OTTAWA POLICE SERVICES BOARD

COMMISSION DE SERVICES POLICIERS D’OTTAWA

 

Working together for a safer community

La sécurité de notre communauté, un travail d’équipe

REPORT

RAPPORT

 

DATE                              19 January 2011

 

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

 

FROM/EXP.                    Executive Director, Ottawa Police Services Board

 

SUBJECT/OBJET           FUNDING REQUEST:  ONTARIO ASSOCIATION OF POLICE SERVICES BOARDS’ 2011 CONFERENCE

 

 

RECOMMENDATION

 

That the Ottawa Police Services Board approve a $2,500 contribution to sponsor a breakfast at the Ontario Association of Police Services Boards’ 2011 Annual Conference being held in Niagara Falls on May 12 - 14, 2011.

 

BACKGROUND

 

Attached at Annex A is a letter from Mayor Doug Martin, former Chair, Niagara Regional Police Services Board regarding the 2011 Ontario Association of Police Services Boards (OAPSB) Annual Conference being held from May 12 to 14.  The Niagara Board is hosting this year’s OAPSB conference and has written to other police boards in the province inquiring if they can provide financial assistance to offset the costs of the conference. 

 

The Board’s Discretionary Fund Policy attached at Annex B sets out four categories for priority funding.  This request would fall under the category of “Special Board Requirements”, which is intended to provide flexibility to the Board to fund requirements associated with Board functions, such as sponsoring events at board-related conferences. 

 

The Ottawa Police Services Board has received similar requests in the past and has contributed $1,000 each year since 2005 to the OAPSB Conference.  In 2012, the Ottawa Police Board will be hosting the 50th Anniversary OAPSB Conference from April 18 to 21 at the Westin Hotel.  As the host board for next year’s conference, the Board may wish to sponsor a breakfast during this year’s conference to provide an opportunity to promote the 2012 conference and encourage OAPSB members to come to Ottawa.  The conference draws approximately 350 delegates plus companions. 

 

In exchange for a contribution of $2,500, the Ottawa Police Services Board will be recognized as a “Topaz Sponsor”, which includes recognition in the conference newsletter, an appreciation certificate and two tickets to the President’s Banquet.

 

FINANCIAL STATEMENT

 

Discretionary funds in the amount of $30,000 have been included in the Board’s 2011 draft budget, with $17,000 of that earmarked for specific purposes ($10,000 for the Street Ambassador Program, and $7,000 for the Police Association Scholarship Fund).  Based on projected requests for discretionary funding in 2012, there are sufficient funds to cover this expenditure.

 

 

(original signed by)

 

 

Wendy Fedec

 

Attach. (2)

 

Policy Number:                       Policy Subject:

 

GA-7                                       BOARD DISCRETIONARY FUND

 

LEGISLATIVE REFERENCE / AUTHORITY

Police Services Act, section 37

DATE APPROVED

11 May 1998

DATES AMENDED

May 2003

01 November 2010

DATE TO BE REVIEWED

2013

REPORTING REQUIREMENT

Annual report to Board in December

 

LEGISLATIVE REFERENCE / AUTHORITY

 

Section 37 of the Police Services Act states that the board shall establish its own rules and procedures in performing its duties under the Act.  This policy was created to provide direction to the Board in allocating discretionary funds at its disposal.

 

BOARD POLICY

 

INTRODUCTION

 

The Ottawa Police Services Board has discretionary funds within its Budget to be 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 Executive Director 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.