Boca Raton Police Services Department PDF

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 05.01 CENTRAL ROTARY CLUB SENIOR LIFESAVER FUND Revised: March 13, 2014 I. PURPOSE: The Central Rotary Club Senior Lifesaver Fund, through the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc., provides one-time emergen...

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 05.01 CENTRAL ROTARY CLUB SENIOR LIFESAVER FUND Revised: March 13, 2014 I. PURPOSE: The Central Rotary Club Senior Lifesaver Fund, through the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc., provides one-time emergency monetary assistance. The program is designed to assist Boca Raton’s residents in financial need, as well as victims of domestic and violent crime. II. POLICY: It shall be the policy of the Department to distribute monetary aid to individuals, as outlined in this Standard Operating Procedure. The Department shall ensure that proper fiscal procedures are in place to ensure accountability of the funds maintained and disbursed. III. RESPONSIBILITIES: A. The victim advocate, or youth crime specialist in the absence of the victim advocate, for the City of Boca Raton Police Department will be responsible for: 5.02 1. Distributing monies from the Senior Lifesaver Fund. 5.02 2. Maintaining documentation, including the following: 5.02 a. A balance sheet, ledger, or other system that identifies initial balance, credits, debits, and the balance on hand 5.02 b. Receipts or documentation for cash received 5.02 c. Authorization for cash disbursement, including notification of the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc. and chief of police or his/her designee for expenses in excess of $250.00 5.02 d. Records, documentation, or invoice requirements for cash expenditures. 3. Acting as a liaison with the City’s Financial Services Department and Boca Raton Central Rotary Senior Lifesavers Foundation, Inc. IV. VERIFICATION PROCESS: A. Before distributing cash to a victim the victim advocate will: Effective: May 1, 2007 Revised: March 13, 2014 Central Rotary Club Senior Lifesaver Fund SOP No. 05.01 Page 1 of 3 1. Ensure the client is a City of Boca Raton resident or a victim of a crime that occurred within the City of Boca Raton. 2. Verify the monetary need is a crisis situation and not an ongoing financial problem. V. 3. Determine need through documentation and speak with the appropriate parties. 4. If warranted, work with other agencies to fill in financial or need based gaps. TRANSACTION PROCESS: A. Money will be distributed directly to the payee on behalf of the client, except when gift certificates or gift cards are provided for crisis living expenses. B. The one-time per client limit is $150.00, however, in rare circumstances additional funds can be distributed with prior approval from the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc. and the chief of police or his/her designee. C. Comprehensive documentation will be kept for all cases to include driver’s license information, copies of bills and financial information and all receipts of outgoing funds. A petty cash receipt will be signed by the client and kept on file. 5.02 VI. REPORTING PROCESS: 5.02 A. The victim advocate will provide a written report for each case to the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc by the end of the month in which the funds were dispersed. The report will include a brief description of the client’s crisis situation and will detail how the monetary assistance was dispersed. The client’s name and address will be included in the report. VII. ACCOUNTING PROCESS: A. All monies shall be kept locked and secured at all times in a safe located in the Investigative Services Bureau. B. The cash draw available for distribution shall be $500.00. C. Upon distribution, the victim advocate will send a copy of all receipts including petty cash forms to Financial Services for the reimbursement from the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc. bank account, held by the City of Boca Raton. 5.02 D. All records will be kept in accordance with public records law and guided by FSS 119. E. When the reimbursement check is received from the City of Boca Raton Financial Services Department, the victim advocate will cash the check and replace the money immediately into the cash fund. 5.02 Effective: May 1, 2007 Revised: March 13, 2014 Central Rotary Club Senior Lifesaver Fund SOP No. 05.01 Page 2 of 3 F. An accounting of all money deducted from the City’s account shall be maintained so that the victim advocate can notify the Boca Raton Central Rotary Senior Lifesavers Foundation, Inc., when the balance of the account is less than $500.00. 5.02 G. A quarterly audit shall be conducted by the Investigative Services Bureau supervisor overseeing victim advocate to ensure accurate accounting of the fund’s activities. 5.02 H. An audit shall be conducted whenever there is a change in custodianship of the account. Approved: Daniel C. Alexander Chief of Police Effective: May 1, 2007 Revised: March 13, 2014 Date: Central Rotary Club Senior Lifesaver Fund SOP No. 05.01 Page 3 of 3