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Aylmer Police Costing Ad Hoc Working Group MInutes - 2020/07/13 (2)theTOWNSHIPq MA"NIDS A proud tradition, a brightfuture. The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP July 13, 2020 — 1:00 p.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 Committee participated remotely. The following members were present: Committee Members via Videoconference: Mayor Mennill, Deputy Mayor Giguere, Councillor Widner, and Councillor Cerna. Municipal Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith, Director of Finance A. Mohile, and Deputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 1:00 p.m. ELECTION OF CHAIR AND VICE -CHAIR Moved by: Rick Cerna Seconded by: Mark Widner THAT Mayor Mennill be appointed the Chair of the Aylmer Police Costing Ad Hoc Working Group; AND THAT Deputy Mayor Giguere be appointed as the Alternate Chair of the Aylmer Police Costing Ad Hoc Working Group. Carried. DISCLOSURE OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. REVIEW OF COMMITTEE MANDATE: The Committee reviewed the mandate for the Aylmer Police Costing Ad Hoc Working Group as follows: Council Resolution No. 20-233 passed on June 18, 2020: No. 20-233 Moved by. Max Moore Seconded by. Mark Widner THAT Report No. CAO-20-08 entitled "Review of Aylmer Police Service — Malahide Costing Proposal' be received; AND THAT the Malahide Township Council defer making any decisions at this time with regard to commencing negotiations with the Town of Aylmer for a contract for service for the Aylmer Police Service to provide policing services to the Township of Malahide; AND THAT an Ad -hoc Working Group, consisting of Mayor Mennill, Deputy Mayor Giguere, Councillor Widner, and Councillor Cerna (alternate), be established to work with the Municipal Staff to resolve any outstanding questions/issues related to the Malahide Costing Proposal, and to develop a strategy to obtain public input prior to the Council deciding whether or not to move forward with formal contract negotiations. Carried. CORRESPONDENCE/REFERENCE DOCUMENTS: The Committee reviewed the following documentation: (i) Town of Aylmer — Aylmer Police Service Malahide Costing Proposal. (ii) Performance Concepts Consulting — Feasibility of the Aylmer Police Service Providing Policing for Malahide Township — Final Report. (iii) Report No. CAO-20-08 entitled "Review of Aylmer Police Service — Malahide Costing Proposal. (iv) Elgin County OPP 2019 Annual Report. (v) Aylmer Police 2018 Annual Report. (vi) Aylmer Police 1029-2021 Strategic Plan. Vice -Chair Giguere noted that additional information would be required in order to put this document into perspective. She indicated that one key piece of missing information was the number of Aylmer Residents that participated in the customer satisfaction survey. The CAO advised that she would contact the Aylmer Police Service to obtain this information. (vii) Simcoe Reformer — Article entitled Police Boards Respond to Officer Shortage. https://www. simcoerefomier.calnew.;llocal-news/police-boards-resl?ond- to-officer-shortage,.,` Vice -Chair Giguere indicated that she did not have confidence in the article as she understood that many Police Services were looking for new recruits, not just the OPP. The Director of Fire and Emergency Services noted that the current complement at the Ontario Police College has 100 seats attributed to the OPP. He also noted that the Elgin OPP Detachment complement is comprised of 61 officers in total and that they currently have 61 officers with no shortage. DISCUSSION (i) Additional Background Information Required In response to Board Member inquiries, the CAO responded as follows: (a) The Aylmer Police Service (APS) has indicated that under their proposal they will always have three officers on duty. If there is a need to have three cars at an incident, they will be able to accommodate that service. The APS has also indicated if they require additional officers they can call on the St. Thomas Police or the OPP to provide additional resources. (b) If the APS calls the OPP for additional services/officers, the proposal indicates that it will be at no additional cost to Malahide. The Director of Financial Services indicated that the proposal provided to the Township from the APS is financially beneficial to Malahide and that the APS may be more familiar with the area and the residents. In response to an inquiry from the Director of Fire and Emergency Services regarding the yearly annual average increase from the OPP, the Director of Financial Services noted it is reported to be 2% but that may not be a true picture of their actual costs. The Provincial budget is larger and there is an ability to reallocate certain costs to other Provincial programs which, while benefitting municipal policing billings, can distort the true picture. The Director of Fire and Emergency Services noted his reservations for changing the contract provider from the OPP to the APS. He noted that the APS proposal indicates that they will hire 5 new officers, whereas currently the OPP has 6.8 officers for Bayham/Malahide. He believed that the Consultant Report that was presented to Council was slanted in favour of what was being offered by the Aylmer proposal. He indicated that he is satisfied with the current policing for the Township of Malahide. He identified that the OPP have a borderless policing policy where they can deploy additional officers from other OPP regiments in neighbouring counties to ensure that the closest vehicle responds. He also indicated that there would be no Malahide input on the Police Services Board as this would be a contract with Aylmer for services only. Vice -Chair Giguere suggested that a comparison chart between the OPP and the APS should be created to enable a review of comparables, including satisfaction rates, officer vacancies and speed vacancies are replaced. The CAO asked the Committee Members to provide her with a summary of comparables that they would like to see in the chart. Member Cerna questioned the resources held by the APS as compared to the OPP, specifically marine unit, snowmobile, ATVs, etc. The CAO advised that the APS has indicated that they have reciprocal agreements with St. Thomas and the OPP to provide specialty services/resources. In response to an inquiry from Member Widner, the Director of Fire and Emergency Services indicated that the OPP handle large murder cases (eg Banditos Murder) and that he didn't believe there was any extra cost to other policing services. Due to technical difficulties with the Chair, Vice -Chair Dominique Giguere took the Chair at 1:40 p.m. Member Cerna would like a list of what the APS cannot provide to Malahide. He indicated that he feared that if the APS could not handle Malahide's incidents, the OPP would be called and there may be additional costs to Malahide. The CAO advised that the APS is offering the Township a 10-year Contract with budget increases of 3% each year. If Malahide proceeds to contract the APS, at the end of the 10 year contract, if the price rises exponentially, the Council of the day can return to the OPP services. (ii) Public Consultation Strategy The CAO noted the difficulties at this time, as a result of COVID-19, to organize a public meeting. She suggested that a survey be developed and posted on Social Media or the Township Website requesting resident responses to the following type of questions: (a) Are you satisfied with the current OPP model? (b) If you could make a change, what would you recommend? (c) The cost for OPP Policing is currently $ , Aylmer is proposing that they can provide the service for $ . Would you support a change in police service in order to save money. What, if any, are your concerns? The CAO noted that if the Committee proceeds with the APS proposal, policing costs to Malahide are projected to be reduced and the service level increased. The Town of Aylmer would also benefit with this proposal as it would help reduce police administration costs. She indicated that there was never an issue with the quality of service provided by the OPP, the previous Council had only asked whether or not there was a potential for cost savings by switching to the APS. It was noted that the Province is now moving into Phase 3 of the Pandemic Plan and will allow indoor gatherings of 50 people. The CAO suggested that if the Committee wished to proceed with public meetings, then a series of meetings could be held at various locations in the Township to accommodate anyone wishing to attend a public meeting. The Vice -Chair noted that before proceeding to hold any public meetings additional information was needed. She suggested that we proceed with the following stages: - Comparison Chart preparation - On-line survey (potentially for late summer) - Public Meetings (potentially September/October) The Members agreed that, in addition to notifying the public of the on-line survey via the Township's website and Facebook page, a flyer should be prepared and inserted in the next tax bill being mailed in mid -August. The Vice -Chair offered to begin the development of the comparison chart and to report back to the Committee at the next meeting. Chair Mennill resumed the Chair at 2:00 p.m NEXT COMMITTEE MEETING The next Council meeting was scheduled for Thursday, July 30, 2020, at 1:00 p.m. via videoconference. h� • Moved by: Rick Cerna Seconded by: Mark Widner THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at 2:05 p.m. to meet again on July 30, 2020 at 1:00 via teleconference. Carrie air — Dave Mennill Clerk — M. Casavecchia-Somers