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REPORT RAPPORT |
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REPORT RAPPORT |
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DATE:
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24 February 2014 |
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TO/DEST:
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Executive Director, Ottawa Police Services Board |
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FROM/EXP:
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Chief of Police, Ottawa Police Service |
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SUBJECT/OBJET:
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COMPLIANCE WITH MINISTRY STANDARDS: 2013 ANNUAL REPORT |
RECOMMENDATION
BACKGROUND
In 2001, the Provincial Government enacted Ontario Regulation 3/99 under the Police Services Act of Ontario (PSA). The regulation, named Adequacy and Effectiveness of Police Services, is intended to ensure police services boards and police services implement the mechanisms required to provide effective delivery of policing services to the community.
The following report also responds to Board Inquiry #I-13-02 that requests “future reports on compliance with Ministry Standards to include a checklist indicating whether or not the OPS is compliant with each standard”.
DISCUSSION
The OPS has developed policies and procedures that establish a system of controls and direction required to ensure the effective delivery of policing services to the community. The compliance function is administered by the Planning, Performance, and Analytics Section (PPA). Their role is to supervise compliance and quality assurance activities such as the Control Self Assessment, Risk Management, Policy Development, and Internal Audit. PPA is required to establish and maintain compliance policies and procedures; monitor and assess compliance through internal audits; report non-compliance; and report annually on compliance matters to the board.
RISK MANAGEMENT
The Professional Accountability and Corporate Excellence (PACE) is the senior risk committee for the OPS. PACE is designed to support the Chief’s compliance obligations and enhance service excellence through risk management and increased accountability. PACE oversees mitigation strategies to reduce, transfer, or avoid risk exposures originating from a variety of sources.
INTERNAL AUDIT
Collection, Preservation, and Control of Evidence and Property (LE-020)
Policing Standard guidelines as well as the OPS Procedure and Board Policy LE-020 regarding the Collection, Preservation and Control of Evidence requires the OPS to undertake an annual audit of all property and evidence in the custody of the service and report the results to the Board.
A compliance audit of the Evidence Control Section (ECS) commenced in December 2013 and will be completed by March 2014.
Compliance with Provincial Adequacy Standards
A review of all 84 Adequacy Standards confirms the OPS is compliant with the legislative requirements. As requested through Board Inquiry #I-13-02, a checklist highlighting compliance with each standard has been provided in Annex A.
The Quality Assurance Program also began an assessment of all Ministry guidelines, internal controls and practices. To date, 28 of the 84 Standards were assessed as part of the 2013 Ministry Inspection.
The Quality Assurance Program continues to evolve, with the intent of adopting the Control Self Assessment (CSA) framework developed by the Institute of Internal Auditors (IIA). CSA provides assurance to the Board that: the organization is compliant with Provincial Adequacy Standards; that internal controls are effective; and, operational procedures and practices align. The process has been included as part of the Service Initiative and Business Plan initiatives. Management action plans collected will then be incorporated with Directorate Operational Plans.
DIRECTED INSPECTIONS
Ministry of Community Safety and Correctional Services (MCSCS) Inspection
In August 2013, the Ministry of Community Safety and Correctional Services carried out compliance inspections of selected areas within the OPS to determine service policy and practice conformity with Provincial Adequacy Standards. The following areas were reviewed:
§ Bail and Violent Crime;
§ Police Response to High Risk Individuals;
§ Preliminary Perimeter Control and Containment; and
§ Missing Persons.
The Report on the Inspection of the OPS was received from the Ministry in October 2013 which deemed the above four areas compliant. The Ministry report also provided three good practice recommendations that have been actioned in the Service Improvement Plan. A report to the Board on the OPS response to the Ministry Inspection is provided under separate cover on the February 2014 agenda.
Office of the Independent Police Review Director (OIPRD) Compliance Review
In 2013, the OIPRD engaged the services of Hart and Associates Management Consultants to carry out a review of police services across Ontario to ascertain compliance with the OPIRD Rules of Procedures. The objective was to identify strengths of the police services regarding public inquiries and analyze and determine areas needing additional attention from the OIPRD and police services. Specifically, the OPS were assessed whether it met the satisfactory requirements on the following categories:
§ Display – Posters and brochures available;
§ Accessibility of information – brochures provided;
§ Contact and complaint information provided; and,
§ Knowledge of staff.
In response to the findings, the Professional Standards Section (PSS) has engaged in a number of improvement strategies. Posters and brochures, previously kept behind the counter at police facilities are now available in public areas. Information is now available in both official languages and documents are accessible at all Community Police Centres. In addition, a workshop by the OIPRD Outreach Education Advisory Section was held with front desk personnel to enhance the knowledge of staff.
SERVICE POLICIES (CHIEF’S PROCEDURES)
Service Policy reviews are conducted independently of internal audits and incorporate legislative changes, new techniques, training or a recognized opportunity to build on the services and response provided by the organization.
During the past year, a total of 37 service policies were revised or created through the Policy Committee and approved through the executive chain of command. Seven new service policies were developed to meet operational requirements or address legislative amendments, including:
9.15 Business Continuity;
6.08 Bail and Violent Crimes;
5.42 Police Response to High Risk Individuals;
9.19 Preliminary Perimeter Control and Containment;
3.10 Promotion to Rank of Inspector;
5.45 Composite Drawings; and,
6.13 Provincial Offence Notices.
The remaining 30 were revised in accordance with Provincial Adequacy Standards, while an additional 20 policies were reviewed with Provincial Adequacy Standards.
A policy systems framework has been developed to improve the efficiency of the policy intake, assessment, review, and approval processes. The framework also addresses the retention, purging, and stabilization of the 178 existing OPS service policies, and an annual review schedule. Business requirements for the automation and continued efficiency of the policy management process have been prepared in consultation with the OPS Information Management Project.
FINANCIAL STATEMENT
There is no financial impact from this report.
CONCLUSION
The Ottawa Police Service continues to fulfil its regulatory obligations and maintain compliance with Adequacy Standards through quality assurance, risk management, policy development, and internal audit.
(Original signed by)
Charles Bordeleau
Chief of Police
Attachments: (1)
Responsible for report: Superintendent Terry Cheslock
Compliance with legislative requirements contained in the
Provincial Adequacy Standards
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STD # |
STANDARD TITLE |
ASSESSED |
COMPLIANT[1] |
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AI-001 |
FRAMEWORK FOR BUSINESS PLANNING |
2013 |
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AI-002 |
SKILLS DEVELOPMENT AND LEARNING |
2013 |
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AI-003 |
WORKPLACE HARASSMENT PREVENTION |
2013 |
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AI-004 |
COMMUNICABLE DISEASES |
2013 |
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AI-005 |
USE OF AUXILIARIES |
2013 |
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AI-006 |
USE OF VOLUNTEERS |
2013 |
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AI-007 |
MANAGEMENT OF POLICE RECORDS |
2013 |
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AI-008 |
MARKED GENERAL PATROL VEHICLES |
2013 |
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AI-009 |
SAFE STORAGE OF POLICE SERVICE FIREARMS |
2013 |
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AI-010 |
POLICE UNIFORMS |
2013 |
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AI-011 |
FRAMEWORK FOR ANNUAL REPORTING |
2013 |
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AI-012 |
USE OF FORCE |
2013 |
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AI-013 |
SPEED MEASURING DEVICES |
2013 |
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AI-014 |
SECURE HOLSTER |
2013 |
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AI-015 |
EQUIPMENT - BODY ARMOUR |
2013 |
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AI-016 |
WORKPLACE VIOLENCE PREVENTION |
2013 |
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AI-017 |
ACOUSTIC HAILING DEVICES |
2013 |
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CP-001 |
PROBLEM-ORIENTED POLICING |
2013 |
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CP-002 |
CRIME PREVENTION |
2013 |
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CT-001 |
TERRORISM MITIGATION |
2013 |
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CT-002 |
PREPAREDNESS/ PLANNING |
2013 |
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CT-003 |
TERRORISM RESPONSE AND NOTIFICATIONS |
2013 |
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CT-004 |
TERRORISM RECOVERY |
2013 |
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ER-001 |
PRELIMINARY PERIMETER CONTROL AND CONTAINMENT |
2013 |
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ER-002 |
TACTICAL UNITS |
2013 |
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ER-003 |
HOSTAGE RESCUE TEAMS |
2013 |
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ER-004 |
MAJOR INCIDENT COMMAND |
2013 |
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ER-005 |
CRISIS NEGOTIATION |
2013 |
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ER-006 |
EXPLOSIVES |
2013 |
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ER-007 |
GROUND SEARCH FOR LOST OR MISSING PERSONS |
2013 |
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ER-008 |
EMERGENCY PLANNING |
2013 |
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ER-009 |
UNDERWATER SEARCH AND RECOVERY UNITS |
2013 |
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ER-010 |
CANINE UNITS |
2013 |
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LE-001 |
COMMUNITY PATROL |
2013 |
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LE-002 |
COMMUNICATIONS AND DISPATCH |
2013 |
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LE-003 |
CRIME, CALL AND PUBLIC DISORDER ANALYSIS |
2013 |
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LE-004 |
CRIMINAL INTELLIGENCE |
2013 |
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LE-005 |
ARREST |
2013 |
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LE-006 |
CRIMINAL INVESTIGATION MANAGEMENT & PROCEDURES (CIMP) |
2013 |
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LE-007 |
HATE/BIAS MOTIVATED CRIME |
2013 |
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LE-008 |
HATE PROPAGANDA |
2013 |
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LE-009 |
JOINT FORCES OPERATIONS |
2013 |
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LE-010 |
INTERNAL TASK FORCES |
2013 |
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LE-011 |
SEARCH OF PREMISES |
2013 |
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LE-012 |
SEARCH OF PERSONS |
2013 |
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LE-013 |
POLICE RESPONSE TO PERSONS WITH MENTAL ILLNESS |
2013 |
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LE-014 |
COURT SECURITY |
2013 |
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LE-015 |
PAID INFORMANTS AND AGENTS |
2013 |
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LE-016 |
PRISONER CARE AND CONTROL |
2013 |
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LE-017 |
TRAFFIC MANAGEMENT, ENFORCEMENT AND ROAD SAFETY |
2013 |
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LE-018 |
WITNESS PROTECTION |
2013 |
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LE-019 |
STOLEN OR SMUGGLED FIREARMS |
2013 |
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LE-020 |
CONTROL OF EVIDENCE AND PROPERTY |
2013 |
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LE-021 |
ELDER AND VULNERABLE ADULT ABUSE |
2013 |
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LE-022 |
OFFICER NOTE TAKING |
2013 |
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LE-023 |
BAIL AND VIOLENT CRIME |
2013 |
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LE-024 |
DOMESTIC VIOLENCE OCCURRENCES |
2013 |
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LE-025 |
SUPERVISION |
2013 |
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LE-026 |
MISSING PERSONS |
2013 |
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LE-027 |
CHILD ABUSE AND NEGLECT |
2013 |
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LE-028 |
CRIMINAL HARASSMENT |
2013 |
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LE-029 |
RESPONDING TO OCCURRENCES INVOLVING FIREARMS |
2013 |
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LE-030 |
PROPERTY OFFENCES (INCLUDING BREAK AND ENTER) |
2013 |
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LE-031 |
DRUG INVESTIGATION |
2013 |
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LE-032 |
ILLEGAL GAMING |
2013 |
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LE-033 |
PRISONER TRANSPORTATION |
2013 |
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LE-034 |
SEXUAL ASSAULT INVESTIGATION |
2013 |
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LE-035 |
WATERWAYS POLICING |
2013 |
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LE-036 |
CHILD PORNOGRAPHY (INTERNET CHILD EXPLOITATION) |
2013 |
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LE-037 |
SUDDEN DEATH AND FOUND HUMAN REMAINS |
2013 |
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LE-038 |
FRAUD AND FALSE PRETENCE INVESTIGATION |
2013 |
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LE-039 |
HOMICIDE |
2013 |
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LE-040 |
PARENTAL OR NON-PARENTAL ABDUCTIONS |
2013 |
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LE-041 |
PROCEEDS OF CRIME |
2013 |
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LE-042 |
ROBBERY |
2013 |
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LE-043 |
VEHICLE THEFT |
2013 |
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LE-044 |
YOUTH CRIME |
2013 |
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LE-045 |
SUSPECT APPREHENSION PURSUITS |
2013 |
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LE-046 |
ONTARIO SEX OFFENDER REGISTRY |
2013 |
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LE-047 |
POLICE RESPONSE TO HIGH RISK INDIVIDUALS |
2013 |
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PO-001 |
PUBLIC ORDER UNITS |
2013 |
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PO-002 |
POLICE ACTION AT LABOUR DISPUTES |
2013 |
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PO-003 |
POLICING ABORIGINAL OCCUPATIONS & PROTESTS |
2013 |
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VA-001 |
VICTIMS' ASSISTANCE |
2013 |
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