OTTAWA POLICE SERVICES BOARD COMMISSION DE SERVICES POLICIERS D’OTTAWA
	Working together for a safer community La sécurité de notre communauté, un travail d’équipe	REPORT RAPPORT

DATE                              28 October 2013

TO/DEST.                       Chair and Members, Ottawa Police Services Board

FROM/EXP.                   Executive Director, Ottawa Police Services Board

SUBJECT/OBJET         BOARD MONITORING REQUIREMENTS STATUS REPORT:  THIRD QUARTER 2013

RECOMMENDATION

That the Ottawa Police Services Board receive this report for information.

BACKGROUND

In December 2005 the Ottawa Police Services Board received a report from the City of Ottawa’s Auditor General on the Board’s governance practices.  One of the Auditor’s recommendations addressed the need for a calendar of monitoring requirements.  He recommended that the Board: 

            …exercise more aggressive oversight of reporting to the Board by ensuring that the Executive Director organize and maintain an annual calendar of monitoring and other reports to be received by the Board.  Furthermore, that the Board require reports to appear as an agenda item on the date they are scheduled to appear, and require OPS senior management to formally respond if a report is not going to meet a scheduled deadline.

Following input and review by the Board’s Policy & Governance Committee and OPS staff, the Police Services Board approved a Calendar of Monitoring Requirements in 2006 and has done so each year since.   

Included in the 2013 Calendar attached as Annex A is a column indicating the reason why each report is required; in most cases they are required under the Police Services Act, the Province’s Adequacy and Effectiveness of Police Services Regulation, or the Board’s own policies. 

Also included is a “Status” column to record any delays in submitting a report, the reasons for the delay, and the new date on which the report will be submitted.  As recommended by the Board’s Policy & Governance Committee, the Board is notified of changes in report due dates through the submission of quarterly status reports to the Board.  This report constitutes the third quarter status report for 2013.  There has been one change to the Calendar since the last status report:

1. The calendar approved in January included an Annual Report on Executive and Non-Executive Succession Plans due in May.  As a result of the new Executive Succession Management Program approved by the Board in April 2013 this report will be replaced by an annual report due in December 2013 that will fulfill reporting requirements under the new Program.   

The following reports due in the previous quarters have not yet been received:

Ø The Employer of Choice Progress Report has been delayed from 2012 due to a re-assessment of the project and reporting approach.  It is to be included in a report on the latest OPS Census in November 2013. 

Ø The Public Consultation Annual Report due in September will be submitted in October.

CONSULTATION

Consultation takes place on an ongoing basis with members of the Ottawa Police Service.

FINANCIAL STATEMENT

There is no direct financial impact associated with this report.

CONCLUSION

The development of an annual Calendar of Monitoring Requirements sets clear expectations for OPS staff and the Board with regard to when reports of a monitoring nature are due.  It assists the Board in meeting its legislative obligations to monitor, on a regular basis, certain aspects of Police Service business such as the status of the budget, administration of the public complaints system, and the achievement of Business Plan objectives, as well as compliance monitoring required by several of the Ministry Policing Standards.  

(Original signed by)

Wendy Fedec

Executive Director

Attach. (1)