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OTTAWA POLICE SERVICES BOARD COMMISSION DE SERVICES POLICIERS D’OTTAWA
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Working together for a safer community La sécurité de notre communauté, un travail d’équipe |
REPORT RAPPORT |
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DATE 17 December 2012
TO/DEST. Chair and Members, Ottawa Police Services Board
FROM/EXP. Executive Director, Ottawa Police Services Board
SUBJECT/OBJET BOARD DISCRETIONARY FUND: 2012 ANNUAL REPORT
That the Ottawa Police Services Board receive this report for information.
BACKGROUND
In 1998, the Ottawa Police Services Board approved a Discretionary Fund Policy to assist it in determining how to fairly allocate the limited discretionary funds available within its budget that are used to support community organizations and events that complement the work of the Police Service and Board. A copy of that Policy, #GA-7, is attached at Annex A.
The Policy includes a direction to the Executive Director to prepare and submit an annual report to the Board summarizing for the completed fiscal year all funding requests approved by the Board. The report is intended to provide the Board with an opportunity to review the policy on an annual basis to ensure that the funding priorities and criteria remain reasonable and reflective of the Board’s own priorities.
The funds have traditionally been used to cover requests for purposes such as: 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 community 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.
The Discretionary Fund Policy sets out four categories for priority funding:
1. Community Relations through Involvement with Police-Related Organizations
Intended to enable the Board to purchase tickets or contribute donations to fundraising events. Financial contributions as well as the attendance of Board members at fundraising events for organizations that work closely with the Ottawa Police Service allows the Board to demonstrate its support for the ongoing work of partner agencies such as Crime Stoppers, the Boys and Girls Clubs of Ottawa, and the Street Ambassador Program.
2. Board/Police Service Relations
To assist members of the police service in participating in police-sponsored events, and to support events organized by members of the Ottawa Police, with the goal of enhancing the image of the OPS in other communities as well as at home and fostering a good relationship between the Board and the OPS membership.
3. 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.
4. Special Board Requirements
To provide flexibility to the Board to fund one-time requirements associated with Board functions, such as the sponsorship of board-related conferences or special meeting requirements outside of normal budgetary provisions.
DISCUSSION
In 2012, discretionary funds in the amount of $30,000 were included in the Board’s annual budget. Of this amount, $17,000 was pre-committed or earmarked: $10,000 for the Byward Market Street Ambassador Program, and $7,000 for the Board’s contribution to the Police Association’s scholarship fund. The remaining $13,000 was available to meet all other requests. To date in 2012 discretionary fund spending has amounted to $29,862, leaving a balance of $138. All requests and approved funding are outlined on the attached Annex B. The chart includes all grants provided over the past 10-year period, from 2002 to 2012, to provide an idea of which groups historically request and receive funding.
Annex B also includes a column for Projected 2013 Requests identifying groups that are expected to submit requests in 2013 based on past funding patterns and known requests. The projected total at this time for 2013 is $24,000.
CONSULTATION
Not applicable.
FINANCIAL STATEMENT
The $30,000 budget in 2012 was sufficient to meet requirements.
CONCLUSION
The Board’s Discretionary Fund Policy #GA-7 requires annual reporting to the Board on how discretionary funds within the Board’s budget are spent. In 2012, $30,000 was available to the Board to distribute to: community groups with whom the Police Service works and the Board wishes to support; Police Service groups that participate in police-community events; and Board-related conferences and meetings. The actual amount spent in 2012 was $29,862. As no other requests are anticipated this year, this report fulfills the Discretionary Fund reporting requirement for the fiscal year 2012.
(Original signed by)
Wendy Fedec
Attach. (2)