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Aylmer Police Costing Ad Hoc Working Group Agenda - September 14 2020 1 The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP September 14, 202011:00a.m. Springfield & Area Community Services Building 51221 Ron McNeil Line, Springfield ** Note: Due to the COVID-19 situation, thismeeting will be held electronically via videoconference.** (A)Call to Order& Roll Call (B)Disclosure of Pecuniary Interest (C)Approval of Previous Minutes September 1, 2020(Pages 2-8) (D)Review of Draft Executive Summary(Pages 9-11) (E)Review of Format of Public Consultation -Public Meeting to be held at Malahide Community Place on September 30,2020at 7:00 p.m. -Advance Registration for Attendees -Ability for Public to provide comments prior to the meeting (F)Next Committee Meeting (G)Adjournment THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at p.m. to meet again on , 2020at. 2 **VIDEOCONFERENCE MEETING Note for Members of the Public: In order to respect the State of Emergency declared by the County of Elgin and Township of Malahide and not hold large public gatherings, please note that the Ad hoc Working Group meeting scheduled to be held on September 14, 2020 will be via videoconference only. Please note that, at this time, there is not an option for the public to participate in to this meeting. However, you may watch the meeting by clicking on the following ZOOM meeting link: https://us02web.zoom.us/webinar/register/WN_QSl6SbBGQcqhO_thw5nZHQ Written comments regarding the Agenda items are welcome please forward such to the Clerk atmcasavecchia@malahide.ca 3 The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP September 1, 202011:00a.m. The Aylmer Police Costing Ad Hoc Working Group met via videoconference. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Chair and other members of the Working Group participated remotely. The following members were present: Working GroupMembers via Videoconference: Mayor Mennill, Deputy Mayor Giguère, Councillor Widner,and Councillor Cerna. Additional Participants:Aylmer Police Chief Zvonko Horvat, Aylmer A/Insp. Nick Novacich, Elgin OPP Interim Detachment Commander A/Insp.Mike Butler. Municipal Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire andEmergency Services B. Smith, and Deputy Clerk D. Wilson. CALL TO ORDER: MayorMennill took the Chair and called the meeting to order at 11:10a.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interests were declared. COMPARISON AYLMER POLICE SERVICES VS ELGIN OPP: Mayor Mennill advised that the Service Delivery Review indicated that the Aylmer Police Service (APS) could provide the Township with approximately $400,000.00 in savings over the term of a ten-year contract. The Mayor asked the Elgin OPP if there was anything that the Elgin OPP could contribute to that statement. 4 A/Insp. Butler advised that he was not able to speak to the APScosting, only the OPP billing model. He noted that their billing model is on a base service cost plus calls for service and is calculatedon a four-year average which allows for variations in order to avoid spikes for years that may have alargervolume of calls. In response to an inquiry from Councillor Wider regarding the potential for the Township to be invoiced by the OPP for specialty isto switch to theAPS,A/Insp. Butler advised that he was not in a position to speak to that directly. However, he did advise that the legislation does provide that municipalities can be billed for extra/specialtyservices but currently that is Chief Horvat advised that he did not believe that there would be a billing for specialtyservices unless it was frontline services and then the APS wouldabsorb that costas those services areincluded in the proposed costing. Deputy Mayor Giguère indicated that she understood that the Township would be getting the same service with the proposed APScontract,that itcurrently has with the OPP,but that there would be a savings of $35,000.00 a year. She questioned whether there would be any disadvantages of the Township switching to the APS. ChiefHorvat indicated that the APSBudget was made up of about 85% wages and benefits and that the proposed salary increases for the next three years is less than 2%. Based on this, he was confident that the proposed 3%contract increase was sufficient. A/Insp Butler advised that the OPP billing for services to Malahide isbased on the number of calls for service. He noted that traditionally the average increase has beenaround 2% per year. He noted that the OPP deployment model is based on a three zone model for the County of Elgin,and that Bayhamand Malahide formone zone. He advised that during a 24 hour period there are one to two officers in the Bayham/Malahide zone. A/Insp. Butler agreed with ChiefHorvatthat all police forces have access to OPP assets. He noted that the Elgin OPP has the following: 61 officers available Many officers have expertise in specialty services Regional analytics availability Staggered start times to reduce overtimeand keep costs down Continued proactive efforts to reduce calls (would reduce billing). to solve crime and data resources, Chief Horvat advised that Aylmer reviews crime trends and completes focused patrols in high crime areas. Aylmer Police Services works with the St. Thomas Police and the OPP. He indicated that Aylmer has all of the resources available to them that a large police force has. 5 In response to an inquiry from Mayor Mennill regarding the number of hours that a police officer spends in the station on a typical shift, A/Insp. Butler advised it is call dependent and thatofficers have the ability to work outside the detachment including using community policing offices as well as in their car. He indicated that approximately 2 hours of a 12 hour shift may be in the detachmentbut with emergency situations and callfor servicethat number would fluctuate. Chief In response to an inquiry from Councillor Widner to Aylmer regarding policing backup, Chief Horvat advised that, if necessary, the OPP and/or the St. Thomas Police would assistas they allhave a good cooperative effort to assist one another. He noted that it is about officer safety as well as good service to residents in a timely fashion. A/Inspector Butler concurred thatthe units working collaboratively. He indicated that the OPP has a greater capacity to call upon many neighbouring detachments including Oxford OPP,Norfolk OPP, etc. Councillor Widner inquired about the Police Services Board and Chief Horvat advised that Malahide would have a non-votingrepresentative on the Board and that the APS would provide regular information to Malahide regarding policing. A/Insp Butler advised Malahide has a representative on the current Police Services Board as well as they have a local Community Policing Committee. Deputy Mayor Giguère asked each Police Service representative to indicate3 things that Malahide would lose if they decided to switch to the APS: Chief Horvat: Aylmer Police Services does not have the option of calling in OPP from other counties,butthey do have working agreements with St. Thomas to get additional officers. He noted that Provincial Resources are available to all detachments. A/Insp Butler: Deployment based on integrated service delivery model, not just Elgin County butthe Province at large. Access to all resources on a 24/7basis. Large behind the scene intelligence teams with the training required (ie. Widespread Break and Enters various counties working together to form a plan to work on alleviating the problem). Assets available at the Elgin Detachment. Access to wellness programs for their officers. In response to an inquiry from Deputy Mayor Giguèrerelated to the APS proposal indicating that it will provideincreased service for less money over the ten year contract, A/Insp. Butler advised that it would not be increased service as an officer may not be in the Bayham/Malahide zone but the OPP are capable of deploying an Officer to Malahide 24/7. Chief Horvat noted that there would be three officers in the Aylmer/Malahide boundaries and calls for service would be fast as well as enhanced visibility in the community. 6 Aylmer A/Insp. Novacich noted that for residents that require criminal records background checks,the Aylmer Police Station would be more convenient for Malahide ratepayers. He also advised that the APS has an online service for requesting background checks. A/Insp Butler indicated that the OPP also now offerthis service online. A/Insp. Butler noted that the OPP satisfaction survey showed excellent responsiveness to residents needs and the OPP was well engaged with the community and participated with the Township onvarious matters. He noted that the OPP are a local detachment with local people that lived in the community. In response to an inquiry from Councillor Widner, Chief Horvat advised the APS would provide a greater visibility of officers and this tends to suppress crime rates. The only adjustment for the APSisthat the Malahide community is larger, with more kilometers to cover. He noted that the APSwould continue to monitor the servicecalls to Malahide and if it was necessary to purchase additional assets (ie. ATV),the APSwould review that need during budget deliberations and act accordingly. Mayor Mennill noted that the two police services were excellent and that Malahide did not have any problems with the current service providedby the OPP. Malahide was undertaking this reviewof police servicesas apotentialcost saving measure and possibly a quicker response time. The Mayor thanked Chief Horvat, A/Insp Butler, andA/Insp Novacich for their participation and they retired from the meeting. MINUTES: Moved by: Dominique Giguère Seconded by: Mark Widner THAT the Minutes of the Regular Meeting of the Aylmer Police Costing Ad Hoc Working Group held on July 30, 2020 be adoptedas printed and circulated. Carried. REPORT: -CAO -Review of Police Service Delivery Alternatives The Chief Administrative Officer/Clerk presented Report CAO-20-10 entitled Review of Police Service Delivery Alternatives. The CAO reviewedthe 7 alternatives for providing policing services to Malahide that are permitted under the Police Services Act. In response to an inquiry from the Deputy Mayor, the CAO indicated that while there arepotential additional alternatives available to the Township, the only viable alternatives based on cost 7 are continuing with the current OPP contract or entering into a new contract with the APS. NEXT STEPS: The Working Groupagreed that it would be advantageous to ask the Elgin OPP andAPSto attend any public consultation meetings in order to answer questions from either the CouncilMembers or the Public. The CAO indicated that, based on COVID-19 restrictions, the public consultation meetings could be held at Malahide Community Place in Springfield with a 50- person capacity. She advised that members of the community would have to register in advance and that the public wouldbe welcome to provide comments prior to the meeting. The Working Groupagreed to schedule a public meetinglater in September in the evening. It was agreed that the format would be similar to the format used for the proposed amalgamation meetingthat was held last Fall. The Working Grouprequestedthat an executive summary of all of the background information be prepared that could be shared with the public. The Working Grouprequested that the following information be included in the executive summary: -Is there a savings? -Is the level of servicesimilar? -Are there advantages to changing? -Emphasis on deployment? -What is the governance? -What are the differences (costs/services, integrated service)? NEXT WORKING GROUP MEETING The next Working Groupmeeting will be Monday, September 14, 2020 at 11:00 a.m. via videoconference. This meeting will enable the Working Group members to review the draft executive summary and discuss the format of the public meetings. ADJOURNMENT: Moved by:Mark Widner Seconded by:Dominique Giguère THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at 12:15p.m. Carried. 8 ___________________________________ Chair Dave Mennill __________________________________ Clerk M. Casavecchia-Somers 9 Introduction \[summary of facts, background, purpose of consultation\] Police Services Review Comparison AYLMER POLICE SERVICES OPP ELGIN SERVICES GROUP Staff Complement available 1 Chief 1 Insp Detachment Commander 1 A/Inspector 1 Staff Sergeant Operations Manager 2 Sergeants 1 Detachment Sergeant. 9 Constables 1 Detective Sergeant 2 Part Time Constables 4 Platoon Sergeants 28 Patrol Constables 4 Detective Constables (Crime Unit) 3 Detective Constables (Community Street Crimes Unit) 3 Traffic Management Constables 2 ERT (Emergency Response Team)Constables 1 Community Services Constable 1 Community Mobilization Constable 3Court Case Managers Constables. 1 Constable Vault/Property Manager 4 Detachment Administrative Clerks. 3 Part Time Constables Court Security 1 Part Time Constable -General Patrol (Elgin also has access to Regional Part Time Constables at no cost to the Township). There is no cost per officer value. Malahide pays a base cost per policing in their contract. OPP deployment model and provincial responsibility speaks to number of officers. 20200905 Police Services - Executive Summary - Comparison Table.docx Page 1 of 3 September, 2020 10 AYLMER POLICE SERVICES OPP ELGIN SERVICES GROUP # of officers on the road *Each Platoon Days/Nights Minimum 2 1 Sergeant/ 7 Constables*Does not include support available to respond 24/7 (platoon structure 3 per shift) members working Administrative schedule. Part time officers used for front line service delivery when needed Access to specialized patrols: Bicycle, foot OPP Marine Vessel Motorcycle water, trails, bicycle, foot ATV Snowmobiles Bicycles Aviation Services Helicopter/ UAS All OPP Specialized services and units. Mobile Command Unit Total 10-year cost $10,989,117 Total 10-year average cost (2950 households) $372.51 per property Risk of financial exposure Mutual Aid agreement in place with OPP Part of Elgin PSB contract. Township billed percentage of (due to significant event and Provincial average for similar calls for service.089,221 for specialized services. No cost for specialized services needed specialized service. Keep in mind that OPP based on service level Specialty service is a Provincial OPP analysis next section) responsibility which every taxpayer in Ontario pays for. Therefore, if the specialty service was needed, technically Aylmer residents and Elgin residents already paid for it. Contracted OPP municipalities do not own OPP specialty services. They have access to them same as Municipal Police Services when needed. Overall advantages Advantages of APS: Enhanced visibility, efficiencies, reduction in cost, delivery of -active 20200905 Police Services - Executive Summary - Comparison Table.docx Page 2 of 3 September, 2020 11 AYLMER POLICE SERVICES OPP ELGIN SERVICES GROUP patrols, focused patrols. Dedicated Major Crime/Property Crime officer, retention of officers who become well known in the community resulting in positive interaction and relationship development with our community partners. Quicker response to Calls for Service. Dedicated deployment of officers to Malahide 24/7. Citizens have easier access to Criminal record checks. Access to On- line as well as attendance at office. Possible loss/trade off Governance and Decision-Non-voting seat on PSB (as per Police Representation on Elgin County Group Police Services Board. Making: Malahide input and Services Act Regulation) oversight Option to establish Community Policing Advisory Committee with quarterly reporting by Aylmer Police representative (Chief or Inspector.) 20200905 Police Services - Executive Summary - Comparison Table.docx Page 3 of 3 September, 2020