OTTAWA POLICE SERVICES BOARD                                                                       REPORT

COMMISSION DE SERVICES POLICIERS                                                             RAPPORT

 

 


Our File/N/Réf.                 04-00-0020

Your File/V/Réf.               

 

DATE                               20 March 2008

 

TO/DEST.                        Chair and Members, Ottawa Police Services Board

 

FROM/EXP.                    Executive Director, Ottawa Police Services Board

 

SUBJECT/OBJET            REQUEST FOR SPONSORSHIP:  ELIZABETH FRY SOCIETY

 

 

 

RECOMMENDATION

 

That the Ottawa Police Services Board approve a grant of $1,000 for the Elizabeth Fry Society of Ottawa’s 10th Annual Art Show and Sale fundraising event on 19 June 2008.

 

 

BACKGROUND

 

Attached as Annex A is a letter from Jody Brian, Chair, Elizabeth Fry Society of Ottawa, seeking financial support from the Ottawa Police Services Board for the Society’s “Art in the Garden” fundraising event.  In addition to raising funds for the operations of JF Norwood House, a transitional housing space for women, the event is a vehicle for promoting the work of the Elizabeth Fry Society within the community.  Organizers have asked the Board to donate $1,000, and have indicated that the donation would be recognized in the event program. 

 

The Board’s Discretionary Fund Policy attached as Annex B sets out four categories for priority funding.  This request would most appropriately fit under the category “community relations through involvement with police-related organizations”.  The Board has provided grants to this event since 1995 in varying amounts depending on the request. 

 

 

FINANCIAL STATEMENT

 

The Board currently has $5,625 remaining in its discretionary funding account and is able to meet this request. 

 

 

 

 

 

Wendy Fedec

 

Attach.(2)

OTTAWA POLICE SERVICES BOARD

 

DISCRETIONARY FUND POLICY

May 1998

 

INTRODUCTION

 

The Ottawa Police Services Board has discretionary funds within its Budget which have in the past been allocated on an ad hoc basis. The funds have been used for such purposes as: purchasing tickets or making donations to fundraising events held by organizations working closely with the Police Service; funding members of the Police Service to participate in police-sponsored events; or contributing to programs/projects that further the work of the Police Service in the areas of crime prevention, community policing or other public safety initiatives.

 

 

GOAL

 

To establish a Discretionary Fund Policy, consisting of a set of guidelines that identifies recognized funding priorities to assist the Board in allocating the discretionary funds contained within the Board’s budget.  The guidelines need not limit the Board in its funding of unique projects/functions, but would provide some consistency and rationale in dealing with expenditures that come before the Board for consideration.

 

 

PRIORITIES

 

The Ottawa Police Services Board will give preference to funding requests that fall into one of the following categories:

 

·        Community Relations through Involvement with Police-Related Organizations

Intended to enable the Board to purchase tickets or contribute donations to fundraising events.  The attendance and participation of Board members at fundraising events for organizations that work closely with the Ottawa Police Service serves to demonstrate the Board’s goodwill and community involvement.

 

·        Board/Police Service Relations

To assist members of the police service to participate in police-sponsored events, with the goal of enhancing the image of the Ottawa Police Service in other communities as well as at home.

 

·        Public Education/Awareness

To provide funding to projects outside of routine advertisements and the approved Communications Strategy of the Police Service, that assist the Board in communicating to the general public information related to crime prevention, community policing or other public safety issues. 


·        Special Board Requirements

Intended to provide flexibility to the Board to fund one-time requirements associated with Board functions, such as the sponsorship of functions at board-related conferences, or special meeting requirements outside of normal budgetary provisions.

 

 

ELIGIBILITY CRITERIA

 

-                     Groups and organizations requesting funding must be based in Ottawa and organized along not-for-profit principles.  (Funding requests from individuals will not be considered.)

-                     The organization receiving funding must clearly provide a benefit for the Ottawa Police Service and the community.

-                     The activities of the organization must reflect the Mission Statement of the Ottawa Police Service.

-                     Use of the funds must not extend beyond the current fiscal year.

-                     Funds cannot be used to cover a deficit from a previous year.

-                     Funds will only be provided to the group directly responsible for the activity or project being funded.

-                     As a condition of funding, the organization must be willing to make available, if requested, financial records indicating the disposition of the Board’s contribution to the project or activity.

-                     Funds not used as allocated or not needed within the fiscal year, in whole or in part, shall be returned to the Board.

 

 

REPORTING AND ANNUAL REVIEW

 

The Board Secretary shall prepare and submit an annual report to the Board that will summarize for the completed fiscal year all requests for grants and those approved by the Board.  This report shall be submitted to coincide with the annual Police budget review. 

 

At this time the Board will review the policy to ensure that the funding priorities and criteria remain reasonable and reflective of the Board’s own priorities.