Report to / Rapport au:
OTTAWA POLICE SERVICES BOARD
LA COMMISSION DE SERVICES POLICIERS D’OTTAWA
24 April 2017 / 24 avril 2017
Submitted by / Soumis par:
Executive Director, Ottawa Police Services Board / Directrice exécutive, Commission de services policiers d'Ottawa
Contact Person / Personne ressource:
Krista Ferraro, Executive Director / Directrice exécutive
SUBJECT: BOARD MONITORING REQUIREMENTS STATUS REPORT: FIRST QUARTER 2017
OBJET: RAPPORT D'ÉTAPE SUR LES EXIGENCES DE SURVEILLANCE DU RENDEMENT DE LA COMMISSION : PREMIER TRIMESTRE 2017
That the Ottawa Police Services Board receive this report for information.
RECOMMANDATIONS DU RAPPORT
Que la Commission de services policiers d’Ottawa prenne connaissance du présent rapport à titre d’information.
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 2017 Calendar attached as Document 1 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 delays in submitting a report, the reason for the delay, and the new date on which the report will be submitted. The Board is notified of changes in report due dates through the submission of quarterly status reports to the Board. This report constitutes the status report for the first quarter of 2017.
The following reports scheduled for the first quarter have been delayed:
• 2016 OPS Annual Report, including Use of Force. This report is expected to be submitted in May.
• 2016 Annual Report on Donations, Loans, Gifts & Sponsorships. This report was missing from the 2016 Annual Financial Report. It is expected to be submitted in May with the Financial Status Report : 1st Quarter 2017.
• Service Initiative Quarterly Update. This report has been submitted for April.
• Compliance with Ministry Standards: 2016 Annual Report (Chapter 4 policies). This report has been submitted for April.
• Workplace Accidents and Injuries: 2016 Annual Report. This report has been submitted for April.
Consultation takes place on an ongoing basis with members of the Ottawa Police Service.
There is no direct financial impact associated with this report.
Document 1 - Ottawa Police Services Board Annual Calendar of Monitoring Requirements: January – December 2017, First Quarter Update
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.
OTTAWA POLICE SERVICES BOARD
ANNUAL CALENDAR OF MONITORING REQUIREMENTS: JANUARY – DECEMBER 2017
FIRST QUARTER UPDATE
This calendar contains a list of reports to be submitted to the Ottawa Police Services Board in order for it to fulfill its monitoring responsibilities in accordance with the police services act, ministry standards, board policies or directions.
Should it not be possible to submit a report in the month it is scheduled, the reasons for the delay and a revised due date will be communicated to the Board in a quarterly status report.
Board Activity, Training & Performance: 2016 Annual Report
Board Policy GA-5, section 10 & GA-3, section 6
Board Executive Director
Board Work Plan – 2017
Board Policy GA-5
Calendar of Board Monitoring Requirements – 2017
Board Policy BC-2, section 3
Secondary Activities: 2016 Annual Report
Police Services Act sections 31(1)(g), 49(3) & 49(4); Board Policy BC-2, section 2(b) & (j)
Chief of Police
Business Plan - Semi-Annual Status Report
Board Policy BC-2, section 2(i)
Received in February
Performance Report - 4th Quarter 2016
Public Rewards - Annual Report 2016
Board Policy CR-10
Appointments Made Under the Interprovincial Policing Act – 2016 Annual Report
Interprovincial Policing Act
Accessibility Plan: Annual Report
Board Policy CR-14
Legal Services Report: 4th Quarter 2016
Board Policy GA-8, section 6.1
Legal Services Report – Settlements: 4th Quarter 2016 (Confidential)
Report on Labour Relations Unit:
4th Quarter 2016 (Confidential)
Workforce Management Report:
4th Quarter 2016
Police Services Act section 31.1(a); Board Policy BC-2, section 2(f) and (g)
Service Initiative Quarterly Update
Delayed until April
Positive Workplace: Annual Report 2016
Board Policy CR-1
Compliance with Ministry Standards: 2016 Annual Report (Chapter 4 policies)
Adequacy Standards Regulation section 35;
Board Policy CR-9, sections 11 and 13;
Ministry Standard & Board Policy LE-006, sec. (a)(i);
Ministry Standard & Board Policy LE-020, sec. (a);
Ministry Standards & Board Policies CT-001, 002, 003 & 004
Delayed until April to align with 2017 Audit Plan (Note: 2017 Audit Plan has since been delayed until May)
Promotion Process - 2016 Annual Report
Board Policy CR-7 & CR-11
2016 OPS Annual Report, including Use of Force
Adequacy Standard section 31; Board Policy BC-2, section 2(c), Ministry Standard & Board Policy AI-012
Delayed until May due to level of effort involved in pulling together required data.
2016 Annual Financial Report
(Including annual report on Donations, Loans, Gifts & Sponsorships)
Board Policy BC-2 - Chief’s Requirements section 2(e), Policy CR-2, Policy CR-8
Received with the exception of annual report on Donations, Loans, Gifts & Sponsorships. This will be submitted in May with the Financial Status Report : 1st Quarter 2017.
Workplace Accidents and Injuries: 2016 Annual Report
Occupational Health & Safety Act & Board Policy CR-15
Delayed until April
Complaints, Part V – Police Services Act - 2016 Annual Report
Police Services Act sections 31.1(j) and 61(2); Board Policy BC-2, section 2(d)
Complaints Report – Part V, Police Services Act - 1st Quarter 2017
Chief of Police
Financial Status Report: 1st Quarter 2017
Board Policy BC-2 - Chief’s Requirements section 2(e), Policy CR-2 & Policy CR-8
Performance Report: 1st Quarter 2017
Board Monitoring Requirements: 1st Quarter 2017
Workforce Management Report: 1st Quarter 2017
Police Services Act section 31.1(a); Board Policy BC-2, section 2(f) & (g)
2017 Audit Plan
Adequacy Regulation, section 35 & Board Policy CR-9, section 9
Semi-annual update on Crime Stoppers
Board direction – 30 Apr. 2012
Legal Services report: 1st Quarter 2017
(Public and In Camera)
Awards to be Presented at Annual Police Community Awards Ceremony (In Camera)
Labour Relations Unit Report: 1st Quarter 2017 (In Camera)
Human Rights and Racial Profiling Policy Annual Report
Board Policy CR-16
No reports due
Financial Status Report: 2nd Quarter 2017, including Asset Management 2016 Annual Report
Board Policy BC-2 - Chief’s Requirements section 2(e),
Policies CR-2, CR-8, and
CR-4 (Asset Management)
Complaints Report, Part V – Police Services Act - 2nd Quarter 2017
Semi-Annual Status Report on Business Plan
Board Monitoring Requirements Status Report: 2nd Quarter 2017
Performance Report - 2nd Quarter 2017
2nd Quarter 2017
Labour Relations Unit Report: 2nd Quarter 2017 (In Camera)
Legal Services Report:
2nd Quarter 2017 (Public & In Camera)
Board policy GA-8, section 6.1
Public Consultation Policy: Annual Report
Board Policy CR-6
Awards to be Presented at Annual Police Awards Ceremony (In Camera)
Financial Status Report: 3rd Quarter 2017
Policy CR-2, Policy CR-8
Complaints Report, Part V – Police Services Act: 3rd Quarter 2017
Performance Report: 3rd Quarter 2017
Board Monitoring Requirements Status Report: 3rd Quarter 2017
3rd Quarter 2017
Police Services Act section 31.1(a); Board Policy BC-2, section 2(f) and 2(g)
Labour Relations Unit Report: 3rd Quarter 2017 (In Camera)
Legal Services Report: 3rd Quarter 2017 (Public & In Camera)
Board Discretionary Fund: 2017 Annual Report
Board Policy GA-7
Executive Succession Management Program Annual Report (Confidential)
Board Policy CR-3