DATE:

23 April 2012

TO/DEST:

Executive Director, Ottawa Police Services Board

FROM/EXP:

Chief of Police, Ottawa Police Service

SUBJECT/OBJET:

WORKFORCE MANAGEMENT REPORT – FIRST QUARTER 2012

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 to its municipal police force.

The Board has requested information on a quarterly basis that captures 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. Provide the Board with an overview of workforce management activities that have occurred in Q1 2012, including: sworn officer recruitment, hiring of civilian employees, retirements and resignations, as well as sworn officer and civilian member promotions; and

3. Summarize hiring goals for 2012 including assumptions related to retirements and resignations.

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

Sworn Officer Staffing

2012 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, four (4) 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;

3. Retirements tend to occur at the beginning of each new fiscal year; and

4. A complement carry-over of 40% of the following year’s hiring requirement is needed to ensure that staffing levels in Q1 do not fall below acceptable levels.

Table 1 below summarizes the 2012 sworn officer forecasted hiring requirements. It is expected that a total of 33 officers will need to be hired to meet requirements.

Table 1

2012 Summary of Sworn Officer Hiring Requirements

2012 Forecast

The 2012 Sworn Officer Hiring requirements take 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 staffing levels do not fall below acceptable levels when the majority of retirements occur in Q1.

In 2012, it is expected that 20 officers will retire and another 10 will resign or vacate their position for other reasons. The 2012 budget does not allow for any new sworn positions to be added to the complement. At year end 2011, the OPS carried 7 extra officers to help meet operational needs in 2012. This number included 5 new officers hired late in 2011. The number of extra officers required at 2012 year-end is projected to be 10. The resulting 2012 hiring requirement is 33.

Q1 Actual

The forecast is consistent with the activity occurring in the first quarter. In Q1 2012, there were a total of 7 retirements, 3 resignations, no change in the number of secondment positions and 1 “other” who vacated their position. It should be noted that 1 of the officers who resigned in Q1 was on a long-term leave of absence. Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in 2012 Q1 due to retirement or resignation.

2012 Hiring Plan

A total of 9 experienced officers were hired in Q1 2012, the first of four intakes planned to meet the 2012 forecasted staffing requirements of 33. The names of these newly-hired officers will be brought forward to the Board in the Q2 report as they will be sworn-in during Q2.

Table 2

2012 Hiring Plan

Sworn officer promotions in OPS are generally made on a quarterly basis, taking into account the number of vacancies arising through attrition. There were no sworn promotions in Q1.

Civilian Staffing

2012 Staffing Requirements

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 2012 plan is premised on 114 staffing actions. This number has 5 components: 1) there are 14 existing vacant positions in OPS and 10 forecasted retirements and resignations; 2) 20 subsequent staffing actions are forecasted to occur to backfill positions that become vacant as a result of internal candidates successfully competing for the 24 vacant positions; staff have made the assumption that internal candidates will succeed in three out of four staffing actions; 3) 40 staffing actions to fill medium-to-long-term temporary requirements; 4) 25 staffing actions to fill short-term (4 months or less) temporary requirements; and 5) staffing actions to fill casual requirements. Table 3 outlines the 2012 Civilian Staffing Plan and actual staffing actions to the end of Q1.

Table 3

2012 Civilian Staffing Plan

	2012 Original Forecasted Requirements	Q1 Actual	Q2 Forecast	Q3 Forecast	Q4 Forecast	2012 Actual & Forecast Staffing Actions
Existing Positions
Existing Vacancies	14	1	6	2	5	14
Retirements	5	4	5	0	0	9
Resignations	5	1	1	1	2	5
Backfilling Requirements	20	0	9	3	8	20
Mid – Long Term Temporary Requirements	40	4	15	8	13	40
Short Term Temporary Requirements (EOI)	25	6	9	3	7	25
Casual Requirements	5	0	5	0	0	5
Total Staffing Forecast	114	16	50	17	35	118

Q1 New Permanent Employees

Annex B to this report lists the names and positions held by the five permanent civilian members who left the employment of OPS in Q1 2012 due to retirements and resignations.

Table 4 provides the demographic overview of the four new OPS permanent civilian employees hired in Q1 2012. Annex C to this report lists their names.

Table 4

Demographic Highlights of New OPS Civilian Employees

Q1 2012 Hiring Activities

Total Number

Men

Women

Average Age

English and

French Speaking

Other

Languages

GLBT

College Diploma

University

Degree

Military Service

Civilian

Hires

None

College – 2

University - 2

* No members have self-identified.

Q1 Civilians in New Permanent Positions

Attrition and growth create the opportunity for existing civilian members to gain a new job that will increase their responsibility or to learn new skills in a lateral position in another area of the organization. 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 D to this report lists the names of the 2 permanent civilian members in new permanent positions as of Q1 2012.

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report outlines the 2012 OPS sworn and civilian hiring forecasts; sets out the actual hiring requirements for Q1; and summarizes the activities that have occurred in the first quarter to fulfill the goals of the 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

Chief of Police

Annexes:

Annex A – 2012 Q1 Sworn Officer Retirements and Resignations

Annex B – 2012 Q1 Civilian Retirements and Resignations

Annex C – 2012 Q1 Permanent Civilian Hires

Annex D – 2012 Q1 Civilians in New Permanent Positions

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

ANNEX A

Q1 2012 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/ LONG-TERM LEAVE DATE
1.	David Conroy	Emergency Ops	Airport	Constable	1 February 2012
2.	Robert Cross	District	Front Desk	Constable	1 February 2012
3.	Guy Giroux	District	Youth	Constable	1 February 2012
4.	Richard Hayman	Criminal Invest.	High Risk Offender	Staff Sergeant	1 February 2012
5.	Mark Hreljac	District	Youth	Constable	1 February 2012
6.	Jean-Claude Ouellette	District	East District Invest.	Constable	1 February 2012
7.	Dave MacMillan	Support Services	Court Liaison	Constable	29 February 2012

Q1 2012 Sworn Officer Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNATION DATE
1.	Jennifer Mason	Patrol	Platoon West	Constable	15 February 2012
2.	Katherine Larouche	Patrol	Active Staffing	Constable	1 March 2012
3.	Vernon White	Office of the Chief	Office of the Chief	Chief	25 February 2012

ANNEX B

Q1 2012 Civilian Retirements

	NAME	DIRECTORATE	SECTION	FUNCTION	RETIREMENT DATE
1.	David Carvill	Corporate Support	Evidence Control	Supervisor, Evidence Control	1 February 2012
2.	Joanne Goulet	Corporate Support	CPIC	CPIC Operator	1 February 2012
3.	Daniele Lafond	Corporate Support	Finance	Finance Clerk	1 February 2012
4.	Kenneth Rose	Support Services	Court Liaison	Special Constable	1 February 2012

Q1 2012 Civilian Resignations

	NAME	DIRECTORATE	SECTION	FUNCTION	RESIGNATION DATE
1.	Saira Kanani	Office of the Chief	Quality Assurance	Audit Specialist	27 February 2012

ANNEX C

Q1 2012 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Tammy Norlock	District	District Operations	Administrative Assistant	10 January 2012
2.	Jean-Michel Levert	Corporate Support	CPIC	CPIC Operator	16 January 2012
3.	Tamara Monahan	Corporate Support	CPIC	CPIC Operator	27 January 2012
4.	Denise Bergeron	Support Services	Call Centre	Call Centre Agent	10 February 2012

ANNEX D

Q1 2012 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Karen Lavigne	Corporate Support	Freedom of Information	FOI Clerk	24 January 2012
2.	Wes Miller	Corporate Support	Evidence Control	Supervisor Evidence Control	21 February 2012