REPORT RAPPORT

DATE:	28 April 2014
TO/DEST:	Executive Director, Ottawa Police Services Board
FROM/EXP:	Chief of Police, Ottawa Police Service
SUBJECT/OBJET:	WORKFORCE MANAGEMENT REPORT – FIRST QUARTER 2014

RECOMMENDATIONS

That the Ottawa Police Services Board:

1. Receive this report for information.

2. Approve the appointment of 12 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 experienced sworn officers who were hired 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 Ottawa Police Services Board (Board) 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 Q1 2014, including: sworn officer recruitment, retirements and resignations, as well as sworn officer promotions and civilian activities;

3. Summarize the 2014 hiring activities;

4. Summarize hiring goals for 2014 including assumptions related to retirements and resignations; and

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 employees as governed by the Municipal Freedom of Information and Protection of Privacy Act.

DISCUSSION

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 key factors are considered:

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

2. The Ontario Police College typically holds 3 training sessions per year for new recruits; 

3. An experienced officer from another police service takes one  to two 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.

2014 Forecast

The 2014 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 next year, to ensure staffing levels do not fall below acceptable levels when the majority of retirements occur in Q1.

In 2014, it is expected that 25 officers will retire, another 10 will resign or vacate their position for other reasons and one officer will return from an extended leave of absence.  At year end 2013, OPS had a complement overage of 13 officers.  This year there should be 10 extra officers carried over to help meet operational needs in Q1 2015.

Table 1 below summarizes the 2014 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

2014 Summary of Sworn Officer Hiring Requirements

Q1 2014 Position, Staffing and Hiring Activities

In Q1 2014 there were 14 retirements from the sworn officer cadre, one officer went off on long term disability which was offset by the return of one officer from extended leave of absence.  Annex A to this report lists the names and ranks of the sworn officers who left the employment of OPS in Q1 2014 due to retirement.

Table 2 below summarizes the Q1 2014 hiring activity and the hiring plan.

Table 2

2014 Sworn Officer Hiring Plan

Annex B to this report lists the names of the 12 new recruits and six experienced officers who were sworn in during Q1 2014.  The 12 new recruits were hired in August 2013 and completed their training at OPC in late 2013.  The six experienced officers were hired in March 2014 as part of the first of three intakes planned to meet the 2014 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 2014 Hiring Activities

	Total Number	Men	Women	Average Age	English and French Speaking	Other Languages	Representative Indicator	College Diploma University Degree Military Service
Q3 2013 New Recruits	12	8	4	28	8	Portuguese, Spanish, Somali	0*	College – 4 University – 5 Military – 2 High school - 1
Q1 2014 Experienced Officers	6	5	1	29	2	German, Spanish	0*	College – 1 University – 4 High School -1

* No members have self-identified

Q1 2014 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 10 sworn employees promoted in Q1 2014.

Table 4

Q1 2014 Sworn Officer Promotions

	Superintendent	Inspector	S/Sergeant	Sergeant	Total
Q1 Sworn Officer Promotions	0	2	2	6	10

Civilian Staffing

2014 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 2014 plan forecasts 161 staffing actions.  This number has 5 components: 

1.         At the start of 2014 there were 31 vacant positions, 10 forecasted retirements and 5 forecasted resignations;

2.         25 subsequent staffing actions are forecasted to occur to backfill positions that become vacant as a result of internal candidates successfully competing for the 31 vacant positions (staff have assumed internal candidates will succeed in the majority of the staffing actions);  

3.         40 staffing actions to fill medium-to-long-term temporary requirements;

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

5.         10 staffing actions to fill casual opportunities.  

Table 5 outlines the 2014 Civilian Staffing Plan and the actual staffing actions to the end of Q1.  In total 35 staffing actions occurred to the end of March, with approximately 50% (16) falling into the Temporary category.

Table 5

2014 Civilian Staffing Plan

	2014 Original Forecasted Requirements	Q1 Actions	Q2 Forecast	Q3 Forecast	Q4  Forecast	2014 Total Staffing Actions
Existing Positions
Existing Vacancies	31	3	12	7	9	31
Retirements	10	5	3	1	1	10
Resignations	5	3	1	0	1	5
Backfilling Requirements	25	1	10	4	10	25
Mid–Long Term  Temporary   Requirements	40	16	10	4	10	40
Short Term Temporary   Requirements (EOI)	40	7	12	10	11	40
Casual Requirements	10	0	5	0	5	10
Total Staffing Forecast	161	35	53	26	48	161

Q1 2014 Activities

In Q1 2014, OPS had five civilian retirements and three civilian resignations.  Annex D to this report lists the names and positions held by these eight civilian members who left the permanent employment of OPS in Q1 2014 due to retirement and resignation.

There were no new permanent OPS civilian employees hired in Q1 2014.

Civilian staffing includes internal movement and promotion opportunities which are created as a result of attrition and growth and 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 four permanent civilian members in new permanent positions as of Q1 2014.

Senior Officers’ Assignment Update

The OPS currently has one sworn member in an acting assignment due to ongoing projects:

1. Collision Reporting Centre Project.

There are also three vacant positions at the Inspector level which are being filled by actors. Two vacancies will be filled when the new Inspectors are placed into substantive positions in Q2 leaving one position vacant at the Inspector level.

Three civilian Senior Officer temporary positions are currently being filled by actors for the following projects:

1. BIS Implementation;

2. Workplace Innovation Project; and

3. Civilian Job Evaluation Project.

Table 6 outlines the various Directorates to which the Senior Officers are assigned, as of March 21, 2014. 

CONSULTATION

Not applicable.

FINANCIAL STATEMENT

Not applicable.

CONCLUSION

This report provides an overview of the activities that have occurred in the first quarter to fulfill  work planning goals and request approvals of sworn officer appointments to comply with legislative requirements.

This report also identifies the substantive positions to which civilian and sworn Senior Officers are assigned. 

(original signed by)

Charles Bordeleau

Chief of Police

Responsible for this report: Director General Frazer

Annexes:

Annex A – 2014 Q1 Sworn Officer Retirements

Annex B – 2014 Q1 New Sworn Members and Experienced Officer Hires

Annex C – 2014 Q1 Sworn Promotions

Annex D – 2014 Q1 Civilian Retirements and Resignations

Annex E – 2014 Q1 Civilians in New Permanent Positions

ANNEX A

Q1 2014 Sworn Officer Retirements

	NAME	DIRECTORATE	SECTION	RANK	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Richard Cameron	Emergency Operations	Airport	Constable	3 January 2014
2.	Daniel Chartrand	Patrol	Platoon Central	Constable	31 January 2014
3.	Ralph Erfle	Corporate Support	CRC Project	Superintendent	1 February 2014
4.	Reginald MacDonald	Patrol	Platoon West	Sergeant	1 February 2014
5.	Kevin Munro	Criminal Investigations	Drugs	Constable	1 February 2014
6.	Claude Parent	Executive Services	Community Development	Sergeant	1 February 2014
7.	Mike Sanford	Patrol	Platoon Central	Inspector	1 February 2014
8.	Daniel Simser	Patrol	Platoon West	Sergeant	1 February 2014
9.	Gordon Ward	Emergency Operations	Tactical	Constable	1 February 2014
10.	John E McDonald	District	Front Desk	Constable	15 February 2014
11.	Mark Cartwright	District	Front Desk	Constable	1 March 2014
12.	Pierre Gauthier	Patrol	Platoon East	Staff Sergeant	1 March 2014
13.	Michael Rice	District	West District	Inspector	1 March 2014
14.	Stephen Carroll	Patrol	Platoon Central	Constable	1 March 2014

ANNEX B

Q1 2014 Sworn Members OPC Trained Hires - Class R2013-1(3)

	NAME	DIRECTORATE	DEPARTMENT	FUNCTION	HIRE DATE
1.	Abdullahi Ahmed	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
2.	Bryan Cullen	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
3.	Eric Douglas	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
4.	Liban Farah	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
5.	Shannon Hobbs*	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
6.	Amanda MacTavish	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
7.	Marie-France Neathery	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
8.	Alexander Robertson	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
9.	Gabriel Mendes Vieira	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
10.	Ryan Weselake	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
11.	Virginia Witt	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013
12.	Justin Young	Resourcing & Development	Prof. Development Centre	Recruit	12 August 2013

*from Civilian to Sworn

Q1 2014 Experienced Officers OPC Trained Hires - Class DE2014-1

	NAME	DIRECTORATE	SECTION	FUNCTION	HIRE DATE
1.	Mark Belajac	Resourcing & Development	Prof. Development Centre	Direct Entry	3 March 2014
2.	Lindsey Dodgson	Resourcing & Development	Prof. Development Centre	Direct Entry	3 March 2014
3.	Jose Menendez	Resourcing & Development	Prof. Development Centre	Direct Entry	3 March 2014
4	George Michie	Resourcing & Development	Prof. Development Centre	Direct Entry	3 March 2014
5.	Fraser Potts	Resourcing & Development	Prof. Development Centre	Direct Entry	3 March 2014
6.	Thomas Smith	Resourcing & Development	Prof. Development Centre	Direct Entry	3 March 2014

ANNEX C

Q1 2014 Sworn Promotions

	NAME	DIRECTORATE	SECTION	PROMOTED TO	PROMOTION DATE
1.	John McGetrick	Emergency Operations	Event Planning	Inspector	March 28, 2014
2.	Gina Rosa	Patrol	Platoon F Central	Inspector	March 28, 2014
3.	John Mbakulo	Resourcing & Development	Outreach & Recruitment	Staff Sergeant	March 28, 2014
4.	Dave Zackrias	District	District Investigations	Staff Sergeant	March 28, 2014
5.	Rob Cairns	District	Traffic Enforcement West	Sergeant	March 28, 2014
6.	Ian Hayes	District	District Team West NHO	Sergeant	March 28, 2014
7.	Stephen Jones	Patrol	Platoon C East	Sergeant	March 28, 2014
8.	Isabelle Lemieux	Criminal Investigations	Hate Crime/Extremism	Sergeant	March 28, 2014
9.	Sammie Brennan	Criminal Investigations	Tactical	Sergeant	March 28, 2014
10.	Jamie Foley	Criminal Investigations	Criminal Intelligence	Sergeant	March 28, 2014

ANNEX D

Q1 2014 Civilian Retirements

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RETIREMENT DATE/LONG-TERM LEAVE DATE
1.	Kathy Lyons	Support Services	Communications	Communications Supervisor	10 January 2014
2.	Lyse Grant	Emergency Operations	Superintendent’s Office	Senior Administrative Assistant	1 February 2014
3.	Michael Houston	Criminal Investigations	Forensic Identification	Senior Imaging Specialist	1 February 2014
4.	Michel Hudon	Support Services	Courts	Special Constable	1 February 2014
5.	Helene Groulx-Parisien	Corporate Support	Finance	Alarm Clerk	1 March 2014

Q1 2014 Civilian Resignations

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	RESIGNATION DATE
1.	Nicolas deBreyne	Support Services	Communications	Communications Clerk	10 January 2014
2.	Andrew Berry	Office of the Chief	Planning, Policy & Analytics	Evaluation & Research Coordinator	1 February 2014
3.	Sandra McCarthy	Office of the Chief	Planning, Policy & Analytics	Senior Administrative Assistant	14 February 2014

ANNEX E

Q1 2014 Civilians in New Permanent Positions

	NAME	DIRECTORATE	SECTION	PERMANENT POSITION	START DATE
1.	Sarah Richards	Office of the Chief	Crime Intelligence Analysis	Crime Intelligence Analyst	17 January 2014
2.	Sebastien Saumure	Office of the Chief	Crime Intelligence Analysis	Crime Intelligence Analyst	17 January 2014
3.	Hassan Ali	Corporate Support	Financial Planning	Financial Analyst	27 January 2014
4.	Carrie King	Office of the Chief	Crime Intelligence Analysis	Supervisor Criminal Intelligence Analyst	27 January 2014