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Policy Number: Policy Subject: |
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GA-3 BOARD TRAINING
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LEGISLATIVE REFERENCE / AUTHORITY |
Police Services Act, section 31(5)
Accessibility for Ontarians with Disabilities Act, S.O. 2005 and Accessibility Standards for Customer Service, O. Reg. 429-07 |
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DATE APPROVED |
27 February 2006 |
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DATES AMENDED |
24 September 2007 01 November 2010 |
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DATE TO BE REVIEWED |
2013 |
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REPORTING REQUIREMENT |
Annual Report to Board |
LEGISLATIVE REFERENCE / AUTHORITY
Section 31(5) of the Police Services Act requires the Police Services Board to ensure that its members undergo any training that the Solicitor General may provide or require.
The Accessibility Standards for Customer Service, O. Reg. 429-07 enacted under the Accessibility for Ontarians with Disabilities Act, S.O. 2005, requires all Board members who deal with the public on behalf of the Ottawa Police Services Board or who are involved in Board policy development to receive training on accessible customer service.
The Ottawa Police Services Board recognizes the importance of pursuing excellence in governance through an ongoing commitment to training, education and development, and has adopted this policy to formalize training and ongoing learning requirements for its members.
REQUIRED TRAINING
1. Each member of the Ottawa Police Services Board during his or her first year of appointment is required to attend:
a) Any training sessions provided or required by the Ontario Ministry of Community Safety & Correctional Services.
b) Any orientation sessions for new members provided by the Chief of Police, Board Executive Director and Board Solicitor.
2. Within the first two years of being appointed to the Board, each member is required to attend the annual conferences of both of the following organizations at least once:
a) Ontario Association of Police Services Boards (OAPSB)
b) Canadian Association of Police Boards (CAPB).
3. The Board shall be represented by at least one member at each of the following:
a) meetings of OAPSB Zone 2 boards;
b) annual OAPSB conferences;
c) annual CAPB conferences;
d) meetings of Ontario large boards (“Big 12”).
4. Each member of the Board must complete training on Accessibility Standards for Customer Service as outlined in the training program of the City of Ottawa.
5. Having satisfied the requirements set out in 1 and 2 above, and provided sufficient funds remain in the annual budget, board members are encouraged to attend other learning opportunities related to governance or policing such as those offered by (but not limited to):
a) the Canadian Police College
b) the Police Association of Ontario
c) the Ontario Association of Chiefs of Police
d) the Canadian Association of Chiefs of Police
e) the Canadian Professional Police Association
f) the Canadian Association of Civilian Oversight of Law Enforcement.
6. Board training as a whole will take place through inviting guest speakers to make presentations or deliver workshops on issues pertinent to board governance, board responsibilities or emerging trends in policing, with an emphasis placed on issues of a strategic nature.
ANNUAL REPORTING
7. Individual Board member training and Board training as a whole will be reported on as part of an annual report on Board Activity, Training and Performance in the first quarter of each year.
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Policy Number: Policy Subject: |
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GA-10 ACTING PAY FOR SENIOR EXECUTIVE POSITIONS |
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LEGISLATIVE REFERENCE / AUTHORITY |
Police Services Act, section 31(1)(c) & (d) |
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DATE APPROVED |
24 September 2007 |
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DATE AMENDED DATE REVIEWED |
October 2010 |
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DATE TO BE REVIEWED |
2013 |
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REPORTING REQUIREMENT |
N/A |
LEGISLATIVE REFERENCE / AUTHORITY
Section 31(1)(c) of the Police Services Act states that the board shall, “establish policies for the effective management of the police force”.
Section 31(1)(d) of the Act states that the board shall, “recruit and appoint the chief of police and any deputy chief of police, and annually determine their remuneration and working conditions, taking their submissions into account.”
BOARD POLICY
The Ottawa Police Services Board is committed to providing leadership development opportunities to members of the Police Service and supports the utilization of ‘acting’ assignments for the purpose of gaining experience in senior command positions. Acting assignments provide senior staff with a chance to participate firsthand in the decision-making that occurs at the Executive level, to see the many factors that influence decisions and to experience the complexity of contacts and communication expected of a police leader.
This policy provides direction with regard to the salary individuals shall receive when fulfilling acting assignments in the positions of Chief of Police, Deputy Chief of Police, and Director General (a civilian equivalent to a Deputy Chief). All positions affected by this policy are retained through individual contracts with the Board.
It is the policy of the Ottawa Police Services Board that:
1. Any employee designated by the Board or Chief of Police to perform the duties of the Chief of Police, a Deputy Chief of Police, or the Director General, for a continuous period of more than ten (10) days shall receive acting pay during the time the employee acts in that capacity, retroactive to the start date of the assignment.
2. In determining acting pay for the Chief, Deputy Chief or Director General positions, for the duration of the acting assignment the employee in the acting assignment will receive acting pay equal to the step in the higher rank’s salary grid that is closest to their incumbent hourly salary rate, provided it constitutes at least a four percent (4%) increase over their incumbent hourly salary rate.
3. The hours of work for acting assignments under this policy are seven (7) hours per day (not including lunch hour), or 70 hours bi-weekly.
4. Employees in acting assignments under this policy will continue to receive the rights and benefits to which they are entitled in their incumbent position. Only the amount of salary paid will change during the acting assignment.
5. Should an employee serve in an acting position for a period greater than one year, they will receive an increment to the next level, subject to satisfactory performance.
LEGISLATIVE REFERENCE / AUTHORITY
· Section 31(1)(c) of the Police Services Act states that a board shall establish policies for the effective management of the police force. This policy provides direction with regard to creating and maintaining a positive work environment for members of the Ottawa Police Service.
· Section 41(1)(b) of the Police Services Act addresses Duties of the Chief of Police in relation to maintaining discipline.
· Ministry Standard AI-003 – Equal Opportunity, Discrimination and Workplace Harassment (see Board Policy AI-003 in Chapter 4).
· The Ontario Occupational Health and Safety Act, R.S.O. 1990, c. O.1., as amended by Bill 168 (see Board Policies CR-13: Workplace Violence & Harassment and CR-15: Occupational Health & Safety)
It is the goal of the Ottawa Police Services Board to ensure a positive workplace that exemplifies the organization’s vision, mission and values. In this workplace members can expect an environment that promotes and offers:
a) Personal and professional support
b) Equal and accessible treatment
c) Valuing the contribution of members
d) A safe and healthy environment
e) High ethical and professional standards
f) Diversity and non-discrimination.
The Chief shall ensure that there are procedures or practices in place that contribute to a positive workplace, specifically in the areas of:
1. Respectful workplace
2. Outreach and diversity
3. Salary and benefit administration
4. Performance management
5. Recognition of meritorious service, community service, long service and valour
6. Absence management and support
7. Discipline
8. Health and Safety
9. Collective Agreement Administration.
MONITORING REQUIREMENTS
During each business cycle, the Chief shall:
1. Assess the effectiveness of the Police Service’s Respectful Workplace Program.
2. Conduct a compliance audit for salary and benefits and a review of working conditions of any sworn officers, civilian members or any individual staff member, including him or herself, to ensure consistency with the appropriate contract as negotiated and signed by the Board.
3. Assess the effectiveness of the Performance Review Program.
1. On an annual basis, the Chief of Police shall:
a) Provide a summary of usage and outcomes of the Respectful Workplace Program.
b) Report the compliance rate and other outcomes of the Performance Review Program.
c) Report the number of complaints filed by members with the Ontario Human Rights Commission.
d) Report on progress toward achieving the ‘Employer of Choice for All in Policing” strategy.
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Policy Number: Policy Subject: |
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CR-6 PUBLIC CONSULTATION
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LEGISLATIVE REFERENCE / AUTHORITY |
N/A |
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DATE APPROVED |
24 November 1997 |
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DATES AMENDED |
28 April 2008 22 June 2009 |
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DATE TO BE REVIEWED |
2012 |
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REPORTING REQUIREMENT |
Annual compliance reporting |
BOARD POLICY
1. INTRODUCTION
The Ottawa Police Services Board recognizes the importance of well conceived external communications and consultation in promoting public understanding of Ottawa Police policies, programs and services, and providing the Board and Service with a critical insight into public attitudes and expectations. It values public consultation as a means to address the expectations of the citizens of Ottawa, and to achieve improved policies, programs and initiatives in serving the public. The Ottawa Police Services Board is committed to ensuring that administrative and policy processes are open and accessible, respectful of the public’s right to be involved, and responsive to the public need for information.
This policy provides direction to the Chief of Police and a framework for a process of engagement with the public in order to solicit their views as an integrated part of the decision-making process at the Ottawa Police Service.
The Public Consultation policy supports the Police Service’s vision statement and is fundamental to acquiring public understanding and support for the actions of the Police Service and Police Services Board.
2. GOALS
The goals of the Board’s Public Consultation policy are:
a) To provide an opportunity to every citizen who wishes to be heard.
b) To recognize citizens as a source of information for decision-making.
c) To provide the public with sufficient and comprehensible information about the Service’s mandate, services and programs.
d) To provide a timely and comprehensive response to public requests for information.
e) To address the impacts of Police Service decisions on the community.
f) To ensure the Police Service is kept informed about public opinion and community aspirations.
g) To develop and maintain a trusting, positive, cooperative relationship between the Police Service and its citizens.
h) To improve the quality of Police Service decisions and actions.
3. BENEFITS
The benefits of public consultation include:
a) Being responsive to the community’s right to know and to be involved, as well as the Police Services Board’s obligation to make decisions on behalf of the community;
b) Recognizing the value of the opinions and expertise offered by members of the public;
c) Acknowledging public sensitivity to change in the community and its desire to participate effectively in policy and program development processes;
d) Ensuring information and knowledge is shared with and/or received from the public;
e) Providing opportunities to build consensus around issues or changes; and
f) Encouraging active public promotion regarding implementation of Police Service initiatives.
4. PRINCIPLES
The Chief of Police shall ensure that the following general practices and principles are adopted throughout the organization:
a) A climate is created in which public consultation is utilized as a management function;
b) Consultation and communications planning is integrated within the overall organization and strategic planning;
c) Cooperation and liaison exists between consultation staff and communication staff both within the Service and with other partners and outside agencies;
d) The consultation process involves the right level of accountability and participants for the consultation process;
e) An environment is fostered that encourages and values feedback to and from individuals, the public and employees by communicating the results of consultation to interested participants.
The Chief of Police shall ensure that the following principles and practices are included in organizational activities and processes:
5.1. Values that Support Public Consultation
The following values that support public consultation are fostered and in place throughout the Police Service:
a) Consultation is instilled as a way of organizational life - the Service will consult the community as a normal part of its work.
b) Consultation occurs early
in the process
- consultation is much more fruitful and less demanding of resources when it
occurs early in the process.
c) Two-way communication - communication with the public not only flows both ways, but also can be initiated by either side. The Service should consult the community, and the community should consult the Service.
d) Uniqueness is recognized - each problem and situation is unique. The Service should be innovative, flexible, and sensitive to local conditions, all of which require close contact with both the affected community and community at large.
e) Multi-faceted input is sought - by considering each problem from many points of view, the Service is more likely to achieve a preferred solution.
f) Community leadership is recognized as valuable - community leaders are a valuable resource to the Service.
g) The Service knows the community - be familiar with the community, their concerns, their goals, their strengths and their needs.
h) The importance of continuity is recognized - the Service should recognize that change may disrupt the lives of its citizens. Change may be viewed negatively when it:
- does not serve the needs of those experiencing the change;
- occurs without time to adjust;
- is not preceded by opportunities for consultation; or
- seems to create impacts and benefits which are not fairly distributed.
5.2. Process Considerations
The process for consultation shall be undertaken as a matter of practice. In circumstances where it is not possible, a clear and justifiable reason shall be presented. The following considerations related to the process for consultation will be practiced by members of the Ottawa Police Service:
a) The Service must routinely assess its activities, the impact of those activities on the citizens and the need for public consultation, and identify early in the process which issues require public consultation. Due to the diversity and complexity of activities undertaken by the Ottawa Police Service, the requirement for public consultation is not always clear. Not all activities in the day-to-day operation or administrative functioning of the Service require public consultation.
b) The Service is frequently a partner or participant with other governments and agencies for joint projects. In these instances, the Service does not always have the authority to determine the process for public consultation. The Police Service will encourage and promote implementation of a public consultation process as a key component of any project/activity along with needs and approaches utilized by others, but a decision not to embrace a public consultation approach by the lead organization will not preclude the Police Service from participating in projects/activities.
c) Consultation should be considered for every project that has a direct impact on the public and consideration given to the most effective and appropriate method of consultation. There is no single method for successful communication and consultation. Consultation may be as simple as informing people of a proposed change, or it may take the form of an informal discussion, or a formal event such as an open house or public meeting.
5.3. Required Actions
a) Reports to the Police Services Board must contain information on what consultation took place and how the staff recommendation reflects or does not reflect the input received;
b) Staff required to conduct and manage effective consultation receive adequate resources, training and professional development;
c) Consultation requirements are developed and reflected in employee assessments, and in policy, program design and service delivery;
d) A training module is adopted by the Professional Development Centre;
e) A process to ensure the ability to create a network to consult with potentially affected stakeholders (parties, entities). Public consultation literature is acquired and made accessible through a range of media (electronic and hard copy) and at all main police locations;
f) Periodic evaluations of the results of the consultation process are conducted to ensure they reflect client needs;
g) Evaluation of past consultations and establishment of best practices are done to achieve continuous service improvements; and
h) This policy shall be communicated to all members of the Ottawa Police Service and the community regularly and in an ongoing manner through channels such as the Internet.
The Chief of Police shall submit an annual report to the Board.
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Policy Number: Policy Subject: |
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CR-12 COMMEMORATIVE NAMING OF POLICE FACILITIES
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LEGISLATIVE REFERENCE / AUTHORITY |
Police Services Board Minutes, 22 Feb. 2010 City of Ottawa Council Minutes, 24 March 2010 |
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DATE APPROVED |
PSB: 22 February 2010 Council: 24 March 2010 |
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DATE AMENDED |
01 November 2010 |
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DATE TO BE REVIEWED |
2013 |
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REPORTING REQUIREMENT |
N/A |
The Police Services Board approved this policy at a meeting on 22 February 2010.
Ottawa City Council approved the delegation of authority to the Ottawa Police Services Board necessary to implement this policy at a meeting on 24 March 2010.
REFERENCES
· City of Ottawa Commemorative Naming Policy for Municipal Parks, Streets and Facilities – Report ACS2002-CRS-SEC-0057 dated 2 July 2002, approved by Corporate Services and Economic Development Committee 16 July 2002 & City Council 24 July 2002
· Commemorative Naming Information Sheet, Application Form and Affidavits
· City of Ottawa Council Minutes – 3 March 1993 (Naming of Ottawa Police Headquarters)
BOARD POLICY
1. INTRODUCTION
The Ottawa Police Services Board is committed to providing a fair, consistent and efficient process, while respecting the important need for public consultation and legislative approvals, with respect to commemorative naming of parts of municipal police facilities after a person, persons, family name or event.
This policy sets out a framework and provides direction for the Police Services Board, and to the Chief of Police, regarding considerations and processes for the naming of municipal police facilities, and parts of municipal police facilities, owned by the City of Ottawa.
In preparing the policy, the City of Ottawa’s Commemorative Naming Policy for Municipal Parks, Streets and Facilities has been used as a guide to ensure consistency with the City’s practices.
It is the policy of the Board that municipal police facilities, except for Police Headquarters located at 474 Elgin Street, not be given commemorative names, but that they be referred to by their geographical or policing operations name. Commemorative naming will apply solely to the naming of parts of municipal police facilities, such as meeting rooms, for as long as the buildings are used for police purposes.
This policy applies only to City-owned buildings that are primarily designated for police use. It does not apply to other City-owned buildings that may contain a lesser police presence, such as a community centre in which a community police centre is located.
3. PURPOSE
The main objectives of this policy are to ensure:
1. A clear, efficient and timely commemorative naming process for parts of municipal police facilities;
2. The application of consistent criteria to determine the validity of a commemorative name;
3. The application of a concrete consultation process and community participation;
4. One central repository for all commemorative naming requests for municipal police facilities or parts of facilities;
5. An appropriate approval process that recognizes the importance of the role played by legislative bodies (i.e. the Police Services Board);
6. Consistency with related policies at the City of Ottawa.
4. APPLICATION
Any member of the public, Police Services Board or Police Service (through the Chief) may submit a nomination for commemorative naming of part of a municipal police facility.
5. POLICY DESCRIPTION / IMPLEMENTATION
1. Criteria
When the naming of a part of a police facility is being requested, at least one of the following criteria shall apply:
1. The nominated individual shall have demonstrated excellence, courage or exceptional service to the citizens of the City of Ottawa, the Province of Ontario and/or Canada;
2. The nominated individual shall have an extraordinary community service record;
3. The nominated individual shall have worked to foster equality and reduce discrimination;
4. Where the nominated individual is a current Police employee, the individual shall have made an outstanding contribution to the Ottawa Police Service outside of her/his capacity and duties as a Police employee, or they may be recognized for their exceptional service once they are no longer a Police employee;
5. An individual may be recognized for a significant financial contribution to a facility, where that contribution significantly benefits the community that the facility serves;
6. The nominated name has historical significance.
2. Commemorative Naming Application Form
A Commemorative Naming information sheet, application form and required affidavits will be available in both French and English through the contact noted at the end of this policy document.
The commemorative naming process for municipal police facilities will involve a different course of action depending on the circumstances surrounding the request/requirement for naming. The following outlines three possible circumstances under this policy with respect to commemorative naming:
A. COMMEMORATIVE NAMING PROCESS: EXTERNAL APPLICATIONS
Receipt of a Nomination/Application:
All requests for commemorative naming are to be submitted in writing by completing the Ottawa Police Services’ Commemorative Naming Application Form and supporting documentation.
Processing of the Nomination/Application:
Processing the application will involve confirmation of criteria, reference checks (if applicable), discussion with the applicant and applicable departments or directorates, initial meeting of the Police Commemorative Naming Committee (PCNC), public consultation for a 60-day period, compiling consultation results, and reconvening a meeting of the PCNC to review the public consultation results and departmental comments, and reach a decision for recommendation to the Board.
Board Approval:
After the PCNC has reached a decision, an in camera report to the Board will be prepared containing the PCNC’s recommendation.
Implementation of Approved Nomination:
Following Board approval, implementation of the approved commemorative name is undertaken. This involves final notification to the nominee, preparation of an official letter signed by the Board Chair and Chief, and an official unveiling ceremony for the nominee and/or family with the presentation of a plaque to be erected at the site, indicating the name as well as its significance for commemoration.
B. COMMEMORATIVE NAMING PROCESS: INTERNAL APPLICATIONS
Receipt of a Nomination/Application:
All requests for commemorative naming are to be submitted in writing to the Chief’s Executive Officer by completing the Ottawa Police Services’ Commemorative Naming Application Form and supporting documentation.
Processing of the Nomination/Application:
Processing the application will involve confirmation of criteria, reference checks (if applicable), discussion with the applicant and applicable units. A meeting of the Police Commemorative Naming Committee (PCNC) will be convened to review the application and reach a decision for recommendation to the Board.
Board Approval:
After the PCNC has reached a decision, an in camera report to the Board will be prepared containing the PCNC’s recommendation.
Implementation of Approved Nomination:
Following Board approval, implementation of the approved commemorative name is undertaken. This involves final notification to the nominee, preparation of an official letter signed by the Board Chair and Chief, and an official unveiling ceremony for the nominee and/or family at the site, indicating the name as well as its significance for commemoration.
C. COMMEMORATIVE NAMING PROCESS: NEW FACILITY CONSTRUCTION
The Facilities Section of the Ottawa Police Service will notify the Police Services Board Executive Director when a new police facility is to be constructed, with information regarding the specific facility and the applicable time frame for construction.
The Executive Director may convene a meeting of the Police Commemorative Naming Committee as required to discuss and name all new facilities (based on geographic or operational references) that have been identified as requiring a name, or to discuss a recommended commemorative name for a part of a police facility.
The Committee shall review the approved list of names eligible for consideration to determine if there is an appropriate name for the identified parts of the facility, or undertake necessary steps to solicit proposed names. If a commemorative name is selected for any part of the facility from the Commemorative Names Reserve List, or a name is recommended through another means, the public consultation process will commence for 60 days. The Police Commemorative Naming Committee will reconvene to review public comment and develop a final recommendation. The recommendation will be submitted for approval to the Board.
D. COMMEMORATIVE NAMING PROCESS: COMMEMORATIVE NAMES RESERVE LIST
Similar to the process outlined in Section A above, a name may be submitted that is not site or venue specific. In this regard, the application will undergo the same process with respect to criteria evaluation and investigation. Staff will discuss possible options and suitability with the nominator. If a site and/or geographic location is not determined through these discussions, the name will be placed on the Commemorative Names Reserve List (for facilities) maintained by the City Clerk.
6. PUBLIC CONSULTATION
Public consultation shall be undertaken in accordance with the size and scope of the part of the facility being named. Consultation may consist of formal written notification of the proposed name to ward-affected community associations, applicable consultative groups and Ottawa Police Service advisory groups (where appropriate) for comment. Public meetings may be held upon request by a member of the Board, and advertisements may be placed in applicable community newspapers and dailies, where appropriate, and on the Service’s Web site (ottawapolice.ca). The public consultation period shall last two months, or 60 calendar days.
Public consultation is required as the issue of commemorative naming of facilities or parts thereof directly affects citizens and provides identity to the communities in which they live. Through public consultation at the community and city-wide level, residents will be able to ensure they maintain a strong connection to their communities and will be able to gain a better understanding of the individual who has been nominated for commemoration. Statistical information on comments received under consultation will be provided to individuals other than the Commemorative Naming Committee, upon request. However, specifics and written comments received will only be available to the Committee and Police Service Board.
Police staff will provide the final decision on a proposal to individuals who submit a comment under the public consultation component, and provide a copy of the Commemorative Naming policy and information sheet, when necessary.
7. POLICE COMMEMORATIVE NAMING COMMITTEE
The Police Commemorative Naming Committee (PCNC) is composed of the following representatives:
1. The Chair of the Police Services Board’s Policy & Governance Committee
2. The Police Services Board Executive Director (or designate)
3. The Executive Officer (or designate)
4. The Director of Community Development (or designate)
5. The Director of Corporate Communications (or designate)
6. The Director of Police Facilities (or designate).
Meetings will be held in-camera, in accordance with the Police Services Act exemption for matters pertaining to an identifiable individual.
8. COMMEMORATIVE NAMES RESERVE LIST MAINTENANCE AND USE
The Office of the City Clerk maintains the Commemorative Names Reserve list for City parks and facilities.
Consistent with Council direction, historical names will be given precedence. Otherwise, there shall be no prioritization system of commemorative names on the list. Nominators are free to designate the name for use in a specific police facility at the time of nomination if they chose.
The List shall be made available on request to any interested party, although the results of the investigations of the naming requests shall remain confidential.
9. RENAMING
The renaming process shall be identical to the commemorative naming process and shall also require the Police Services Board as the final authority for approving the proposed name. The renaming process differs in that it entails the discarding of an old name, which most likely has become an important part of community identity. Thus the need for public input is even greater.
10. DEFINITIONS
For the purpose of this policy, the following definitions apply:
Commemorative - shall refer to the official naming of a part of a municipal police facility to commemorate or perpetuate the memory of a person, persons, family name or event.
Commemorative Names Reserve List – shall refer to a central Corporate list maintained by the City Clerk of all commemorative names submitted and approved for parks and facilities, however, not yet used.
Renaming – shall refer to the act of discarding of an old or current name, which most likely has become an important part of community identity. The old or current name is not restricted to a commemorative name, but is inclusive and refers to names originating from a street, community, geographical area, etc.
11. RESPONSIBILITIES
Board Executive Director, OPS Superintendents and Directors
It is the responsibility of the Executive Director of the Police Services Board and of OPS Superintendents and Directors to:
a) Understand and support this policy, and ensure that the policy is communicated to employees and the public.
b) The Facilities section of the Police Service will notify the Board Executive Director when a new municipal police facility is to be constructed, information regarding the specific facility and the applicable time frame for construction, and, if applicable, information with respect to proposed names for the facility or a part thereof.
c) The Executive Director will consult with the City Clerk regarding whether there are names on the Commemorative Names Reserve List that have been proposed for a police facility.
Employees
Employees responding to a public inquiry regarding commemorative naming are responsible for:
a) Referencing the subject Policy and processes, where applicable;
b) If applicable, directing the inquiry to the Board Executive Director or the contact noted at the end of this policy document.
12. CONTRAVENTIONS
Failure to comply with this policy will result in inconsistent information provided to the public and members of the Police Services Board, and increase the possibility of improper commemorative naming of parts of municipal police facilities without appropriate research, community involvement and endorsement.
13. OPERATIONAL DIRECTORATE: Office of the Chief Directorate