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Aylmer Police Costing Ad Hoc Working Group Minutes - 2020/09/01th,TOWNSHIPq PA A"HIDE A proud tradition, a bright future. The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP September 1, 2020 —11:00 a.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 Group Members via Videoconference: Mayor Mennill, Deputy Mayor Giguere, 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 and Emergency Services B. Smith, and Deputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 11:10 a.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. A/Insp. Butler advised that he was not able to speak to the APS costing, only the OPP billing model. He noted that their billing model is on a base service cost plus calls for service and is calculated on a four-year average which allows for variations in order to avoid spikes for years that may have a larger volume of calls. In response to an inquiry from Councillor Widner regarding the potential for the Township to be invoiced by the OPP for specialty services if Malahide's decision is to switch to the APS, 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/specialty services but currently that is not the OPP's practice. Chief Horvat advised that he did not believe that there would be a billing for specialty services unless it was frontline services and then the APS would absorb that cost as those services are included in the proposed costing. Deputy Mayor Giguere indicated that she understood that the Township would be getting the same service with the proposed APS contract, that it currently 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. Chief Horvat indicated that the APS Budget 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 is based on the number of calls for service. He noted that traditionally the average increase has been around 2% per year. He noted that the OPP deployment model is based on a three zone model for the County of Elgin, and that Bayham and Malahide form one 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 Chief Horvat that 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 overtime and keep costs down • Continued proactive efforts to reduce calls (would reduce billing). In response to an inquiry from Deputy Mayor Giguere regarding Aylmer's ability 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. 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 that officers 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 detachment but with emergency situations and call for service that number would fluctuate. Chief Horvat noted that Aylmer's numbers would be similar. 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 assist as they all have 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 that the units working colfaboratively. 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 -voting representative 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 Giguere asked each Police Service representative to indicate 3 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, but they 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 but the Province at large. • Access to all resources on a 24/7 basis. • 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 Giguere related to the APS proposal indicating that it will provide increased 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. 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 offer this 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 on various 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 APS is that the Malahide community is larger, with more kilometers to cover. He noted that the APS would continue to monitor the service calls to Malahide and if it was necessary to purchase additional assets (ie. ATV), the APS would 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 provided by the OPP. Malahide was undertaking this review of police services as a potential cost saving measure and possibly a quicker response time. The Mayor thanked Chief Horvat, A/Insp Butler, and A/Insp Novacich for their participation and they retired from the meeting. MINUTES: Moved by: Dominique Giguere 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 adopted as printed and circulated. Carried. .�. - 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 reviewed the 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 are potential additional alternatives available to the Township, the only viable alternatives based on cost are continuing with the current OPP contract or entering into a new contract with the APS. NEXT STEPS: The Working Group agreed that it would be advantageous to ask the Elgin OPP and APS to attend any public consultation meetings in order to answer questions from either the Council Members 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 would be welcome to provide comments prior to the meeting. The Working Group agreed to schedule a public meeting later in September in the evening. It was agreed that the format would be similar to the format used for the proposed amalgamation meeting that was held last Fall. The Working Group requested that an executive summary of all of the background information be prepared that could be shared with the public. The Working Group requested that the following information be included in the executive summary: - Is there a savings? - Is the level of service similar? - 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 Group meeting 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 Giguere THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at 12:15 p.m. Carried. C /aiir--�I�Dave Mennill 11 Clerk — M. Casavecchia-Somers