GOVERNANCE

Board Member and Staff Identification Card Policy

Policy No. 01 – 25

Date Approved: Feb 26, 2025

Dates Amended: N/A

Reporting Requirement: N/A

Legislative Authority: s. 35(6) Community Safety and Policing Act, 2019, S.O. 2019, c. 1, Sched. 1

O. Reg. 408/23 Code of Conduct for Police Service Board Members

Policy Short Name:                Board ID Card Policy

1. POLICY STATEMENT

The York Regional Police Service Board (Board) recognizes the need for both Board Members and Board Staff to occasionally, in accordance with their professional duties, attend York Regional Police (YRP) facilities or officially sanctioned events, which may require Board Members and Staff to identify themselves as Board Members or Staff.

As such the Board will issue official identification cards to Board Members and Staff. This policy establishes procedures ensuring all Board Members and Staff use their official identification cards only for its intended purposes and in compliance with section 35(6) of the Community Safety and Policing Act, and Regulation 408/23 Code of Conduct for Police Service Board Members.  

This policy shall form part of the Board’s Policy Manual and the Chief of Police shall comply with these requirements in directing York Regional Police.

2. PURPOSE

While in possession of a Board issued identification card it is of the highest importance for Board Members and Staff to conduct themselves ethically and with integrity. This policy will ensure that Board Members and Staff only use their Board issued identification in situations outlined by this policy and in accordance with;

  1. s. 35(6) Community Safety and Policing Act, 2019, S.O. 2019, c. 1, Sched. 1; and
  2. O. Reg. 408/23 Code of Conduct for Police Service Board Members

3. APPLICATION

3.1 This policy shall apply to:

  1. York Regional Police Service Board Members

  2. York Regional Police Service Board Staff
  3. Chief of Police

4. DEFINITIONS

Act: Community Safety and Policing Act, 2019, S.O. 2019, c. 1, Sched. 1, its successor legislation and regulations

Board: The Regional Municipality of York Police Service Board whom employs members of the York Region Police Service.

Board Member: Any member of the York Regional Police Service Board duly appointed and in compliance with sections 33, 34, and 35 of the Act

Board Member Code of Conduct: The Code of Conduct for Police Service Board Members as outlined in O.Reg 408/23 Code of Conduct for Police Service Board Members, contained within the Act.

Board Staff: any employee of the York Regional Police Service Board, that is not under the direction of the Chief of Police.

Chief of Police: The Chief of Police for York Regional Police.

Directive: A written procedure regarding the administration of the York Regional Police Service and the provision of policing.

Identification Card: A Board issued photo identification card which contains the full name, a date of issue, a date of expiration, and either “Board Member” or “Board Staff” clearly marked.

Members of a Police Service: any employee of a police service board who is under the direction of a chief of police.

5. RESPONSIBILITIES

5.1 Board Issued Identification Card:

  1. The Board shall issue identification cards to both Board Members and Board Staff which shall;

  1. prominently feature the Board’s crest;
  2. prominently feature a photo of the individual named on the identification card
  3. state the full name of the individual,
  4. state the date of issue, and a date of expiration, which shall correspond with the end of a Board Member’s appointment term
  5. state their role as either Board Member or Board Staff; and
  6. be secured in a plastic sleeve which will protect photo identification, attached to a Board issued lanyard, to ensure it is easily viewed for identification purposes.

5.2 Acceptable Use Identification Card:

a) Each Board Member and Board Staff shall only use their Identification for the purpose of fulfilling official Board duties or obligations as generally established in the Community Safety and Policing Act, 2019.

b) The acceptable uses of the identification cards as set out below, include attendance at any of the following;

  1. Board, committee and work group meetings
  2. Meetings and events by any policing or police governance association, oversight body or directly related to their role and duties as a Board Member or Staff.
  3. Conferences, training sessions, or workshops
  4. YRP Headquarters, Districts, Training Facilities, the Community Safety Village, or other YRP facilities 
  5. Graduations, Ceremonies, Commemorations, Memorials and Recognition events
  6. Press Conferences, Announcements and Flag Raisings
  7. Community Celebrations or Holiday Gatherings
  8. any other events, as may occur from time to time

5.3 Board Members:

  1. Board Members receiving identification cards shall read this policy and sign the Board Member Acceptance document in Appendix A, in which they affirm their commitment to using the identification card responsibly and in compliance with this policy, O. Reg 408/23 and all other requirements deemed necessary by the Board.
  1. Board members shall retain their Board issued identification in the plastic sleeve in which it was issued and shall wear said identification on a Board issued lanyard so that it is easily viewed for identification purposes.
  1. Should a Board member discover the loss or theft of a Board issued identification they shall promptly notify the Board’s Executive Director.  
  1. Should a Board Member become aware of an activity they may undertake, or have already undertaken, that may contravene the provisions set out in section 5.1, the Board Member shall promptly disclose that information to the Board Chair.
  1. Should a Board Member witness misuse, or reasonably believes misuse of a Board issued identification card has occurred, by fellow Board Members, or Board Staff, the Board Member shall promptly disclose that information to the Board Chair.
  1. Board Members shall not be disciplined by the Board for a contravention of subsections listed above if, on balance of probabilities, their conduct was in the good faith performance of their duties as a Board member.
  1. The Board shall ensure each Board Member who is issued an identification card, will return said identification card within 30 days of their resignation, or expiry of their appointment to the Board.

5.4 Board Staff

  1. Board Staff receiving identification cards shall read this policy and sign the Board Staff Acceptance document in Appendix B, in which they affirm their commitment to using the identification card responsibly and ethically in compliance with Board’s Code of Conduct for Staff and any further conditions established by the Board for its terms established in the employment contract and all other requirements deemed necessary by the Board.
  1. Each Board Staff who is issued a York Regional Police Service Board identification card shall ensure the return of said identification card upon the termination of his/her employment to the Board, within 5 business days.
  1. Board Staff shall retain their Board issued identification card in the plastic sleeve in which it was issued and shall wear said identification on a Board issued lanyard so that it is easily viewed for identification purposes.
  1. Should a Board Staff become aware of an activity he or she may undertake, or have already undertaken, that may contravene the provisions establishing prescribed uses laid out in section 5.1 shall promptly disclose that information to the Police Service Board Executive Director. In the case of the Executive Director, they shall make such a disclosure to the Board Chair.
  1. Should a Board Staff Member witness or become aware of misuse of a Board issued identification by a board member, or board staff, the staff member shall promptly disclose that information to the Police Service Board Executive Director. Any incident of misuse on the part of the Executive Director shall be disclosed to the Board Chair.
  1. Board Staff shall not be disciplined by the Board for a contravention of subsection 5.1 listed above if, on balance of probabilities, their conduct was in the good faith performance of their duties as Board Staff.
  1. Should a Board Staff Member discover the loss or theft of a Board issued identification card, they shall notify the Board’s Executive Director as soon as possible. In the case of the Executive Director, such loss or theft shall be promptly reported to the Board Chair.
  1. The Board shall ensure each Board Staff who is issued an identification card will return said identification card within five days of their resignation, or the termination of their employment with the Board.

5.5 The Chief of Police:

  1. In compliance with the terms established within this policy, the Chief of Police shall issue identification cards to Board Members and Board Staff in accordance with the existing directives governing the issuance of identification cards to members of the police service and co-ordinate the updating of identification cards as required by the Board.

6. COMPLIANCE

To ensure compliance with the Act and regulations, the Board will review this policy at least every 5 years commencing from the date of adoption.

 

Steve Pellegrini

Board Chair

 

Anitra Basant Sisavang

Executive Director

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