Pay Duty Officers

General

1. Pay duty services requested by way of this Contract are subject to prior approval by the Halton Regional Police Service’s Pay Duty office. In the event that approval is not granted, the Contract shall become null and void.
2. No pay duty services will be provided for events conducted outside the boundaries of The Regional Municipality of Halton.
3. There is a minimum charge of three (3) hours per officer per pay duty in accordance with our rate schedule.
4. Officers assigned will be in full uniform. No officers will attend in plain clothes.
5. Police officers are only to be contracted for police-related duties.
6. Requesters must comply with all applicable federal, provincial and municipal laws, including the Employment Standards Act and the Occupational Health and Safety Act. The Pay Duty Applicant shall permit officers/civilian member(s) to an eating period of at least 30 minutes at intervals that will result in the employee working no more than five consecutive hours without an eating period. This does not apply if the Pay duty Applicant and the officer/civilian member(s) agree, whether or not in writing, that the employee is to be given two eating periods that together total at least 30 minutes in each consecutive five-hour period.
7. In conjunction with this Contract, all traffic related construction pay duties will require the submission of a Traffic Plan prior to approval of the Contract. 

Please note, due to Ministry of Labour requirements, officers are not permitted within 15 meters of operating construction equipment while working a pay duty at a traffic construction site.

Amendments

Made by HRPS:

Should there be a change to the pay duty services originally requested, the requester will be notified by email to ask if they wish to proceed under the altered conditions.

Made by Requester:

Any amendments / changes to the originally submitted contract must be forwarded to the Pay Duty office in writing a minimum of 48 hours prior to the event and are subject to review by HRPS.

Emergencies

In the event of an emergency that impacts the Police Service’s staffing needs, the Police Service reserves the right to cancel a pay duty without notice.

Payment

1. The Halton Regional Police Service reserves the right to request payment in full, or to require the person / organization requesting the pay duty service to submit a security deposit, in advance of the pay duty completion.
2. The person / organization requesting the pay duty service is solely responsible for full payment of the invoice(s). If payment is not received, the matter will be sent to collections.
3. Partial hours will be billed at the full hour rate (e.g. 15 minutes = 1 hour)

Cancellations

1. Pay duty cancellations must be submitted in advance of the event, to the pay duty office by phone to 905-825-4777, ext 5404.
2. Short Notice cancellations that occur after 3:00 pm or on weekends must be directed to the Staff Sergeant in the District / Division where the pay duty was to have occurred, as follows: 
   • Milton / Halton Hills – Phone 905-825-4777 Ext. 2410
   • Oakville – Phone 905-825-4777 Ext. 2210
   • Burlington – Phone 905-825-4777 Ext. 2310
3. Cancellation notifications not received by the Police Service at least 48 hours prior to the commencement of the event will result in a minimum charge of three (3) hours being applied for each Police Service member booked for the pay duty. If payment was made in advance, reimbursement will be made for all other payments over and above the required three (3) hour minimum charge.

Staffing

1. The Halton Regional Police Service reserves the right to determine the minimum number of officers / supervisors required for the performance of all pay duties in accordance with best practices and Service policy.
2. A minimum of two (2) officers is required where alcohol is being served.
3. Each individual officer performing a pay duty will be paid by the Police Service and all applicable taxes and deductions will be the responsibility of the Halton Regional Police Service.
4. The Halton Regional Police Service will make every effort to fulfill a pay duty request however, the filling of the request is not guaranteed. Advance notice assists Halton Regional Police filling requests.

Vehicles

1. The Halton Regional Police Service reserves the right to determine whether a vehicle(s) is required for the pay duty based on best practices and Service policy.
2. Vehicles are separate contract items, which are assigned to pay duties based on their availability.
3. There is a minimum one-hour charge if a vehicle is requested for a pay duty.

Indemnification

The requestor and/or any entity which the requestor has the authority to bind shall indemnify and hold harmless the Halton Regional Police Service, The Regional Municipality of Halton Police Services Board, The Regional Municipality of Halton, and their respective members, councillors, employees, agents, successors and assigns (collectively “the Indemnified Parties”) from any and all liability, loss, costs, damages, and expenses (including legal, expert, and consultant costs), causes of action, actions, claims, demands, lawsuits or other proceedings (collectively ”Claim” or “Claims”), by whomever made, sustained, brought or prosecuted, including for third party bodily injury (including death), personal injury, and property damage, in any way based upon, occasioned by or attributable to anything done or omitted to be done by the signatory or its employees or agents during the course of the Event, including negligence. In the event that the Indemnified Parties are named as parties to a Claim(s), the signatory agrees that it shall, at the Indemnified Parties’ election, either assume the Indemnified Parties’ defence or co-operate with them in the defence of any such Claims, including providing the Indemnified Parties with prompt notice of any such Claims and the provision of all material documentation, except as prohibited by law.

Disclaimer of Warranties

It is acknowledged that the Pay Duty Contract is a service agreement. The Police Service and The Regional Municipality of Halton Police Services Board (“the Board”) disclaim all representations or warranties, express or implied, including without limitation, any warranties regarding quality, suitability, merchantability, fitness for a particular purpose or otherwise of any services or any goods provided incidental to the services provided under the Pay Duty Contract.

Entire Agreement

The Pay Duty Contract represents the entire and integrated Agreement between the requester and the Police Service and the Board supersedes all prior negotiations, representations or agreements, either written or oral. There are no covenants, representations, warranties, promises or undertakings of any kind other than those expressly set forth herein. In the event of an inconsistency between the terms of this Agreement and any schedule hereto, the terms of this Agreement shall prevail and govern.

Governing Law

This Agreement shall be interpreted, performed and enforced in accordance with the laws of the Province of Ontario. Any action or proceedings taken related to the Pay Duty Contract shall be commenced in a court of competent jurisdiction in the Province of Ontario and the Indemnified Parties agree to irrevocably attorn to the jurisdiction of such court.

Note: Personal information will be collected under the authority of the Municipal Freedom of Information Protection of Personal Information Act and will be used for the effective administration of the Pay Duty program.  Questions about this collection should be directed to: Manager, Finance, Halton Regional Police Service, 2485 North Service Road West, Oakville, Ontario L6M 3H8.  Phone (905) 825-4777.