The Lakeway Police Foundation, "Foundation", a 501 (c)(3) non-profit organization, raises funds for the purpose of supporting the Lakeway Police Department. It is strictly a volunteer-driven organization. Board Members are not paid employees, so there is not office overhead and the administrative costs are minimal. This means that the vast majority of donations are used for the Foundation's charitable purposes. Through its annual gala and other fund-raising events, donations are accepted from any outside source interested in supporting the Foundation towards the advancement of it's mission:

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1. Introduction

The Lakeway Police Foundation was incorporated in 2011 in the state of Texas and is a tax-exempt organization under section 501(c)(3) of the Internal Revenue Code. Donations to the LPF are tax deductible to the extent allowed by law.

 

The LPF was formed to receive and administer grants and contributions of money or property from individuals, private organizations and public sources and to apply or disburse these contributions. The LPF funds and assists programs and activities to strengthen the Lakeway Police Department, to promote public safety and to enhance the Department’s community relations.

 

LPF depends entirely on the generosity of corporations, individuals, foundations and philanthropic organizations for project and operating budgets. LPF receives no tax dollars for its operations. The Department has authorized The LPF to seek funding from private sources to support police initiatives. LPF does not engage in telemarketing, nor does it provide goods or services in exchange for support.

 

LPF is an independent body governed by a Board of Directors, none of whom receives compensation. The Board of Directors meets monthly.

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2. Project Agenda  

The LPF provides funding to purchase equipment and underwrite the cost of projects  and activities to improve public safety that the city either does not fund, does not fully fund,  or is not able to fund in a timely manner. The LPF also consider on a case by case basis  requests from the department staff or retired staff who have served 20 years or more. These are typically of a financial hardship nature. Its  project agenda is developed in collaboration with and in response to needs articulated by  the Department. LPF encourages grant submissions for innovative, experimental and short term programs. Priorities include education/training, community relations, technology  advancements and equipment as well as health and wellness. Substantive program areas  include:  

      - enhancing law enforcement proficiency and efficiency

      - increasing officer safety

      - encouraging community support and understanding

      - fostering personnel development and well-being

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3. Grants and Contributions  

LPF receives and administers grants and contributions of money, services, and/or  property to fund, assist or undertake programs and activities to strengthen the Department.  Contributions and gifts can be restricted by the donor to a specific program or given to the  general fund as an unrestricted gift.  

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UNRESTRICTED GIFTS include all financial resources that are not designated by the  donor for a specific use and can be disbursed at the discretion of the Directors.  These revenues are generated by an annual gala, other events and gifts from individuals, corporations and other foundations. Revenues in this fund defray LPF operating expenses and are the source of discretionary grants.  

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RESTRICTED GIFTS are contributions that are restricted by donors to specific purposes.  These donations are generated by proposals and often include detailed budgets. Donors may impose reporting requirements as a condition of grant awards and, it is the responsibility of the Department to meet the requirements as well as to comply with approved project budgets. Interest and dividends earned on invested funds are available for unrestricted use as determined by the Board.  

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DONATIONS OF EQUIPMENT, GOODS OR SERVICES are accepted subject to review by the Department and its determination that the donation is needed and donor conditions, if any, are acceptable. Anyone interested in donating equipment, goods or services should send a letter or email to the LPF to outline his/her intentions, including a description of the donation and an estimation of the fair market value.  

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4. Procedures Governing New Requests for Support  

There are two channels for submitting requests to the LPF, depending on  whether it is for the benefit of the department, or for the benefit of an individual staff member.  

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►The Police Chief serves as the official liaison (Liaison) between the Department and the LPF. The Police Chief reviews all requests for funds needed to support department objectives. All proposals must indicate why private funding, as opposed to city funding, is  necessary.  

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►Requests by individuals should be submitted via an online form that details the needs  and the circumstances that necessitate a funding request.  

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Specific reporting requirements of grant requests vary depending upon the nature of the request, as follows:  

- Consultants and Other Service Providers - Evidence of the work performed is to  be provided to the LPF upon the conclusion of the project or earlier if required by the Board. Such evidence should include one or more of the following: (i) in the case of written studies, a copy or executive summary of said study to the extent it does not contain confidential or sensitive information; (ii) a report summarizing the work performed and the results achieved; (iii) representative exa product created by the consultant, such as report templates, training protocols/courses and analyses.  

- Training/Education – Completion of a Foundation evaluation form rating the effectiveness of training and applicability to the Department. If the training is intended to be brought back and implemented as part of Department training, the Department is to provide both evidence that the training was implemented and participant evaluations of the new training are to be provided to the LPF.  

- Goods and Merchandise – Confirmation that goods have been delivered and the manner in which said goods are helping to achieve desired outcomes.  

- Community Relations – Evidence that activities and/or events took place, the  actual timing of those activities and the level to which said activities, if discernible, achieved desired outcomes.  

- Youth Programs – Evidence that activities and/or programs took place, the actual timing of those activities and the level to which said activities, if discernible, achieved desired outcomes.  

- Financial Assistance – You must be an employee of the PD for 12 months prior to qualifying to receive financial assistance (except for moving assistance, no employment requirements). Any request must fall under the following criteria below to be consider by the board for funding.

          1. Non-routine medical expense /serious injury

          2. Fire / Flood / Storm / Crime

          3. Death in Family

          4. Unemployment in Family

          5. Military Deployment

          6. Employment related Moving Assistance

 

We will fund up to a maximum of $4000 per calendar year/per family with a lifetime cap of $10,000 to any one family. All documentation requested must be received prior to funding. Financial requests are subject to available foundation funds and board approval.

***Exceptions may be made to the $4,000 per calendar year limit to the lifetime $10,000 cap at the discretion of the board, for applicants who demonstrate a severe financial hardship. In order to be considered for an exception, the applicant must provide detailed documentation of their financial situation and explain how the standard allotment is not sufficient to alleviate their hardship. The Assistance Committee will review each hardship exception request on a case-by-case basis and determine whether to grant additional funding beyond the $4,000 limit. All decisions presented to the board on hardship exceptions will be final.

  

5. Funding Considerations  

The LPF acknowledges that the city bears primary responsibility to fund the Department, and in particular to fund salaries, benefits and equipment essential to  the performance of Departmental job functions.  

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Accordingly, the LPF will weigh project requests against whether the city should, can or will fund such requests in a timely manner and will not consider projects for which alternate resources are readily available. In addition, the LPF will not fund employee salaries and benefits. The LPF also will not consider projects or expenses that circumvent city or Department policy.  

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6. Payment Procedures  

Supporting documentation must accompany all requests. It is important to  remember that no member of the LPD or the LPD itself has the authority to enter into any agreements or contracts with third parties committing LPF funds without the prior, specific written authorization from the LPF.  

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The following additional procedures apply:  

1. Equipment Purchases: To purchase equipment under a grant, the LPD determines makes and models and obtains price quotes. A minimum of three competing price quotes should be provided for every equipment grant request for a single piece of equipment valued at $5,000  or greater whenever possible. Certificates of Title must list the Department as owner.  

 2. Payment Schedule: The LPF pays its bills on the fifteenth and last day of each month. Requests must be received at least five business days prior to payment dates. Please allow sufficient time for the proper processing of requests.  

3. Travel, Meals & Refreshments: The LPF will consider funding travel, meals, refreshments and conference fees only in connection with approved projects.  

4. Ineligible Expenses: The LPF will not honor any unauthorized  expenses, unauthorized budget modifications, budget overruns or unauthorized verbal or written contracts without prior written approval.  Retroactive payments are prohibited and will not be considered except in an officially declared state of emergency.  

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7. Public Information Policies

The LPF complies with all federal and state tax filing requirements and is  registered as a charity with the State of Texas. Donor anonymity, if sought, is honored.

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8. Hardship

Documentation may be required before your request will be reviewed by the LPF Officers Assistance Committee for consideration.