Public Relations Reserve Fund Policy
Policy No. 08/08
Effective Date: July 26, 2000
Amended: May 28, 2008
Reviewed: February 2017
It is the policy of the Regional Municipality of York Police Services Board that the Public Relations Fund be used to support and encourage the participation of members of York Regional Police and citizens of York Region in policing and justice initiatives that promote positive community partnerships and enrich the quality of life in York Region.
And further, it is the policy of the Police Services Board that all expenditures related to requests for financial assistance be made within the limits of its Public Relations Reserve Fund, and satisfy the Eligibility Criteria and Funding Guidelines outlined in this policy document.
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.
Public Relations Reserve Fund
1. Statutory Authority
Sections 132 (2) and 133 (3) of the Police Services Act give Police Services Boards the authority to use the proceeds from the sale of unclaimed personal property and money found and seized by the police service for any purpose that it considers in the public interest.
Pursuant to its statutory authority, the Police Services Board establishes the Public Relations Reserve Fund to be used in accordance with this policy.
Any unused monies in the Public Relations Reserve Fund shall be carried forward in the Police Services Board Operating Budget to the next fiscal year.
To support participation by members of York Regional Police and citizens in York Region in community events and activities.
To increase public understanding of community-based policing and police understanding of citizens’ needs and interests.
To respond to community needs and to promote local identity, vitality and quality of life within York Region.
To build effective partnerships between the York Regional Police and other stakeholders in the criminal justice system in Ontario.
To provide limited funding to members of York Regional Police and community groups and organizations that need financial support.
To ensure value for funding dollars.
To evaluate all requests equitably and consistently.
4. Eligibility Criteria
Successful applicants will generally satisfy the following eligibility criteria:
Supports co-operative initiatives between York Regional Police and the citizens of York Region that foster community harmony and safety by encouraging people to value and treat each other with respect.
Provides skills training, education, and leadership opportunities for members of York Regional Police.
Supports public awareness of law enforcement and justice initiatives within Ontario.
Involves multiple community stakeholders in planning and implementing the activity.
Recognizes the work of members of the Police Services Board and York Regional Police.
Project Experience/Financial Criteria
Proven ability to carry out the activity and achieve the desired results.
Significant need for Police Services Board funding.
Capacity to manage the requested funds in accordance with sound financial management policies and practices.
5. Funding Guidelines
a. All requests for financial support must be made in writing to the Police Services Board.
b. Priority will be given to those requests that are consistent with the operational priorities governed by the York Regional Police Strategic Plan.
c. Recipients of financial support shall only use funds for the purpose approved by the Police Services Board.
d. The Police Services Board shall advise community groups that a condition of receiving financial support is the filing of the previous year’s annual audited statement.
e. The Police Services Board shall advise applicants that the approval of the financial assistance is conditional upon the applicants agreeing to submit a report to the Police Services Board accounting for the use of the funds consistent with their authorized purpose and the return of any unexpended monies to the Board within 30 days following completion of the event/activity.
f. The financial contribution of the Police Services Board must be acknowledged in marketing and promotional materials.
6. Limitations of Public Relations Reserve Fund
The Fund will not be used:
a. for any item funded through the current or capital budget of the Board or York Regional Police;
b. to cover an accumulated deficit;
c. to support political events or activities;
d. for capital costs; and
e. under normal circumstances, as additional support of any group or organization that has received funding from the Regional Municipality of York in the current fiscal year.
The Police Services Board does not commit to ongoing funding of or recurring donations to any community program or activity. Recipients cannot expect that subsequent requests for financial support will be approved automatically by the Board.
7. Funding Approval
The Police Services Board is responsible for approving all requests for financial support from the Public Relations Reserve Fund.
The Police Services Board will not commit to a single disbursement over $5,000.00 without considering the effect of such a disbursement on the balance of the Public Relations Reserve Fund.
The approval of funding for a particular purpose shall not be considered a binding precedent on the Police Services Board.
8. Fund Administration/Reporting
The Manager of Financial Services or designee, York Regional Police, shall ensure the appropriate accounting and audit systems are in place to protect the integrity of the Public Relations Reserve Fund.
In consultation with the Manager of Financial Services or designee, York Regional Police, the Executive Director, Police Services Board, shall monitor expenditures and shall report semi-annually all activity in the Public Relations Reserve Fund, including revenue, disbursements and balance.Back to Governance Policies