Donations And Sponsorships
Policy No: 01/15
Amended: May 20, 2015
The Regional Municipality of York Police Services Board (‘the Board’) acknowledges the interest and generosity of citizens, community agencies and corporations in supporting York Regional Police through donations and sponsorships. The Board is committed to ensuring that such donations are used solely for the purpose of enhancing the safety and security of citizens, and that the receipt of these donations does not undermine the integrity, impartiality and reputation of York Regional Police. It is important that the acceptance of these donations is subject to a clear, transparent and accountable process.
Policy requirements set out in this document shall form part of the Police Services Board Policy Manual and the Chief of Police shall comply with these requirements in directing the York Regional Police.
Section 31(1)(c) of the Police Services Act states that a board shall establish policies for the effective management of the police force.
This policy provides York Regional Police with direction on the acceptance of donations including money, equipment, vehicles and other goods and services and includes sponsorships which is a donation received from a person and/or organization which will be used to finance the costs of an event and/or activity organized by York Regional Police.
The donation shall support the objectives and priorities of the Board and provide a community safety benefit to the citizens of York Region.
There shall be no binding conditions attached to the donation, which shall only be used for the sole purpose approved by the Chief of Police or the Board in accordance with this policy.
The acceptance of any donation shall not commit the York Regional Police to additional, unbudgeted resources, unless approved by the Chief of Police in consultation with the Board.
The Chief of Police shall be responsible for approving donations valued at less than $10,000.
No donation valued at more than $10,000 is to be accepted without the approval of the Board.
Absent exceptional circumstances, no donation shall be accepted from an anonymous source or donor, and in all circumstances the identity of the donor shall be made known to the Board.
No donations shall be accepted from a person whose background, lifestyle or association, would be in conflict with the values and objectives of the York Regional Police.
If the donation takes the form of equipment, vehicle, furniture, computers etc., the appropriate unit must be contacted to ensure the product meets Service specifications prior to accepting the donation.
The Chief of Police shall maintain a registry of all donations made to the York Regional Police.
The Chief will ensure that procedures are in place for receiving donations and sponsorships in accordance with the Board’s policy. The Chief of Police shall ensure that operational procedures provide detailed control for the accounting of donations. The accounting record shall include proper documentation of the source, value or significance of each public donation and shall be subject to oversight review and an external audit every three years.
- The Chief of Police shall seek the Board’s approval for donations of $10,000 or more.
- The Chief of Police shall provide a detailed report to the Board in the first quarter outlining the source, amount and purpose of all donations and sponsorships received by the York Regional Police during the previous year. For those donations of $500 or less, a section of the report shall indicate the number of donors and the cumulative value of their donations, by cash or goods or services. Where appropriate, the Chief of Police shall include in this report, investigations that have benefitted from public donations of funds, goods or services. If there were no donations, gifts or sponsorships, this should be reported.