Notices and meeting information for participants and members of the public
This draft Minutes document contains a summary of the disposition of items and actions taken at the meeting. This document does not include all of the text that will be included in the final Minutes. Recorded votes and dissents contained in this draft Minutes document are draft until the Minutes of the meeting are confirmed by the Board. The final draft Minutes will be published with the agenda for the next regular Board meeting and, once confirmed, will replace this document.
This draft Minutes document contains a summary of the disposition of items and actions taken at the meeting. This document does not include all of the text that will be included in the final Minutes. Recorded votes and dissents contained in this draft Minutes document are draft until the Minutes of the meeting are confirmed by the Board. The final draft Minutes will be published with the agenda for the next regular Board meeting and, once confirmed, will replace this document.
- Notices and meeting information for meeting participants and the public_EN_FEB 2023.pdf
- Notices and meeting information for meeting participants and the public_FR_FEB 2023.pdf
Confirmation of Agenda
That the Ottawa Police Services Board confirm the agenda of the 23 October 2023 meeting.
That the Ottawa Police Services Board confirm the agenda of the 23 October 2023 meeting.
Confirmation of Minutes
Minutes #88 of 25 September 2023
That the Ottawa Police Services Board confirm Minutes #88 of the 25 September 2023 meeting.
That the Ottawa Police Services Board confirm Minutes #88 of the 25 September 2023 meeting.
Minutes #89 of 6 October 2023
That the Ottawa Police Services Board confirm Minutes #89 of the 6 October 2023 meeting.
That the Ottawa Police Services Board confirm Minutes #89 of the 6 October 2023 meeting.
Committee Meetings: Reports from Committee Chairs & Minutes
Policy and Governance Committee - Draft Minutes #14 of 5 October 2023 Human Resources Committee - Draft Minutes #16 of 13 October 2023 That the Ottawa Police Services Board receive this item for information.
Policy and Governance Committee - Draft Minutes #14 of 5 October 2023 Human Resources Committee - Draft Minutes #16 of 13 October 2023 That the Ottawa Police Services Board receive this item for information.
Declarations of Interest
Public Delegations
The final public delegate list will be recorded as part of the final draft minutes for the October 23, 2023, meeting.
The final public delegate list will be recorded as part of the final draft minutes for the October 23, 2023, meeting.
Inquiries
Items of Business
National Capital Area Crime Stoppers: Semi-Annual Report
Presentation & Report That the Ottawa Police Services Board receive this report for information.
Presentation & Report That the Ottawa Police Services Board receive this report for information.
Chair’s verbal report
Chair's report That the Ottawa Police Services Board receive this report for information.
Chair's report That the Ottawa Police Services Board receive this report for information.
Chief’s verbal report
Chief's report That the Ottawa Police Services Board receive this report for information.
Chief's report That the Ottawa Police Services Board receive this report for information.
2024 Ottawa Police Services Board Meeting Schedule
Executive Director's report That the Ottawa Police Services Board approve the 2024 meeting schedule.
Executive Director's report That the Ottawa Police Services Board approve the 2024 meeting schedule.
New Board Policy – Communications and Information Sharing within the Board
Executive Director's report That the Ottawa Police Services Board approve new Board Policy GA-16 – Communications and Information Sharing within the Board, as recommended by the Board’s Policy and Governance Committee.
Executive Director's report That the Ottawa Police Services Board approve new Board Policy GA-16 – Communications and Information Sharing within the Board, as recommended by the Board’s Policy and Governance Committee.
- 5 - Report re Board Policy Dissemination of Info Chair to Board.pdf
- 5a - Doc 1 - GA-16 Communication and Information-Sharing within the Board.pdf
- 5b - Doc 2 - TPSB Policy_board_members_communication_and_information_sharing.pdf
Board Staffing Strategy
Board Staffing Strategy, including job descriptions That the Ottawa Police Services Board approve the attached Board Staffing Strategy, as recommended by the Board’s Human Resources Committee.
Board Staffing Strategy, including job descriptions That the Ottawa Police Services Board approve the attached Board Staffing Strategy, as recommended by the Board’s Human Resources Committee.
- 6 - OPSB Staffing Strategy_Oct 2023_v1.pdf
- 6a - XXX_OPSB_Senior Policy Advisor.pdf
- 6b - XXX_OPSB_Communications and Stakeholder Relations.pdf
- 6c - XXX_OPSB_Executive_Research Assistant.pdf
Request for Auditor General to Conduct an Overall Risk Assessment Audit of the Ottawa Police Service
Moved by M. Carr Seconded by M. Sutcliffe WHEREAS the Ottawa Police Services Board (Board) is in the process of finalizing its strategic plan for the Ottawa Police Service (Service) which will span the next three years; AND WHEREAS the Board will be considering the 2024 Budget in November, which includes further investments in policing, including a strategic staffing plan to help stabilize the Service; AND WHEREAS the Board is looking to ensure the ongoing delivery of adequate and effective policing and to better understand the greatest risks currently facing the Service; AND WHEREAS the Board is also looking to identify opportunities to deliver services more effectively and efficiently; obtain the greatest value from the use of public funds; improve policies, controls, and processes; and strengthen accountability and oversight; AND WHEREAS the City of Ottawa’s Auditor General is independent of the Service and has access to the resources to undertake such an audit in a timely and cost-effective way; AND WHEREAS the City of Ottawa’s Auditor General recently completed audits involving both the Board and Service in February 2022 related to the convoy, providing their office with some existing background and insights into the operations of the Board and the Service; THEREFORE BE IT RESOLVED THAT the Board formally extend an invitation to the Auditor General to conduct an overall risk and opportunities assessment of the Ottawa Police Service and develop an independent audit work plan in order to identify and prioritize opportunities to more effectively and efficiently deliver police services in the City of Ottawa; THEREFORE BE IT FURTHER RESOLVED THAT the Auditor General be invited to consider including in the scope of their review the following risk factors, as well as any others deemed appropriate by the Auditor General: Cyber Security and Information and Technology Exposure Legal Exposure (incl. Environmental, Regulatory, Litigation) Susceptibility to Fraud, other Wrongdoing, or Waste Complexity and Significant Changes in Operations and Service Delivery Alignment of Strategic / Business / Service Planning Sufficient Staffing Levels & Organization Competence Financial Exposure (Materiality and Impact) Contractual Exposure Adequacy of Policies, Procedures, Processes and Controls Public and Political Interest
Moved by M. Carr Seconded by M. Sutcliffe WHEREAS the Ottawa Police Services Board (Board) is in the process of finalizing its strategic plan for the Ottawa Police Service (Service) which will span the next three years; AND WHEREAS the Board will be considering the 2024 Budget in November, which includes further investments in policing, including a strategic staffing plan to help stabilize the Service; AND WHEREAS the Board is looking to ensure the ongoing delivery of adequate and effective policing and to better understand the greatest risks currently facing the Service; AND WHEREAS the Board is also looking to identify opportunities to deliver services more effectively and efficiently; obtain the greatest value from the use of public funds; improve policies, controls, and processes; and strengthen accountability and oversight; AND WHEREAS the City of Ottawa’s Auditor General is independent of the Service and has access to the resources to undertake such an audit in a timely and cost-effective way; AND WHEREAS the City of Ottawa’s Auditor General recently completed audits involving both the Board and Service in February 2022 related to the convoy, providing their office with some existing background and insights into the operations of the Board and the Service; THEREFORE BE IT RESOLVED THAT the Board formally extend an invitation to the Auditor General to conduct an overall risk and opportunities assessment of the Ottawa Police Service and develop an independent audit work plan in order to identify and prioritize opportunities to more effectively and efficiently deliver police services in the City of Ottawa; THEREFORE BE IT FURTHER RESOLVED THAT the Auditor General be invited to consider including in the scope of their review the following risk factors, as well as any others deemed appropriate by the Auditor General: Cyber Security and Information and Technology Exposure Legal Exposure (incl. Environmental, Regulatory, Litigation) Susceptibility to Fraud, other Wrongdoing, or Waste Complexity and Significant Changes in Operations and Service Delivery Alignment of Strategic / Business / Service Planning Sufficient Staffing Levels & Organization Competence Financial Exposure (Materiality and Impact) Contractual Exposure Adequacy of Policies, Procedures, Processes and Controls Public and Political Interest
Attendance at the Canadian Police Association and Canadian Association of Police Governance Shared Governance Summit: "Pressures on Policing - A Shared Perspective"
Executive Director's report That the Ottawa Police Services Board approve the attendance of G. Beck and P. Henschel at the Canadian Police Association and Canadian Association of Police Governance Shared Governance Summit: "Pressures on Policing - A Shared Perspective", being held in Vanouver, British Columbia, on November 21, 2023.
Executive Director's report That the Ottawa Police Services Board approve the attendance of G. Beck and P. Henschel at the Canadian Police Association and Canadian Association of Police Governance Shared Governance Summit: "Pressures on Policing - A Shared Perspective", being held in Vanouver, British Columbia, on November 21, 2023.
RCMP Special Constable Appointments and Delegated Authority: 1 Million March 4 Children Events
Chief's report This item is before the Board for ratification following pre-approval on October 13, 2023, by electronic polling. That the Ottawa Police Services Board: 1. approve the appointment of up to 100 RCMP employees as special constables as the need arises through the 1 Million March 4 Children Events, pursuant to Section 53 of the Police Services Act, in accordance with the terms and conditions set forth in the Approval of Appointment Forms that will follow. 2. delegate authority to the Chair and/or Vice-Chair to approve any additionally required special constable status appointments in relation to the 1 Million March 4 Children Events occurring in October 2023. These appointments will be valid until October 23, 2023. 3. delegate authority to the Chair and/or Vice-Chair to approve any memorandums of understanding that are required by the Ottawa Police Service to secure resources from other police services to assist with the operational response required for this event.
Chief's report This item is before the Board for ratification following pre-approval on October 13, 2023, by electronic polling. That the Ottawa Police Services Board: 1. approve the appointment of up to 100 RCMP employees as special constables as the need arises through the 1 Million March 4 Children Events, pursuant to Section 53 of the Police Services Act, in accordance with the terms and conditions set forth in the Approval of Appointment Forms that will follow. 2. delegate authority to the Chair and/or Vice-Chair to approve any additionally required special constable status appointments in relation to the 1 Million March 4 Children Events occurring in October 2023. These appointments will be valid until October 23, 2023. 3. delegate authority to the Chair and/or Vice-Chair to approve any memorandums of understanding that are required by the Ottawa Police Service to secure resources from other police services to assist with the operational response required for this event.
Lease Agreement for Unit 107, 50 Rideau Street
Chief's report*An earlier version of this report indicated the incorrect address of 55 Rideau Street. This has since been corrected. That the Ottawa Police Services Board approve a new lease agreement with CF Rideau for a new Neighbourhood Operations Centre for approximately 2,629 square feet of space located at 50 Rideau Street, Unit 107, for a period of five years commencing Feb 15, 2024. The cost of consideration for the first year of the lease including operating costs is $245,944.95 exclusive of HST.
Chief's report*An earlier version of this report indicated the incorrect address of 55 Rideau Street. This has since been corrected. That the Ottawa Police Services Board approve a new lease agreement with CF Rideau for a new Neighbourhood Operations Centre for approximately 2,629 square feet of space located at 50 Rideau Street, Unit 107, for a period of five years commencing Feb 15, 2024. The cost of consideration for the first year of the lease including operating costs is $245,944.95 exclusive of HST.
AXON – Replacement of VideOversight
Chief's report That the Ottawa Police Services Board delegate authority to the Chief of Police for the purchase of equipment, Digital Evidence Information Management System licences and professional services required to replace the end-of-life VideOversight interview recording and management system, for the amount of $2,726,190.17 before applicable taxes.
Chief's report That the Ottawa Police Services Board delegate authority to the Chief of Police for the purchase of equipment, Digital Evidence Information Management System licences and professional services required to replace the end-of-life VideOversight interview recording and management system, for the amount of $2,726,190.17 before applicable taxes.
Renewal of Memorandum of Understanding between the Ottawa Police Services Board and the City of Ottawa (Transportation Services)
Chief's report That the Ottawa Police Services Board approve the continuation of the OC Transpo Special Constable Program under the same terms as the current Memorandum of Understanding until May 31, 2024.
Chief's report That the Ottawa Police Services Board approve the continuation of the OC Transpo Special Constable Program under the same terms as the current Memorandum of Understanding until May 31, 2024.
Safe Workplace Program – Annual Update 2023
Presentation & Chief's report That the Ottawa Police Services Board receive this report for information.
Presentation & Chief's report That the Ottawa Police Services Board receive this report for information.
2023 Workplace Investigations Office – Annual Report
Chief's report That the Ottawa Police Services Board receive this report for information.
Chief's report That the Ottawa Police Services Board receive this report for information.
Complaints Report – Part V, Police Services Act – Third Quarter 2023
Chief's report That the Ottawa Police Services Board receive this report for information.
Chief's report That the Ottawa Police Services Board receive this report for information.
Performance Report - Second Quarter 2023
Chief's report That the Ottawa Police Services Board receive this report for information.
Chief's report That the Ottawa Police Services Board receive this report for information.
Legal Services Report: Third Quarter 2023
Board Solicitor's report That the Ottawa Police Services Board receive this report for information.
Board Solicitor's report That the Ottawa Police Services Board receive this report for information.
Board Monitoring Requirements Status Report: Third Quarter 2023
Executive Director's report That the Ottawa Police Services Board receive this report for information.
Executive Director's report That the Ottawa Police Services Board receive this report for information.
Outstanding Board Inquiries & Motions: October 2023
Executive Director's report That the Ottawa Police Services Board receive this report for information.
Executive Director's report That the Ottawa Police Services Board receive this report for information.
Letters of Commendation
Chief’s report That the Ottawa Police Services Board receive this report for information.
Chief’s report That the Ottawa Police Services Board receive this report for information.
Other Business
In Camera Items
Please note that the in camera meeting was held prior to the public meeting and the following items were discussed: 1. Briefing on Major Events and Demonstrations2. Labour Relations Unit Report - Third Quarter 20233. Legal Services Report: 3rd Quarter 20234. Complaints Committee Report5. Labour Relations Matter6. Labour Relations Matter7. Labour Relations Matter
Please note that the in camera meeting was held prior to the public meeting and the following items were discussed: 1. Briefing on Major Events and Demonstrations2. Labour Relations Unit Report - Third Quarter 20233. Legal Services Report: 3rd Quarter 20234. Complaints Committee Report5. Labour Relations Matter6. Labour Relations Matter7. Labour Relations Matter
Adjournment
Next Meeting
Special Meeting – Budget Tabling – Wednesday, November 8, 2023 - 8:30 AM Regular Meeting – Monday, November 27, 2023 - 4:00 PM
Special Meeting – Budget Tabling – Wednesday, November 8, 2023 - 8:30 AM Regular Meeting – Monday, November 27, 2023 - 4:00 PM
