August 6, 1999

  TO:Toronto Budget Committee

FROM:Norman Gardner, Chairman

Toronto Police Services Board

SUBJECT:FEES CHARGED FOR POLICE REFERENCE CHECKS

Recommendations:

It is recommended that:

1.That the Toronto Budget Committee agree to reimburse the Toronto Police Services Board with funds equivalent to the cost of processing all reference checks for non-profit organizations only;

2.That the Toronto Budget Committee forward this report to Toronto City Council for approval.

 Council Reference/Background History:

At its meeting on July 22, 1999, the Toronto Police Services Board was in receipt of the following report JULY 6, 1998 from David J. Boothby, Chief of Police:

"SUBJECT:POLICY & BUDGET SUB-COMMITTEE and AUDIT SUB-COMMITTEE - MINUTES OF THE JULY 5, 1999 MEETING

RECOMMENDATION:1. THAT the Board receive and approve the Minutes of the July 5, 1999 Policy Sub-Committee and the Audit Sub-Committee amended.

2. THAT the Audit of Contracts Phases I and II be referred to the July 22, 1999 Confidential Board meeting and that the Audit be separated into Public and Confidential sections and those to be appropriately identified.

3. THAT no application fee be imposed on Court Officer applicants.

4. THAT the Board receive the Metropolis Audit update report.

5. THAT the TPS continue to charge the City and non-profit organizations for Police Reference Checks, as is current practice, for the balance of 1999. TPS staff are to present alternatives for this revenue for the year 2000 budget proposal.

6. THAT the Helicopter Pilot Project Report Recommendation 2 be amended to state that expansion of the program only occur when more funds are raised and to say "plus applicable taxes".

7. THAT a report on how the police officers employed for the Helicopter Pilot Project would be replaced in their current roles be before the Board by September 1, 1999.

8. THAT the interim evaluation of the success of the Helicopter Pilot Project be complete by the end of December 1999.

9. That the report Awarding Of A Contract For Toronto Police Service Helicopter Pilot Project for Air Service be adopted, as amended, at the July 22, 1999 Board meeting.

10. THAT the 1999 Operating Budget Variance Report be received from the Finance department before the next Policy & Budget Sub-Committee by the Board office and be faxed to Board members and Sub-Committee members.

  11. THAT the agreement with EDS for the replacement of Workstations & Printers be redrafted for the next Board meeting to identify captured savings projected for next year.

12. THAT the report on the Potential Sale of the CIPS System to Western Australia Police be received.

13. THAT City Legal and the City Auditor sign-off on the Towing Tendering process.

14. THAT a written request be made to the City Audit Committee for the City Auditor's involvement in the Towing Tendering process.

15. THAT the Chairman send a letter to the City CAO Michael Garrett advising him to proceed in hiring a Consulting Firm to facilitate the Restructuring Task Force.

16. THAT without delay the Board issue an RFP for a Consultant to assist with the search and selection of a new Chief of Police.

BACKGROUND:

The Policy & Budget Sub-Committee and the Audit Sub-Committee met on Monday July 5, 1999 to discuss and consider:

 1.Audit of Contracts Phases I and II.

2.Application Fee for Court Officer Applicants - Recommendation from the Audit of Court Services.

3.Metropolis Audit

4.Police Reference Checks.

5.Helicopter Trust Fund Update.

6.1999 Operating Budget Variance Update.

7.Life Cycle Plan - Workstations & Printers.

8.Potential Sales of CIPS System to Western Australia Police.

9.Date and Time of Next Policy & Budget Sub-Committee and Date and Time of Next Audit Sub-Committee.

10.Other Business.

In attendance: Chairman Norman Gardner, Vice-Chair Judy Sgro, Board Members - Jeff Lyons, Olivia Chow, Sylvia Hudson, Sandy Adelson, Chief David Boothby, Deputy Chief Steve Reesor, Deputy Chief Loyall Cann, Deputy Chief Mike Boyd, Deputy Chief Joe Hunter, Deputy Chief Bob Kerr, CAO Policing - Frank Chen, Angelo Cristofaro - Director Finance and Administration, Dana Styra - Manager Internal Audit & Program Review, William Gibson - Director Human Resources, Larry Stinson - Director Information Technology, Inspector Mike Farrar, Superintendent Gary Grant, S/Sgt. Fergie Reynolds

 1.Audit of Contracts Phases I and II.

Dana Styra presented the documentation of the Recommendations from Phase I and Phase II Audit of Contracts.

The Sub-Committee decided that they required more time to review the documentation provided and therefore:

Recommendation:That the Audit of Contracts Phases I and II be referred to the July 22, 1999 Confidential Board meeting and that the Audit be separated into Public and Confidential sections and those to be appropriately identified.

Recommendation Carried.

 2.Application Fee for Court Officer Applicants - Recommendation from the Audit of Court Services.

Bill Gibson debriefing the Sub-Committee on the pertinent points of his report.

He noted that Court Officers are civilian employees and that due to the often part-time nature and payment of the positions that a fee would be a hardship and set a precedent for other civilian positions.

Recommendation:That no application fee be imposed on Court Officer applicants.

Recommendation Carried.

 3.Metropolis Audit

Frank Chen provided an update of the Metropolis Audit. He will report back on the efficiencies by the end of the year 2000. He re-stated that Occurrence Re-engineering was previously approved by the Board and the City during the budget process.

Recommendation:To receive the Metropolis Audit update report.

Recommendation Carried.

  4.Police Reference Checks.

Frank Chen debriefed the Sub-Committee on the issues and status of the discussions between the City and the TPS regarding charging the City and non-profit organizations for Police reference checks.

Recommendation:That the TPS continue to charge as is current practice for the balance of 1999. TPS staff are to present alternatives for this revenue for the year 2000 budget proposal.

Recommendation Carried.

 5.Helicopter Trust Fund Update.

Deputy Reesor updated the Sub-Committee on the status of the Helicopter Trust Fund. Chief Boothby stressed the importance of City Council showing enthusiastic support as a critical factor in generating financial contributions.

Recommendations:

a) Amend Recommendation 2 of the Report to state that expansion of the program only occur when more funds are raised and to say "plus applicable taxes".

b) That a report on how the police officers employed for this project would be replaced be before the Board by September 1, 1999.

c) That the interim evaluation of the success of the project be complete by the end of December 1999.

d) That the report Awarding Of A Contract For Toronto Police Service Helicopter Pilot Project for Air Service be adopted, as amended, at the July 22, 1999 Board meeting.

Recommendation Carried.

 6.1999 Operating Budget Variance Update.

Frank Chen and Angelo Cristofaro updated the Sub-Committee on the status of the 1999 Operating Budget. It was stated that although every effort is made to meet the budget an overage is expected.

Frank Chen explained that the City is taking the OMERS overpayment from the TPS. These monies might be applied to the TPS budget if the TPS would be allowed to keep it.

Recommendation:That the Variance Report be received from the Finance department before the next Policy & Budget Sub-Committee by the Board office and be faxed to Board members and Sub-Committee members.

Recommendation Carried.

 7.Life Cycle Plan - Workstations & Printers.

Larry Stinson and Inspector Farrar delivered a presentation on the Life Cycle Plan for Workstations and Printers. This report will be coming to the July 22, 1999 Police Services Board Meeting.

Recommendation:That the agreement with EDS be redrafted for the next Board meeting to identify captured savings projected for next year.

Recommendation Carried. (Jeff Lyons declared a conflict of interest and did not vote).

 8.Potential Sales of CIPS System to Western Australia Police.

Larry Stinson and Frank Chen debriefed the Sub-Committee on the terms and conditions of the potential sale of the CIPS system to Western Australia Police.

Recommendation:That the report be received.

Recommendation Carried.

 9.Date and Time of Next Policy & Budget Sub-Committee and Date and Time of Next Audit Sub-Committee.

The Chairman advised the Sub-Committees that the next Policy & Budget Sub-Committee is Monday August 16, 1999. From 4:00 - 6:00 pm. Agenda items due in the Board office by Friday July 23, 199.

The next Audit Sub-Committee is Wednesday October 13, 1999 at 9:30 am. Agenda items are due by Friday September 24, 1999.

10.Other Business.

    10.1) TOWING:

Superintendent Gary Grant and S/Sgt. Fergie Reynolds updated the Sub-Committee on the Towing Contracts process.

Whereas the Board is concerned as to fairness and competition they request the City Auditor is to review the process prior to tendering. Letter from Board Member Jeff Lyons is attached.

Recommendations:

a) That City Legal and the City Auditor sign-off on the tendering process.

b) That the request go to the City Audit Committee to request this time commitment.

Recommendation Carried.

 10.2) RESTRUCTURING TASK FORCE - HIRING OF A CONSULTANT

Vice-Chair Judy Sgro stated that at the last Board meeting of June 24, 1999 that the Board agreed to proceed with the hiring of a consulting firm to facilitate restructuring. The Chairman noted that the City CAO Michael Garrett will pay for the Restructuring Consulting Firm

Recommendation:That the Chairman write to the City CAO Michael Garrett to authorize him to proceed immediately.

Recommendation Carried.

 10.3) SEARCH FOR NEW CHIEF- HIRING OF CONSULTING/SEARCH FIRM:

Vice-Chair Judy Sgro stated that timing is critical and that the Board commence the process for an RFP to engage the services of a Consultant to assist with the search and selection of a new Chief of Police.

Recommendation:That without delay the Board issue an RFP for a Consultant to assist with the search for a new Chief of Police.

Recommendation Carried.

There being no other business, the meeting was adjourned."

       Conclusions:

The following persons were in attendance and made deputations to the Board:

Fees for Police Reference Checks:

David Rew

Executive Director, East Scarborough Boys & Girls Club

 Police Helicopter Pilot Project:

Tom Jakobek *

Councillor - East Toronto, City of Toronto

Sheldon Bergson

Tamara Parris *

George Christoff

* written submissions also provided

Ms. Parris also provided the Board with a petition containing 1000 names of citizens in the Greater Toronto Area who support a Toronto Police Air Service Unit.

 The Board approved the following Motions:

1.THAT the deputations, written submissions and petition be received;

2.THAT Recommendation No. 1, 4, 13, 14 and 16 be approved as submitted;

3.THAT Recommendation No. 2 be received given that the response to the request for information was considered during the confidential portion of the meeting (Min. No. C203/99 refers);

4.THAT Recommendation No. 3 be received given that it was considered in a separate report (Min. No. 312/99 refers);

5.THAT Recommendation No. 5 be received and the following Motion be approved in its place:

THAT fees for providing police reference checks to non-profit organizations be waived immediately subject to the City of Toronto Budget Committee and the Toronto City Council agreeing to reimburse the Board with funds equivalent to the cost of processing reference checks for non-profit organizations;

6.THAT Recommendation No. 6, 7, 8 and 9 be received and the following Motions be approved in their place:

a)THAT the issue of helicopters be deferred until the 2000 operating budget and capital budget process and that the entire Board meet with the City of Toronto Budget Committee regarding the 1999 over-expenditure and the upcoming capital and operating budget submissions; and

b)THAT the issue of helicopters be referred back to the Policy & Budget Subcommittee for further discussions and, following the pilot projects of York and Peel Regional Police Services, a joint review be done to analyze the feasibility of establishing regional air service in the Greater Toronto Area with the province and Police Services Boards of the GTA;

7.THAT Recommendation No. 10 be approved along with the following additional Motion:

THAT Motions from Toronto City Council concerning the 1999 over-expenditure be sent to the Policy & Budget Subcommittee for consideration and that a joint meeting between the Board, Toronto budget staff and Toronto Police Service budget staff be held to review the over-expenditure;

8.THAT Recommendation No. 11 be received given that it was considered in a separate report (Min. No. 313/99 refers);

9.THAT Recommendation No. 12 be received given that it was considered during the confidential portion of the meeting (Min. No. C202/99 refers); and

10.THAT Recommendation No. 15 be received given that it was considered during the confidential portion of the meeting (Min. No. C205/99 refers).

Board Member Jeff Lyons indicated a conflict of interest with regard to Recommendation No. 11 given that he represents EDS Canada on another matter and did not participate in the consideration of this recommendation.

       Contact Name and Telephone Number:

Angelo Cristofaro, Acting Director, Finance & Administration, telephone no. 808-7877.

   Respectfully submitted,

   Norman Gardner

Chairman

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