Board Member Participation In Community Events

Policy No:
03/06
Date Approved:

Policy Statement

The Regional Municipality of York Police Services Board (“the Board”) encourages and supports the participation of Board Members in community events organized by the York Regional Police and other organizations. The Board also recognizes that the cost of Board Member participation must be sustained within the Board’s annual budget.

Policy requirements set out in this document shall form part of the Police Services Board Governance Manual.

1.   Purpose 

This Policy clarifies the conditions under which the Board will incur the cost of its Members’ participation in community events. 

2.    Application and Scope

This policy applies to Board Members and the Executive Director. 

3.    Policy Guidelines

A.     York Regional Police Celebratory Events

Board Members are encouraged to attend events sponsored by the Chief of Police to honour uniform, civilian and auxiliary Members of the York Regional Police, e.g. recruit and auxiliary graduation ceremonies; exemplary service awards nights; and volunteer appreciation events, amongst others. 

Unless otherwise specified in the invitation from the Chief of Police, only Board Members participate in these events and any incurred costs are borne by the York Regional Police.

York Regional Police Appreciation Dinner

Each April, the Board sponsors the York Regional Police Appreciation Dinner to which Board Members and their spouses are invited as guests of the Board.

B.    Other Community Events

Throughout the year, Board Members are invited to numerous events.  Board Members are not expected to attend every function.  Often, the Chairman or the Vice-Chairman will represent the Board at a community event.

Where there is a cost associated with a Board Member’s participation, the Board, or the Chairman acting on behalf of the Board, shall authorize the number of Board Members who may attend a function, when the total cost is to be borne by the Board.

Nothing in this policy precludes the participation of Board Members who wish to attend events at their own expense.
  
C.   Participation of Spouses

The Board, or the Chairman acting on behalf of the Board, shall authorize the number of Board Members and spouses who may attend a function, when the total cost is to be borne by the Board.

4.     Financial Implications

All costs associated with the participation of Board Members and their spouses at community events shall be charged against the Board’s Public Relations Fund or Disbursements Account.   

The Executive Director shall monitor costs expended throughout the year and include those that are charged against the Public Relations Fund in the semi-annual report to the Board. 

5.    Chairman’s Discretion

Nothing in this policy precludes the Chairman from exercising discretion and extending these policy guidelines to cover special or exceptional circumstances.