4. Enhance protocols for managing and documenting dynamic security plans

As previously noted, part of the security consultant’s scope was to assess the need for a dedicated internal security division, with recommendations for an organizational structure. The consultant does recommend that the City establish a centralized corporate security division, and recommended a number of positions.

Administration reviewed the recommendations, and although they may form the ideal vision for a corporate security structure, they were evaluated considering the fiscal reality that the City faces. The recommendations were amended to provide a more viable phased approach for Council’s consideration.

Proposed Security Division Structure

The consultant’s report recommends that a centralized corporate security division include the following responsibilities, which are currently performed ad hoc, by various departments, or not at all.

• Establish and maintain security policies, procedures and guidelines;

• Manage access control which could include access cards and keys;

• Manage and maintain security infrastructure such as access control, alarm systems, duress alarms and video surveillance systems;

• Administer security related contracts such as alarm monitoring and security guard services;

• Manage guard services, including contracted guard services, and in-house security guards (if any);

• Maintain a centralized security incident database, and conduct analysis to assess trends and corporate needs;

• Provide security planning and prepare operating and capital budgets;

• Conduct and manage security investigations, audits and assessments;

• Coordinate and deliver security related training.

In order to deliver the above services, it is recommended to create a security control office at the City Hall campus, which would house dedicated security staff members and the required resources and equipment. Capital funds would be required to locate and fit-up such a control office.

The key position of a corporate security division is a Corporate Security Manager. The consultant’s security report recommends, “that a Corporate Security Manager be identified and hired to ensure that this individual is in the position of building the Corporate Security Department from the ground up during its phased roll out...”

With the required staff and budget, the Corporate Security Manager would provide managerial oversight to a security division including:

• The development, execution and monitoring of security policies, procedures, and standards