OTTAWA POLICE SERVICES BOARD

COMMISSION DE SERVICES POLICIERS D’OTTAWA

 

The Trusted Leader in Policing

Le chef de file de confiance dans la police

REPORT

RAPPORT

 

DATE                              24 March 2014

 

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

 

FROM/EXP.                   Executive Director, Ottawa Police Services Board

 

SUBJECT/OBJET         CANADIAN ASSOCIATION OF POLICE GOVERNANCE:  HOSTING 2016 ANNUAL CONFERENCE

 

 

RECOMMENDATION

 

That the Ottawa Police Services Board approve submitting a proposal to the Canadian Association of Police Governance to host its 2016 Annual Conference. 

 

BACKGROUND

 

Since 1989 the Canadian Association of Police Governance (CAPG) has held an annual professional development conference over a three-day period each August in a different city across Canada.  The event brings together members of police boards, board staff, senior police personnel, provincial officials and others to network, hear from expert speakers and discuss issues of relevance to police governors and police services.  Programming includes extensive workshops, training sessions, panel discussions and plenary presentations to further the professional development of those involved in civilian oversight and governance of municipal police.   It is one of the two most important professional development opportunities each year for board members, the other being the annual conference of the Ontario Association of Police Services Boards (OAPSB). 

 

The Conference draws more than 200 police governors to the host community, with an estimated benefit to the local economy of over $750,000.  In addition to the economic benefits to local businesses, hosting the conference would provide an opportunity for the Ottawa Police Service (OPS) to showcase some of its innovative programs and approaches to policing. 

 

In the past (prior to 2006), the CAPG conference ran back-to-back in the same city as the Canadian Association of Chiefs of Police (CACP) annual conference.  This was advantageous because delegates could attend both conferences without incurring additional travel expenses, thereby increasing their learning and networking opportunities.  With the exception of 2007 in Calgary, the two organizations have held their annual conferences in different cities since 2006. 

 

Recognizing the benefits to be gained from holding the conferences in the same location, the CAPG and CACP Boards have recently made a decision to once again hold their conferences in the same location in 2016 and 2017. 

 

For the past several months, Chief Bordeleau and members of the OPS have been working on a proposal to host the 2016 CACP conference.  They are one of three police services that remain in the running to host the conference that year, and a decision is scheduled to be made by the CACP board of directors on 27 March 2014.  Chief Bordeleau was recently informed of the decision by the CAPG and CACP to hold their conferences in the same city, and that the Ottawa CACP bid would depend on the Ottawa Board’s willingness to host the CAPG conference in 2016.  This development has precipitated this report requesting that the Board consider submitting a bid to host the 2016 CAPG conference.

 

HOST RESPONSIBILITIES

 

Attached at Annex A is the CAPG conference contract outlining CAPG and host responsibilities.  Among the host responsibilities are the following:

 

Ø  Funding of $5,000 in 2015 to host a 2016 Kick-off Breakfast at the 2015 conference.

Ø  A minimum contribution of $25,000 towards the 2016 conference.

Ø  In collaboration with CAPG, identifying sponsors, developing recognition for sponsors, sponsor liaison services.

Ø  In collaboration with CAPG, planning and executing opening and closing ceremonies, receptions, dinner and luncheons, entertainment and décor.

Ø  In collaboration with CAPG, preparation and dissemination of media releases prior to and during conference, media interviews and press conference arrangements.

Ø  Solely responsible for providing at least 10 volunteers: recruitment, selection, allocation, orientation/training, screening, on-site management (parking, reporting lines, clothing, food and beverage requirements), appreciation event.

Ø  Companion & Youth Programs

Ø  Thursday evening Host Dinner event

Ø  Transportation to all off-site events

Ø  Photography for events as required.

 

The Ottawa Police Services Board has hosted provincial or national conferences in the past.  Most recently it hosted the 2012 OAPSB conference.  In that case and in other previous conferences hosted in Ottawa, the Board was responsible for the costs of specific events and services, such as a host evening dinner with entertainment, transportation, companion program, signage and volunteer costs.  In contrast, the CAPG requests a $25,000 contribution towards the 2016 conference but then pays for everything from its budget, so there should be no additional costs to the host board. 

 

The only additional cost the Ottawa Board might incur would be if it decides to hold an optional golf tournament the day preceding the conference.  The golf tournament is a traditional part of the CAPG conference but is also the only event that is entirely the responsibility of the host board to fund, plan and execute.  In the past, boards have used the golf tournament as a way to fundraise for a local charity and have been successful in raising enough funds to finance the costs of the tournament as well.  However, it would be difficult for the Board to undertake such an event without OPS assistance, given its limited resources. 

 

As is evident from the list of responsibilities, the host’s role is significant and will require considerable human resources to plan and execute.  While the Board’s Executive Director has extensive conference planning experience and can play a key role in planning and coordinating, hosting the conference would require significant assistance from the OPS in areas such as:  the provision of volunteers including recruiting and training; media services; photography; participation in the opening and closing ceremonies; and obtaining sponsorship / in-kind donations from local businesses, as well as the golf tournament.  This has been discussed with Chief Bordeleau and he has committed to providing the necessary assistance and to supporting a joint planning committee comprised of OPS and Board representatives. 

 

CONSULTATION

 

Not applicable. 

FINANCIAL STATEMENT

 

The host board is required to make a $5,000 contribution for a Kick-Off Breakfast at the 2015 conference, and a minimum contribution of $25,000 for the 2016 conference. 

 

CONCLUSION

 

The Canadian Association of Police Governance annual conference is one of the two most important networking and professional development opportunities each year for members of police services boards.  The Ottawa Police Board has been a strong supporter of the CAPG since 1995 when local police services in Ottawa were amalgamated.  Past members of the Ottawa Board have served on the CAPG Board of Directors, including as President, and member Smallwood is currently on its Board.  Hosting the annual conference in 2016 would provide a unique opportunity for the Ottawa Police Services Board to demonstrate its support for the work of the CAPG and at the same time, showcase the City of Ottawa and the many innovative programs of the Ottawa Police Service. 


 

 

 

 

(Original signed by)

 

Wendy Fedec

Executive Director

 

Attach. (1)