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Town of Amherstburg Special Council Meeting Agenda

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Town of Amherstburg Special Council Meeting Agenda TOWN OF AMHERSTBURG SPECIAL COUNCIL MEETING AGENDA Monday, February 26, 2018 6:00 PM Council Chambers 271 Sandwich Street South, Amherstburg, ON, N9V 2A5 For information pertaining to this agenda or to arrange for any additional accessibility needs please contact Tammy Fowkes, Deputy Clerk at [email protected] Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Town to remove it. If you want to learn more about why and how the Town collects your information, write to the Town Clerk's Office, 271 Sandwich Street South, Amherstburg, ON N9V 2A5 or call 519-736-0012. Pages 1. CALL TO ORDER 2. SPECIAL IN-CAMERA COUNCIL MEETING That Council move into an In-Camera Meeting of Council at 3:00 p.m. pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reason: ITEM A - Windsor Police Service Proposal - Section 239(2)(i) - A trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization. 3. DISCLOUSRE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF (In-Camera Council Meeting Agenda Items) 4. ADJOURNMENT OF IN-CAMERA COUNCIL MEETING 5. RESUMPTION OF SPECIAL COUNCIL MEETING That Council resume Special session at p.m. 6. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF (Public Council Meeting Agenda Items) 7. DELEGATIONS That the delegations BE RECEIVED. 8. REPORT - COMMITTEE 8.1 JPAC Findings - Community Consultation and Police RFP Analysis 4 It is recommended that: 1. The report of findings from the Joint Police Advisory Committee BE RECEIVED for consideration in Council's decision regarding Police Services in the Town of Amherstburg. 9. REPORT - CAO's OFFICE 9.1 Police Services for the Town of Amherstburg 87 It is recommended that: 1. The report from the CAO dated February 9, 2018 regarding Police Services for the Town of Amherstburg BE RECEIVED; 2. The CAO BE DIRECTED to finalize the terms and conditions of a contract for policing services with the Windsor Police Services Board/City of Windsor for a term of 20 years commencing January 1, 2019; and, 3. The CAO BE DIRECTED to bring back a final contract SUBJECT TO APPROVAL by the Ontario Civilian Police Commission. 10. ADJOURNMENT That Council rise and adjourn at p.m. THE CORPORATION OF THE TOWN OF AMHERSTBURG OFFICE OF THE CAO MISSION STATEMENT: Committed to delivering cost-effective and efficient services for the residents of the Town of Amherstburg with a view to improve and enhance their quality of life. Author’s Name: JPAC Committee Report Date: February 6, 2018 Author’s Phone: 519 736-0012 ext. Date to Council: February 26, 2018 2228 Author’s E-mail: Resolution #: 20170123-551 [email protected] To: Mayor and Members of Town Council Subject: JPAC Findings – Community Consultation and Police RFP Analysis 1. RECOMMENDATION: It is recommended that: 1. The report of findings from the Joint Police Advisory Committee BE RECEIVED for consideration in Council’s decision regarding Police Services in the Town of Amherstburg. 2. BACKGROUND: On December 15, 2014 Council adopted the following motion: “That: 1. Administration BE DIRECTED to contact the OPP to obtain police costing for our municipality; and, 2. Administration BE DIRECTED to send correspondence to the surrounding municipalities to see if there is interest in shared police services.” At the time of this Council motion, a moratorium had been imposed on all requests for OPP costing proposals. On February 2, 2016, formal notification was received from the Ministry of Community Safety and Correctional Services lifting this moratorium effective November 1, 2015. 1 of 18 Page4 On March 7, 2016, a formal request was sent to The Honourable Yasir Naqvi, Minister of Community Safety and Correctional Services, for a costing proposal on the provision of police services for the Town of Amherstburg As recommended in the Guidebook for the Review of Policing Options, from the Ontario Association of Chiefs of Police (OACP) a Steering/Advisory committee should be formed as a first step to ensure an open and transparent process for the review of policing options. As per the Guidebook, to ensure an open and transparent process, on March 21, 2016 Council adopted the following motion: “That: 1. The report from the Chief Administrative Officer dated March 7, 2016, regarding OPP Costing Update BE RECEIVED; 2. Administration BE DIRECTED to begin the process of forming a Police Advisory Committee (transition board) to further establish a mutually acceptable framework for review of policing options, consisting of : a. The Police Chief b. The Chief Administrative Officer c. Two Members of Council d. Two Members of the Police Services Board e. One member of the Police Association; and, 3. The Chief Administrative Officer BE AUTHORIZED to engage the services of a facilitator to assist with the process, should this be required. On April 25, 2016, Council adopted the following motion: “That: 1. The report from the CAO dated April, 11, 2016, regarding Terms of Reference – Joint Police Advisory Committee and OPP Update BE RECEIVED; 2. The Terms of Reference - Joint Police Advisory Committee BE APPROVED, as presented; 3. Councillor Fryer and Councillor Lavigne BE APPOINTED as Council Representatives to the Joint Police Advisory Committee; and, 4. Administration BE DIRECTED to: a. Advise the Amherstburg Police Services Board of the need to appoint two members to the Joint Police Advisory Committee in accordance with the Terms of Reference; and, 2 of 18 Page5 b. Advise the Amherstburg Police Association of the need to appoint one member to the Joint Police Advisory Committee in accordance with the Terms of Reference.” On July 10, 2017, Council adopted the following motion: “That: 1. Administration BE AUTHORIZED to proceed with the issuance of PP-PS-17-15 Request for Proposal Police Services inviting the Town of LaSalle, City of Windsor and the Ontario Provincial Police (OPP) to participate.” Subsequently the following occurred: Letters were issued to the municipalities of LaSalle and Windsor and the Ontario Provincial Police complete with RFP PP-PS -17-04 requesting participation (See Appendices A, B, C, D, E) A clarification meeting and site visit for interested proponents was conducted on August 9, 2017 at 9:00 a.m. at the Amherstburg Police Headquarters. Only Windsor Police attended. The RFP closed on October 6, 2017 and only Windsor Police submitted a proposal. A review of the services offered by the Windsor Police Service Proposal was completed by MPM Consulting in consultation with the Amherstburg Police Chief to ensure compliance with the RFP requirements and a comparative analysis report was completed and provided to the JPAC Committee for review and acceptance (See Appendix F). A Financial Analysis was undertaken by the Town Treasurer in consultation with the Amherstburg Police Chief and confirmed with the financial division of Windsor Police Services. The financial report was completed and provided to the JPAC committee for approval and acceptance. Upon the JPAC Committee`s evaluation of the proposal, the Committee deemed the proposal to be a viable one. A report was developed and submitted to Council (considered by Council on December 11, 2017) within 180 days from closing date of RFP (April 4, 2018) as was directed by the Committee. On December 11, 2017, Council adopted the following motion: “That: 1. Council CONCUR with the Joint Police Advisory Committee’s recommendation that the proposal received by the Windsor Police Services is viable to move forward to the public consultation phase; 3 of 18 Page6 2. The Joint Police Advisory Committee BE DIRECTED to move forward with public consultation meetings to solicit community input as required to satisfy the mandate of the committee; and, 3. The Joint Police Advisory Committee BE DIRECTED to present Council its findings from the public consultation meetings and TO PROVIDE Council with a recommendation at the February 26, 2018, Regular Council Meeting.” Four (4) community consultation meetings were held to gather community input to satisfy Article 6.4 of the committee’s mandate. The dates approved by the JPAC Committee and Council were as follows: 1. Wednesday, January 17,2018 ( Town Hall) 2. Thursday, January 18,2018 (McGregor K of C) 3. Thursday, January 25,2018 (St. Peter`s) 4. Saturday, January 27,2018 (Libro) 3. DISCUSSION: The table below highlights, for Council, the milestones achieved by the JPAC Committee in achieving its Council approved mandate. Item Mandate Status 6.1 To develop a process for a Request for Completed.1 Proposal (RFP) and manage the request Detailed RFP for proposal of policing options for the Issued July 2017 Town of Amherstburg. 6.2 To examine quantitative costs and Completed3 conditions that will be directly compared in the evaluation of proposals of the policing options. 6.3 To examine qualitative features, value- Completed2 added approaches, and distinctive advantages of the policing options. 6.4 To conduct community consultations to Completed4 solicit feedback, identifying community needs & expectations and to inform Council of the identified needs and expectations as collected during the process. 6.5 Provide Council with detailed analysis of Subject of this the proposed service delivery models, report staffing levels, supporting infrastructure, financial breakdown of costs, facility requirements and any related financial 4 of 18 Page7 implications, financial liabilities related to the transition process including severance and asset disposal if applicable, and cost comparisons for each model. 6.6 To consider any additional matters referred to it No additional by Council.
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