Hamilton Police Services BoardAgendaThursday, October 28, 2021 at 1:00 P.m. - 2:00 P.m.Due to COVID-19 Hamilton Police Services Board Meetings Will Temporarily be Taking Place Virtually - All electronic meetings can be viewed at: https://hamiltonpolice.on.ca/about/police-services-board (under meetings)1.Call to Order 1.1Changes to the Agenda 2.Public Presentations & Deputations 2.1Member of the Month - August 2021 2.2International Association of Women Police (IAWP) Conference September 12 - 16, 2022 Niagara Falls 2.3COVID-19 Verbal Update 3.General 3.1Declarations of Interest 4.Approval of the Minutes 4.1Public Minutes - September 16, 2021 1.PSB Public Minutes - Sept 16, 2021.pdf5.Consent Items 5.1Auction Account Requests for Support 1.5.1 Auction Account Request for Support October 28, 2021.pdf2.Request for Donation - Good Shepperd.pdfThat the Board approve a donation in the amount of $500 to support the 'Pledge from the Heart' online auction run by Good Shepherd to benefit vulnerable people in the Hamilton community.5.22021 OAPSB Labour Conference - November 18, 2021 1.OAPSB Request for Sponsorship and Attendance (2021 Labour Conference)(1).pdfThat the correspondence be received as information; and That Board members and staff be approved to attend the Ontario Association of Police Services Board's 2021 Labour Conference on November 18, 2021. 5.3Correspondence from the City of Hamilton dated September 29, 2021 with regards to Appointment to the Hamilton Police Services Board 1.Council Follow-Up - Appointment to the Hamilton Police Services Board - September 29 2021.pdf5.4Correspondence from Cecilia Di Benedetto dated October 3, 4 and 16, 2021 with regards to Prepare for McMaster Fall Reading Week Ahead 1.Correspondence from Cecilia Di Benedetto dated Oct 3 and 4, 2021_redacted.pdf2.Correspondence from Cecilia Di Benedetto dated October 16, 2021_redacted.pdf5.5Correspondence from the CAPG dated September 30, 2021 with regards to Call for Proposals to Host CAPG Conference September 30, 2023 1.CAPG Call for Proposals to Host CAPG Conference September 30, 2023 redacted.pdf5.6Correspondence from the Ministry of the Solicitor General dated October 12, 2021 with regards to Crime Prevention Week 2021 - Provincial Theme and Approach (21-0106) 1.21-0106 - All Chiefs Memo - Crime Prevention Week.pdf5.7Letter of Thanks - YWCA dated October 8, 2021 (First 100 Women’s Only Golf Tournament) 1.YWCA Thank You for Sponsorship.pdf5.8Letter of Thanks - Interval House of Hamilton dated September 1, 2021 (Oak Gables Ladies Annual Freedom and Hope Golf Tournament) 1.Letter of Thanks - Interval House of Hamilton dated September 1, 2021 (Annual Freedom and Hope Golf Tournament).pdf5.9Letter of Thanks - Interval House of Hamilton dated September 2, 2021 (Drives for Lives Golf Tournament) 1.Letter of Thanks - Interval House of Hamilton dated September 2, 2021 (Drives for Lives Golf Tournament).pdf5.10Letter of Thanks - St. Joseph's Healthcare dated September 29, 2021 (A Mental Health Morning) 1.Letter of Thanks from St. Joseph's Healthcare (A Mental Health Morning).pdf5.11Outstanding Business List as of October 28, 2021 1.OBL Public as of October 28, 2021.pdf6.Discussion Items 6.1Year-end Report: A.C.T.I.O.N Strategy – 2020 Annual Report (21-102) 1.21-102 Year End Report - ACTION Strategy.pdf2.21-102 Appendix Year End Report - ACTION Strategy.pdf(Presentation to be provided) Be received as information.6.22022 Vehicles – Pre-Budget Approval (21-108) 1.21-108 2022 Vehicles - Pre-Budget Approval.pdf That the Board pre-approve the expenditure of $1,901,392 for the purchase of new and used police vehicles in the 2022 Police Capital Budget; That the Board pre-approve the expenditure of $480,930 for up-fitting of 2022 vehicles in the 2022 Police Capital Budget; That the Board pre-approve the expenditure of $171,435 for the purchase/replacement and up-fitting of three (3) patrol frontline vehicles that have been written-off during 2021, using the funds received from the City of Hamilton Risk Management Department. The funds for the replacement are to be taken from the Police Vehicle Reserve #110020; That the Board approve the new 2022 vehicles to be purchased through the Ministry of Government and Consumer Services - Vehicle Acquisition Vendor of Record; That the Board approve the single source procurement for the 2022 Vehicle Upfitting Services from Kerr Industries Limited pursuant to Policy #11 – Non-Competitive Procurement until December 31, 2026, and that the Chief of Police be authorized to negotiate, enter into and execute any required Contract and any ancillary documents required to give effect thereto with, in a form satisfactory to the City Solicitor; That the Board approve the purchase of the used plain door vehicles, as outlined in PSB 02-052 – Used Vehicle Purchases. 6.3Proposed Changes to the Police Record Checks Reform Act & Municipal Act (21-109) 1.21-109 Proposed Changes to the Police Records Checks Reform Act Municipal Act.pdfThat the Board provide feedback to the Ministry of the Solicitor General regarding the proposed changes to the Police Record Checks Reform Act with regards to removing Police Services Board powers to charge fees for police record checks for volunteers.6.4Records Retention Schedule/By-Law 96-004 Update (21-110) 1.21-110 Records Retention Schedule - By-Law 96-004 Update.pdf2.21-110 Appendix A PSB By-Law 21-001.pdf3.21-110 Appendix B Records Retention Schedule.pdfThat By-law 96-004 be repealed and replaced by By-law 21-001, attached as Appendix "A"; and That the Records Retention Schedule attached as Appendix “B” be adopted as Schedule “A” to By-Law 21-001.6.5Budget Sub-Committee Nominations (This item was deferred from the Board's September 16, 2021 meeting).7.New Business 8.Adjournment No Item Selected This item has no attachments1.Council Follow-Up - Appointment to the Hamilton Police Services Board - September 29 2021.pdf1.CAPG Call for Proposals to Host CAPG Conference September 30, 2023 redacted.pdf1.Correspondence from Cecilia Di Benedetto dated Oct 3 and 4, 2021_redacted.pdf2.Correspondence from Cecilia Di Benedetto dated October 16, 2021_redacted.pdf1.21-102 Year End Report - ACTION Strategy.pdf2.21-102 Appendix Year End Report - ACTION Strategy.pdf1.YWCA Thank You for Sponsorship.pdf1.21-0106 - All Chiefs Memo - Crime Prevention Week.pdf1.21-108 2022 Vehicles - Pre-Budget Approval.pdf1.21-109 Proposed Changes to the Police Records Checks Reform Act Municipal Act.pdf1.21-110 Records Retention Schedule - By-Law 96-004 Update.pdf2.21-110 Appendix A PSB By-Law 21-001.pdf3.21-110 Appendix B Records Retention Schedule.pdf1.Letter of Thanks - Interval House of Hamilton dated September 1, 2021 (Annual Freedom and Hope Golf Tournament).pdf1.Letter of Thanks - Interval House of Hamilton dated September 2, 2021 (Drives for Lives Golf Tournament).pdf1.Letter of Thanks from St. Joseph's Healthcare (A Mental Health Morning).pdf1.OAPSB Request for Sponsorship and Attendance (2021 Labour Conference)(1).pdf1.OBL Public as of October 28, 2021.pdf1.PSB Public Minutes - Sept 16, 2021.pdf1.5.1 Auction Account Request for Support October 28, 2021.pdf2.Request for Donation - Good Shepperd.pdf