REPORT RAPPORT

DATE:	22 April 2013
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – FIRST QUARTER 2013

RECOMMENDATIONS

That the Ottawa Police Services Board:

1. Receive this report for information.

2. Approve the appointment of eight (8) new recruit sworn officers who successfully completed the required Ontario Police College training in Q1, in accordance with Section 31(1)(a) of the Police Services Act.

3. Approve the appointment of six (6) experienced sworn officers who were sworn in during Q1, in accordance with Section 31(1)(a) of the Police Services Act.

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 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 2013, including:  sworn officer recruitment, retirements and resignations, sworn officer promotions and civilian activities;

3. Summarize the 2013 hiring activities; and

4. Summarize hiring goals for 2013 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

2013 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, five (5) key factors are considered:

1. A new recruit takes 9 months, on average, to become deployable;

2. The Ontario Police College typically only holds 3 training sessions per year for new recruits with limited space in each class;

3. An experienced officer from another police service takes 1 to 2 months, on average, to become deployable;

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

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

2013 Forecast

The 2013 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 2013, it is expected that 25 officers will retire and another 10 will resign or vacate their position for other reasons.  At year end 2012, OPS had a complement shortfall of 6 officers.  This year there should be 12 extra officers carried over to help meet operational needs in Q1 2014.

Other impacts on the plan this year include the reduction of sworn JIT (Just-In-Time) positions by 19. These positions were used to create a cadre of officers that would be hired, have completed OPC and coach officer training (a 9 month process) and be ready to be deployed as retirements occurred.  By beginning the hiring and training process 9 months in advance of a retirement, gaps in front-line staffing can be minimized.  The original number of JIT positions was 50 when the plan was approved in 2002.  One of these positions was transferred to another directorate and 19 were eliminated leaving 30 positions. This number is in line with the number of retirements typically forecasted each year.

The forecast has changed since originally tabled with the Board in the Q4 2012 report.  It has been increased from 29 to 32 sworn officers due to a forecasted increase in complement carry-over to 2014 from 9 to 12.  Although the carry over target was always 12, the timing of the members leaving and entering the organization can impact the cost of the plan. The original plan as forecasted could only afford a carry over of 9 additional bodies to begin 2014.

In Q1, however, there were more retirements than anticipated and less new hires were successful in meeting OPS standards (see Q1 2013 Activities below).  As a result, the 2013 Sworn Officer Hiring Plan was adjusted.  These adjustments have made the plan more affordable and have also allowed an additional 3 hires to meet the target of 12 with no impact on costs.

Table 1 below summarizes the 2013 sworn officer forecasted hiring requirements as compared to the actual requirements.   It is expected that a total of 32 officers will need to be hired to meet requirements.

Table 1

2013 Summary of Sworn Officer Hiring Requirements

Q1 2013 Activities

In Q1 2013, there were 17 retirements, 2 resignations and one “other” employee who vacated their position.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q1 2013 due to retirement and resignation.

Table 2 below summarizes the Q1 2013 hiring activity and the hiring plan for the year.  The original plan was to hire 9 experienced officers in Q1 2013 but only 6 of the officers who went through the process met OPS standards.

Table 2

2013 Sworn Officer Hiring Plan

The reduced number of officers hired in Q1 and the increased overall requirements for 2013 have led to a revised hiring plan.  Along with the 6 officers hired in Q1, the new plan allows for 14 new recruits in August and 12 in December for a total of 32.  Typically, there is an annual intake in April however, this year, this class was cancelled by OPC due to lack of registration province wide.  OPS staff will continue to monitor the requirements and make changes to the plan as needed.

Annex B to this report lists the names of the 8 new recruits and 6 experienced officers who were sworn in during Q1 2013.  The 8 new recruits were hired in August 2012 and completed their training at OPC late in 2012.  The 6 experienced officers were hired in March 2013 as part of the first of three intakes planned to meet the 2013 forecasted staffing requirement of 32.  Table 3 provides a demographic overview of these new OPS sworn officers.

Table 3

Demographic Highlights of New OPS Sworn Officers

Q1 2013 Hiring Activities

	Total Number	Men	Women	Average Age	English and French Speaking	Other Languages	Representative Indicator	College Diploma University Degree Military Service
Q1 New Recruits	8	4	4	32	3	Spanish	1	College – 3 University – 4 Military – 3 High school - 1
Q1 Experienced Officers	6	4	2	30	3	Tamil	0*	College – 4 University – 1 High School -1

* No members have self-identified

Q1 2013 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 4 below.  Annex C lists the names of the 15 sworn employees promoted in Q1 2013.

Table 4

Q1 2013 Sworn Officer Promotions

	Superintendent	Inspector	S/Sergeant	Sergeant	Total
Q1 Sworn Officer Promotions	0	0	6	9	15

Civilian Staffing

2013 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 2013 plan forecasted 172 staffing actions.  This number has 6 components: 

1.         13 new positions have been added to the complement as part of the reallocation of capital and operating funding in the 2013 budget process;

2.         At the start of 2013 there were 24 vacant positions, 10 forecasted retirements and 5 forecasted resignations;

3.         25 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  assumed internal candidates will succeed in the majority of the staffing actions);  

4.         40 staffing actions to fill medium-to-long-term temporary requirements;

5.         40 staffing actions to fill short-term (4 months or less) temporary requirements; and

6.         15 staffing actions to fill casual opportunities.  

Table 5 outlines the 2013 Civilian Staffing Plan and actual staffing actions to the end of Q1.  In total 38 staffing actions occurred to the end of March, with the majority (25) falling into the Temporary and Casual categories.

Table 5

2013 Civilian Staffing Plan

	2013 Original Forecasted Requirements	Q1 Actions	Q2 Forecast	Q3 Forecast	Q4  Forecast	2013 Total Staffing Actions
New Positions (from reallocation of capital funding)	13	0	0	7	6	13
Existing Positions
Existing Vacancies	24	4	10	3	7	24
Retirements	10	7	1	1	1	10
Resignations	5	1	3	0	1	5
Backfilling Requirements	25	1	10	4	10	25
Mid–Long Term  Temporary   Requirements	40	5	23	5	7	40
Short Term Temporary   Requirements (EOI)	40	9	11	10	10	40
Casual Requirements	15	11	4	0	0	15
Total Staffing Forecast	172	38	62	30	42	172

Q1 2013 Activities

Annex D to this report lists the names and positions held by the 8 civilian members who left the permanent employment of OPS in Q1 2013 due to retirement or resignation. 

Annex E to this lists the names of the 4 civilian employees hired in Q1 2013 into permanent positions to address staffing needs.  Table 6 provides the demographic overview of these new employees.

Civilian staffing includes internal movement and advancement opportunities which arise for existing employees as a result of attrition and growth.  They are 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 F to this report lists the names of the 7 permanent civilian members in new permanent positions as of Q1 2013.

Table 6

Demographic Highlights of New OPS Civilian Employees

Q1 2013 Hiring Activities

	Total Number	Men	Women	Average Age	English and  French Speaking	Other  Languages	Representative Indicator	College Diploma  University  Degree  Military Service
Q1 Civilian Hires	4	1	3	41	3	0	1	1 - College Diploma 1 - University Degree 1 - Masters Degree

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report summarizes the activities that have occurred in the first quarter to fulfill the goals of the 2013 Sworn and Civilian hiring and staffing 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 the report:  Director General Debra Frazer

Annexes:

Annex A – 2013 Q1 Sworn Officer Retirements and Resignations

Annex B – 2013 Q1 New Sworn Members and Experienced Officer Hires

Annex C – 2013 Q1 Sworn Promotions

Annex D – 2013 Q1 Civilian Retirements and Resignations

Annex E – 2013 Q1 Permanent Civilian Hires

Annex F – 2013 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 2013 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Robert Landry	Criminal Investigations	Organized Fraud	Sergeant	3 January 2013
2.	Dave Collins	Patrol	Platoon F West	Sergeant	25 January 2013
3.	Rob Gilchrist	Patrol	Platoon Central Fixed	Sergeant	25 January 2013
4.	Scott Lawson	Emergency Operations	Traffic Escort	Sergeant	25 January 2013
5.	Gary Leach	Patrol	Platoon West Fixed	Sergeant	25 January 2013
6.	Kevin McCaffery	District	District Support East	Staff Sergeant	25 January 2013
7.	Mark Myers	Platoon	Platoon A West	Staff Sergeant	25 January 2013
8.	William Sullivan	Criminal Investigations	Organized Fraud	Staff Sergeant	25 January 2013
9.	Gregory Tyrer	Patrol	Platoon Central Fixed	Constable	25 January 2013
10.	Wayne Bell	Patrol	Platoon F East	Sergeant	27 January 2013
11.	Alain Cammaert	Emergency Operations	Traffic Escort	Constable	27 January 2013
12.	Daniel Gore	Criminal Investigations	Criminal Intelligence	Constable	27 January 2013
13.	Denis Chevalier	Criminal Investigations	SACA	Constable	31 January 2013
14.	Sabrina Corneanu	Resourcing & Development	Secondment	Constable	1 February 2013
15.	Dave R Turnbull (Sr)	Patrol	Platoon East	Staff Sergeant	1 February 2013
16.	Allan McConnell	District	District Support Investigations West	Sergeant	1 March 2013
17.	Paul Ingram	District	District Support East	Sergeant	11 March 2013

Q1 2013 Sworn Officer Resignations

	NAME	DIRECTORATE	SECTION	RANK	RESIGNATION DATE
1.	Michael Storozuk	Criminal Investigations	Forensic Identification	Constable	7 January 2013
2.	Chamkaur Sandhu	Patrol	Platoon C East	Constable	18 March 2013

ANNEX B

Q1 2013 Sworn Members OPC Trained Hires - Class R2012-2

	NAME	DIRECTORATE	DEPARTMENT	FUNCTION	HIRE DATE
1.	Shawn Adams	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
2.	Marc Boulerice	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
3.	Kristina Correa	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
4.	Cheryl Cross*	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
5.	Amy Gagnon-Friesen	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
6.	Steven Landon	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
7.	Paige Madden	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012
8.	Christian Nungisa	Resourcing & Development	Prof. Development Centre	Recruit	13 August 2012

*from Civilian to Sworn

Q1 2013 Experienced Officers OPC Trained Hires - Class DE2013-1

	NAME	DIRECTORATE	SECTION	FUNCTION	HIRE DATE
1.	Sathiyenthira Balasundaram	Resourcing & Development	Prof. Development Centre	Recruit	4 March 2013
2.	Daniel Dumont	Resourcing & Development	Prof. Development Centre	Recruit	4 March 2013
3.	Sabastien Chartrand-Despatie	Resourcing & Development	Prof. Development Centre	Recruit	4 March 2013
4.	Melissa Haggerty	Resourcing & Development	Prof. Development Centre	Recruit	4 March 2013
5.	Christopher Morris	Resourcing & Development	Prof. Development Centre	Recruit	4 March 2013
6.	Melanie St. Louis	Resourcing & Development	Prof. Development Centre	Recruit	4 March 2013

ANNEX C

Q1 2013 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	Brian Bonderud	Support Services	Court Security	Staff Sergeant	1 March 2013
2.	Sam Fawaz	Patrol	Platoon B Central	Staff Sergeant	1 March 2013
3.	Timothy Hodgins	Patrol	Platoon D Central	Staff Sergeant	1 March 2013
4.	Peter Jupp	Support Services	Communication Centre	Staff Sergeant	1 March 2013
5.	Stephan Kerr	Criminal Investigations	Forensic Identification	Staff Sergeant	1 March 2013
6.	David Spicer	Patrol	Platoon B East	Staff Sergeant	1 March 2013
7.	Amy Bond	Patrol	Platoon F Central	Sergeant	1 March 2013
8.	Adam Coakley	Support Services	Central Cellblock	Sergeant	1 March 2013
9.	Grant Cotie	Resourcing & Development	RCMP Peacekeeping	Sergeant	1 March 2013
10.	Kulvir Guram	Patrol	Platoon A Central	Sergeant	1 March 2013
11.	Felix Letellier	Patrol	Platoon F Central	Sergeant	1 March 2013
12.	Nathalie Perras	Patrol	Platoon A East	Sergeant	1 March 2013
13.	Brian Samuel	Support Services	Courthouse Security & Cell Block	Sergeant	1 March 2013
14.	Michael Saunders	Patrol	Platoon C Central	Sergeant	1 March 2013
15.	Wayne Stangle	Patrol	Platoon D West	Sergeant	1 March 2013

ANNEX D

Q1 2013 Civilian Retirements

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Elizabeth Monahan	Corporate Support	Freedom of Information	FOI Analyst	25 January 2013
2.	Barbara Pioro	Criminal Investigations	Firearms Registration	Special Constable	26 January 2013
3.	Christopher Kealey	Support Services	Court Liaison	Special Constable Document Server	1 February 2013
4.	Delores Murgatroyd	Support Services	Switchboard	Switchboard Operator	1 February 2013
5.	Ginette Maurier	Corporate Support	CPIC	CPIC Operator	21 February 2013
6.	Marie Coady	Office of the Chief	Professional Standards	PSS Coordinator	1 March 2013
7.	Lorraine Seguin	Support Services	Switchboard	Switchboard Operator	22 March 2013

Q1 2013 Civilian Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Lori-Lyn Gilchrist	Corporate Support	Report Analyst	Report Analyst	8 March 2013

ANNEX E

Q1 2013 Permanent Civilian Hires

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Vinitha Thomas	Office of the Chief	Enterprise Performance	Bus. Performance & Intelligence Coordinator	14 January 2013
2.	Lucie Mason	Support Services	Switchboard	Switchboard Operator	2 February 2013
3.	David Snoddy	Executive Services	Community Development	Director Community Development	19 February  2013
4.	Brigitte Louli	Support Services	Switchboard	Switchboard Operator	22 March 2013

ANNEX F

Q1 2013 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Carol Brunet	Corporate Support	Freedom of Information	FOI Analyst	25 January 2013
2.	Norma Couturier	Corporate Support	Freedom of Information	Supervisor FOI	28 January 2013
3.	Shirley Freeman	Patrol	Office of the Superintendent	Sr. Administrative Assistant	25 February 2013
4.	Matthew Chaput	Corporate Support	CPIC	CPIC Operator	11 March 2013
5.	Gabriele Alden	Support Services	Court Liaison	Special Constable Document Server	15 March 2013
6.	Denise Ingram	Corporate Support	Report Analyst	Report Analyst	25 March 2013
7.	Brooks Tilley	Corporate Support	Report Analyst	Report Analyst	25 March 2013