The Regional Municipality of York Police Services Board 17250 Yonge Street, Newmarket, Ontario, Canada L3Y 4W5 (905) 830-4444 or 1-877-464-9675 ext. 7906 Fax: (905) 895-5249 e-mail: psb@yrp.ca www.yrpsb.ca PUBLIC SESSION To Make a Difference in Our Community COMMITTEE ROOM "A" WEDNESDAY, JUNE 26, 2013 ADMINISTRATIVE CENTRE 17250 YONGE STREET NEWMARKET, ONTARIO 1:00 p.m. 1. INTRODUCTION OF ADDENDUM ITEMS, PRIVATE ITEMS AND ANY OTHER BUSINESS 2. DISCLOSURE OF INTEREST 3. CONFIRMATION OF MINUTES OF MAY 15, 2013 PRESENTATION 4. Chief Eric Jolliffe will present on Human Trafficking. COMMUNICATIONS 5. The Honourable Kathleen Wynne, Premier of Ontario, May 21, 2013, advising on the Province s progress on Interest Arbitration Reform. 6. Denis Kelly, Regional Clerk, York Region, May 22, 2013, advising on Regional Council s approval of the York Regional Police Training and Education Facility. 7. Jennifer Malloy, Executive Director, Canadian Association of Police Boards (CAPB), May 29, 2013, regarding the invitation to host the 2015 CAPB Conference. DEPUTATION (Subject to the Board granting Deputant Status) 8. Mr. Arlen Reinstein, June 17, 2013, regarding police involvement in the Geller speaking engagement. REPORTS OF THE CHIEF OF POLICE 9. Financial Statements for the period ending May 31, 2013
POLICE SERVICES BOARD PAGE 2 1. That the Board receive the Financial Statements for the five month period ending May 31, 2013, pursuant to Financial Accountability Board Policy No. 01/05. s: #1 #2 #3 #4 #5 10. Audit of 2012 Financial Statements RECOMMMEDATION 1. That the Board receive this report. 11. Approval of Request for Proposal Award for Janitorial Services at York Regional Police #1 District, Newmarket; #3 District, Sutton; and Yonge & Mulock, Newmarket 1. That the Board authorize entering into a one year contract with Kleenway Building Maintenance Services Inc., for the provision of Janitorial Services at York Regional Police #1 District, Newmarket; #3 District, Sutton; and the Yonge & Mulock Centre, Newmarket at a cost of $137,840.56, excluding H.S.T.; and 2. That the term of the contract be for a period of one year, with an option to renew for two additional two year periods, based on satisfactory performance and successful renegotiation of the unit pricing; and of the Board, subject to fulfillment of the conditions set out in this report and the contract; and subject to the approval of The Regional Municipality of York Legal Services as to 12. Approval of Request for Proposal Award for Janitorial Services at York Regional Police #2 District, Richmond Hill, #5 District, Markham and Community Resources Centre, Richmond Hill 1. That the Board authorize entering into a one year contract with Kleenway Building Maintenance Services Inc., for the provision of Janitorial Services at York Regional Police #2 District, Richmond Hill, #5 District, Markham and the Community Resources Centre, Richmond Hill at a cost of $203,876.92, excluding H.S.T.; and
POLICE SERVICES BOARD PAGE 3 2. That the term of the contract be for a period of one year, with an option to renew for two additional two year periods, based on satisfactory performance and successful renegotiation of the unit pricing; and of the Board, subject to fulfillment of the conditions set out in this report and in the contract; and subject to the approval of The Regional Municipality of York Legal Services as to 13. Approval of Request for Proposal Award for Employee Assistance Program 1. That the Board authorize entering into a contract with Morneau Shepell Ltd. for Employee Assistance Program Services at York Regional Police at a total cost of $272,640.00, excluding H.S.T.; and 2. That the term of the contract be for a period of two years, commencing on April 1, 2013, with an option to renew for an additional period of one year, based on satisfactory performance and mutual agreement between The Regional Municipality of York, York Regional Police and the successful proponent; and of the Board, subject to fulfillment of the conditions set out in this report; and subject to approval of The Regional Municipality of York Legal Services as to 14. Renewal of Lease 1. That the Board authorize a renewal of the lease between the Board and Toronto Airways Limited ( Sub-Landlord ), Armadale Co. Limited and CF/OT Buttonville Properties LP ( Head-Landlord ) and CF/OT Buttonville Properties Inc. for the York Regional Police Air Support Unit and AIR2 helicopter at Toronto Buttonville Municipal Airport for five years commencing August 1, 2013, at an annual cost of $60,000 plus GST; and, 2. That the Chief be authorized to execute the lease agreement subject to approval of the Region's Legal Services as to form and content; and,
POLICE SERVICES BOARD PAGE 4 3. Pending approval of the above recommendations, the Board provide notice of the lease to the Region s Treasurer for reporting purposes under the Region s Financing and Debt Policy. 15. Amendment of Service Fees and Charges 1. That the Board adopt the Service Fees and Charges set out on the attached Schedule A. 16. 2012 York Region Transit Annual Report 1. That the Board receive this report pursuant to Section 52 of the Agreement between the Regional Municipality of York Police Services Board and the Regional Municipality of York. : #1 #2 REPORT OF THE REGIONAL SOLICITOR 17. Approval of Matters During Summer Recess It is recommended that: 1. During the period June 27, 2013 to September 24, 2013, the Chair and the Chief of Police (or his delegate), or in the absence of the Chair, the Vice Chair and Chief of Police (or his delegate) be authorized to: (a) Award and execute contracts and other forms of commitment where such matters are not otherwise currently delegated by the Board, including leases; and (b) To approve the exercise of the Board s rights and remedies at law including termination of contracts and settlement of claims, appeals and other matters before the courts or administrative tribunals. 2. The exercise of this authority be subject to the following conditions: (a) The Chair and the Chief of Police (or his designate) or in the absence of the Chair, the Vice Chair and Chief of Police (or his designate) being satisfied that the authorization is required to prevent interruption of service delivery or to avoid incurring unnecessary costs;
POLICE SERVICES BOARD PAGE 5 (b) A memorandum outlining the necessity of such requests be submitted to the Chair and the Chief of Police by the respective Officer in Charge; (c) Any contracts or documentation be subject to review and approval by Legal Services as to form and content; and (d) A report be submitted to the Board at its meeting on September 25, 2013 to advise of the approval of any contracts under this authority. 18. ADDENDUM ITEMS 19. CONSIDERATION OF PRIVATE ITEMS 20. OTHER BUSINESS 21. BY LAW NO. 06-13 CONFIRMING THE PROCEEDINGS OF THE MEETING 69 22. ADJOURNMENT Note: Draft Minutes of this meeting are posted on the Board s website at www.yrpsb.ca within one week following the Board meeting.