Be it resolved that the Board adopt the minutes of the May 21, 2013 Southgate Police Services Board meeting as presented. 6.

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1 Page Police Services Board Meeting Township of Southgate 1. Call to Order 2. Confirmation of Agenda July 16, 7 pm Egremont Optimist Hall, Holstein Be it resolved that the Board confirm the agenda as presented. 3. Declaration of Pecuniary Interest 4. Delegations or Presentations 5. Adoption of Minutes Be it resolved that the Board adopt the minutes of the May 21, 2013 Southgate Police Services Board meeting as presented. 6. Business Arising Provincial Appointees Update PSB Procedural By-law Be it resolved that By-law , being a by-law to govern the proceedings of the Township of Southgate Police Services Board, the conduct of its members and the calling of meetings be approved as presented. 7. Detachment Commander's Report 8. Correspondence 9. New/Unfinished Business 2013 Business Plan Service Agreement - Computer Lease Radar Patrol in Southgate - inquiry from Council 10. Members Privilege 11. Question Period 12. Closed Meeting Approval of March 19, 2013 Closed meeting minutes Be it resolved that the Board proceed into closed session at _: pm in order to approve the minutes from the March 19, 2013 closed session and that Secretary Martell and Staff Sergeant Mann remain in attendance. Chair Evans confirmed that only the item identified was discussed in closed session. Be it resolved that the Board come out of closed session at _: pm. 13. Next Meeting Page 1 of 68

2 Page 13. Next Meeting The next meeting is scheduled for Tuesday September 17, 2013 in the Hopeville Administration Office Council Chambers. 14. Adjournment Page 2 of 68

3 S O U T H G A T E P O L I C E S E R V I C E S B O A R D Minutes May 21, 2013 The regular scheduled meeting of the Southgate Police Services Board was held at the Mount Forest Forensic Identification Unit in Mount Forest on May 21, 2013 at 7:30 pm. Members present were Chair Dennis Evans, Vice Chair Kelly Hill, Mayor Brian Milne, Judy Bergeron, Don Lewis, Staff Sergeant Phillip Mann and Secretary Raylene Martell. Prior to commencing the meeting, the members were taken on a tour of the facility which opened July Call to Order Chair Evans called the meeting to order, welcomed everyone in attendance and thanked Forensic Identification Sergeant Trevor McLeod and Detachment Commander Mike Guilfoyle for providing and organizing the tour. 2. Confirmation of Agenda Moved by Judy Bergeron, seconded by Don Lewis; Be it resolved that the Board confirm the agenda as presented. Carried 3. Declaration of Pecuniary Interest No one declared a pecuniary interest. Chair Evans reminded the Board to declare any pecuniary interest that may arise during the course of the meeting 4. Delegations or Presentations None. 5. Adoption of Minutes Moved by Brian Milne, seconded by Judy Bergeron; Be it resolved that the Board adopt the minutes of the March 19, 2013 Southgate Police Services Board Meeting as presented. Carried. 6. Business Arising Chair Evans presented correspondence received from the Ministry of Community Safety and Correctional Services advising of a three month extension to Kelly Hill s appointment or until a replacement is found. Although not on the agenda, Chair Evans advised on a training session on Special Occasion Permits he had attended along with Councillor Pat Franks, Facilities Manager Kevin Green, CAO Dave Milliner and Mayor Brian Milne. Staff Sergeant Mann provided a brief overview of SOPs including the regulations pertaining to advertisement, lotteries and profits as they relate to buck and does. Chair Evans advised about an option to license specific facilities which would provide an option of a revenue sharing agreement with the lessee and therefore reduce the legislative burden on these types of SOPs. 7. Detachment Commander's Report Staff Sergeant Mann presented the Detachment Commander report for March and April 2013 including noteworthy occurrences, on-going investigations, crime unit operations, tributes, personnel issues, training, media relations, community service, detachment initiatives, the auxiliary unit, highway safety division, Provincial Offences Act enforcement, officer activities, patrol, overtime and provided Page 3 of 68

4 S O U T H G A T E P O L I C E S E R V I C E S B O A R D Minutes May 21, 2013 clarification on specific incidents that had occurred in Southgate. He also advised that due to provincial training requirements, bike patrol hours would be decreased to non-existent until new training protocol has been fulfilled. The new training requires officers to complete two separate training courses and previous training is of no value. Staff Sergeant Mann advised that he was trying to procure a trainer to facilitate these sessions in this area. 8. Correspondence Correspondence from the Ontario Provincial Police advising of the 2012 reconciled Contract Policing Costs was received for information. Correspondence was received from the Association of Municipalities of Ontario and the Ontario Provincial Police regarding the financial impact of the 2010 Public Sector Compensation Framework Agreement noting that the projected salary increase for 2014 would be 8.55%. Staff Sergeant Mann advised that the agreement was entered into by the Ontario Provincial Police Association and the Province of Ontario back in At that time, the OPP agreed to a two year wage freeze with a salary matching to commence in They never anticipated the salary matching would provide an increase of over 8%. The OPP released the document specifying the current known increase at this early stage in 2013 for transparency. This notification means that municipalities will not be surprised by the increase at the end of 2013 and would have up to the minute information on the proposed cost of policing as the situation changes. He also advised that this figure may change as negotiations between police services are not finalized and the figure is dependent on matching the salary of the highest paid police service in Ontario. The minutes from the OAPSB Zone 5 meeting held March 12, 2012 were received for information. 9. New/Unfinished Business Secretary Martell presented an initial draft of a procedural by-law to govern the proceedings of the Township of Southgate Police Services Board. She advised that the by-law was necessary as there were requirements from the Police Services Act that were missing from the current by-law. She also advised that she would be preparing a final draft for approval at the July meeting and requested members submit comments from prior to July 1, Members Privilege Kelly Hill inquired whether a person can carry two driver s licenses at the same time. Staff Sergeant Mann advised that it was illegal to carry more than 1 driver s license. She also inquired whether a photocopy of a vehicle ownership was sufficient. Staff Sergeant Mann advised that private vehicles should have the original signed ownership in the vehicles however many fleet vehicles such as municipal vehicles, would have photocopies and the originals maintained at the office. This is acceptable. She then inquired whether it was regular protocol for an officer to provide information to insurance companies on charges that may affect insurance. Staff 2 Page 4 of 68

5 S O U T H G A T E P O L I C E S E R V I C E S B O A R D Minutes May 21, 2013 Sergeant Mann advised that information should not be distributed that way as it may be in violation of the Freedom of Information and Protection of Privacy Act. Brian Milne spoke about a wrist band that is chip enabled that his daughter received for admission into a concert in the States and the safety benefits of such a device. 11. Question Period None. 12. Closed Meeting Secretary Martell advised that the minutes from the previous closed meeting were at the Southgate Municipal Office. Chair Evans advised that the closed session was unnecessary at this time. 13. Next Meeting The next meeting is scheduled for Tuesday, July 16, 2013 at the Egremont Optimist Hall in Holstein at 7 pm. 14. Adjournment The meeting was adjourned on a motion by Kelly Hill. Chair Dennis Evans Secretary Raylene Martell 3 Page 5 of 68

6 Township of Southgate Police Services Board Procedural By-law # PSB Procedural By-law Page 6 of 68

7 Township of Southgate PSB Procedural By-law Index Page Subject 2. Part 1: Definitions 3. Part 2: Applications 4. Part 3: Composition of the Board 4. Part 4: Selection of Chair and Vice Chair 4. Part 5: Duties of the Chair 5. Part 6: Duties of the Vice Chair 5. Part 7: Duties of the Secretary 6. Part 8: Duties and Responsibilities of the Board 6. Part 9: Committees of the Board 6. Part 10: Regular Meetings of the Board 7. Part 11: Special Meetings of the Board 7. Part 12: The Calling of Meetings to Order 7. Part 13: Quorum 8. Part 14: Board Agenda 9. Part 15: Conflict of Interest Disclosure 9. Part 16: Hearing of Delegations 11. Part 17: Conduct of Members 12. Part 18: Rules of Debate 13. Part 19: Motions 14. Part 20: Voting on Motions 15. Part 21: Closed Meetings 16. Part 22: Availability of Information 17. Part 23: By-laws 17. Part 24: General 17. Part 25: Administration 17. Part 26: Effective Date A Appendix: Members of Police Services Boards - Code of Conduct B Appendix: Reporting Protocol PSB By-law # Page 1 of 16 PSB Procedural By-law Page 7 of 68

8 The Corporation of the Township of Southgate Police Services Board By-law Number being a By-law to govern the proceedings of the Township of Southgate Police Services Board, the conduct of its members and the calling of meetings. Whereas the Township of Southgate Police Services Board is responsible for the provision of the police services for law enforcement and crime prevention in the Township of Southgate pursuant to the Police Services Act, R.S.O 1990, Section 37, c. P. 15 And whereas the Township of Southgate Police Services Board may, by by-law, make rules for the effective management of the police service; Now therefore the Township of Southgate Police Services Board enacts as follows: Part 1 Definitions 1.1 In this By-law: (A) (B) (C) (D) (E) (F) (G) Act means the Police Services Act, R.S.O c.p.15, as amended from time to time; Agenda means the document prepared for distribution as prescribed by Part 14 of this by-law Board means the Township of Southgate Police Services Board and shall be composed of such members appointed under Part III of the Act; Chair means the Chair of the Police Services Board; Closed Meeting means a meeting or part of a meeting that is closed to the public in accordance with the Act. Committee means a Standing or ad hoc committee and any other similar entity composed of individuals of the Board pursuant to the Act; Council means the Council of The Corporation of the Township of Southgate; PSB By-law # Page 2 of 16 PSB Procedural By-law Page 8 of 68

9 (H) (I) (J) (K) (L) (M) (N) (O) (P) (Q) (R) Days means calendar days exclusive of Saturday, Sundays and statutory holidays; Delegation means an address to the Board at the request of a person wishing to speak; Detachment Commander means an Ontario Provincial Police Detachment Commander reporting to the Township of Southgate Police Services Board; Member means a member of the Township of Southgate Police Services Board; Quorum means a majority of the Members of the Board Recorded Vote means the making of a written record of the name and vote of each Member present who votes on a question and of each member present who does not vote; Resolution means the decision of the Board on any motion, duly passed in accordance with this By-law. Secretary means the Secretary of the Township of Southgate Police Services Board; Special Meeting means a meeting called other than a regularly scheduled meeting called pursuant to the Act or the Provisions of this By-law. Town means the Township of Southgate. Vice Chair means a member required to act from time to time in the place and stead of the Chair, pursuant to section 6 of this by-law; Part 2 Application 2.1 The proceedings of the Board and its Committees, the conduct of the members and the calling of meetings will be governed by the provisions of the Act and the rules and regulations contained in this by-law, and except as provided herein, the rules of parliamentary procedures contained in James Lochries s Meeting Procedures, will be followed for governing the proceedings of the Board and the Committee of the Board and the conduct of its members. 2.2 Notwithstanding Part 2 (2.1), the rules and regulations contained in this bylaw may be suspended by a vote of two-thirds of the whole Board. PSB By-law # Page 3 of 16 PSB Procedural By-law Page 9 of 68

10 Part 3 Composition of the Board 3.1 In accordance with Section 27(4) of the Act, the Board shall consist of five (5) members, composed of: (A) (B) (C) (D) the Head of the Council or, another Council member appointed by resolution of the Council; one (1) person appointed by resolution of Council, who is neither a member of Council nor an employee of the Municipality one (1) person appointed by resolution of the Council, who is a member of the Council two (2) persons appointed by the Lieutenant Governor in Council; 3.2 In accordance with the Act, the members of the Board shall, at the first meeting held in January of each year, select from amongst its members a Chair and Vice Chair for a term of one year; Part 4 Selection of Chair and Vice-Chair 4.1 In accordance with Section 28 (1) and (2) of the Act, the members of the Board shall, at the first meeting held in January of each year, select from amongst its members, a Chair and Vice Chair for one year. 4.2 The election of Chair shall be conducted by the Secretary. 4.3 The election of the Vice Chair shall be conducted by the Chair. Part 5 Duties of the Chair 5.1 It shall be the duty of the Chair to: (A) (B) (C) (D) preside at all meetings of the Board; set and approve the agenda for all meetings of the Board; act as the spokesperson for the Board and represent the Board at official functions; report on the activities of the Township of Southgate Police Service Board, to Township of Southgate Council as requested; PSB By-law # Page 4 of 16 PSB Procedural By-law Page 10 of 68

11 (E) (F) (G) (H) (I) (J) (K) (L) (M) (N) (O) to commence the meetings of the Board by taking the Chair and calling the meeting to order, to announce the business before the Board and the order in which it is to be acted upon; to receive and submit, in proper manner, all motions presented by the Members; to put to a vote all motions, which are moved and seconded, or necessarily arise in the course of the proceedings, and to announce the result; to sit as ex-officio as a member of all Committees of the Board and be entitled to participate and vote at the meetings; to decline to put to a vote motions which do not comply with this By-law or which are not within the jurisdiction of the Board; to enforce the Rules of Procedure, maintain order and preserve the decorum of the meeting; where it is not possible to maintain order, to adjourn or suspend the meeting to a time specified by the Chair, without any motion being put; to rule on any points of order raised by Members; sign all documents for and on behalf of the Board including but not limited to by-laws, resolutions, orders and agreements which have been approved by the Board; to adjourn the meeting when business is concluded or upon a motion to adjourn or to recess the meeting as required. Part 6 Duties of the Vice-Chair 6.1 The duties of the Vice-Chair shall be: (A) The Vice-Chair shall act in the absence of the Chair and shall have the same authority as the Chair would have if present. PSB By-law # Page 5 of 16 PSB Procedural By-law Page 11 of 68

12 Part 7 Duties of the Secretary 7.1 The duties of the Secretary shall be: (A) (B) (C) (D) Organize meetings, prepare agendas for the meeting in consultation with the Chair, and ensure their timely distribution. Attend all Board meetings and Committee meetings as required; Record the minutes of the proceedings at the meetings of the Board and Committees of the Board; Receive and circulate all communication addressed to the Board. Part 8 Duties and Responsibilities of the Board 8.1 The Board shall be responsible for those duties as set out in Section 10 and Section 31 (1) of the Act as applicable, and shall at all times discharge those duties in accordance with the Board s Code of Conduct (attached as Appendix A-O.Reg 421/97) Part 9 Committees of the Board 9.1 The Board may at any time by motion appoint one or more members to a Committee of the Board to inquire into any matter within the jurisdiction of the Board. 9.2 The Committee shall report upon its work to the Board at the meeting of the Board next following the date of the Committee meeting. Part 10 Regular Meetings of the Board 10.1 The Board shall hold its regular meetings at least four times a year pursuant to the Act and more frequently as required at the direction of the Board. The day, time and place of regular meetings may be set or altered by resolution of the board or at the discretion of the Chair At least 72 hours; notice shall be given to the public and the media before regular meetings of the Board such notice shall be by placement of notice on the Township website The Board may cancel the next regular meeting or may change any one or more of its dates, or its time upon the concurring votes of a majority of the Members. PSB By-law # Page 6 of 16 PSB Procedural By-law Page 12 of 68

13 10.4 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair, shall preside at the meeting The Chair or in the absence of the Chair, the Vice Chair as the case may be, may cancel a regular meeting of the Board, where the Chair or Vice Chair deems such meeting is not warranted. Part 11 Special Meeting of the Board 11.1 The Chair, or in his or her absence the Vice Chair, may at any time summon a special meeting of the Board and shall do so whenever requested by a majority of the Members of the Board The Secretary shall give notice to the Members of the Board of all special meetings of the Board whenever required by competent authority to do so. Such notice shall be by telephone, or other means deemed appropriate by the Secretary No special meeting of the Board may be held with less than 24 hours notice to the Members Notification of the public will be deemed complete with online posting of the Agenda on the Township s website made 24 hours in advance of a meeting called under Section No business may be transacted at a special meeting of the Board other than that specified in the notice or Agenda. Part 12 Calling the Meeting to Order 12.1 As soon as possible after the hour of the meeting, and where a quorum is present, the Chair shall take the chair and call the meeting to order. Part 13 Quorum 13.1 If no quorum is present to enable a meeting to commence one-half hour after the time appointment for a meeting of the Board, the Secretary will, at the request of those members present, call the roll and record the names of the members present and the members will stand discharged from waiting further If a meeting does not take place because of a lack of quorum the Chair may announce a rescheduled date, time and place for such a meeting to occur. PSB By-law # Page 7 of 16 PSB Procedural By-law Page 13 of 68

14 13.3 The Secretary will attempt to give notice of any meeting so rescheduled by telephone or electronic mail of as in otherwise practical within the time available. Part 14 Board Agenda 14.1 The Secretary shall cause an agenda to be prepared, in the following order, for the use of the Members at the regular meetings of the Board: (A) (B) (C) (D) (E) (F) (G) (H) (I) (J) (K) (L) (M) Call to Order Confirmation of Agenda Declarations of Pecuniary Interest; Delegations or Presentations; Adoption of Minutes; Business Arising; Detachment Commander s Report; Correspondence; New/Unfinished Business; Member s Privilege; Closed Session (if required); Next Meeting; Adjournment The Secretary shall request all reports and supporting materials for the agenda seven (7) days prior to the date for the Board Meeting and shall consult with the Chair. An item which is not included in the agenda may not be introduced at the meeting, without the consent of a majority of the members present Every letter, petition and other communication addressed to the Board shall be received by the Secretary of the Board who shall: where, in the opinion of the Secretary, the subject matter of any communication is properly within the jurisdiction of the Board, place it upon the Agenda for the new regular meeting of the Board to be dealt with during such meeting; where, in the opinion of the Secretary, and confirmed by the Chair, the subject matter of any communication is properly within the jurisdiction of the Police Service, shall refer it to the Detachment Commander for necessary action and a report presented at the next Board meeting if required. PSB By-law # Page 8 of 16 PSB Procedural By-law Page 14 of 68

15 14.4 The Secretary shall deliver the agenda for each regular meeting to each Member of the Board not less than seventy two (72) hours prior to the hour appointed for holding of the meeting via electronic mail. Part 15 Conflict of Interest Disclosure 15.1 The Chair and Members shall be governed by the Municipal Conflict of Interest Act, 1983, and the agenda shall include a provision for Members to declare a conflict or conflicts of interest or a pecuniary interest in a matter Where a Member, either on his or her own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the Board at which the matter is the subject of consideration, the Member shall: (A) (B) (C) prior to any consideration of the matter at the meeting, disclose the interest and the general nature thereof; not take part in the discussion of, or vote on any question in respect of the matter; and not attempt in any way whether before, during or after the meeting to influence the voting on any such question Where a meeting is not open to the public, in addition to complying with the requirements, the member shall forthwith leave the meeting for the part of the meeting during which the matter is under consideration Where the interest of a member has not been disclosed by reason of his or her absence from the particular meeting, the member shall disclose his or her interest and otherwise comply at the first meeting of the Board attended by him or her after the particular meeting The Secretary shall record in reasonable detail, the particulars of any disclosure of conflict of interest, and the particulars shall appear in the minutes of that meeting of the Board. Part 16 Hearing of Delegations 16.1 Any person desiring to be heard as a delegation shall submit a written request to the Secretary which includes the general nature of the delegation The request must be received by the Secretary not later than noon on the Wednesday of the week preceding the day of the meeting and must supply supporting documents by 4:00 PM on the Thursday of the week preceding the day of the meeting. PSB By-law # Page 9 of 16 PSB Procedural By-law Page 15 of 68

16 16.3 Delegations addressing the Board shall confine their remarks to the business stated in their request to be heard and shall present same in a respectful and temperate manner The Board may at its discretion, expressed by resolution adopted by two thirds (2/3) vote of its members present hear any person in attendance Delegations shall be limited to a maximum of ten (10) minutes of presentation time and ten (10) minutes of Board questions unless preauthorized by the Chair or Secretary. A delegation will be permitted a maximum of two spokespeople to address the Board during the permitted time Should there be more than one delegation requested representing the same topic position at any meeting, the person requesting same shall be advised of the earlier request. The second and any additional requests for a delegation on the same meeting representing the same topic position shall be denied. If a delegation is requested representing a different position on the same issue the delegation will be permitted A delegation, once heard, shall not be entitled to be heard on substantially the same matter for a period of three (3) months from the date of first being heard, unless new information is being provided to assist the Board in its decision making. It will be determined by the Chair and or Secretary if the information being provided shall be deemed to be new Refusal of a request to appear as a delegation may be appealed to the Chair. The ruling of the Chair shall be final Delegations will not be scheduled whose subject relates to a matter currently before the courts or administrative tribunals. No appeal to the Chair will be heard for refusal of delegation requests whose subject matter is before the courts or administrative tribunals Upon the completion of a presentation to the Board by a delegation, any discourse between members of the Board and the delegation shall be limited to members asking questions for clarification and obtaining additional, relevant information only. Members of the Board shall not enter into debate with the delegation respecting the presentation. PSB By-law # Page 10 of 16 PSB Procedural By-law Page 16 of 68

17 16.11 No delegation shall: (A) (B) (C) (D) speak disrespectfully of any person; use offensive words or unparliamentary language; speak on any subject other than the subject for which they have received approval to address the Board; or disobey the rules of procedure or a decision of the Chair The Chair may curtail any delegation, any questions of a delegation or debate during a delegation for disorder or any other breach of this by-law and, where the Chair rules that the delegation is concluded, the person or persons appearing shall immediately withdraw. Part 17 Conduct of Members (See also appendix A ) 17.1 No member shall: (A) use offensive words or unparliamentary language in meetings of the Board or against any Member; (B) (C) (D) (E) speak on any subject other than the subject in debate; criticize any decision of the Board except for the purpose of moving that the question be reconsidered; speak in a manner that is discriminatory in nature based on an individual s race, ancestry, place of origin, citizenship, creed, gender, sexual orientation, age, colour, marital status, family status or disability; disobey the rules as set out in this by-law or a decision of the Chair, on questions of order or procedure as set out in this by-law or resolution of the Board, or upon the interpretation of the rules of the Board If a Member persists in disobedience after having been called to order by the Chair, the Chair shall forthwith put the question, no amendment, adjournment or debate being allowed: That such member be ordered to leave his or her seat for the duration of the meeting of the Board. If a member who has been ordered to leave his or her seat apologizes to the Chair and the other members, he or she may, by vote of the members, be permitted to retake his or her seat. Part 18 Rules of Debate 18.1 Every Member, before speaking to a question or motion shall first receive recognition from the Chair and then the Member shall address the Chair. PSB By-law # Page 11 of 16 PSB Procedural By-law Page 17 of 68

18 18.2 When a Member wishes to speak to any question, motion or item, they shall, in an orderly fashion, attempt to obtain the Chair s attention to indicate that such member wishes to speak, and the Chair shall keep a list of those members who have so indicated a desire to speak. The Chair shall then recognize the members who wish to speak in the order in which their intentions have come to the Chair s attention When two or more members indicate their intention to speak, the Chair shall recognize the member who, in his or her opinion, first indicated their intention to speak, and that members may speak to the question or motion first When a member is speaking no other member shall pass information between any member or the Chair, or interrupt that member except to raise a point of order A member may require the question or motion under discussion to be read at any time during the debate, but so as not to interrupt a member who is speaking No member shall speak more than twice to the same question or motion without leave of the Chair, except to explain a part of his or her speech which the member feels may have been misunderstood, but in no instance, shall the member be permitted to introduce any new matter Notwithstanding Section 18.6, a reply may be made by the member who has presented a motion to the Board, following the conclusion of the speeches of the other members No Member shall speak to the same question or motion, or in reply, for more than ten minutes, without leave of the Chair After a question is put by the Chair, no member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared If a member considers that a ruling by the Chair is not in order, an appeal may be made. When challenged, the Chair may give a brief explanation of the ruling and ask the members Is the ruling of the Chair upheld? In the event of a tie vote, the ruling is upheld. The decision of the Board under this Section is final. PSB By-law # Page 12 of 16 PSB Procedural By-law Page 18 of 68

19 Part 19 Motions 19.1 All motions, except a motion to adjourn, shall be in writing, duly moved and seconded and passed to the Chair before being discussed or being put to a vote The Board Chair shall read a motion before a vote is taken if required to do so by a member After a motion has been moved, it may be withdrawn by the mover at any time before a vote is taken A motion properly before the Board for decision must receive disposition before any other motion can be received, except motions: (A) (B) (C) (D) (E) (F) to adjourn; to amend; to refer; to suspend the rules of procedure; to table the question; to vote on the question A motion to adjourn the meeting may be made at any time except; (A) (B) (C) when a Member is speaking or during the taking of a vote; when the question has been called; when a Member has already indicated to the Chair that he or she desires to speak on the question; And, when resolved in the negative, cannot be made again until the Board has conducted further proceedings A motion to amend: (A) (B) shall be relevant to the question to be decided; shall not be received if it in essence constitutes a rejection of the main questions; And only one motion to amend such amendment shall be permitted, and any further amendment shall be made to the main questions A motion to refer the question shall include: (A) (B) the name of the Committee, or other body or official to whom the question is to be referred; and the terms upon which the question is to be referred; PSB By-law # Page 13 of 16 PSB Procedural By-law Page 19 of 68

20 And any debate will only be permitted with respect to the desirability of referring the question and the terms of the referral, and no discussion of the main question or an amendment thereto shall be allowed until after its disposition After any question, except one of indefinite deferment has been decided by the Board, any Member who was present and who voted in the majority may, at a subsequent meeting of the Board, move for the reconsideration thereof, provided due notice of such intention is given as required by this By-law, but no discussion of the main question by any person shall be allowed unless the motion to reconsider has first been adopted No question shall be reconsidered more than once at a meeting of the Board. Part 20 Voting on Motions 20.1 A motion shall be deemed to have been carried when a majority of the members present and voting have expressed their agreement with the questions When the Chair is satisfied that a question contains distinct proposals, he or she may divide the question or upon the request of a member, shall divide the question, and the vote upon each proposal shall be taken separately Every member present at a meeting of the Board when a question is put shall vote thereon unless prohibited by statute, in which case the Secretary shall record the name of the member and the reason that he or she is prohibited from voting If a member present does not vote when a question is put, he or she shall be deemed to have voted in the negative, except where the Member is prohibited from voting by statute When a recorded vote is permitted and required the Secretary shall conduct the vote in a counter-clock wise direction, starting on the Chair s right hand, asking the members in favour to indicate with yes, asking the members opposed to indicate with no, and recording each vote as it is cast The Secretary will advise the Chair of the count of the vote, and the Chair will announce the results Where on any question on which there is a tie vote, the motion shall be deemed to have been lost. Part 21 Closed Meetings PSB By-law # Page 14 of 16 PSB Procedural By-law Page 20 of 68

21 21.1 Meetings of the Board shall be open to the public except as provided for in Section 35(4) of the Police Services Act which states that a meeting or part of a meeting may be closed to the public if the Board is of the opinion that: (A) (B) 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 the proceedings be open to the public; or; 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 a person affected or in the public interest outweighs the desirability of adhering to the principle that proceedings be open to the public. Or as stated in the Municipal Act which states that a meeting or part of a meeting may be closed to the public if the subject matter being considered is: (i) (ii) (iii) (iv) (v) (vi) (vii) the security of the property of the municipality or local board; personal matters about an identifiable individual, including municipal or local board employees; a proposed or pending acquisition or disposition of land by the municipality or local board; labour relations or employee negotiations; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act; (viii) the meeting is held for the purpose of educating or training the members and at the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee Notwithstanding Subsection 21.1, a meeting or part of a meeting shall be PSB By-law # Page 15 of 16 PSB Procedural By-law Page 21 of 68

22 closed to the public if the subject matter to be considered cannot be publically disclosed pursuant to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O C. M.56 as amended. Part 22 Availability of Information 22.1 Information relating to matters described in Section 21 of this by-law shall be marked Confidential Immediately following the distribution of the agenda information to all members of the Board, the public agenda materials may be made available to the media and to any other members of the public requesting such information, provided the disclosure of such information does not relate to matters described in section 21 herein. Part 23 By-laws 23.1 Every by-law shall be introduced upon written motion by a member, and any number of by-laws may be introduced together in one motion, but the Chair may, at the request of a member, deal separately with any by-law Every by-law when introduced, shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with the provisions of any Act, and shall be complete with the exception of the number and the date of the by-law Every by-law which has been passed by the Board shall be numbered, dated and signed by the Chair and Secretary, and shall be filed by the Secretary in the Township of Southgate Administration Building, in secure and proper facilities provided by the Clerk The Board Secretary shall provide the Clerk with duplicate copies of all by-laws duly passed under Section 23. Part 24 General 24.1 The procedures for the investigation of complaints concerning the policies of the Township of Southgate Police Services Board shall be in accordance with the Act The procedures for the investigation of complaints against members of the South Bruce Detachment of the Ontario Provincial Police shall be in accordance with the provisions of the Act. Part 25 Administration PSB By-law # Page 16 of 16 PSB Procedural By-law Page 22 of 68

23 25.1 This by-law shall come into force upon the day it is passed and shall repeal and replace any by-laws inconsistent with this by-law. Part 26 Effective Date 26.1 This by-law is hereby enacted by the Township of Southgate Police Services Board on this day of, and shall take effect on this date. Read a first, second and third time and finally passed this day of, Dennis Evans Chair Raylene Martell- Secretary PSB By-law # Page 17 of 16 PSB Procedural By-law Page 23 of 68

24 Appendix A Members Code of Conduct O. Reg. 421/97 1. Board members shall attend and actively participate in all board meetings. 2. Board members shall not interfere with the police force s operational decisions and responsibilities or with the day-to-day operation of the police force, including the recruitment and promotion of police officers. 3. Board members shall undergo any training that may be provided or required for them by the Solicitor General. 4. Board members shall keep confidential any information disclosed or discussed at a meeting of the board, or part of a meeting of the board, that was closed to the public. 5. No board member shall purport to speak on behalf of the board unless he or she is authorized by the board to do so. 6. A board member who expresses disagreement with a decision of the board shall make it clear that he or she is expressing a personal opinion. 7. Board members shall discharge their duties loyally, faithfully, impartially and according to the Act, any other Act and any regulation, rule or by-law, as provided in their oath or affirmation of office. 8. Board members shall uphold the letter and spirit of the Code of Conduct as set out in this Regulation and shall discharge their duties in a manner that will inspire public confidence in the abilities and integrity of the board. 9. Board members shall discharge their duties in a manner that respects the dignity of individuals and in accordance with the Human Rights Code and the Charter of Rights and Freedoms (Canada). 10. Board members shall not use their office to advance their interests or the interests of any person or organization with whom or with which they are associated. PSB Procedural By-law Page 24 of 68

25 11. (1) Board members shall not use their office to obtain employment with the board or the police force for themselves or their family members. (2) For the purpose of subsection (11.1), family member means the parent, spouse or child of the person, as those terms are defined in Section 1 of the Municipal Conflict of Interest Act. 12. A board member who applies for employment with the police force, including employment on contract or on fee for service, shall immediately resign from the board. 13. Board members shall refrain from engaging in conduct that would discredit or compromise the integrity of the board or the police force. 14. A board member whose conduct or performance is being investigated or inquired into by the Commission under s. 25 of the Act shall decline to exercise his or her duties as a member of the board for the duration of the investigation or inquiry. 15. If the board determines that a board member has breached the Code of Conduct set out in this Regulation, the board shall record that determination in its minutes and may, (a) (b) (c) require the member to appear before the board and be reprimanded; request that the Ministry of Public Safety and Security conduct an investigation into the member s conduct; or, request that the Commission conduct an investigation into the member s conduct under Section 25 of the Act. PSB By-law # Appendix A Page 2 of 2 PSB Procedural By-law Page 25 of 68

26 Appendix "B" Township of Southgate Police Services Board Reporting Protocol 1. The Township of Southgate Police Services Board shall report to Township of Southgate Council by placing the minutes of the meeting on the Council agenda for the next available council meeting. 2. The Business Plan of the OPP will be provided to the Council of the Township of Southgate and will renew said plan at least every three years thereafter. 3. Any Business Plan produced in accordance with article 2, will be made available for inspection by the public in the Township office in Southgate and other locations as the Board may direct from time to time, from the time it is approved by the Township of Southgate Police Services Board until it is replaced, no later than three years after its approval by the Board. 4. During the development of any Business Plan produced in accordance with article 2, the OPP will consult with Township of Southgate Council and members of the general public. PSB By-law # Appendix B Page 1 of 1 PSB Procedural By-law Page 26 of 68

27 GREY COUNTY DETACHMENT & 10 Highway. RR#2 P.O. Box 307 Chatsworth, Ontario NOH 1GO Tel: (519) Fax: (519) July 16, 2013 SOUTHGATE POLICE SERVICES BOARD DETACHMENT COMMANDER S REPORT FOR THE MONTHS OF MAY & JUNE 2013 NOTEWORTHY OCCURRENCES: Cleared May: 4 th - M.V.C. reported on County Road 14. All vehicle occupants transported to Markdale hospital. Driver charged with fail to yield to traffic. 8 th - Female attended West Grey police to hand in firearms and ammo that belonged to her husband. He did not have a PAL. Male charged. 8 th - Family dispute on Southgate Road 10 which resulted in a male being charged with Breach Probation. 11 th - Male attended the ESO in Dundalk to report being assaulted by another male earlier that evening. Male charged with assault. 11 th - M.V.C. reported on Proton Street. Car vs. Horse and Buggy. Horse deceased. Driver of the buggy air lifted with spinal injuries. Two occupants from the car treated and released from hospital. Male driver charged with multiple offences. 12 th - Reports of a male breaching his curfew on Highway 6 in Southgate. Male located and charged. 18 th - RIDE at County Road 8 and 9. Male driver issued a 3 day suspension. 23 rd - Report of an intoxicated male on Side Road 49 walking all over the road. Male located and transported to hospital. Charged with Public intox. 25 th - Domestic dispute on Highway 6. Female charged with threats and breach probation. 30 th - RIDE on Main Street in Dundalk. Suspend driver. Vehicle towed by John s and part 3 served. 30 th - RIDE on Main Street in Dundalk. G2 driver charged with Novice Driver BAC above zero. 1 Page 27 of 68

28 Cleared June: 2 nd - Traffic stop. G2 driver charged with Novice driver-bac above zero 7 th - Report of intoxicated teenagers on Main Street in Dundalk. Male arrested for public intox. 12 th - Report of a theft of chocolate from Jug City in Dundalk. Youth diverted. 19 th - Report of a domestic dispute on Southgate Road 10. Female arrested for cause disturbance and Assault Police. 23 rd - Single motor vehicle MVC. Male driver charged with impaired. 23 rd ATV stolen from driveway on Main Street, Dundalk. Male charged. 24 th - Male arrested for assault on a 4 year old on Grey Road th - Family dispute at Southgate Road 10. Intoxicated female arrested for Breach Probation. 25 th - MVC on Highway 89. Male charged for careless driving. 28 th - Vehicle stopped for speeding. Part 3 issued. On-Going Investigations May: 7 th - Unknown suspect shot a pellet gun at complainant s tractor breaking the windshield on County Road th - B&E to residence on Proton Street in Dundalk. Residence entered and computer stolen. 23 rd - theft of $4,100 of diesel fuel from Southgate Road 6 th. No suspects. 24 th - Report of a theft of computer (note pad) from complainant s place of work on Highway 89. No suspects. 27 th - Several outbuildings and vehicles entered on two neighbouring properties and another property on Southgate Road 4. Two STIHL chainsaws and a generator taken along with random small articles from a vehicle. Compressor and weed eater taken from third residence. No suspects. On-Going Investigations June: 5 th - Recycling bins outside Dundalk arena set on fire. No suspects. 9 th - B&E to a garage on Side Road 4, gas and liquor taken. No suspects. 27 th - ATV stolen from IDA Street sometime over night. Continuing suspects identified. 27 th - Dirt bike stolen from Dundalk Street overnight. Continuing suspects identified. 2 Page 28 of 68

29 CRIME UNIT OPERATIONS: Benchmark Crimes Month Benchmark Crimes Number in Southgate May 11 3 June 12 3 May 10 Sexual Assault Southgate May 12 CDSA Georgian Bluffs May 14 Sudden Death Southgate May 15 Sexual Assault Grey Highlands May 18 Harassment Georgian Bluffs May 18 Assault / Harassment Chatsworth May 21 Sudden Death Grey Highlands May 24 Sudden Death Georgian Bluffs May 24 Harassment Grey Highlands May 25 Sudden Death Southgate May 27 Break, Enter & Theft Meaford June 2 June 5 June 6 June 9 June 10 Sexual Assault Georgian Bluffs Sudden Death Southgate CDSA Grey Highlands Sudden Death Georgian Bluffs Criminal Harassment Chatsworth Benchmark Crimes A report of a sexual assault against a child was investigated and proved to be unfounded. A male found in possession of marihuana (over 30 grams) was arrested and then released on a promise to appear. A male died of natural causes. All proper notifications made. An investigation continues into a report of a sexual assault. A male was arrested for dangerous driving and criminal harassment following an incident targeting his ex-wife. A male was arrested and charged with assault with a weapon, assault cause bodily harm and criminal harassment following an incident at a party. A male died as a result of a heart attack. All proper notifications made. A male who had been diagnosed with a terminal illness passed away at home. All proper notifications made. A male was arrested for criminal harassment for repeatedly contacting his ex-spouse. A male died from natural causes. All proper notifications made. A residential break and enter occurred during the early afternoon. Stolen property included a rifle, laptop, jewellery and other items. The investigation resulted in a search warrant being obtained for a residence also in the Municipality of Meaford. The firearm and possessions were located. A male has been charged with break and enter and possession of stolen property. Sexual assault reported. Currently under investigation by Crime Unit. An elderly male died of natural causes at his residence. All proper notifications made. A CDSA warrant was executed at a residence. Two adults and one young offender were charged with production and possession charges under the CDSA. Male found deceased at his residence. All proper notifications made. A male party was reported to be harassing members of the Mennonite community. Investigation revealed this was an ongoing problem. A warrant was obtained and the male was arrested and charged with Criminal Harassment x 9 and Intimidation. 3 Page 29 of 68

30 June 12 June 13 June 14 June 16 June 22 June 23 June 24 Sudden Death Grey Highlands Sexual Assault Georgian Bluffs Sudden Death Georgian Bluffs Sudden Death Southgate CDSA Grey Highlands Criminal Harassment Meaford Assault Child Abuse Southgate A male passed away at his residence. All proper notifications made. Female reports being sexually assaulted by male. The investigation has been assigned to the Crime Unit. A male was found deceased at his residence. All proper notifications made. A deceased male died of natural causes. All proper notifications made. A complainant located some marihuana plants. The plants were disposed of. A male was charged with criminally harassing a female. A school employee reported a possible assault to a student. Investigation led to a male being charged with assault. SECONDARY EMPLOYMENT: Nil COMPLAINTS: May: Nil June: - Nil TRIBUTES: May: - One June: - One Tribute Summary A motorist, stopped for speeding, wrote to the Commissioner to express how impressed he was by the professional and courteous approach made by Constable Sundy during this incident. He further stated that the actions of this officer made him a good ambassador for the OPP. A member of the public wrote to express his appreciation for the professional and compassionate treatment he received from Constable Frook following the sudden death of his spouse. PERSONNEL ISSUES: May: Member who had been absent on WSIB returned on office duties early in the month One member transferred to Wellington County OPP-mid month A new recruit commenced mid-month June: One member absent on parental leave One member deployed to Weagamow for the summer 4 Page 30 of 68

31 TRAINING May: Intoxilizer Training 3 members DVI Training 3 members ERT Training 3 members Block Training 2 members Intelligence / Crime Analysis Course 1 member Health & Safety Training 1 member Taser Training 1 member Marine Course 1 member Incident Management System Trainer 1 member June: Block Training ERT Training Bicycle Course Civilian Admin Workshop 7 members 3 members 1 member 1 member MEDIA RELATIONS REPORT: Month No. of Releases Educational Releases May 35 Canada Road Safety Week June 31 Project 10-4 COMMUNITY SERVICE REPORT: May/June: D.A.R.E. presentations / graduation 180 students Presentations to Grades 7 / 8 students regarding Cyber-Bullying and Sexting Traffic Safety and Stranger Danger presentations to younger students Seniors Fair Owen Sound static display Attended bicycle training to enable officer to perform bicycle patrol in the future DETACHMENT INITIATIVES: May: Canada Road Safety Week Prescription Drug Drop-Off Day Joint Traffic Initiatives May long weekend with Saugeen Shores PS and Bruce Peninsula OPP June: Senior s Fair June 12 - Harry Lumley Bayshore Community Centre Project 10-4 Joint Traffic Initiative involving OPP, Owen Sound Police Service, Peel Regional Police Service and Shelburne Police Service June 10 to 14. Focused on increasing safe driving on Highway Page 31 of 68

32 AUXILIARY UNIT: Auxiliary Unit volunteer hours: May June Patrol 45 Not Available Community Policing 0 Training 24 Administration 12 Court 0 Special Events 10 TOTAL 91 POA ENFORCEMENT: Location May June Provincial Hwys (Southgate) Dundalk Rural OFFICER ACTIVITIES: (%age of Total Hours worked) Activity May June Obligated Duties Patrol Hours Court Admin Hours FINANCIAL: (Overtime) May: Motor Vehicle Collision Drug Offences Unwanted Person Sudden Death Missing Person Located Threats Breach of Probation Sexual Assault Domestic Dispute June: Impaired Traffic Enforcement hours 9.0 hours 6.0 hours 4.5 hours 2.25 hours 2.25 hours 2.25 hours 1.5 hours 1.5 hours 3.0 hours 2.25 hours 6 Page 32 of 68

33 OCCURRENCES: Month / Occurrence Type May June Sexual Assault / Sexual Offences Assault Abduction Robbery Utter Threats Break and Enter Theft Have Stolen Goods Frauds Weapons Other Criminal Code Drug Investigations Provincial Statutes / Municipal By-Laws Dangerous Operation of Motor Vehicle Impaired Investigations Motor Vehicle Collisions Traffic Investigations Assist Other Agencies Non Criminal Code Investigations General Incidents TOTAL Yours truly, Michael Guilfoyle, Inspector Detachment Commander Grey County Ontario Provincial Police 7 Page 33 of 68

34 005 Grey County Ontario Provincial Police Southgate Police Services Board Report 2013 Occurrences Occ's 2011 YTD 2012 YTD 2013 YTD Variance % Month Jan 98 July Feb 109 Aug Mar 88 Sep Apr 122 Oct May 138 Nov Jun 105 Dec Number Motor Vehicle Collisions MVC's 2011 YTD 2012 YTD 2013 YTD Variance % Month Jan Feb Mar Apr May Jun 19 July 10 Aug 8 Sep 2 Oct 9 Nov 5 Dec Number 12 Contract Hrs - Regular ( Monthly Obligation) Contract Hrs 2011 YTD 2012 YTD 2013 YTD Variance % 5,354 6,435 5, Month Jan Feb Mar Apr May Jun 895 July 895 Aug 768 Sep 966 Oct 1,288 Nov 845 Dec Number 8 Page 34 of 68

35 Month Contract Hrs - Overtime Overtime Hrs 2011 YTD 2012 YTD 2013 YTD Variance % Hours Cost $4,384 $8,587 $6, Jan Feb Mar Apr May Jun July Aug Sep Oct Nov 5.35 Dec Number of Hours No. of Hours SOUTHGATE SOUTHGATE SOUTHGATE OVERTIME HOURS $ Value Operations Court Other $ Value Operations Court Other $ Value Operations Court Other January $1, $ $1, February $ $ $ March $ $2, $ April $1, $1, $ May $2, $ $1, June $ $3, $ July $2, $ August $ $ September $1, $2, October $3, $2, November $ $ December $ $ Y-T-D $ 6, $ 16, $ $ $ 8.00 $12, $ $51.93 $10.50 Average Hourly Cost of Overtime Y-T-D Year Overtime Cost $4, $8, $6, Overtime Hrs Avg / Hour $39.91 $42.68 $40.44 Increase Year to Year (/hr) $2.77 -$2.24 Increase Overall (/hr) $ Page 35 of 68

36 GREY COUNTY DETACHMENT 2013 BUSINESS PLAN COMMITMENTS - PROGRESS REPORT ROAD SAFETY 11 9 Seat Belt Enforcement Seat Belt Enforcement 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % Month Jan 0 July Feb 3 Aug Mar 9 Sep Apr 6 Oct May 9 Nov Jun 7 Dec Enforcement Night Time Ride Hours Month Night Time RIDE 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % Jan July Feb Aug Mar Sep Apr Oct May Nov Jun Dec Hours Month Driver Contacts Driver Contacts 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % 8,762 7,046 7, Jan 1,217 July Feb 978 Aug Mar 1,398 Sep Apr 1,191 Oct May 1,337 Nov Jun 1,133 Dec # of Contacts 10 Page 36 of 68

37 GREY COUNTY DETACHMENT 2013 BUSINESS PLAN COMMITMENTS - PROGRESS REPORT Month Arrests - CC Drinking & Driving Offences # of Arrests Arrests - CC Drinking & Driving Offences 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % Jan 6 July Feb 2 Aug Mar 5 Sep Apr 4 Oct May 6 Nov Jun 1 Dec 11 9 Personal Injury MVC's Personal Injury MVC's 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance Month Jan 11 July Feb 6 Aug Mar 10 Sep Apr 1 Oct May 8 Nov Jun 8 Dec # of PI MVC's CRIMINAL INVESTIGATIONS Month Property Crime Property Crime Clearance Rate 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % 18.78% 18.78% 15.73% -3.26% Jan 18.40% July Feb 15.60% Aug Mar 10.60% Sep Apr 27.90% Oct May 10.40% Nov Jun 11.50% Dec 3 1 0% 10% 20% 30% 40% Clearance Rate 11 Page 37 of 68

38 GREY COUNTY DETACHMENT 2013 BUSINESS PLAN COMMITMENTS - PROGRESS REPORT COMMUNITY SAFETY 11 9 Bike Patrol Bike Patrol 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % Month Jan 0 July Feb 0 Aug Mar 0 Sep Apr 0 Oct May 5 Nov Jun 1.25 Dec Foot Patrol Foot Patrol 2011 Level (YTD) 2012 Level (YTD) 2013 Level (YTD) Variance % 1, , , Month Jan July Feb Aug Mar 223 Sep Apr Oct May Nov Jun Dec # of Hours 12 Page 38 of 68

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