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REPORT RAPPORT |
DATE:
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22 July 2013 |
TO/DEST:
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Executive Director, Ottawa Police Services Board |
FROM/EXP:
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Chief of Police, Ottawa Police Service |
SUBJECT/OBJET:
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WORKFORCE MANAGEMENT REPORT – SECOND QUARTER 2013
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RECOMMENDATION
That the Ottawa Police Services Board receive this report for information.
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 Senior Officers’ Assignments.
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 Q2 2013, including: sworn officer recruitment, retirements and resignations, as well as 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.
5. Update the Board regarding the assignment of Senior Officers within the Ottawa Police Service.
Information provided in this report includes names and ranks of personnel as governed by the Municipal Freedom of Information and Protection of Privacy Act.
Sworn Officer Staffing
Forecast of 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 takes 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.
OPS is forecasting a requirement to hire 28 sworn officers in 2013. At year end 2012, OPS had a complement shortfall of 6 officers. It is expected that 25 officers will retire and another 10 will resign or vacate their position for other reasons. This year there should be 12 extra officers carried over to help meet operational needs in Q1 2014. These assumptions are summarized in Table 1
Table 1
2013 Summary of Sworn Officer Hiring Requirements
Q2 2013 Position, Staffing and Hiring Activities
To date the forecasted position and staffing activities are occurring as expected. In Q2 2013, there were 5 retirements, no resignations and 2 employees who vacated their positions. Including Q1 activities, 12 of the forecasted 29 position and staffing changes have occurred. Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q2 2013 due to retirement.
Table 2 below summarizes the Q2 2013 hiring activity and the hiring plan for the year. There was no activity planned for Q2.
Table 2
2013 Sworn Officer Hiring Plan
Q2 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 is detailed in Table 3 below. Annex B lists the names of the 8 sworn employees promoted in Q2 2013.
Q2 2013 Sworn Officer Promotions
|
Deputy Chief |
Superintendent |
Inspector |
S/Sergeant |
Sergeant |
Total |
Q2SwornOfficer Promotions |
1 |
0 |
0 |
0 |
7 |
8 |
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 4
2013 Civilian Staffing Plan
|
2013 Original Forecasted Requirements |
|
Q1 Actions |
Q2 Actions |
Q3 Forecast |
Q4 Forecast |
2013 Total Staffing Actions |
New Positions |
|
|
|
|
|
|
|
New Positions |
13 |
0 |
0 |
7 |
6 |
13 |
|
Existing Positions |
|
|
|
|
|
|
|
Existing Vacancies |
24 |
4 |
8 |
5 |
7 |
24 |
|
Retirements |
10 |
7 |
3 |
0 |
0 |
10 |
|
Resignations |
5 |
1 |
3 |
0 |
1 |
5 |
|
Backfilling Requirements |
25 |
1 |
0 |
6 |
18 |
25 |
|
Mid–Long Term Temporary Requirements |
40 |
5 |
16 |
5 |
14 |
40 |
|
Short Term Temporary Requirements (EOI) |
40 |
9 |
9 |
11 |
11 |
40 |
|
Casual Requirements |
15 |
11 |
4 |
0 |
0 |
15 |
|
|
|
|
|
|
|
|
|
Total Staffing Forecast |
172 |
38 |
43 |
34 |
57 |
172 |
To date the forecasted staffing activities are occurring as expected. A total of 43 staffing actions occurred in Q2. More than half (25) were for term requirements. Including Q1 activities, 81 of the forecasted 172 staffing changes have occurred. Table 4 outlines the 2013 Civilian Staffing Plan and actual staffing actions to the end of Q2.
Annex C to this report lists the names and positions held by the 6 civilian members who left the permanent employment of OPS in Q2 2013 due to retirement and resignation.
Annex D to this report lists the names of the 6 civilian employees hired in Q2 2013 into permanent positions to address attrition. Table 5 provides the demographic overview of the 6 new OPS civilian employees hired in Q2 2013.
Table 5
Demographic Highlights of New OPS Civilian Employees
Q2 2013 Hiring Activities
|
Total Number |
Men |
Women |
Average Age |
English and French Speaking |
Other Languages |
GLBT |
College Diploma University Degree Military Service |
Q2 Civilian Employees |
6 |
5 |
1 |
36 |
4 |
Punjabi |
1 |
1 – Military Service 4 - College Diploma 3 - University Degree |
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 E to this report lists the names of the 4 permanent civilian members in new permanent positions as of Q2 2013.
Senior Officers’ Assignment Update
The OPS currently has four (4) sworn members in acting assignments due primarily to ongoing projects:
1. Radio Project;
2. Service Initiative Project;
3. Traffic Stop Race Based Data Collection Project; and
4. Collision Reporting Centre Project.
The position of Superintendent, Emergency Operations was vacated this quarter with the promotion of Superintendent Jill Skinner to the position of Deputy Chief. The Superintendent Emergency Operations position is currently being filled by Acting Superintendent Don Sweet until August 17, 2013.
There are two (2) Senior Officer civilian positions currently vacant:
1. Chief Information Officer (competition in progress); and
2. Manager, Labour Relations (recently vacated by the promotion of Jennifer White) – Nancy Burrows currently acting until December 17, 2013.
Table
7 outlines the various Directorates to which the Senior Officers are assigned,
as of June 24, 2013.
Table 7
Senior Officers’ Assignment Report
Not applicable.
Not applicable.
CONCLUSION
This report summarizes the activities that have occurred in the second quarter to fulfill the goals of the plans; summarizes the 2013 OPS Sworn and Civilian hiring plans; sets out the actual hiring requirements for 2013; and outlines the forecasted hiring requirements for 2013. In addition, this report provides an overview of other workforce management activities including sworn and civilian employee retirements, resignations, and promotions.
This report also identifies the substantive positions to which civilian and sworn Senior Officers are assigned. Secondments and assignments are also captured in the data to provide a complete picture of the range of functions undertaken by this group. The staffing decisions impacting the assignment of Senior Officers are made with due consideration to balancing the need for: consistency in leadership, minimizing the potential impacts to staff and ensuring the provision of police services to the residents of Ottawa.
(Original signed by Acting Chief Ed Keeley on behalf of)
Charles Bordeleau
Chief of Police
Annexes:
Annex A – 2013 Q2 Sworn Officer Retirements
Annex B – 2013 Q2 Sworn Promotions
Annex C – 2013 Q2 Civilian Retirements and Resignations
Annex D – 2013 Q2 Permanent Civilian Hires
Annex E – 2013 Q2 Civilians in New Permanent Positions
This document contains information that reports on activities related to the Ottawa Police Service Business Plan.
ANNEX A
Q2 2013 Sworn Officer Retirements
|
NAME |
DIRECTORATE |
SECTION |
RANK |
RETIREMENT DATE/LONG-TERM LEAVE DATE |
1. |
Luc Gleeson |
District |
District Case |
Sergeant |
1 April 2013 |
2. |
Donald Munro |
Criminal Investigations |
Surveillance |
Sergeant |
1 June 2013 |
3. |
Gordon Schultz |
Emergency Operations |
Airport |
Constable |
1 June 2013 |
4. |
John Sinfield |
Criminal Investigations |
Secondment CISO |
Sergeant |
1 June 2013 |
5. |
Gilles Larochelle |
Executive |
Executive |
Deputy Chief |
17 June 2013 |
ANNEX B
Q2 2013 Sworn Promotions
|
NAME |
DIRECTORATE |
SECTION |
PROMOTED TO |
PROMOTION DATE |
1. |
Jill Skinner |
Emergency Operations |
Emergency Operations |
Deputy Chief |
24 June 2013 |
2. |
Blair Stanton |
Criminal Investigations |
Organized Fraud |
Sergeant |
27 June 2013 |
3. |
Stephanie Andrascik |
District |
District Investigators Central |
Sergeant |
27 June 2013 |
4. |
Robert Hagarty |
Patrol |
Platoon F East |
Sergeant |
27 June 2013 |
5. |
Damien Laflamme |
District |
NHO East |
Sergeant |
27 June 2013 |
6. |
Tremaine Samuels |
District |
District Investigators West |
Sergeant |
27 June 2013 |
7. |
Bart Gilligan |
Criminal Investigations |
Organized Auto Theft |
Sergeant |
27 June 2013 |
8. |
Christopher Hrnchiar |
Patrol |
Platoon F West |
Sergeant |
27 June 2013 |
ANNEX C
Q2 2013 Civilian Retirements
|
NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
RETIREMENT DATE/LONG-TERM LEAVE DATE |
1. |
Michel Champagne |
Support Services |
Court Security / Temporary Custody |
Special Constable |
31 May 2013 |
2. |
Ruth Verdon |
District Operations |
Office of the Superintendent |
Sr. Administrative Assistant |
31 May 2013 |
3. |
James Kearney |
Support Services |
Court Security / Temporary Custody |
Supervisor Special Constables |
29 June 2013 |
Q2 2013 Civilian Resignations
|
NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
RESIGNATION DATE |
1. |
Lindsey Pecaric |
Office of the Chief |
Planning, Performance & Analytics |
Risk Management Analyst |
6 April 2013 |
2. |
Antonia Francis |
Resourcing & Development |
Employee & Labour Relations |
Director, Employee & Labour Relations |
23 April 2013 |
3. |
Janice Dunn |
Corporate Support |
Telecommunications |
Data & Systems Analyst |
10 June 2013 |
ANNEX D
Q2 2013 Permanent Civilian Hires
|
NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
START DATE |
1. |
Gurdev Bal |
Corporate Support |
Fleet Services |
Assistant Manager Fleet Services |
15 April 2013 |
2. |
John Steinbachs |
Executive Office |
Corporate Communications |
Director Corporate Communications |
1 May 2013 |
3. |
Andre Boisvert |
Support Services |
Court Security / Temporary Custody |
Special Constable |
13 May 2013 |
4. |
Christopher Kloepfers |
Support Services |
Court Security / Temporary Custody |
Special Constable |
13 May 2013 |
5. |
Kevin Putinski |
Support Services |
Court Security / Temporary Custody |
Special Constable |
13 May 2013 |
6. |
Lindsay Verdon |
District Operations |
Office of the Superintendent |
Sr. Administrative Assistant |
10 June 2013 |
ANNEX E
Q2 2013 Civilians in New Permanent Positions
|
NAME |
DIRECTORATE |
SECTION |
PERMANENT POSITION |
START DATE |
1. |
Melissa Guertin |
Corporate Support |
Evidence Control |
Supervisor Evidence Control |
2 April 2013 |
2. |
Dominique Picard |
Corporate Support |
CPIC |
CPIC Operator |
15 April 2013 |
3. |
Jean-Paul Lachance |
Corporate Support |
IT Applications |
CAD Application Coordinator |
4 May 2013 |
4. |
Jennifer White |
Resourcing & Development |
Employee & Labour Relations |
Director Employee & Labour Relations |
3 June 2013 |