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Code of Conduct & Ethics

Purpose

The Greater Victoria Police Foundation (“GVPF” or the “Foundation”) builds relationships with the public and promotes awareness of community-building and life-saving programs in order to raise funds. These funds are used to support the Greater Victoria municipal police agencies (“Police Agencies”) initiatives that fall outside of the regular operating budget of their respective policing budgets. They prevent crime, support public safety and community well-being in order to make Greater Victoria safe.

Ethics and Code of Conduct is our organization’s policy which sets out the standards which guide the business and the behaviour of our employees and Directors. The GVPF is committed to maintaining the highest standards of ethical fundraising (see Fundraising and Gift Acceptance Policies) and charitable business practice. It also adheres to the Association of Fundraising Professionals Code of Ethical Principals and Standards (see Fundraising Policy and Gift Acceptance Policy).

Scope

This policy applies to all Foundation Directors, staff, contractors and other paid consultants and volunteers.

Director Conduct

GVPF Directors are committed to team-work and effective decision-making. To this end, Directors will:

  • Endeavour to represent the broader interest of all GVPF stakeholders;
  • Balance their contributions as both advisors and learners;
  • Act with honesty and integrity and in accordance with any professional standards and/or governing laws or legislation that have application to the duties they perform;
  • Be honest with others and true to themselves;
  • Refrain from actions that may result in the creation of factions and the limitation of free and open discussion;
  • On all issues, be balanced in one’s effort to understand other board members and to make oneself understood;
  • Once a decision is made, support the decision, even if one’s view is a minority one;
  • Not discuss or disclose differences of opinion on the board with those that are not on the board, as the board should communication with one “voice”;
  • Be an advocate of the GVPF and its mission and mandate wherever and whenever the opportunity arise in their personal and professional networks; and
  • Refrain from giving direction, as an individual Trustee, to the GVPF Executive Director or any member of staff.

Confidentiality

All GVPF documents, materials, productions, discussions, processes, records and reports that are not in the public domain are considered to be confidential and are not to be disclosed outside of the Board or appropriate staff. Similarly, all police agency documents, materials, productions, discussions, processes, records and reports that are not in the public domain are considered to be confidential and are not to be disclosed outside of the Board or appropriate staff.

Conflict of Interest

Conflicts of interest are unavoidable and will not normally prevent someone from serving as a GVPF Trustee or staff member, unless the extent of the interest is so significant that the potential for undo influence is present in a large number of situations.

Conflict of interest arises when:

  • A person has, or is perceived to have personal, family or business interests that might benefit from a decision that they are involved in making, or is able to influence those making it; or
  • Is involved with a competing or similar organization that may result in divided loyalty in the context of making the decision.

Everyone, subject to this policy, has a duty to disclose any personal, family or business interests or other community involvements, that may, in the eyes of another person, influence their judgment. Directors shall disclose conflicts of interest to the GVPF Board. The Executive Director will disclose conflicts to the GVPF Board and staff will disclose to the Executive Director.

Directors are expected to disclose potential conflicts, if anticipated, prior to their nomination or election. Otherwise, Directors and staff are expected to disclose either annually or if a conflict of interest arises.

The GVPF Board reserves the right to disclose specific Trustee conflicts of interest to donors, staff and other external stakeholders where that interest may, in their judgment affect the reputation or credibility of the GVPF. Such disclose may be made in a formal and confidential communication.

The Board or Executive Director will assess the presence of a conflict of interest, or the perception of one, and determine what actions, if any, are appropriate.

Directors and staff have a duty to exempt themselves from participating in any discussion and voting on matters where they have, or may be perceived as having, a conflict of interest. In some circumstances, they may be asked to step out. Minutes of the Board or Committee meetings will reflect when a Trustee or staff member discloses that they have a conflict of interest and how that conflict was managed.