THE CORPORATION OF THE CITY OF VERNON MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD MONDAY, JUNE 26, PRESENT: Mayor Mund

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1 THE CORPORATION OF THE CITY OF VERNON MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD MONDAY, JUNE 26, 2017 PRESENT: Mayor Mund Councillors: J. Cunningham, C. Lord, B. Spiers, D. Nahal, S. Anderson, B. Quiring Staff: W. Pearce, CAO P. Bridal, Dep. CAO, Director, Corporate Services S. Blakely, Manager, Legislative Services T. Laing Gahr, Communications and Grants Coordinator J. Rice, Manager, Public Works D. Law, Director, Finance B. Bandy, Real Estate Manager R. Manjak, Director, Human Resources* K. Flick, Director, Community Infrastructure & Dev. S. Koenig, Director, Operations D. Lind, Interim Fire Chief* Supt. J. McNamara, OIC, RCMP Insp. G. Stewart, RCMP, Operations Officer A.M. Foster, General Mgr, Municipal Support Services J. Clary, Advisor Learning & Development* P. McLuckie, Manager, Human Resource* A. Van der Gulik, RCMP Prime Coordinator *Attended as required Others: Presenters CALL TO ORDER AGENDA ADOPTION Mayor Mund called the meeting to order at 8:44 am. Moved by Councillor Cunningham, seconded by Councillor Nahal: THAT the Agenda for the June 26, 2017, Committee of the Whole meeting be adopted. CARRIED. ADOPTION OF THE MINUTES Moved by Councillor Lord, seconded by Councillor Nahal: THAT the minutes of the Committee of the Whole meeting of Council held June 12, 2017 be adopted. CARRIED.

2 PAGE 2 COMMITTEE OF THE WHOLE JUNE 26, 2017 GENERAL MATTERS BENCHMARK MUNICIPALITIES / SALARY ADMINISTRATION ( ) Moved by Councillor Spiers, seconded by Councillor Quiring: THAT Council repeal the Benchmark Municipalities Policy; AND FURTHER, that Council direct Administration to incorporate the Benchmark Municipalities into the Salary Administration (Management / Exempt) Policy. Moved by Councillor Lord, seconded by Councillor Nahal: THAT Council amends the motion to ADD: AND FURTHER, that Council directs Administration to provide detailed information on how Kamloops and Kelowna, being larger municipalities, would be utilized in salary administration reviews, including information on rationale for including them as Benchmark Municipalities. CARRIED, with Councillor Spiers opposed. THE QUESTION WAS CALLED ON THE MAIN MOTION AND DECLARED CARRED, AS AMENDED. PRESENTATION RCMP E DIVISION ( ) Inspector Mark Baxter, "E" Division Royal Canadian Mounted Police, provided a presentation regarding the process for General Duty Staffing Assessments. The following points were reviewed: What is a General Duty Staffing Assessment? o A methodology adopted by the RCMP that uses operational data, Business Intelligence (BI) reports, and modeling software o Evidence-based service delivery model o Evidence-based costing model Municipal Provincial First Nations Schedule does not Match Workload o Greatest call for service 4pm with less going on at 4am In the Past RCMP Deployed General Duty Officers using Police Resourcing Methodology (PRM)? o Measures Calls for Service per 100,000 people ( Cop to Pop ) o Limited business rules address data quality o Analysis of workload during the hours of hours o Designed primarily for annual budget (Annual Reference Level Update ARLU)

3 PAGE 3 COMMITTEE OF THE WHOLE JUNE 26, 2017 Weakness of Cop to Pop method o Doesn t relate can provide estimation of cost o Doesn t speak to type of call or time spent on calls Staffing levels for General Duty is a public policy decision based on the number of members required on duty to provide the level of service expected by the community 2012 RCMP Pilot to match deployment with demands for Service o Supports BC RCMP Performance Plan Strengths of New Method Model o Initiated and maintained by GD operations at the detachment level o In Canada methodology adopted by: Waterloo Regional Police Edmonton Police Service York Regional Police Calgary Police Service Regina Police Service E Division Pilot Project (Surrey, North Vancouver, Mission, Burnaby) Initial Results / Solutions reviewed o Amount of time members actually spend on operational duties was not accurately captured in the Computer Aided Dispatch (CAD) o Location of a call was not correctly captured in the CAD o Disparate Dispatch Practices E Division Pilot Results By Community Reviewed Overall Pilot Findings reviewed o Most abandoned 911 calls and false alarm calls are false o Efficiencies achieved in reducing unnecessary GD workload enable more proactive time for prevention and intervention and enforcement strategies o Number of officers scheduled for duty does not match calls for service by hour of day and day of week E Division Assessments to Date noted o Langley City and Township o Ridge Meadows o Richmond City and YVR o UBC o White Rock o Cowichan Duncan Emerging detachment o Fort St John Municipal, Provincial study o Williams Lake o Kelowna Summer Analysis All E Division Officer-led detachments will received CAD training in CAD training for NCO-led detachment begins in 2017

4 PAGE 4 COMMITTEE OF THE WHOLE JUNE 26, 2017 Richmond City and YVR o Longer response times for priority calls when compared to other LMD detachments may be attributed to traffic flow / street design o Community Development plans should include impact analysis for police services and Crime Prevention Through Environmental Design (CPTED) Fort St John Provincial Study o Analysis indicates a large amount of time is spent on calls that are not crime-related o Develop a correlation between demands on police services and status of health, social services and other agencies (in progress) Two Models for MPP reviewed o Detachment size makes a difference in which model is more effective Managing Patrol Performance (MPP) Queuing Model Software reviewed Criteria required to leverage the MPP Queuing Model Software Consumed Time Model reviewed (rural area) The steps are the same for both types of Analyses o Detachment Engagement o General Duty Staffing Analysis Committee formed o CAD Training o Data quality monitoring using Exception reports o Achieve 70 percent usable data o Determine Fielded units and SRF from TEAM o Use G-D-S-A Resource Model Matrix to determine MPP or Consumed Time Computer Model Analysis o General Duty Staffing Assessment Report o Enhanced Shift Schedules o BI Officer Activity Reports What is an Exception? o An exception is a reason to remove a call record from a performance calculation Busy Codes Reviewed Business Intelligence Reports Reviewed MPP Computer Model reviewed o Uses a queuing model to measure and predict o Dispatch delay (lengths) o Dispatch times (waiting time) o Based on formulas developed by Dr. Richard Larson at the Massachusetts Institute of Technology (MIT) in the 1970 s o Used by Canadian Police Agencies How the Model Works o MPP applies the CAD input data to the calibrated queuing model

5 PAGE 5 COMMITTEE OF THE WHOLE JUNE 26, 2017 o For each time period, the model determines o Time a call for service waits in a queue o Percentage of time spent on CFS and proactive tasks o Number of members free o Percentage of time all members are busy o The time additional members may be spending on CFS MPP Input Data o Call rates per hour o Number of Members dispatched o Service time for Members dispatched o Administrative time o Priority of calls for service o Travel times o Square kilometers o Shift Relief Factor (SRF) Shift Relief Factor (any reason why the GD doesn t show up for shift) Calibrating the Model for the community specifics Kelowna Time Spent on Tasks Summer 2015 reviewed Kelowna MPP Analysis Summer 2015 MPP Forecasting Mode reviewed o Bottoms-Up Deployment o Given performance goals; how many members are required to achieve them o Performance goals: 7 minutes to respond to Emergency CFS 24 minutes/hour proactive time or CFS time 2 Members free for back up o Top-Down Deployment o Given X number of members what performance will be achieved? MPP Determines a Range of Staffing Options MPP determines a range of staffing options Municipal Policy Considerations o How fast should units respond to calls for service of different priorities? o How much proactive time is required to prevent crime and promote community safety? o How many units should be free at any one time to perform back up on emergency calls and promote officer safety? Municipal Policy Decisions Impact GD Staffing Needs o Increased Fiscal Accountability o Healthier General Duty workforce o Enhanced Public Safety

6 PAGE 6 COMMITTEE OF THE WHOLE JUNE 26, 2017 Moved by Councillor Nahal, seconded by Councillor Lord: THAT Council receives the presentation provided by Inspector Mark Baxter, "E" Division Royal Canadian Mounted Police, regarding the process for General Duty Staffing Assessments. CARRIED. NEW BUSINESS UNFINISHED BUSINESS CLOSE Mayor Mund closed the meeting at 9:50 am. CERTIFIED CORRECT: Mayor: Corporate Officer:

AGENDA. A. THAT the Agenda for the February 27, 2017, Committee of the Whole meeting be adopted as presented.

AGENDA. A. THAT the Agenda for the February 27, 2017, Committee of the Whole meeting be adopted as presented. ,. CITY OF THE CORPORATION OF THE CITY OF VERNON AGENDA "To deliver effective and efficient local government services that benefit our citizens, our businesses, our environment and our future" AGENDA 1.