OPS_BLK_ENG

REPORT

RAPPORT


 

DATE:

 

26 November 2012

TO/DEST:

 

Executive Director, Ottawa Police Services Board

FROM/EXP:

 

Chief of Police, Ottawa Police Service

SUBJECT/OBJET:

 

WORKFORCE MANAGEMENT REPORT – THIRD 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 also requested information be submitted, on a quarterly basis, that captures key elements of the Ottawa Police Service (OPS) workforce activities including hiring, retirements, resignations, promotions and civilian staffing.

 

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 Q3 2012, including: sworn officer recruitment, retirements and resignations, as well as sworn officer promotions and civilian staffing activities;

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 the 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 original 2012 sworn officer forecasted hiring requirements.  As well, it provides the actual results for the first 3 quarters of the year along with the forecast for Q4.  The forecast has changed since originally tabled with the Board.  It has been lowered from 33 to 18 sworn officers to ensure that it aligns with the 2012 plan to reduce the scope of the sworn officer Just-in-Time program.  The Hiring Plan has been reduced accordingly.

 

Table 1

2012 Summary of Sworn Officer Hiring Requirements

 

 

 

 


2012 Forecast - Revised

 

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.

 

The original 2012 forecast anticipated that 20 officers would retire and another 10 would resign or vacate their position for other reasons.  The 2012 budget did 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 was projected to be 10.  The resulting 2012 hiring requirement was 33.

 

As the year progresses and information is updated, the hiring forecast and plan are reviewed and revised if necessary.  They have been reduced to take the following factors into account:

 

·         the number of fully-funded Operational Backfill positions has decreased by seven (7); and

·         the complement carry-over for 2013 has been reduced to zero (0) in preparation for the re-alignment of the number of positions allocated to the Just-in-Time program as outlined in the proposed 2013 budget document.

 

As a result of this new information, the total hiring requirement for 2012 has been reduced to 18.  The Hiring Plan has been adjusted accordingly.  The December group of 11 has been eliminated. 

 

Q3 Actual

 

In Q3 2012, there were a total of 3 retirements, 1 resignation, 1 employee who vacated their position due to an extended leave of absence and one officer who returned from an extended leave.  There were also 2 retirements from long term disability.  These retirements do not change the hiring requirements as their positions would have been filled when they were first vacated.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q3 2012 due to retirement or resignation (from active service or long-term disability).   

 

As per the revised plan, 8 sworn officers were hired in Q3 2012 bringing the total number of hires for 2012 to 17.  The 8 officers hired in Q3 will be brought forward for Board approval in the Q4 2012 Workforce Management report upon their successful completion of Basic Constable training at the Ontario Police College.

 

Table 2 below summarizes the Q3 2012 hiring activity as it occurred throughout the quarter and the forecast of sworn hiring activity for the remainder of the year. 

 


 

Table 2

2012 Hiring Plan

 

 

Q3 2012 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 information is detailed by rank in Table 3 below.  Annex B lists the names of the 12 sworn employees promoted in Q3 2012.

 

Table 3

Q3 2012 Sworn Officer Promotions

 

 

Deputy Chief
Superintendent
Inspector
S/Sergeant
Sergeant
Total

Q3 Sworn Officer Promotions

1

1

2

3

5

12

 

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 forecasted 114 staffing actions.  This number has 5 components:  1) at the start of 2012 there were 14 vacant positions 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 position (staff have made the assumption that internal candidates will succeed in three out of four staffing actions);  3) 40 staffing actions will be made to fill medium-to-long-term temporary requirements; 4) 25 staffing actions will occur to fill short-term (4 months or less) temporary requirements; and 5) 5 staffing actions will be needed to fill casual opportunities.  Adjustments have been made to the original forecast as a result of staffing actions which have occurred year-to-date, and to reflect the anticipated staffing actions for the remainder of 2012.   The total of 114 staffing actions remains the same.   

 

Table 4 outlines the 2012 Civilian Staffing Plan and actual staffing actions to the end of Q3.  Annex C to this report lists the names and positions held by the 3 permanent civilian members who left the permanent employment of OPS in Q3 2012 due to retirements and resignations.

 

Table 4

2012 Civilian Staffing Plan

 

 

2012

Original Forecasted Requirements

 

Q1 Actions

Q2 Actions

Q3 Actions

Q4  Forecast

2012

Total Staffing

Actions

Existing Positions

 

 

 

 

 

 

Existing Vacancies

14

1

2

0

4

7

Retirements

  5

4

4

2

0

10

Resignations

  5

1

3

1

0

5

Backfilling

Requirements

20

0

3

3

5

11

Mid – Long Term

Temporary

Requirements

40

4

15

14

7

40

Short Term    Temporary

Requirements (EOI)

25

6

8

13

7

34

Casual Requirements

5

0

0

2

5

7

 

 

 

 

 

 

 

Total Staffing Forecast

114

16

35

35

28

114

 

Q3 Hiring Activities

 

Annex D to this report lists the names of the two (2) civilian employees hired in Q3 2012 into permanent positions to address attrition.

 

Q3 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 E to this report lists the names of the four (4) permanent civilian members in new permanent positions as of Q3 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 2012; and summarizes the activities that have occurred in the first three quarters 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

 

 

___________________________________________

 

Responsible for report:  Director General Debra Frazer

 

 

Annexes:

Annex A – 2012 Q3 Sworn Officer Retirements and Resignations

Annex B – 2012 Q3 Sworn Promotions

Annex C – 2012 Q3 Civilian Retirements and Civilian Resignations

Annex D – 2012 Q3 Permanent Civilian Hires

Annex E – 2012 Q3 Civilians in New Permanent Positions

 

 

 

 

 

 

 

 

 

 

 

 

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


ANNEX A

 

Q3 2012 Sworn Officer Retirements

 

 

 

NAME

DIRECTORATE

SECTION

RANK

RETIREMENT DATE/LONG-TERM

LEAVE DATE

1.

Stephen Blackburn

District

Front Desk Services

Sergeant

1 July 2012

2.

Mark Houldsworth

District

Youth

Sergeant

1 July 2012

3.

Andre Rozon

Support Services

Court Security

Constable

27 July 2012

4.

Thomas Callaghan

Criminal Investigations

Major Crime

Sergeant

1 August 2012

5.

Paul Waterman

District

Traffic

Constable

1 September 2012

 

 

 

Q3 2012 Sworn Officer Resignations

 

 

 

NAME

DIRECTORATE

SECTION

RANK

RESIGNATION DATE

1.

Patrick Brisson

Patrol

Platoon F East

Constable

24 August 2012

 

 

 


 

ANNEX B

 

Q3 2012 Sworn Promotions

 

 

 

NAME

DIRECTORATE

SECTION

PROMOTED TO

PROMOTION DATE

1.

Ed Keeley

Office of the Chief

Office of the Chief

Deputy Chief

31 July 2012

2.

Terrance Cheslock

District

Central District Investigations

Superintendent

20 August 2012

3.

Steven Bell

Emergency Operations

Event Planning

Inspector

4 September 2012

4.

Chris Rheaume

Materiel Management

Evidence Control

Inspector

4 September 2012

5.

Stephanie Burns

District

District Investigations

Staff Sergeant

4 September 2012

6.

James Elves

Resourcing & Development

Outreach, Recruitment & Resourcing

Staff Sergeant

4 September 2012

7.

Jamie Harper

Patrol

Platoon D East

Staff Sergeant

4 September 2012

8.

Greg Borger

Resourcing & Development

Professional Development Centre

Sergeant

4 September 2012

9.

Douglas Mirau

District

District Team Central

Sergeant

4 September 2012

10.

Craig Roberts

Resourcing & Development

Seconded to RCMP

Sergeant

4 September 2012

11.

Christopher Rolofs

Patrol

Platoon A West

Sergeant

4 September 2012

12.

Michael Walker

Criminal Investigations

Robbery

Sergeant

4 September 2012

 

 

                                                                                                                                               


ANNEX C

 

Q3 2012 Civilian Retirements

 

 

 

NAME

DIRECTORATE

SECTION

FUNCTION

RETIREMENT DATE

1.

Donna Bond

Patrol

Office of the Superintendent

Senior Administrative Assistant

Retroactive to     17 May 2012

2.

Lou D’Ascenzo

Corporate Support

Freedom of Information

Supervisor, Freedom of Information

1 July 2012

 

 

 

Q3 2012 Civilian Resignations

 

 

 

NAME

DIRECTORATE

SECTION

FUNCTION

RESIGNATION DATE

1.

Christian Potvin

Support Services

Communication Centre

Communication Centre Clerk

31 August 2012

 


 

ANNEX D

 

Q3 2012 Permanent Civilian Hires

 

 

 

NAME

DIRECTORATE

SECTION

PERMANENT POSITION

START DATE

1.

Michael Ross

Criminal Investigations

Forensic Identification

Imaging Specialist

23 July 2012

2.

Patrick Brisson

Support Services

Communication Centre

Communication Centre Clerk

25 August 2012

 


 

 

ANNEX E

 

Q3 2012 Civilians in New Permanent Positions

 

 

 

NAME

DIRECTORATE

SECTION

PERMANENT POSITION

START DATE

1.

Natasha Mitchell

Resourcing & Development

Employee Services

Staffing Coordinator

3 July 2012

 

2.

Kimberly Leclair

Corporate Support

CPIC

Supervisor CPIC

14 August 2012

3.

Nicole Bordeleau

Support Services

Call Centre

Supervisor Call Centre

4 September 2012

4.

Stephanie Rathwell

Criminal Investigations

Criminal Intelligence

Administrator & Background Coordinator

17 September 2012

 

 

 

Responsible for report:  Director General Debra Frazer