THAT the North Huron Police Services Board hereby accept the Agenda for the November 20, 2018 Police Services Board Meeting, as presented.

Transcription

1 NORTH HURON POLICE SERVICES BOARD AGENDA Date: Tuesday, November 20, 2018 Time: 7:00 pm Location: HELD IN THE TOWNSHIP COUNCIL CHAMBERS Pages 1. CALL TO ORDER 2. ACCEPT OR AMEND AGENDA THAT the North Huron Police Services Board hereby accept the Agenda for the November 20, 2018 Police Services Board Meeting, as presented. 3. DECLARATION OF PECUNIARY INTEREST 4. MINUTES OF THE PREVIOUS MEETING 3 THAT the North Huron Police Services Board hereby adopts the Minutes of the Police Services Board Meeting held October 16, 2018 as presented. 5. DELEGATIONS / PETITIONS / INVITED GUESTS 6. BUSINESS ARISING FROM THE MINUTES 6.1 Trevor Seip, Police Services Board Vacant Position Update 7. POLICE CHIEF'S REPORT 7.1 DEPARTMENT UPDATE - NOVEMBER TREASURY REPORT 8.1 BILLS & ACCOUNTS 9 THAT the North Huron Police Services Board hereby authorizes and approves payment of the Bills and Accounts in the total amount of $9, for the period October 12, 2018 ending November 17, 2018 as supported by the Secretary-Treasurer s list of vouchers. 9. BY-LAWS AND POLICIES FOR CONSIDERATION 10. CORRESPONDENCE THAT the North Huron Police Services Board hereby directs that the correspondence be ordered, read and filed OPP Transition Ontario Civilian Police Commission Registrar OCPC Brief Timing and Ruling & Revised transition date

2 Wingham Police Service Property, Records Management NEW BUSINESS 12. BOARD MEMBERS' INQUIRIES & REPORTS 13. PUBLIC GALLERY QUESTIONS AND / OR COMMENTS 14. IN CAMERA SESSION 15. NEXT MEETING Tuesday December 18, 2018 at 7:00 p.m. in the North Huron Council Chambers. 16. ADJOURNMENT THAT there being no further business before the North Huron Police Services Board, the meeting be hereby adjourned at... p.m. Page2

3 MINUTES OF THE NORTH HURON POLICE SERVICES BOARD MEETING Date: Time: Location: Tuesday, October 16, :00 pm HELD IN THE TOWNSHIP COUNCIL CHAMBERS MEMBERS PRESENT: Trevor Seip Yolanda Ritsema-Teeninga Joan van der Meer Kathy Adams MEMBERS ABSENT: Bill Gregoriadis STAFF PRESENT: Tim Poole Amanda Piskorski 1. CALL TO ORDER Chair Seip called the meeting to order at 7:00 pm. 2. ACCEPT OR AMEND AGENDA MOVED BY: Yolanda Ritsema-Teeninga SECONDED BY: Kathy Adams THAT the North Huron Police Services Board hereby accept the Agenda for the October 16, 2018 Police Services Board Meeting, as amended. 3. DECLARATION OF PECUNIARY INTEREST None Declared. 4. MINUTES OF THE PREVIOUS MEETING MOVED BY: Kathy Adams SECONDED BY: Yolanda Ritsema-Teeninga THAT the North Huron Police Services Board hereby adopts the Minutes of the Police Services Board Meeting held September 18, as amended. 5. DELEGATIONS / PETITIONS / INVITED GUESTS None in attendance. Page3

4 Police Services Board - October 16, 2018 Page 2 6. BUSINESS ARISING FROM THE MINUTES Trevor explained that Council has approved the request from the Police Services Board to fill the vacant position left by Bill Gregoriadis. Council has directed staff to advertise to fill the vacancy on the Police Services Board. The list of candidates who applied will be on the November 19 th Council meeting. 6.1 OCPC Disbandment Letter Request The OCPC has requested additional information to support the Wingham disbandment. They require a letter from the Chair of the Police Services Board containing a motion passed by the Board that requests the disbandment of the Wingham Police Service under Section 40 of the Police Services Act. MOVED BY: Joan van der Meer SECONDED BY: Kathy Adams THAT the North Huron Police Services Board requests the disbandment of the Wingham Police Service under Section 40 of the Police Services Act; AND FURTHER THAT the Board instructs the Chair to send a letter to the Ontario Civilian Police Commission informing them of this motion. 7. POLICE CHIEF'S REPORT 7.1 DEPARTMENT UPDATE - OCTOBER 2017 During the month of September 2018, the Wingham Police responded to 144 calls for service. Seven of those calls were to assist the OPP in their area. During the same period in 2017, we had 140 calls. Firearms training is completed and all officers have transitioned to the new firearms that were purchased following council s decision to keep the Wingham Police Service back in March. These are the same firearms used by the OPP. Chief Poole will be attending the "Use of Force" training in Saugeen Shores 17, 2018 October. If the Wingham Police stays in force all Wingham officers will have to undergo this training next April. Chief Poole attended the small to mid sized Chiefs conference October 2-4th, 2018 in Gananoque. Page4

5 Police Services Board - October 16, 2018 Page 3 MOVED BY: Yolanda Ritsema-Teeninga SECONDED BY: Joan van der Meer THAT the North Huron Police Services Board hereby approves the Police Chief s Report as presented. 8. TREASURY REPORT 8.1 BILLS & ACCOUNTS Police (2200) $58, Police Station (2210) $2, Total $60, MOVED BY: Yolanda Ritsema-Teeninga SECONDED BY: Kathy Adams THAT the North Huron Police Services Board hereby authorizes and approves payment of the Bills and Accounts in the total amount of $60, for the period June 15, 2018 ending October 12, 2018 as supported by the Secretary-Treasurer s list of vouchers. 8.2 Transfer from Reserve Police Legal Fees The Wingham Police accumulated legal expenses not covered in the 2018 budget. The Police Services Board requires a motion from Council authorizing the reallocation of funds from the Police Legal Reserve to cover these legal expenses. MOVED BY: Kathy Adams SECONDED BY: Yolanda Ritsema-Teeninga THAT the North Huron Police Services Board recommends that Council authorizes the transfer of the necessary funds from the Police Legal Reserve to cover legal expenses not included in the 2018 budget. 9. BY-LAWS AND POLICIES FOR CONSIDERATION 10. CORRESPONDENCE MOVED BY: Yolanda Ritsema-Teeninga SECONDED BY: Joan van der Meer Page5

6 Police Services Board - October 16, 2018 Page 4 THAT the North Huron Police Services Board hereby directs that the correspondence be ordered, read and filed. 11. NEW BUSINESS 11.1 Governor General of Canada - The Police Exemplary Service Medal Chair Seip presented the Police Exemplary Service Award from the Governor General of Canada recognizing Chief Poole for his 40 years of dedicated service. This award goes to someone who have served in an exemplary manner, characterized by good conduct, industry and efficiency. 12. BOARD MEMBERS' INQUIRIES & REPORTS Chair Seip asked Chief Poole if the Wingham Police are preparing for the legalization of cannabis. Chief Poole explained that the Ontario Association Chiefs of Police are putting together a draft policy. In the interim, Chief Poole has put together policies for the Wingham Police to be proactive. Poole explained that impaired driving has always been against the law and this includes cannabis. All but one of the officers have been trained in roadside sobriety test. The roadside officer makes the call to take them to the drug consultant. The officers rely on the consultant for any examinations. Smoking in public places falls under the Smoke Free Ontario Act. A Municipality may make a By-law for smoking in public places. In the absence of a municipal by-law, the act applies. Citizens under the age of 19 can not possess cannabis and the Wingham Police will be enforcing this. Chief Poole explained that they do the best they can with the resources they have. 13. PUBLIC GALLERY QUESTIONS AND / OR COMMENTS 14. IN CAMERA SESSION MOVED BY: Joan van der Meer SECONDED BY: Yolanda Ritsema-Teeninga THAT the North Huron Police Services Board hereby proceeds at 7:49 pm to an In Camera Session (Closed to the Public) pursuant to Section 35 (4) of the Police Services Act, to discuss matters that are of the opinion, fall under either: Page6

7 Police Services Board - October 16, 2018 Page 5 (a) matters involving public security may be disclosed and, having regard to the circumstances, the desirability of avoiding their disclosure in the public interest outweighs the desirability of adhering to the principle that proceedings be open to the public; or (b) intimate financial or personal matters or other matters may be disclosed of such a nature, having regard to the circumstances, that the desirability of avoiding their disclosure in the interest of any person affected or in the public interest outweighs the desirability of adhering to the principal that proceedings be open to the public, R.S.O. 1990, C. p 15, S.35. MOVED BY: Yolanda Ritsema-Teeninga SECONDED BY: Kathy Adams THAT the North Huron Police Services Board hereby moves out of Closed Session at 8:03 pm and returns to open session. MOVED BY: Joan van der Meer SECONDED BY: Yolanda Ritsema-Teeninga THAT the North Huron Police Services Board hereby confirms the direction given in Closed Session. MOVED BY: Joan van der Meer SECONDED BY: Yolanda Ritsema-Teeninga THAT the North Huron Police Services Board approves the transfers of all legal fees occurring between October 16, 2018 and December 31, 2018 to be paid out of the legal reserves. 15. NEXT MEETING Tuesday November 20, 2018 at 7:00 p.m. in the North Huron Council Chambers. 16. ADJOURNMENT MOVED BY: Joan van der Meer SECONDED BY: Yolanda Ritsema-Teeninga Page7

8 Police Services Board - October 16, 2018 Page 6 THAT there being no further business before the North Huron Police Services Board, the meeting be hereby adjourned at 8:05 p.m. Trevor Seip, Chair Amanda Piskorski, Secretary Page8

9 Township Of North Huron :04AM General Ledger Ledger Detail for Fiscal Year Ending DEC 31, Posting Date: To Pd. Date Trace # Source Description Ref Debits Credits Balance Account: Insurance Beginning Balance 2, YTD Account Total 2, Annual Budget 2, Account: Bldg Repair/Maintenance Beginning Balance Account: Janitorial Supplies Account: Inspections/Contracts Period 10 Total Period Net YTD Account Total Annual Budget Beginning Balance 0.00 YTD Account Total 0.00 Annual Budget Beginning Balance 1, PURCH RONA HODGINS, /1 POLICE PURCH SWAN DUST CONTROL LTD, POLICE , Account: Electricity Period 11 Total Period Net YTD Account Total 1, Annual Budget 1, Beginning Balance 3, PURCH WESTARIO POWER INC., , Period 10 Total Period Net Account: Water/Sewer Period 11 Total Period Net YTD Account Total 4, Annual Budget 6, Beginning Balance PURCH WESTARIO POWER INC., KWH , PURCH TOWNSHIP OF NORTH HURON POLICE WATER, POLICE Period 10 Total Period Net Page9 Page 1

10 Township Of North Huron :04AM General Ledger Ledger Detail for Fiscal Year Ending DEC 31, Posting Date: To Pd. Date Trace # Source Description Ref Debits Credits Balance YTD Account Total Annual Budget Account: Natural Gas/Heat Beginning Balance PURCH UNION GAS LIMITED, September 2 M3- POLICE Account: Waste Disposal Account: Machinery Rent Period 11 Total Period Net YTD Account Total Annual Budget 1, Beginning Balance YTD Account Total Annual Budget Beginning Balance YTD Account Total Annual Budget 1, Report Summary Balance Forward: 9, Total Debits/Credits: Report Net: 10, Page10 Page 2

11 Township Of North Huron :07AM General Ledger Ledger Detail for Fiscal Year Ending DEC 31, Posting Date: To Pd. Date Trace # Source Description Ref Debits Credits Balance Account: Clothing/Uniforms Beginning Balance 4, YTD Account Total 4, Annual Budget 5, Account: Subscriptions/Memberships Beginning Balance YTD Account Total Annual Budget 2, Account: Training/Travel/Workshops Beginning Balance 5, YTD Account Total 5, Annual Budget 9, Account: Police Board Expenses Beginning Balance 1, YTD Account Total 1, Annual Budget 2, Account: Office Supplies Beginning Balance 3, Account: Phone/Fax/Internet Period 11 Total Period Net YTD Account Total 3, Annual Budget 10, Beginning Balance 1, PURCH PUROLATOR INC., POLICE , PURCH PUROLATOR INC., POLICE , PURCH ROYAL CANADIAN MOUNTED POLICE , POLICE, PURCH RICOH, SCO POLICE , PURCH HURONTEL, POLICE , Period 10 Total Period Net YTD Account Total 1, Annual Budget 3, Page11 Page 1

12 Township Of North Huron :07AM General Ledger Ledger Detail for Fiscal Year Ending DEC 31, Posting Date: To Pd. Date Trace # Source Description Ref Debits Credits Balance Account: Insurance Beginning Balance 12, YTD Account Total 12, Annual Budget 14, Account: Legal/Accounting Beginning Balance 15, Account: Transfer to Reserve Account: Equip Repair/Maintenance Account: Fuel Account: Communication System Period 11 Total 4, Period Net 4, YTD Account Total 20, Annual Budget 10, Beginning Balance 15, YTD Account Total 15, Annual Budget 15, Beginning Balance 3, YTD Account Total 3, Annual Budget 12, Beginning Balance 10, YTD Account Total 10, Annual Budget 20, Beginning Balance 25, PURCH BELL MOBILITY, POLICE- CELL , Period 10 Total Period Net PURCH JOHNSTONE & COWLING LLP, POLICE- 4, , WINGPS PURCH HURONTEL, POLICE , PURCH BELL CANADA, P POLICE , PURCH SPECTRUM COMMUNICATIONS LTD, POLICE , PURCH OWEN SOUND POLICE SERVICES, POLICE - 2, , Period 11 Total 2, Period Net 2, YTD Account Total 28, Annual Budget 47, Page12 Page 2

13 Township Of North Huron :07AM General Ledger Ledger Detail for Fiscal Year Ending DEC 31, Posting Date: To Pd. Date Trace # Source Description Ref Debits Credits Balance Account: OPTIC Beginning Balance 6, YTD Account Total 6, Annual Budget 15, Account: CISO Beginning Balance PURCH MARK KIRKBY, POLICE Period 11 Total Period Net YTD Account Total Annual Budget 3, Report Summary Balance Forward: 106, Total Debits/Credits: 8, Report Net: 114, Page13 Page 3

14 From: Kerri Ann O'Rourke Subject: WPS Records Transfer to OPP & Retention by the Municipality Gentlemen, Further to our brief discussion about Wingham Police Service records and the information in OPP dated November 7, 2018, the following is a brief list of items that may need to be addressed in the near future. Not having an opportunity to discuss this with Chief Poole yet, these are just assumptions on our part. He may have already put some thought into the items in the . North Huron will need to consider: 1. The volume of records remaining with the Municipality (i.e. storage space requirements) 2. Security of the records remaining (i.e. security of storage and ease of access) 3. To assist with deciding on the type and amount of space required, some sort of indication of the frequency staff might expect to access these files in the future. a. The from the OPP implies that North Huron could, in the future, get MFIPPA requests. The also states that there may be some records that are to be kept by the municipality but should be made fully accessible to the OPP for the duration of the authorized retention set by the agency, policy service Board and/or municipality. 4. Classification System Are the records to be retained by the Municipality currently filed according to a WPS filing/retention system? The OPP implies that these records will be filed and retained in accordance with the municipal records management by-law. 5. Approach to OPP Transfer/Records Project Generally, we were hoping to have a discussion with the Chief to see what his thoughts are on how this part of the transition should be approached. Who is taking the lead? What is the timeline? What resources does the Municipality need to assign to this? I understand that this item will be on the next Police Board agenda. Perhaps we can set up a meeting after the Board has had an opportunity to consider the issue. Regards, Kerri Ann Page14