It is imperative that the public have confidence in the integrity of the Edmonton Police Commission (Commission) therefore all Edmonton Police Commissioners (Commissioners) and Edmonton Police Commission staff (staff) will not use their positions for personal gain.
Commissioners and staff are expected to demonstrate appropriate stewardship and accountability when receiving or giving gifts.
Furthermore, the City of Edmonton’s (City) bylaw for the Edmonton Police Commission (Bylaw 14040) states that the Commission shall reimburse employees for expenses in accordance with approved City directives and procedures for City employees. The “Gifts” category and associated guidelines are contained within both the City’s Employee Expense Procedure and the Code of Conduct for City Employees.
NOTE: The giving or receipt of hosting items as per the definition are allowable for both Commissioners and staff and are outside this policy. Commission hosting guidelines are located in the Commission’s Expenses and Travel Reimbursement policy.
Definitions:
GIFT: Means a present, giveaway, souvenir, token, or other personal benefit provided with the Commissioner’s or staff member’s knowledge to the Commissioner, Commissioner’s family, or to staff, that is connected directly or indirectly to the performance of Commission duties.
NOTE: The examples quoted in this definition and in the policy guidelines are provided as examples only. The acceptance of a gift requires careful consideration on the entire context surrounding the gift, including but not limited to the relationship between the donor and commissioner and/or staff member, the value of the gift, and any other circumstances surrounding the gift.
HOSTING: Means an expense used during official or semi-official functions or events and includes the costs of hosting third parties when the expense is necessary for conducting Commission business. These include, but are not limited to, cost of a meal or catering, cost of venue rental for a Commission event, other items given as a matter of courtesy or protocol.
RECEIVING GIFTS:
Guidelines:
1. Staff and Commissioners will adhere to the City of Edmonton’s procedure on Employee Business Expenses and the Code of Conduct for City employees as it relates to gifts.
2. The following bullets are guiding principles and rules contained within the Code of Conduct for City employees under ‘Gifts and Entertainment’ which have been restated to make them applicable to both Commission staff and individual Commissioners:
• Commissioners and staff will not accept any gift, benefit, or favour in exchange for special consideration or influence, and will mitigate any perceptions that may arise from courtesy or professional and community relationships.
• Commissioners and staff will decline all gifts from potential vendors or interested parties during or in anticipation of a purchasing or tendering process that the Commission is involved in.
• Any door prize won of significant value while on Commission business (i.e. conference) shall be disclosed to both the Chair and Executive Director of the Commission who will determine if the item will be retained by the Commission. The Commission has determined that the term “significant value” shall be a gift with a value of $300 or more.
• Items such as gift cards or other cash rewards should not be accepted unless they are reasonable and would be perceived as acceptable by members of the general public.
3. Commissioners and staff will not solicit gifts, favours, benefits, or services.
4. Commissioners and staff will not accept gifts, favours, benefits, or services that could affect the objective performance of their duties.
5. Commissioners and staff members shall not accept a gift of complimentary tickets to any sporting event, tournament, gala, concert, or play unless the individual is in attendance in an official role on behalf of the Commission such as, but not limited to, giving a speech at the event.
6. Suitable mementos (e.g., plaques, books, mugs, pen sets, ties and scarves) received as an incident of accepted protocol or normal expression of courtesy are allowable, including a reasonable memento honouring a Commissioner and/or staff member or tokens exchanged as part of protocol, festivities, or participation in public functions.
7. Monetary payments or any entitlement of goods or services which accrue as a result of the performance of duties shall not be accepted for personal use, but may be used for Commission purposes, as determined by the Chair and/or Executive Director.
8. Commission members and staff shall not accept discounts on goods and services unless it is the general business practice of an establishment to provide discounts to employer groups including the City of Edmonton and Edmonton Police Service.
9. Commission members or staff shall not receive or seek preferential treatment in the use of civic facilities or services unless such use is a requirement of formal duties or functions.
10. Official gifts received by Commissioners or staff members on behalf of the Commission are considered Commission assets and will be managed by the Executive Director for display and/or archiving.
11. Commission members must disclose any single gift accepted with a fair market value in excess of $300, as well as all gifts from a single donor in a calendar year that collectively exceeds $300. These disclosure statements will be a matter of public record.
12. A Commissioner or staff member shall, as soon as practicable, return to the donor any gift that does not comply with this policy.
13. If a Commissioner or staff member is unsure whether an offered gift falls within the general guidelines outlined in this policy, then the Commissioner or staff member should consult with the Commission’s Executive Director.
GIFT GIVING:
Guidelines:
1. A gift given by the Commission which uses public funds must be given or incurred on behalf of the Commission, rather than in the personal capacity of a commission member or staff member; and must not consist of cash, or any cash equivalent.
2. Gifts given by the Commission must connect to the legitimate affairs or business of the Commission and can include token gifts or souvenirs given to an official while on business travel.
3. It is customary for retiring Commissioners to receive a gift from the Commission in recognition of their service. This gift shall not exceed a value of $100. In lieu of accepting this token of appreciation, Commissioners can choose to have a donation given in their name to a local, registered charity of their choice. The donation must be reasonable and appropriate to the occasion and may not exceed $100. (Note: The registered charity is not required to issue a donation receipt to the Commission)
4. As per the City’s Procedure on Employee Business Expenses under Administrative Policy A1206 – Financial Administration and Control, gifts to employees using Commission funds outside a recognized program (e.g. Long Service Awards) are not permitted and will not be reimbursed. This includes but is not limited to gifts in recognition of birthdays, weddings, wedding showers, births, baby showers, injuries at work, long-term sick leave, bereavement, individual retirement, resignations or education achievement.
References:
1. City of Edmonton Bylaw, No 14040, Edmonton Police Commission Bylaw
2. EPC Policy #5.5.2 – Expenses and Travel Reimbursement
3. Financial Administration and Control Directive (A1206) – Employee Business Expenses Procedure
4. City of Edmonton Code of Conduct and Guide for City Employees
Revised June 19, 2025