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                              22 April 2013

 

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

 

FROM/EXP.                   Executive Director, Ottawa Police Services Board

 

SUBJECT/OBJET         ONTARIO ASSOCIATION OF POLICE SERVICES BOARDS’ 2013 CONFERENCE:  FUNDING REQUEST

 

 

RECOMMENDATION

 

That the Ottawa Police Services Board approve a $1,000 sponsorship contribution to the Ontario Association of Police Services Boards’ 2013 Annual Conference being held in Toronto on May 30 – June 1, 2013.

 

BACKGROUND

 

Attached at Annex A is a letter from Barbara Bartlett, President, Ontario Association of Police Services Boards (OAPSB), regarding sponsorship opportunities for the 2013 OAPSB Annual Conference being held from May 30 to June 1, 2013.

 

The Ottawa Police Services Board has contributed financially to the OAPSB Conference each year since 2005.  In 2012, the Ottawa Police Board hosted the 50th Anniversary OAPSB Conference, which entailed a significant contribution.  In other years, the Board’s contribution has been in the $1,000 range.

 

In exchange for a contribution of $1,000, the Ottawa Police Services Board will be recognized as a “Bronze Sponsor”, which includes recognition on the OAPSB website, a letter of appreciation and video recognition at the President’s Banquet.

 

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. 

 

FINANCIAL STATEMENT

 

Discretionary funds in the amount of $30,000 have been included in the Board’s 2013 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 2013, 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.