPLOYER OF CHOICE STATUS REPORT – SECOND AND THIRD QUARTER 2011
Acting Chief’s report dated 18 October 2011
Member Nicholson congratulated the OPS on the extensive and thoughtful report; it contains many good initiatives and raises many interesting questions for consideration. He moved that the report be referred to the Board’s Human Resources Sub-Committee for discussion and review.
Moved by C. Nicholson
That the Ottawa Police Services Board refer this report to the Human Resources Sub-Committee for discussion and review.
CARRIED
9. OTTAWA POLICE SERVICE MEMORIAL CEMETERY
Acting Chief’s report dated 18 October 2011
Chief White thanked Inspector M. Sanford for the effort he has put into this initiative. He also thanked the Senior Officers’ Association (SOA) and the Ottawa Police Association (OPA) for working together on this joint project. Inspector Sanford was joined by Inspector P. Johnson, President, SOA, and Cst. S. Boucher, President, OPA, for the presentation. (A copy of the presentation will be kept on file with the Board’s Executive Director.)
Following the presentation a discussion ensued and the following points of clarification were made:
- The current site plan holds 360 plots. It will serve the organization for the next 50 years. More space is available adjacent to this one that will address future needs over the next century.
- The Memorial Cemetery is open to any sworn, retired or civilian OPS member and their immediate family. Each plot will have to be individually purchased.
- The $350,000 raised privately by the two associations will be used to maintain the common areas.
- Various plot sizes are available.
- Family members are being included in order to avoid breaking up families.
Chair El-Chantiry thanked and congratulated everyone for their work on this initiative.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
10. WORKFORCE MANAGEMENT REPORT – THIRD QUARTER 2011
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
11. FINANCIAL STATUS REPORT – THIRD QUARTER 2011
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
12. COMPLAINTS REPORT, PART V – POLICE SERVICES ACT – THIRD QUARTER 2011
Acting Chief’s report dated 18 October 2011
Responding to Member Jensen’s question regarding the significant positive decline in complaints, Chief White stated they had anticipated a decline in complaints in 2011 in comparison to 2010 because there was an increase in complaints in 2010 due to the ramp up of the new Office of the Independent Police Review Director. The decline hasn’t been attributed to anything specific, however, the spike in 2010 may have increased the five year average. He did not want to jump to any conclusions after only one year but said if the reduction continues into 2012, further analysis will be required.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
13. LEGAL SERVICES REPORT – THIRD QUARTER 2011
Board Solicitor’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
14. PERFORMANCE REPORT - THIRD QUARTER 2011
Acting Chief’s report dated 18 October 2011 /
Member Jensen asked if any changes to policies or report processes are driving the length of time spent dealing with a call upward. Chief White referred to the Plekas report, which was shared with the Board several years ago; it indicated the amount of time it takes to deal with a case has increased by 400-500%, especially for domestic calls. Chief White noted factors include increased complexity, administrative reporting requirements, case law and requirements for successful prosecuting. He did not see any of these factors changing.
That the Ottawa Police Services Board receive this report for information.
RECEIVED
15. REPORT ON S.I.U. INVESTIGATION – INCIDENT INVOLVING INJURY – MAY 2009
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
16. REPORT ON S.I.U. INVESTIGATION – INJURY DURING ARREST – AUGUST 2010
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
17. REPORT ON S.I.U. INVESTIGATION – INJURY DURING ARREST – DECEMBER 2010
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
18. BOARD MONITORING REQUIREMENTS STATUS REPORT – THIRD QUARTER 2011
Executive Director’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
19. OUTSTANDING BOARD INQUIRIES & MOTIONS: OCTOBER 2011
Executive Director’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
20. LETTERS OF COMMENDATION
Acting Chief’s report dated 18 October 2011
That the Ottawa Police Services Board receive this report for information.
RECEIVED
OTHER BUSINESS
ADOPTION OF BY-LAWS
BY-LAW TO ENACT PROCEDURE BY-LAW #2 of 2011
By-law #2 of 2011
That the Ottawa Police Services Board enact By-law #2 of 2011, being a By-law of the City of Ottawa Police Services Board to govern the proceedings of the Board.
CARRIED
CONSIDERATION OF MOTION TO MOVE IN CAMERA
Moved by H. 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 and personnel matters, in accordance with Section 35(4)(b) of the Police Services Act.
CARRIED
ADJOURNMENT
The meeting adjourned at 6:05 p.m.
____________________________ _____________________________
W. Fedec E. El-Chantiry
Executive Director Chair