HRPS Police Services Board · 2019. 10. 28. · reference to an update from Keit h Moore on the Employee Survey. -1-1.4. Public Minutes Thursday, October 3, 2019 Page 2 Moved by:

Public Agenda Thursday, October 31, 2019 Page 1

Public Agenda Date: Thursday, October 31, 2019 Time: 9:00 a.m. Location: Halton Regional Police Headquarters

Community Room 2485 North Service Road West, Oakville

1. GENERAL

1.1 Regrets

1.2 Disclosure of Conflicts of Interest

1.3 Election of Vice-Chair

1.4 Confirmation of Minutes of Meeting P19-07 held Thursday, October 3, 2019 (Agenda Pages 1 – 6)

2. PRESENTATIONS/DELEGATIONS

2.1 Introduction of Newly Promoted Officers

2.2 Human Trafficking

2.3 Progress Update - 2020-2023 HRPS Strategic Planning Process 3. CONSENT AGENDA

3.1 Halton Happenings - September 2019 (Agenda Pages 7 – 18)

3.2 P19-10-I-06 - Third Quarter Human Resources Summary (Agenda Pages 19 – 22)


3.3 P19-10-I-07 - Seized Fund Statement - August 31, 2019 (Agenda Pages 23 – 24)

4. DISCUSSION ITEMS

4.1 P19-10-R-09 - Budget Reallocation Approval Request - Portable Radios (Agenda Pages 25 – 28)

RECOMMENDATION “THAT the Halton Regional Police Services Board approves a reallocation of Operating Budget

funds in the amount of $160,000 for the purchase of portable radios for new Halton officers.”

4.2 P19-10-R-10 - 2020 Funding Request and 10-Year Capital Forecast (Agenda Pages 29 – 30)

RECOMMENDATION

“THAT the Halton Regional Police Services Board approves the 2020 Funding Request of $161,974,623 and forwards the request to the Region; and further,

THAT the Halton Regional Police Services Board approves an increase in the authorized sworn strength of nineteen (19) positions; and further,

THAT the Halton Regional Police Services Board approves an increase in the authorized civilian strength of four (4) positions; and further,

THAT the Halton Regional Police Services Board approves the conversion of one (1) part-time civilian position to one (1) full-time civilian positions; and further,

THAT the Halton Regional Police Services Board approves the 10-Year Capital Forecast as presented.”

4.3 P19-10-R-11 - Contract Extension - STSolutions Limited (Agenda Pages 31 – 36)

RECOMMENDATION

“THAT the Halton Regional Police Services Board approve a twenty four (24) month single source contract (January 1, 2020 to December 31, 2021) for the provision of Professional Consulting Services Agreement from STSolutions Limited for an amount not to exceed $375,883 (inclusive of taxes).”


4.4 P19-10-R-12 - Single Source Maintenance Agreement - Niche Records Management System

(Agenda Pages 37 – 40) RECOMMENDATION

“THAT the Halton Regional Police Services Board authorize the award of a Single Source three (3) year Contract with Niche Technology Inc., for the support and maintenance of the HRPS Records Management System, commencing January 1, 2020, for a total value of $711,494 (including taxes and contingency).”

4.5 P19-10-R-13 - Investigation into Incident Occurring on September 22, 2018 - Section

11 Report, O. Reg. 267/10 (Agenda Pages 41 – 46)

RECOMMENDATION “THAT the Halton Regional Police Services Board receives this report for information.”

4.6 CAO-01-R-19 - Bylaws & Policies Project Plan (Agenda Pages 47 – 50)

RECOMMENDATION “THAT the Bylaws & Policies Project Plan be approved.”

4.7 CAO-02-R-19 - 2020 Board Meeting Schedule (Agenda Pages 51 – 52)

RECOMMENDATION

“THAT the proposed 2020 Board Meeting Schedule be approved.” 5. OPERATIONAL VERBAL UPDATES 6. STATUS OF OUTSTANDING ITEMS

6.1 Public Information Action Registry (Agenda Pages 53 – 54)

7. NEW BUSINESS 8. MOVE INTO CLOSED SESSION 9. CLOSED SESSION REPORT


10. ADJOURNMENT

Public Minutes Thursday, October 3, 2019 Page 1

Public Minutes Meeting No.: P19-07 Date: Thursday, October 3, 2019 Time: 9:30 a.m. Location: Community Room Police Headquarters

2485 North Service Road West, Oakville

Members Present: Mayor Rob Burton, Chair Curt Allen Gary Burkett Ingrid Hann, Vice-Chair

Staff Present: Chief Stephen Tanner Deputy Chief Roger Wilkie Paul Lavergne, Director, Corporate Services Fred Kaustinen, Chief Administrative Officer Graham Milne, Board Secretary Insp. Jeff Sandy, SSgt. Trevor Bradley, Cst. Ian Weir Keith Moore

1. GENERAL

1.1 Regrets

J. Knoll, C. Somerville, J. Wadden.

1.2 Disclosure of Conflicts of Interest The Chair called upon Board members to declare any conflicts of interest they might have on

the agenda. No declarations were made.

1.3 Confirmation of Minutes P19-06 dated Thursday, August 29, 2019

G. Burkett requested that the Operational Verbal Updates section in the minutes be amended to include reference to an update from Keith Moore on the Employee Survey.

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Moved by: C. Allen Seconded by: G. Burkett “THAT the Minutes of Halton Regional Police Services Board Meeting P19-06 dated Thursday, August 29, 2019 be adopted as amended.” Carried.

2. PRESENTATIONS/DELEGATIONS 2.1 Introduction of Newly Promoted Officers Deputy Chief Wilkie introduced the following newly promoted officers to the Board:

Staff Sergeant Tom Hockney Sergeant John McMullan

2.2 Collaboration Between HRPS and External Partners to Support Newcomers in the

Community

Inspector Jeff Sandy and Constable Ian Weir gave a presentation on an HRPS initiative to support newcomers in Halton, highlighting videos designed to welcome newcomers and provide education on Canadian laws and rules specific to Halton. A montage of the videos focusing on driving and pedestrian safety, which are available in five different languages, was shown. These videos have been viewed 125,000 times to date.

2.3 Introducing the Halton Region Police Services Board on Twitter

This item was considered ahead of Item 2.2. Kimberly Calderbank, Media Consultant, provided an update on new community engagement initiatives including the Board’s Twitter account and a YouTube video introducing HRPS’s collaboration initiative.

3. CONSENT AGENDA

3.1 Halton Happenings – August 2019

3.2 P19-10-I-01 – Annual Update on the Progress of the Sexual Assault Advisory Committee (SAAC)

3.3 P19-10-I-02 – Mid-Year Performance Report

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3.4 P19-10-I-03 – Community Safety and Well-Being Plans

3.5 Correspondence from the Ministry of the Solicitor General re: Inspection on Major Case Management (MCM)

Moved by: C. Allen Seconded by: G. Burkett

“THAT Item Nos. 3.1 through 3.5 inclusive on the Consent Agenda be received for information.” Carried.

4. DISCUSSION ITEMS

4.1 CAO Report – Board Governance Budget

Moved by: I. Hann Seconded by: G. Burkett

“THAT a 3.7% increase to the Board’s governance budget be approved.”

Carried. 4.2 By-Laws & Policies Project

Moved by: G. Burkett Seconded by: C. Allen “THAT the Bylaws & Policies Project update be received.” Carried. 5. OPERATIONAL VERBAL UPDATES Operational verbal updates were provided on the following items:

Provincial changes to HRPS presence at Maplehurst Correctional Facility, Milton Strategic Planning process – update planned for November Board meeting Status of Employee Survey Peel Regional Police Chief Duraiappah’s swearing-in ceremony HRPS participation in Police Memorial Day in Ottawa

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Moved by: C. Allen Seconded by: I. Hann “THAT the Chair of the Board write a letter to the Solicitor General of Ontario asking for a consultative and collaborative approach on the decision to reassign HRPS Officers from the Maplehurst Correctional Facility.”

Carried. 6. STATUS OF OUTSTANDING ITEMS 6.1 Public Information Action Registry

There were no updates. 7. NEW BUSINESS

Chair Burton thanked Vice-Chair Ingrid Hann for her service on the occasion of the expiration of her term as a member of the Board. He noted that no successor has yet been named by the Province but that they have acknowledged her interest in being re-appointed.

There was no other new business.

8. MOVE INTO CLOSED SESSION Moved by: C. Allen Seconded by: G. Burkett “That the Board do now convene into closed session.” Carried. 9. CLOSED SESSION REPORT The Chair reported that during the closed session, the Board considered legal and personnel matters

and motions were approved by the Board regarding these matters.

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11. ADJOURNMENT

The Chair adjourned the meeting at 11:46 a.m. Rob Burton Graham Milne Chair Board Secretary

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One Vision, One Mission, One Team | 1

Welcome to the September edition of Halton Happenings. Halton Regional Police Service’s Framework for Community Safety and Well-being has the following strategic priorities:

1. Incident response – To ensure those in need get the right response, at the right time, by the right responders.

2. Risk intervention – To address the criminal behaviour that most affects the safety of community members.

3. Prevention – Community collaboration is the catalyst for positive, working relationships with all community agencies, resources and partners.

4. Social development – To assist in the continued development, education and support of all social groups in Halton Region.

When reading through this document, there are four coloured categories: incident response has been highlighted in red, risk intervention in yellow, prevention/education in blue and social development in green.

4 Strategic Priorities of Community Safety and Well-Being

What does it mean?

• The delivery of police services in Ontario has evolved to include working with partners to focus on reducing the risk factors that affect community safety. This reduces the demand for incident response by providing a coordinated response to risk, and leads to more positive outcomes. The Halton Regional Police has built on our policing philosophy by including proactive measures of intervention, constituting the four strategic priorities of community safety and well-being.

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Incident Response

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Diversity, Older Adults & Youth

• Oakville High School Liaison Officers responded to a threat against a school and assisted with the hold and secure and subsequent investigation resulting in a Violent Threat Risk Assessment.

• Oakville High School Liaison Officers participated in investigations revolving around breaches of court orders, threats toward another student, extortion, threats with a knife

• Oakville High School Liaison Officers participated in three Violent Threat Risk Assessments in Oakville and assisted with a Violent Threat Risk Assessment for a Milton student

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• While on proactive patrol, 3 District High School Liaison Officers stopped a suspicious car. Through investigation they formed grounds to search the car and as a result, they located and seized six ounces of cannabis. The two occupants were charged under the Cannabis Act.


• 3 District High School Liaison Officers responded to a weapons call at a local Burlington High School. The school was placed in a hold and secure while the High School Liaison Officers and platoon officers investigated and eventually located and arrested the youth responsible. No one was injured during the event.

• 3 District High School Liaison Officers investigates an ongoing bullying incident. After multiple interviews and other evidence gathering methods, officers arrested and charged a male student with uttering threats and criminal harassment.

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Regi

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Collision Reconstruction Unit (CRU) Activities

• September 2, an eastbound motorcyclist on Plains Rd, Burlington was cut off by a westbound motorist engaged in a left turn onto Cedarwood Rd. The motorcycle operator lost control and suffered fatal injuries as a result of the collision. The collision remains under investigation by the Collision Reconstruction Unit and charges are pending.

• September 12, a motorist towing a large trailer exited the QEW at Plains Road and proceeded to commence a right turn onto eastbound Plains Road. A westbound cyclist, operating on the sidewalk, lost control and fell, coming to rest under the trailer. The cyclist was subsequently run over by the trailer and sustained serious injuries. The collision remains under investigation by the Collision Reconstruction Unit.

• September 13, a motorcyclist southbound in Snake Road, Burlington lost control in a curve and crashed into a ditch, sustaining serious injuries. Collision Reconstruction Unit responded to the scene and conducted the site investigation and confirmed no other vehicles involved. No charges anticipated.

• September 29, GO Train operators on the Lakeshore Line in the area of Fourth Line and Speers Road, Oakville reported striking a pedestrian on the tracks. Police searched the area and located a deceased male. Investigation by Collision Reconstruction Unit, including locomotive camera video, determined the fatality was an intentional act by the male victim.

Remote Piloted Aircraft System (RPAS)

There were 3 operational deployments for the Remote Piloted Aircraft System in the month of September:

• September 2: The Remote Piloted Aircraft System was used to map a fatal motor vehicle collision scene on Plains Road at Cedarwood Place in the City of Burlington.

• September 8: The Remote Piloted Aircraft System was deployed to find a suicidal person along the easement of Highway 407 in the City of Burlington. Using a thermal imaging camera, an unusual heat signature was observed in a wooded area to the west of the highway. A ground search of the area resulted in the successful location of the male.

• September 13: The Remote Piloted Aircraft System was used to map a personal injury motor vehicle collision on Snake Road in the City of Burlington.

Mental Health & Addiction

• Mobile Crisis Rapid Response Team (MCRRT): The Mobile Crisis Rapid Response Team responded to 166 calls during the month of September. This included 65 in Burlington, 73 in Oakville, 18 in Milton and ten in Halton Hills. Of these calls, 100 were mental health related. This accounts for 60.2 per cent of all mental health calls in the Halton Region.

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Risk Intervention

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• Members of 1 Community Mobilization Bureau along with the Community Mobilization Bureau Social Worker met with the Director of Care of Monarch House and the parents of a 15-year-old autistic boy who has numerous and almost daily interactions with police. *This young person was relocated to Pryor Lindor Residence in Oakville on September 30. Meetings were held with the 2 District Community Mobilization Bureau to inform them of some of the unique challenges faced when dealing with this individual.

• Community Mobilization Bureau officers engaged with a family that are being displaced from their residence in Campbellville. The middle-aged couple suffer from addiction issues and mental health impairments including hoarding behaviors. *This couple have found alternate accommodations and have undertaken to remove their belongings from the former residence in Campbellville. They no longer require any assistance form the Halton Regional Police Service.


• The return to school has been an opportunity for the High School Liaison Officers and Elementary School Liaison Officers to reconnect with staff and students at their assigned schools. The officers made presentations at their respective schools on relevant topics such as cyber-bullying, appropriate use of electronic media, marijuana alcohol and vaping use, and healthy relationships.

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• Oakville Community Mobilization Bureau had ongoing involvement in cases involving Halton Probation and Parole, Halton Alcohol, Drug And Gambling (ADAPT), Canadian Mental Health Association, Crisis Outreach and Support Team, Halton Housing, Links2Care, Seniors Mental Health Outreach services, John Howard Society and Children’s Aid Society


• In September, the youth office had a total of 35 youth related meetings with or regarding youth and their families consisting of: four new diversion intakes, nine diversion exit meetings, three diversion follow up meetings, nine social work outreach meetings/consults, two Violent Threat Risk Assessments, one Violent Threat Risk Assessment follow up meeting, and three youth officer outreaches. There were also four new social work referrals.

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• 3 District Community Mobilization Bureau took part in the annual Safe Start traffic initiative targeting school zones in Burlington. Members charged nine drivers with various traffic offences mostly related to distracted driving.


• 3 District Community Mobilization Officers spent a significant amount of time addressing an ongoing neighbour dispute between two seniors. Through mediation and efforts made through an application to the courts for a peace bond, Officers have made some headway addressing the issues.

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Traffic Services Unit (TSU) Activities

• Coordination of Project Safe Start During the period of August 26 – September 6, TSU coordinated Project Safe Start on behalf of the Service. Traffic Services Unit participated in a number of media requests, worked collaboratively with Corporate Communications on social media messaging and awareness and supported the ‘All Hands On Deck’ enforcement day on Wednesday, September 4. An example of the social media postings which details the overall enforcement statistics from the program follows:


• Crisis Outreach and Support Team (COAST): The Crisis Outreach and Support Team continues to support the Mobile Crisis Rapid Response Team. The Crisis Outreach and Support Team had 43 occurrences in August; 13 in Burlington, 24 in Oakville, one in Milton and three in Halton Hills. 42 of these calls were mental health related accounting for 97.7 per cent of the team’s time.


• Older Adult Support Officer worked with community partners such as Links2Care, Behavioural Supports Ontario (BSO), Crisis Outreach and Support Team, Halton Housing, and MRCT. Older Adult Support Officer conducted one home visit and provided supports to Older Adults living in the community.

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Prevention

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• All officers from 1 District Community Mobilization Bureau participated in Project Safe Start to ensure a safe and successful return to school for the local grade school and high school students. Officers stopped several cars and issued provincial offence notices and driver warnings where appropriate.

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Traffic

• Oakville Community Mobilization Bureau participated in Project Safe Start.

Focus on Crime

• Oakville Community Mobilization Officers conducted eight Crime Prevention Through Environmental Design audits for Oakville residents during the month of September. A cooperative crime prevention piece between Criminal Investigations Bureau and Community Mobilization Officers continued during the month to increase break and enter awareness while educating the community on how to best protect themselves by hosting a crime prevention presentation for residents of Joshua Creek.


• Oakville High School Liaison Officers attended a Drug and Gang Conference hosted by Peel Regional Police.

• Oakville High School Liaison Officers provided educational talks to their schools about e-bike laws, social media posts and presented Project Smart Start to grade 9 students at four schools.

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• 3 District School Officers in collaboration with the school board participated in multiple Violent Threat Risk Assessments in a proactive effort to identify potential threats particular students pose to school environments.

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Traffic Safety Unit (TSU)

Commercial Motor Vehicle Unit (CMV)

• September 10 - 11: Commercial Motor Vehicle Unit participated in the Caledon OPP Detachment, 2-day commercial vehicle blitz. The multi-service enforcement event achieved the following enforcement activity:

o 177 Inspections o 65 CMV trucks placed out of service (36 per cent) o 107 Charges in total issued

• September 22 - 26: Halton Commercial Motor Vehicle Unit members attended the Commercial Vehicle Safety Alliance (CVSA) Conference in Biloxi, Mississippi to represent the Halton Regional Police Service and the Province of Ontario as voting members on a number of committees including Industry Modernization, Vehicle, Training and Driver Enforcement. Officers also attended a ‘Weight in Motion’ seminar staged by the Mississippi State Police as well as a seminar on ‘Electronic Logbooks’ in Canada. Presentations on electric and autonomous vehicles, by the National Transportation Safety Board, and panel discussions pertaining to recent collisions involving Tesla vehicles, were also attended.


• Run, Hide Fight Presentation - Halton Equity Diversity Round Table. On September 10, Regional Community Mobilization Bureau gave a presentation to members of the Halton Equity Diversity Round Table for their monthly meeting at 30 Division on the “Run, Hide Fight”- What to do in an Active Killer Situation. The presentation was very well received and interactive from everyone in attendance.

• Run, Hide Fight Presentation-Oakville Synagogue. On September 11, Regional Community Mobilization Bureau gave a presentation to members of the Oakville Synagogue and approximately 25 youth (ranging from 14–18-years-old) on the “Run, Hide Fight”- What to do in an Active Killer Situation. The presentation was very well received and interactive from everyone in attendance.

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Social Development

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• September saw the successful management of the Acton, Gerorgetown and Milton Fall Fairs. The attendance at these events was lower than in previous years, despite the warm and dry weather throughout the month. The events were staffed with a combination of pay duty officers, Halton Cadets, Halton Auxiliary officers and Communities on Phone Patrol volunteers.

• Halton Hills Seniors and Law Enforcement Together and Milton Seniors and Law Enforcement Together held their first meetings of the fall/winter season. The meetings were well attended by Seniors and Law Enforcement Together members. Halton Hills Seniors and Law Enforcement Together brought forward concerns about the reported closing of the 11 Division station.

• On Monday, September 17, a student from Jean Vanier Secondary School began a co-op assignment at 12 Division. His name is Noah Silva – he is 17-years-old and in Grade 12. He attends the station each day from 11:30a.m. – 2:00p.m. until the end of this semester, and is eager to take on any tasks we have available for him. Noah has met the command team in the district, as well as D/Sgt. Bale where his services are being used to assist with some administrative tasks. Noah recently completed a tour of the Maplehurst Correctional Complex – accompanied by the team assigned to that facility.

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• Youth Office Social Worker attended September’s Fetal Alcohol Spectrum Disorder Resource Team meeting. This monthly commitment provides the opportunity for the creation of a comprehensive team (funded by Halton’s Fetal Alcohol Spectrum Disorder Collaborative) that will be providing training to the community (parents and professionals) about Fetal Alcohol Spectrum Disorder, and consultations in the community to families whose children or loved ones are struggling with Fetal Alcohol Spectrum Disorder. With Halton Regional Police Service represented on this team, it is hoped that the Service can view some of these youth with a Fetal Alcohol Spectrum Disorder lens, and prevent involvement with criminal justice system where necessary.

Focus on Crime

• Oakville Community Mobilization Officers attended the North Oakville Ward 7 Home Owners Association meeting and provided a talk on children’s safety and Crime Prevention Through Environmental Design

• Oakville Community Mobilization Officers attended Tannery Park for a Crime Prevention Through Environmental Design discussion with home owners group

• Oakville Community Mobilization Officers participated in Kerrfest, Oak Park Fall Fair, Fetal Alcohol Spectrum Disorder Awareness Day, Tim Horton Smile Cookie Campaign, Cops for Cancer bike ride, Ride to Remember bike ride, Star Awards Gala and a fundraising dinner hosted by the Burlington Caribbean Connection.

• Oakville Elementary School Liaison Officers participated in the Terry Fox Run and completed three presentations on student safety.


• On September, 2019, the Youth Office Social Worker chaired the Oakville Child and Youth Networking Committee (OCYNC). This committee comprised of over 30 member agencies, comes together to share

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information about child and youth programming in Oakville and develop partnerships to better service our child, youth and families of our community. This meeting was especially monumental, as the meeting comprised of a record 46 participants!

• Oakville Community Mobilization Officers completed three station tours to community members living with developmental disabilities

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• 3 District Elementary School Liaison Officers participated in various Terry Fox Runs at local schools. • Cops for Cancer Cycling tour travelled through Burlington, stopping at five local schools to do

presentations. The police cyclist team, which included a Burlington Community Mobilization Officer and Chief Tanner raised over $150,000.00, travelling over 500km. They were supported and greeted by their Community Mobilization Bureau team at all schools as they travelled through Halton Region.

• Chief Tanner and other Halton Officers then also participated in the Ride to Remember in which officers cycled from the Ontario Police College in Aylmer Ontario to the National Police Memorial in Ottawa, travelling over 700km, done in an effort to pay respect to the men and women in Canadian law enforcement who made the ultimate sacrifice.

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Traffic

Traffic Services Unit (TSU)

• Following the traditional end of Summer, Traffic Services Unit participated in a number of traffic safety partnership meetings to set Fall 2019 traffic programming for the Region. These included: o September 11 – Halton Partners for Car Seat Safety o September 18 – Ontario Association of Chiefs of Police (OACP) Traffic Committee o September 18 – Mothers Against Drunk Driving (MADD)

On September 12, Traffic Services also presented to the in-house Acting Sergeant training class to discuss the supervisory role in relation to suspect apprehension pursuits, safe driving and service vehicle collisions.

• TSU Motorcycle Unit cyclist escort in support of Ride to Remember During the period of September 23 - 29, Traffic Services Unit coordinated and participated in a multi Police agency motorcycle escort of 190 police cyclists who rode across Ontario as part of the Ride to Remember, in honor of fallen officers. The Ride to Remember ended in Ottawa, and the Traffic Services Unit Motorcycle Unit participated in the Canadian Police Memorial motorcycle procession on Parliament Hill on Sunday, September 29. In total, Halton Police motorcycle operators logged in excess of 7,500kms in support of the Ride to Remember during this seven day event.

Focus on Crime

• Crime Stoppers of Halton attended the Oak Park Fall Fair in Oakville • Crime Stoppers of Halton attended a Shred Event/BBQ/Fraud Awareness in Georgetown • Crime Stoppers of Halton attended the Appleby Line Street Festival • Crime Stoppers of Halton Officer attended the International Crime Stoppers in Arizona


• International Fetal Alcohol Spectrum Disorder Awareness Day. On September 9, members of our Police Service attended the 2019 International Fetal Alcohol Spectrum Disorder Awareness Day at Nelson Youth Centre located at 4225 New Street Burlington. The event was a “Reach for it” theme for Fetal Alcohol Spectrum Disorder family and friends. Members from 2 District Community Mobilization Bureau, Regional Community Mobilization Bureau, Auxiliary Unit and our Mobile Command Unit attended the event. Burlington Fire also attends the event. Approximately 75 people from our community were in attendance.

• Teen Random Acts of Community Kindness (T.R.A.C.K.) Event. On September 14th, members of Regional Community Mobilization Bureau and 25 youth from our Teen Random Acts of Community Kindness team partnered with the Canadian Cancer Society for their Mudmoiselle run in Milton. The event was attended by 350 members of the public and raised close to $100,000 for cancer research. The Canadian Cancer Society was very grateful for the volunteer support and we will be looking to partner with them again in the future.

• Police Ethnic and Cultural Education (P.E.A.C.E.) - Youth Leadership Program. On September 30, the fall session of our Police Ethnic and Cultural Education program kicked off. This semester we have 14 students from diverse communities throughout the region participating. Highlights from the first session included “A Day in the life of a Police Officer” presentation and a meet and greet for the

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students from Chief Tanner. The presentation was very interactive and had positive feedback form the youths involved.

• The Older Adult Support Officer facilitated a training evening for Halton Police volunteers (Victim Services and Seniors And Law Together, Seniors Helpline) on older adult supports and older adult crimes.

Auxiliary Unit

• September was a very busy month for the Halton Regional Police Service Auxiliary Unit. They support a number of events with General Patrol, Traffic Direction, Community Engagement and overall community support. Events included:

o Burlington Ribfest o Georgetown Fall Fair o Kerr Street Festival in Oakville o Radfest (Milton) o EPIC Bike Tour (Milton and Burlington) o National Fetal Alcohol Spectrum Disorder Awareness Day (Support) o Terry Fox Run Oakville o Crime Stoppers BBQ o Acton Fall Fair o RIDE o Georgetown Optimist Cross Country Run o Milton Fall Fair

• The Auxiliary Unit also had the opportunity to participate in a “SafeTALK” Suicide Alert workshop. This training session gave Auxiliary officers the tools to recognize person in a mental health/suicidal situation and to act appropriately.

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Looking Ahead

Projects/Events

• October 5 – Crime Stoppers Shred Event

Upcoming Dates

• September 6-8 – Georgetown Fall Fair • September 7 – Radfest – Milton • September 8 – Epic Tour Cycling Event • September 20 – St. Joe’s Hospital Ride • September 20-21 - Acton Fall Fair • September 26-28 – Milton Fall Fair • October 5 – Crime Stoppers Shred Event • October 26 – Crime Stoppers will attend the Milton Volunteer Fair

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Halton Regional Police Service

Public Agenda Information Report

To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: THIRD QUARTER HUMAN RESOURCES SUMMARY Report #: P19-10-I-06 Date: October 31, 2019

One Vision, One Mission, One Team Public Information Report – Page 1

INTRODUCTION AND BACKGROUND:

The following is the Police Service personnel summary as at quarter’s end.

POLICE 4Q 2018

Actual 1Q 2019

Actual 2Q 2019

Actual 3Q 2019

Actual

Current Authorized

Positions

Current Variance

Chief 1 1 1 1 1 0

Deputy Chief 2 2 2 1 2 -1

Superintendent 5 5 5 5 5 0

Inspector 11 11 11 11 10 1

Staff Sergeant 23 20 20 21 22 -1

Detective Sergeant 10 12 11 12 10 2

Sergeant 51 49 51 50 51 -1

Detective 39 41 40 40 40 0

Constable (1st Class) 461 460 466 466

N/A

Constable (2nd Class) 31 34 33 34

Constable (3rd Class) 30 26 24 23

Constable (4th Class) 40 36 47 54

Recruits in Training 17 17 13 20

Total Constables 579 573 583 597 577 20

TOTAL SWORN 721 714 724 738 718 20

Cadet * 6 6 13 11 0 11

* Cadets not included in complement (uniform contract positions)

CIVILIAN 4Q 2018

Actual 1Q 2019

Actual 2Q 2019

Actual 3Q 2019

Actual

Current Authorized

Positions

Current Variance

Senior Management/ Administration

10 10 11 11 11 0

Supervisory/Professional/ Senior Clerical

77 80 84 87 92 -5

Clerical 105 105 108 108 113 -5

Communications 51 51 51 50 51 -1

Special Constables (Escorts/Summons)

31 31 31 31 31 0

Facilities Technicians 5 5 5 5 5 0

TOTAL CIVILIAN 279 282 290 292 303 -11

TOTAL COMPLEMENT 1000 996 1014 1030 1021 9

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Trust and Respect Integrity Accountability Excellence Teamwork Justice

One Vision, One Mission, One Team

Public Information Report – Page 2

TEMPORARY STAFF (Temporary employees do not form part of the authorized complement.)

4Q 2018 Actual

1Q 2019 Actual

2Q 2019 Actual

3Q 2019 Actual

Comments

Full-time 13 8 6 10 * See details below

Part-time 0 0 2 1

As Required 50 49 50 45

Communications/Courts Services/Districts/Drugs, Guns & Gangs/Forensic Identification/Homicide/ Human Resources/ Intelligence/ Police Analytics/ Information & Records Services/Support Services/Victim Services

Total Temporary Staff 63 57 58 56

* FULL-TIME ALLOCATIONS

4Q 2018 Actual

1Q 2019 Actual

2Q 2019 Actual

3Q 2019 Actual

Comments

Replacements (Secondments/ Maternity/ LTD/etc.

8 7 4 6 1 – Station Duty Clerk 1 – Administrative Assistant, IT 1 – Social Worker 1 – Administrative Assistant, Admin Services 1 – Administrative Assistant-Drugs & Morality 1 – Data Entry Clerk DRU

Special Projects 3 3 2 2

1 - Technical Support PRISM 1 – Facilities Maintenance Technician

In Training

0 0 0 0

Work Volume 3 3 0 0

Vacancy 0 0 0 2

1-Central Property Clerk 1-IT Services Desk Assistant

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SPECIAL SITUATIONS - UNIFORM * (Not included in authorized complement)

4Q 2018 Actual

1Q 2019 Actual

2Q 2019 Actual

3Q 2019 Actual

Comments

External Secondments 5 6 7 7 2 – Ontario Police College 1 – Repeat Offender Parole Enforcement 1 – Provincial Firearms Office 1 – Provincial Anti Terrorism 2 – International Peace Operations

WSIB >1 year 4 6 6 6

Leaves of Absences 1 2 3 2 1 – HRPA President 1 - Unpaid

* Long Term Disability > 2 yrs 2 4 4 4

Long Term Disability < 2 yrs 9 5 4 7

Sick Leave (Long Term) 7 7 7 12

Parental/Pregnancy Leave 9 7 7 4

Jobs Shared by 2 Members 1 1 1 1

SPECIAL SITUATIONS - CIVILIAN * (Not included in authorized complement)

4Q 2018 Actual

1Q 2019 Actual

2Q 2019 Actual

3Q 2019 Actual

Comments

External Secondments 0 0 0 0

WSIB >1 year 2 2 3 3

Leaves of Absences 0 1 0 0

* Long Term Disability > 2 yrs 6 6 8 8

Long Term Disability < 2 yrs 6 6 3 5 Largely filled with Temporary Full-time

Sick Leave (Long Term) 11 7 12 7

Parental/Pregnancy Leave 3 5 6 9 Largely filled with Temporary Full-time

Jobs Shared by 2 Members 2 2 1 0

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DEPARTURES 4Q 2018

Total 1Q 2019

Total 2Q 2019

Total 3Q 2019

Total Total YTD 2019

TOTAL

Uniform

Retirements 0 8 3 3 14

Resignations 6 1 0 3 4

Terminations 0 0 0 0 0

Deaths 0 2 0 0 2

Civilian

Retirements 1 4 5 0 9

Resignations 3 0 1 1 2

Terminations 0 0 0 1 1

Other – position redundant 0 0 0 0 0

Deaths 0 0 0 0 0

ADVANCEMENTS 4Q 2018

Total 1Q 2019

Total 2Q 2019

Total 3Q 2019

Total Total YTD 2019

TOTAL

Sworn Reclassifications 24 22 26 29 77

Sworn Promotions 0 6 4 4 14

Civilian Reclassifications 9 11 4 17 32

________________________________________________ Stephen J. Tanner Chief of Police

:CB

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Public Agenda Information Report

To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: SEIZED FUND STATEMENT – AUGUST 31, 2019 Report #: P19-10-I-07 Date: October 31, 2019



Attached is a financial statement indicating the status of the Seized Funds on deposit with RBC for the Police Services Board as at August 31, 2019. These funds remain in the Seized Fund account pending disposition by the Courts. In addition to the Seized Funds on deposit, there is an additional pool of seized currency which is held on-site in a secure location. These funds represent currency which remains part of active investigations or court proceedings as evidence. As such, these funds are categorized as “Seized Currency Exhibits” (SCE) and must be held securely and separately from other funds in “as close to original condition” as possible for evidentiary purposes since the SCE may be called into court as evidence at any time. Due to this evidentiary distinction, the funds are held securely until a court disposition is made, at which time the funds are managed through the regular Seized Funds process. Additional security and financial information are included in Confidential Agenda Information Report each year.


: GK Attachments: Seized Fund Financial Statement

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SEIZED FUND FINANCIAL STATEMENT

For the six-month period ending August 31, 2019

SUMMARY OF TRANSACTIONS

Balance as of February 28, 2019

$18,690

Deposits in most recent 6 months

$28,594

Cheques issued in most recent 6 months ($28,708)

Balance as of August 31, 2019

$18,576

SUMMARY OF TRANSACTIONS

Summary by Year # $

2003 1 360

2006 1 1,000

2009 1 490

2011 1 16,140

2013 1 586

Total 5 18,576

Summary by Disposition # $

In-Court 1 16,140

Awaiting disposition 1 586

Other 4 1,850

Total 6 18,576

"Awaiting disposition" = waiting for documentation / instructions from the arresting officer.

"Other" = disposition is pending subsequent court appearances / appeals

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Public Agenda Recommendation Report

To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: BUDGET REALLOCATION APPROVAL REQUEST – PORTABLE RADIOS Report #: P19-10-R-09 Date: October 31, 2019

One Vision, One Mission, One Team Public Recommendation Report – Page 1

RECOMMENDATION:

“That the Halton Regional Police Services Board approves a reallocation of Operating Budget funds in the amount of $160,000 for the purchase of portable radios for new Halton officers.”


:BP


In 2012, the Halton Regional Police Service went live with the new Motorola Project 25 (P25) voice radio system. This system serves Police and thirteen (13) additional partner agencies throughout the Region – including Fire, EMS Supervisors, Works, Transit organizations, and others. As part of the implementation of this new system, the Service purchased a quantity of mobile (in-vehicle) and portable (handheld) radios to permit officers to communicate throughout the Region. Portable radios are issued to each uniformed officer to ensure that they have reliable communications throughout the course of their duties. In the initial purchase of portable radios included five (5) years of growth expansion – to account for anticipated growth in sworn officer strength. Due to increases in sworn officer strength, the Service now needs to purchase additional portable radios. Funds are generally set aside in the annual Operating Budget to fund the acquisition of radios for new officers. In 2019, additional funds are required to complete the acquisition of radios for new officers returning in December 2019 from the Police College.

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Staff request that the Board authorize the transfer of $160,000 from identified Compensation cost elements (Q2 Forecast identifies projected savings of $983,000) in order to facilitate the purchase of required portable radios. Staff are currently compiling the Q3 2019 Financial Forecast and this budget reallocation is not expected to increase total operating costs above the total approved budget. DISCUSSION / ANALYSIS:

In 2010 the Region awarded a contract to Motorola Solutions Inc. for the design, supply, and delivery of a region-wide Project 25 (P25) voice radio system following the successful RFP bid by Motorola. As the implementation was well underway, the Service issued an RFP for “subscriber” radio devices – both portable handheld and mobile vehicular modems. The RFP for subscriber equipment was successfully awarded to Motorola Solutions Inc. In total, a quantity of 689 portable radios were purchased. The quantities ordered were reflective of the current vehicle fleet size and uniform authorized strength. Additional radios for emergency deployable pools and spares were also added. It was anticipated at that time the five (5) years of growth would be included in the initial purchase. As the Service continues to grow, radios from spare stock have been issued. Initial planning estimates for five (5) years of growth has benefitted the Service and additional radios have been purchased annually in support of increases in uniform strength through the minor capital budgeting process following the initial five (5) year estimate timeframe. Forty-four (44) additional radios have been purchased since the initial 2012 award. Spare stock for expansion are now depleted and additional radios and microphones must be purchased to permit issuance for new uniform recruits. An additional ten (10) microphones are also required for spares. Funds are available in the 2019 Operating Budget forecast to purchase the twenty (20) remaining radios required in 2019 for new recruits joining the Service.

Quantity Description Cost 20 APX 6000 700/800 Model 2.5 Radio $55,073 20 Required software features 70,623 20 Batteries 2,215 30 Microphones 7,915 20 Warranty 5,760

Tax 18,406 Total $159,992

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Staff request that the Board authorize the transfer of $160,000 from identified Compensation cost elements (Q2 Forecast identifies projected savings of $983,000) in order to facilitate the purchase of required portable radios.

ALTERNATIVES:

Do not transfer funds – Not recommended. As noted above, additional portable radios are required for new recruits who will be joining the Service in December of 2019. Not purchasing portable radios will result in front-line officers not being able to communicate with dispatch and teams - compromising officer and community safety. CONSULTATION:

Deputy Chief Roger Wilkie, Regional Operations Ken Kelertas, Director – Legal Services Paul Lavergne, Director – Corporate Services

Bill Payne, Director – Information Technology Services (author) Adam Woods, Manager – Information Technology Glenn Millar, Supervisor Mobile Technology – Information Technology FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES:

This recommendation is in accordance with the Regional Municipality of Halton Police

Services Board’s By-Law No. 2016-001 (as amended) A By-Law to Regulate Procurement

of Goods and Services by the Halton Regional Police Service:

Section 4.2. BUDGET CHANGE APPROVAL PROCESS

4.2. Once established, if during the budget cycle, a more beneficial allocation of funds, the following authorizations must be received:

a) expenditures valued under $35,000 may be approved by the Director; b) expenditures valued between $35,000 and $100,000 may be approved by the Chief in consultation with the Director; and c) expenditures valued over $100,000 may be approved by the Board.

4.3. It is understood that any such request shall not cause Service expenses to be more than the total approved budget.

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4.1



STRATEGIC MANAGEMENT ISSUES:

Engaging is both consistent with and in support of the 2017-2019 Corporate Business Plan:

- Theme 3 Organizational Capacity Goal 1:

Harnessing new technologies and maximizing innovation, responsiveness, outreach and service delivery.

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To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: 2020 FUNDING REQUEST & 10-YEAR CAPITAL FORECAST Report #: P19-10-R-10 Date: October 25, 2019


RECOMMENDATION:

“That the Halton Regional Police Services Board approves the 2020 Funding Request of $161,974,623 and forwards the request to the Region; and further, That the Halton Regional Police Services Board approves an increase in the authorized sworn strength of nineteen (19) positions; and further, That the Halton Regional Police Services Board approves an increase in the authorized civilian strength of four (4) positions; and further, That the Halton Regional Police Services Board approves the conversion of one (1) part-time civilian position to one (1) full-time civilian positions; and further, That the Halton Regional Police Services Board approves the 10-Year Capital Forecast as presented.”


: PL

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The 2020 Funding Request of $161,974,623 represents an increase of 4.2% (or $6,591,335) as compared to the approved 2019 Budget. After considering Assessment Growth projections as provided by the Region, the 2020 Funding Request represents an increase of 2.5% as compared to the approved 2019 Budget. In compiling the 2020 Funding Request, the Service has maintained its focus on Business Plan objectives while recognizing population growth, demographics, calls for service, emerging trends and staffing requirements. Significant drivers impacting the 2020 Funding Request include:

Staffing needs to maintain focus on front-line policing service levels and programs while reflecting emerging trends and continued growth in demand for policing services.

The impact of the recent contract settlement.

Continued investment in the Public Safety LTE Network and the associated annual operating costs.

We are continuously aware of the Board’s objective to demonstrate prudent use of taxpayer dollars while recognizing the need to provide adequate and effective police services for Halton Region. The challenge for the Board and Management remains in balancing the need to service a growing community and to respond to changes in service delivery and emerging trends, while maintaining a fiscally responsible request for resources and funding. We believe that the 2020 Funding Request achieves this balance. During the October Police Service Board meeting, Staff will provide further details of the 2020 Funding Request along with the 10-Year Capital Forecast. DISCUSSION / ANALYSIS:

N/A ALTERNATIVES:

N/A CONSULTATION:

N/A FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES:

N/A STRATEGIC MANAGEMENT ISSUES:

The 2020 Funding Request continues the strategic direction as detailed in the 2017-2019 Business Plan.

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To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: CONTRACT EXTENSION – STSOLUTIONS LIMITED Report #: P19-10-R-11 Date: October 31, 2019


RECOMMENDATION:

“That the Halton Regional Police Services Board approve a twenty four (24) month single source contract (January 1, 2020 to December 31, 2021) for the provision of Professional Consulting Services Agreement from STSolutions Limited for an amount not to exceed $375,883 (inclusive of taxes).”


:BP


In September 2014, the Board approved a single source contract extension with STSolutions Limited (P14-9-CPS-R-02) in support of the Intergraph Upgrade 9.3 project. The project was successfully completed and the new Computer Aided Dispatch (CAD) system was brought on-line in December 2015 for 911 Communicators and front-line officers. Post-implementation work was required in order to complete Halton specific customizations and in June 2016 the board authorized the Chief to execute an eighteen (18) month extension to this contract (P16-6-R-01). In November of 2017, the Board authorized an additional eighteen (18) month extension to the contract with an associated value of $221,000 (P17-11-R-12). Finally, in July of 2019, the Board approved an extension of time for the existing contract which carried no additional monetary value (P19-07-R-05). The services provided by STSolutions Limited’s consultant (Sarah Byram) are key in the successful customization and support of CAD related projects and in the implementation of several key enhancements to the CAD system. Specializing in the inner workings of

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Hexagon’s (formerly Intergraph) CAD system, this consultant’s expertise provides considerable savings for the Service compared to contracting with Hexagon directly Staff recommends extending the existing Professional Services Agreement with STSolutions Limited to assist with future projects, ongoing maintenance, and enhancements including the upgrade of CAD to version 9.4, phase II of the integration of GPS from portable radios, next generation 911 enhancements, and future enhancements to 911 Dispatcher and the front-line officer mobile CAD system. DISCUSSION / ANALYSIS:

The specialized consulting services of STSolutions Limited’s consultant (Sarah Byram) have been under contract with the Service since August 2012. As a specialist in CAD, and previously employed by Hexagon Inc., this consultant brings in-depth knowledge and experience regarding Hexagon’s CAD system. The services of STSolutions have proven vital in the successful and cost effective delivery of many Service CAD related projects including Business Intelligence/Data Warehousing, CAD customizations for 911 Communicators and front-line officers, new headquarters move, and a past CAD 9.3 upgrade. Further CAD related work is required, which includes an upgrade to CAD version 9.4, mobile software customization, integration with Next Generation 911 technologies, and other ongoing enhancements. The services of STSolutions are needed to complete additional upcoming projects which include: CAD Version 9.4 upgrade

The Service has benefitted greatly for efforts to upgrade the previous version of Hexagon CAD from version 9.1 to 9.3. As with all software products, changes in technology, features, and expandability necessitates regular upgrades to current versions. Staff plan to upgrade the current CAD system from version 9.3 to version 9.4 in order to keep pace with the lifecycle of the CAD product – ensuring that the Service remains on a support-able and upgradeable version of CAD as well as taking advantage of key enhancements being released in this new version of CAD. GPS from Portable Radio CAD Integration – Phase II

In 2015, the Board approved the implementation of GPS data from the Motorola P25 voice radio system. This enhancement has been successfully completed and has benefitted the Service greatly in terms of its ability to locate officers while on foot. Many enhancements have been proposed which will improve the timeliness of data to dispatchers and improve the methods that 911 Communicators use to access the information – improving the safety of the community and our front-line officers.

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CAD Software Enhancements and Updates

As is expected with any major enterprise software products, ongoing enhancements are a critical component. Changes in business process, legislation, or other supporting technologies requires the Service to constantly adjust and enhance the CAD environment. It is expected that ongoing enhancements will be required following the implementation of CAD 9.4. Next Generation 911 (NG911) Functionality

The Canadian Radio-television and Telecommunications Commission (CRTC) has released new specifications for NG911 functionality. The Halton Regional Police Service has been selected as a trial site for technical testing and integration of these exiting modernizations to Canada’s 911 response system. NG911 functionality will transform how the public communicates with 911 Emergency Services. Following a number of back-end technical changes in how calls are handled, the initiative will eventually enable text to 911 for the general public and addresses the transmission of various multimedia sources from the public. The CRTC has set a deadline of June 2020 for telephone carriers to prepare for this functionality. As such, the Service will need to prepare for further customizations to the CAD environment in support of these trials and mandated changes. Additionally, the Service will seek permission from the Board to contract specific additional services from Hexagon in support of the upgrade and the above noted projects. The reliance upon Hexagon and cost to the Service will be reduced by contracting the above services from STSolutions. Staff recommends the Board approve the extension of the Professional Consulting Services Agreement with STSolutions Limited through to October 31, 2021, in order to successfully complete these projects.

ALTERNATIVES:

Do not contract with STSolutions Limited – Not recommended. As noted above, additional professional services would have to be contracted from Hexagon to compensate for this resource shortage with the Service at a considerably higher cost. CONSULTATION:

Deputy Chief Roger Wilkie, Regional Operations Ken Kelertas, Director – Legal Services Paul Lavergne, Director – Corporate Services

Bill Payne, Director - Information Technology Services (Author) Adam Woods, Manager – Information Technology Services Susan Chojnacki, Coordinator – Purchasing Services

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FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES:

Funding for this request will be provided by established capital and operating accounts with funding breakdown as follows:

Project Capital/Operating Account Amount

CAD 9.4 Upgrade Capital Budget – CAD 9.4 $170,000

CAD Software Enhancements 2020 Operating Budget – Consulting 80,000

CAD Software Enhancements 2021 Operating Budget – Consulting 125,883

Total $375,883

As STSolutions Limited has been contracted by the Service since August of 2012, contract extensions have been executed in accordance with the Board’s Purchasing By-Law 2016-001 as it pertains to single-source acquisitions for Professional Consulting Services. Previous contracts executed with STSolutions Limited total $922,000 to date. This recommendation is in accordance with the Regional Municipality of Halton Police

Services Board’s By-Law No. 2016-001 (as amended) A By-Law to Regulate Procurement

of Goods and Services by the Halton Regional Police Service;

Article 10. CONTRACT EXTENSION

10.1: “ When the Award of a Contract is based on a Single / Sole Source negotiation or a

Competitive Process within the provisions herein, and the original Contract allows for term

extensions to be negotiated, the original signing authority may approve the term extension and

additional funding to the Contract (including a provision for price escalation after considering

market conditions such as Consumers Price Index, labour settlements, or regulatory

pronouncements) if it is in the best interests of the Police Service to do so. If the original signing

authority is the Board, the Board may delegate the approval for extension to the Chief within the

terms of the original Contract.”

AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES

Executed by the Chair of the Board on April 16, 2015 states:

Article 9 – Changes, Alterations and Additional Services:

“The Board may, with the consent of the Consultant at any time after the execution of this

Agreement, and the commencement of the Services, delete, increase, extend, vary or

otherwise alter the Services forming the subject of this Agreement provided such deletion,

increase, extension, variance or other alteration is in writing.”

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and

Article 16. AUTHORITY TO EXECUTE CONTRACTS

16.2: “For the Award of a Contract requiring the Board’s authorization, subject to

statutory requirements and where all other the requirements of this By-law have been

met, the Chief or designate is authorized to execute Contracts and any ancillary

documents that have been prepared in a form and content satisfactory to Legal

Counsel.”


Engaging the services of STSolutions Limited is both consistent with and in support of the 2017-2019 Corporate Business Plan:

- Theme 3 Organizational Capacity Goal 1:

Harnessing new technologies and maximizing innovation, responsiveness, outreach and service delivery.

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To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: SINGLE SOURCE MAINTENANCE AGREEMENT NICHE RECORDS MANAGEMENT SYSTEM Report #: P19-10-R-12 Date: October 31, 2019


RECOMMENDATION:

“That the Halton Regional Police Services Board authorize the award of a Single Source three (3) year Contract with Niche Technology Inc., for the support and maintenance of the HRPS Records Management System, commencing January 1, 2020, for a total value of $711,494 (including taxes and contingency).”


:AW


In January 2004, the Board approved a single source contract with Niche Technology Inc. for the acquisition of a Records Management System (RMS) (P04-1-CPA-R-02). The implementation of the Niche RMS was successfully completed in 2005. The Niche RMS is critical to the Service’s operation as it is the central repository and access point for police records for the Service. The system also provides access to other municipal, provincial, and national police record data sources. This software must be kept up to date and remain in a vendor supported state. Ongoing support and maintenance services are necessary to keep the product current through software upgrades and to address changes and additions to functionality. Requests for changes in functionality are achieved through the coordinated input of requirements from individual police services via the Niche Users Group.

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4.4



Enhancements to date have included upgrades and patches for stability and performance, CPIC support, development of interfaces to Major Case Management, interfaces for Crown Brief Reporting, CopLogic and many other enhancements and improvements. The Service wishes to renew the support and maintenance agreement with Niche Technology Inc. for an additional three (3) years as the Service plans to continue utilizing and enhancing the software and has no plans to change suppliers of this system at this time. DISCUSSION / ANALYSIS:

Since the initial acquisition of Niche RMS software in 2004, the Board has authorized extensions to the support and maintenance agreement through to December 31, 2019. In addition, as needed, the Board has authorized the increase in contract value to reflect the increase in number of police users on the system. Increases in cost for support and services are attributed to the increase in HRPS users needing access to Niche. Software licensing is user based, set at $1,200 per user (exclusive of taxes). The current three (3) year support and maintenance agreement will expire on December 31, 2019 which has necessitated this recommendation requesting authorization for a new three (3) year contract which includes an additional 42 licensed users for a total of 725 licenses. The following is a cost breakdown of the Maintenance Agreement for years 2020, 2021 and 2022.

Niche Maintenance Details Annual Cost Breakdown

Year 1 – Coverage January 1, 2020 to December 31, 2020 $174,000

Year 2 – Coverage January 1, 2021 to December 31, 2021 174,000

Year 3 – Coverage January 1, 2022 to December 31, 2022 174,000

Additional 42 User Licenses 50,400

Confidential contingency (10%) 57,240

HST (13%) 81,854

Total Upset Limit for 2020 – 2022 Maintenance $711,494

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ALTERNATIVES:

Complete a formal competitive bid process. - This is not feasible. Given the proprietary nature of the Niche records management software, there are no other vendors that are capable of providing support and maintenance services for this system. Not purchasing support and maintenance and additional licenses. – This is not recommended as the Niche RMS is of paramount importance to the Service’s operation. The Service intends to continue to utilize this software for the foreseeable future. HRPS has a contractual obligation to true-up licenses. CONSULTATION:

Deputy Chief Roger Wilkie – Regional Operations Ken Kelertas, Director – Legal Services Paul Lavergne, Director – Corporate Services Bill Payne, Director – Information Technology Adam Woods, Manager - Information Technology (author) Susan Chojnacki, Coordinator – Purchasing Services FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES:

There are sufficient funds in the 2020 operational budget for computer maintenance agreements to support this recommendation and will be included in the 2021 and 2022 operational budget requests. This recommendation is in accordance with the Halton Regional Police Service By-Law No. 2016-001; A By-Law to Regulate Procurement of Goods and Services by the Halton Regional Police Service;

Section 8.9.1: “A Single Source or Sole Source purchase may be used for the procurement of Goods or Services or Consulting Services, and may include negotiations, without an Open Market Process or Bid Solicitation provided that any of the following conditions apply:

a) where there is only one known source of supply that meets the needs of the Police Service, b) where the compatibility of a purchase with existing equipment, facilities, or services is a paramount consideration; d) where it is most cost-effective or beneficial to the Service.” g) where competition is precluded due to the existence of proprietary circumstances such as patent rights, copyright, technical secret or control of raw materials;”

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and

Section 16.2: “For the Award of a Contract requiring the Board’s authorization, subject to statutory requirements and where all other the requirements of this By-law have been met, the Chief or designate is authorized to execute Contracts and any ancillary documents that have been prepared in a form and content satisfactory to Legal Counsel.”


The Recommendation is in support of the 2017-2019 Corporate Business Plan, Theme 3 Organizational Capacity) Goal 1: b) Harnessing new technologies and maximizing innovative, responsiveness, outreach and service delivery

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To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: INVESTIGATION INTO INCIDENT OCCURRING ON SEPTEMBER 22, 2018 SECTION 11 REPORT, O. REG. 267/10 Report #: P19-10-R-13 Date: October 31, 2019

One Vision, One Mission, One Team Public Recommendation Report - Page 1

RECOMMENDATION:

“That the Halton Regional Police Services Board receives this report for information.”

_______________________________________________

Stephen J. Tanner Chief of Police

:BB


Whenever the Special Investigations Unit (SIU) is notified of an incident involving serious

injury or death, provincial legislation directs that a chief of police shall conduct an

administrative investigation.

Ontario Regulation 267/10, Section 11 (1) states:

“The chief of police shall also cause an investigation to be conducted forthwith into any

incident with respect to which the SIU has been notified, subject to the SIU’s lead role in

investigating the incident.”

Section 11 (2) of the Regulation states:

“The purpose of the chief of police’s investigation is to review the policies of or services

provided by the police force and the conduct of its police officers.”

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Regulation 926: Equipment and Use of Force

(S. 13 Police Firearm Discharges Causing Injury or Death)

13. (1) If a member of a police force, other than the Commissioner or chief of police, by the

discharge of a firearm in the performance of his or her duty, kills or injures another person,

(a) the Commissioner or chief of police, as the case may be, shall immediately cause an

investigation to be made into the circumstances, if the individual is a member of an Ontario

police force as defined in the Interprovincial Policing Act, 2009; or

(b) the appointing official or local commander who appointed the member under the

Interprovincial Policing Act, 2009, as the case may be, shall immediately cause an

investigation to be made into the circumstances, if the member is a police officer appointed

under that Act.

(2) A report on the investigation shall be submitted,

(a) to the Solicitor General, in the case of an investigation by the Commissioner;

(b) to the board, in the case of an investigation by the chief of police; or

(c) to the extra-provincial commander of the police officer appointed under the

Interprovincial Policing Act, 2009, in the case of an investigation involving such a police

officer.

Incident Triggering Notification of Special Investigations Unit:

At approximately 4:45 a.m. on September 22, 2018, Halton Regional Police Service (HRPS)

officers were dispatched to assist the Ontario Provincial Police (OPP) with a two vehicle

collision on the QEW near Burloak Drive in Burlington. One of the drivers, now known to be

the deceased, had fled from the collision. A local taxi company was contacted and advised

they received a call from the deceased near the scene. The deceased had sounded disoriented

and had been driven by taxi to the Esso Gas Station on Appleby Line and Harvester

Road. Halton officers attended the gas station and located the deceased in the washroom.

Over the next few minutes, several HRPS officers and some OPP officers arrived at the gas

station. The officers conversed and confirmed that the male in the gas station washroom

matched the fleeing driver’s description from the recent QEW collision. Officers intended to

arrest him for failing to remain. Police officers stood outside the washroom, identified

themselves to the deceased and tried to convince him to exit the washroom voluntarily. The

deceased refused, and officers could hear him speaking on his cell phone to an unknown

party.

At the same time, OPP investigators were at the scene of the collision. Officers noticed a lot of

blood inside the deceased’s vehicle, notably in and around the rear console. A blue bandana

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with white tear drop marks was found along with other articles. OPP officers formed the

opinion that the deceased may have gang affiliations which could possibly explain his fleeing

the collision. At around 5:20 a.m., OPP officers notified dispatch that they had found gang

insignia inside the deceased’s vehicle, and that they did not know whether he had any

weapons. This information was not verbally relayed to the officers inside the Esso gas station,

but instead was placed in the call history, only visible by way of computer terminal.

The deceased became increasingly agitated while the officers tried to convince him to come

out; he swore at them and stated “I will go to heaven before I ever come out to police.”

Officers then deployed OC spray underneath the washroom door in an effort to get the

deceased to exit the washroom. The deceased coughed but did not come out. At 5:34

a.m., officers breached the washroom door with a pry bar and a sledge hammer. At this point,

officers saw the deceased seated by the sink with a handgun pointed in the police officers’

direction. The deceased shot at the officers multiple times through the washroom wall and

open door. The bullets struck a Halton police officer twice in the right thigh and caused

wounds to another Halton police officer’s leg and thumb. The police officers reacted by

retreating towards the front entrance of the gas station in an attempt to exit and take cover.

Regrettably, the officers were unable to exit because the front door had been locked and

could only be unlocked using a button accessible by the attendant, who had taken cover

underneath a counter. The officers tried unsuccessfully to open the door for a few seconds

and then the majority drew their firearms and pointed them in the direction of the

washroom. The deceased exited the washroom and ran along a row of coolers at the back of

the store while the officers shot at him. Officers heard the deceased say, “I’m out, I’m out,” but

were unsure what exactly he meant. The deceased crouched and then fell forward onto his

stomach where he became motionless on the floor. A black handgun was found on the floor a

few inches from his body. There were no bullets remaining in the handgun.

Paramedics entered the gas station to assess the deceased and found no pulse. He was

declared dead. It was later determined that he died from multiple gunshot wounds.

SPECIAL INVESTIGATIONS UNIT FINDINGS:

On June 6, 2019, the Interim Director of the SIU released his findings arising from the SIU

investion into this incident. He wrote, in part, that:

“Regardless of which of the subject officers ultimately shot the Complainant, it is clear that none

of the officers committed a criminal offence in relation to his death. Pursuant to section 25 of

the Criminal Code, police officers are permitted to use force in the course of their lawful duties

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so long as the officer acts on reasonable grounds and the force is necessary. Section 25(3) of

the Criminal Code imposes additional restrictions where the use of force is likely to cause death

or grievous bodily harm, as is the case where a police officer shoots someone. The officer must

believe the force is necessary to protect himself or herself, or another person, from death or

grievous bodily harm and this belief must be both subjectively held by the police officer and

objectively reasonable in the circumstances (R. v. Nasogaluak, [2010] 1 S.C.R. 206).

. . .

It is evident that the officers were acting in the course of their lawful duties when they shot at

the Complainant. They were investigating a driver fleeing from a collision, and knew the

Complainant had called a taxi from a location near the scene of the collision, sounded

disoriented and matched the suspect’s description. As a result, the officers had reasonable

grounds to believe he was the fleeing driver and therefore the Complainant could be arrested

for failing to stop at the scene of an accident contrary to then section 252 of the Criminal Code.”

. . .

In these circumstances, it is similarly evident that the police officers believed shooting the

Complainant was necessary to protect themselves from grievous bodily harm and that this belief

was objectively reasonable. The police officers were justified in taking steps to protect

themselves and had no reasonable alternative than to shoot at the Complainant. The police

officers were unable to flee due to the locked door, and the layout of the gas station provided no

adequate place to take cover. Other available use of force options, such as a CEW, were

inappropriate in the face of a person armed with a firearm. Nor was trying to negotiate

acceptable given the immediacy and gravity of the risk of harm including death. As such, I

believe the officers acted reasonably and were justified under section 25 of the Criminal

Code when they shot at the Complainant….”

. . .

In the result, I find the officers’ actions proportionate, reasonably necessary and justifiable

under law. No charges will issue and the file will be closed.

O. REG 267/10, SECTION 11 INVESTIGATION FINDINGS:

The “Section 11” investigation was conducted by Inspector Brad Brand of the Professional

Standards Bureau.

The SIU designated four (4) Halton officers as subject officer, and three (3) additional Halton

officers as witness officer.

Professional Standards reviewed the following Service procedures and directives;

CPO-001 Use of Force

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ESU-002 Hostage Taking/Barricaded Persons

ESU-003 Tactical Rescue Unit

ESU-008 Crisis Negotiation

INV-001 Homicide Unit Investigations

INV-002 Death Investigations

INV-039 Firearm Discharge

OPS-017 Operational Debriefings and Operational Reviews

PFS-003 Special Investigations Unit

With respect to Service policies, HRPS directives, policies, and guidelines relevant to this

incident were reviewed by the Professional Standards Bureau and found to be acceptable,

and provided the involved officers with appropriate direction, and that all involved officers

were in compliance and acted appropriately.

With respect to services provided relative to this matter, they were reviewed by the

Professional Standards Bureau and found to meet the needs of the Community and Service

members. Services provided in this incident were compliant with those set out in the

Adequacy Standards of Policing.

The conduct of both the subject officers and witness officers were both professional and

appropriate and in accordance with Police Service policies and directives.

COMMENTS OR RECOMMENDATIONS:

No further action to be taken on this matter.

MEDIA COVERAGE TO DATE:

SIU issued a news release on September 22, 2018 to report the commencement of

their investigation into the incident, and a second news release again on June 6, 2019

to report the findings of the Interim Director.

The SIU published media releases are available at: www.siu.on.ca

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Public Agenda Recommendation Report To: Chair and Police Service Board Members From: Fred Kaustinen CAO Subject: Bylaws & Policies Project Plan

Report #: CAO-01-R-19 Date: 31 Oct 2019

Excellence in Governance Public Recommendation Report – Page 1

RECOMMENDATION: THAT the Bylaws & Policies Project Plan be approved.

________________________________________________ Fred Kaustinen Attachments: INTRODUCTION AND BACKGROUND: There are currently 21 HPB bylaws and 109 HPB policies as follows:

13 Administration & Governance policies 6 Finance policies 5 Human Resource policies 85 Adequacy Standard policies

DISCUSSION / ANALYSIS: Many of the bylaws are redundant. Only 4 bylaws are required: Procedural, Fees & Charges, Purchasing, and Records Retention. The matters identified in the remaining 17 bylaws can be integrated in these primary 4 bylaws, or otherwise are more aptly be addressed in policy. By and large the HPB policy framework and the policies themselves are dated (notwithstanding the following recent policy updates: Collection of Identifiable Information, Sexual Assault Investigation, Administration of Human Resources, and Financial Conditions and Activities). HPB needs a policy regarding limitations on the use of police

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Excellence in Governance Public Recommendation Report –Page 2

resources during an election. Additionally, the Ontario Human Rights Commission’s recent report on eliminating racial profiling in law enforcement needs to be considered in new policy development. The HPB governing philosophy (e.g. proactive or reactive, passive or active, strategic or detailed, outcome-focused or procedural, etc.) should be confirmed and articulated in policy early in the process, as this philosophy will drive the development of all subsequent policies. The Provincial Adequacy Standard Regulations are currently under development and could be complete sometime in 2020. HPB Adequacy Standard policies will need to comply with these new regulations, making these new regulations prerequisites to policy development in these areas. Taking all these factors into consideration, the following project plan is proposed: Phase Activities Prerequisites Timelines

1 Project initiation Research on new legislation & best practices Project Planning

Funding approved Contract consultant identified and contracted

Funding approved June 2019 Contract finalized Aug 2019 Initial Research Report provided to HPB Sep 2019 Project Plan proposed Oct 2019

2 Create 4 new bylaws: Procedural Fees & Charges Purchasing Records

Retention

Propose at HPB March 2020

3 Create new Governance policies

New Procedural bylaw enacted

Propose to HPB June 2020

4 Create new Administrative, Financial and Human Resource policies

New Fees & Charges, & Purchasing bylaws enacted

Propose to HPB Oct 2020

5 Create new Adequacy Standard policies

New provincial Adequacy Standard regulations published

Propose to HPB winter 2020/21

Note: replaced, irrelevant and redundant bylaws and policies will be identified.

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ALTERNATIVES: The Bylaw & Policy Project Plan contains the inherent flexibility to adjust to the timelines and content of forthcoming Provincial regulations, including Adequacy Standard regulations. CONSULTATION: HRPS Legal Counsel Ken Kelertas was consulted regarding required bylaws. Project Consultant Svetlana Sevillano was consulted regarding aspects of this plan. FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES: All new bylaws and policies shall be congruent with new Legislation, Regulations and other legal imperatives. STRATEGIC MANAGEMENT ISSUES: Everything about this project is strategic. Attachments: None

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Public Agenda Recommendation Report To: Police Service Board Members From: Graham Milne Board Secretary Subject: 2020 Board Meeting Schedule

Report #: CAO-02-R-19 Date: 31 Oct 2019

Excellence in Governance Public Recommendation Report – Page 1

RECOMMENDATION: That the proposed 2020 Board Meeting Schedule be approved.

________________________________________________ Graham Milne, Board Secretary Attachments: None INTRODUCTION AND BACKGROUND: The proposed 2020 Schedule of Meetings is reflected below. The schedule adheres to the Board’s practice of scheduling meetings on the final Thursday of each month, with the exceptions of the December Board meeting which would fall during the holiday period, and January and May to avoid conflicting with scheduled OAPSB events. It is also proposed that no July meeting be scheduled. DISCUSSION / ANALYSIS: 2020 Proposed Schedule of Meetings

The proposed 2020 Schedule of Meetings is below. A schedule of 11 meetings throughout the year is proposed. Additional meetings may be called as necessary by the Chair of the Board.

Meeting No. 01-19 Thursday, January 23, 2020

Meeting No. 02-19 Thursday, February 27, 2020

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Meeting No. 03-19 Thursday, March 26, 2020

Meeting No. 04-19 Thursday, April 23, 2020

Meeting No. 05-19 Thursday, May 21, 2020

Meeting No. 06-19 Thursday, June 25, 2020

Meeting No. 07-19 Thursday, August 27, 2020

Meeting No. 08-19 Thursday, September 24, 2020

Meeting No. 09-19 Thursday, October 29, 2020

Meeting No. 10-19 Thursday, November 26, 2020

Meeting No. 11-19 Thursday, December 17, 2020

ALTERNATIVES: N/A CONSULTATION: N/A FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES: N/A STRATEGIC MANAGEMENT ISSUES: N/A

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Halton Regional Police Services Board – Action Registry – Public Section

October 31, 2019

Motion Date

Motion ID Motion Task Assigned To

Scheduled Completion

Status/Comments

28 Feb 2019

HR Policy “THAT the Board adopt the proposed Administration of Human Resources Policy and that it be subject to review in one year’s time.”

CAO TBA This item is now part of the Bylaw & Policy Project

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Documents

HRPS Police Services Board · 2019. 10. 28. · reference to an update from Keit h Moore on the Employee Survey. -1-1.4. Public Minutes Thursday, October 3, 2019 Page 2 Moved by: