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2021-01-20 City Council Item No. 12.3 Presentation Donations Acceptance Policy Regular MEETING - Additional Meeting MaterialsDonation Acceptance Policy Revision No. 1 January 20, 2021 City Council Discussion Item 12.3 1 Background •June 17, 2020 –Donation Acceptance Policy Adopted (CC-21) •Formalized the conditions and procedures to be followed by the City in accepting donations •Provide guidance when individuals, community groups, and businesses wish to make donations •Establish standards for employees and City officials regarding the acceptance of gifts 2 Sponsorships (added) Community sponsorships can be an effective means of offsetting costs and expenses while building community partnerships. Private advertising and sponsors will provide an opportunity to develop partnerships with businesses and organizations that share the City’s commitment to providing high quality public services, while increasing funding to support and potentially enhance the delivery of service. 3 Added Definitions Sponsor -a company, organization or individual who provides the City with support of an event or program that helps offset the costs of event operations. Sponsorship -a financial or in-kind gift from an entity or individual for a specific program, event, project, or site in exchange for tangible and intangible benefits to the sponsor. Sponsorship Agreement -a negotiated agreement between the City and a company, organization, or individual to pay a fee, provide services, share products or any combination thereof, including advertising and promotional opportunities between the City and a company, organization, or individual. 4 Added Definitions Events -one-time activities for the benefit of the public, organized by the City, or in partnership with the City, generally continuing less than one week. Programs -recurring City-led programs for the public; sponsor recognition may continue throughout and following the program’s duration (e.g. funding for summer concert program). Projects -one-time City efforts, often with a product or defined end result. Sites -specific places, varying in scale from individual features or areas to an entire park or facility. 5 Revisions –Procedure for Accepting Unrestricted Donations of Cash and Real Goods 6 For sponsorships with an aggregate value of less than $25,000, or as amended periodically to align with the City Manager’s contract authority with respect to Professional Services, the Beneficiary Department Head shall seek approval from the City Manager or designee to accept the sponsorship and recognize by City Council ratification within thirty (30) calendar days corresponding revenues and expenditures associated with specific sponsorship. Beneficiary Department Head shall seek a resolution from the City Council to ratify, accept, appropriate and expend the sponsorship from the City Council if the sponsorship’s fiscal year aggregate value exceeds $24,999, or as amended periodically to align with the City Manager’s contract authority with respect to Professional Services. Sponsorships to City (added) 7 •Events/programs providing a benefit to Menifee residents •Events/programs that contribute positively to the recognition and image of the City of Menifee •Events/programs that are open to the general public •Events/programs and organizations that demonstrate that they can meet the necessary requirements of the Sponsorship Agreement •The organization’s goals must align with established City Council goals Sponsorship Eligibility Criteria – Event/Program Types (added) 8 •In general, religious and political organizations are not eligible for facility or program sponsorships with the City, nor are businesses, organizations or individuals whose primary products are firearms, tobacco, alcohol, CBD products, and/or any other subject matter not deemed appropriate by the City Manager. •The City reserves the right to decline any sponsor or sponsorship proposal that appears to be in direct competition with the City services/products. •No advertising or sponsorship recognition will be allowed on a City uniform unless the clothing is designed specifically for the event or program and has a specified time frame. Sponsorship Eligibility Criteria –Restrictions (added) 9 •Other factors that might undermine the public confidence in the City’s impartiality or interfere with the efficient delivery of City services or operations. •In all cases, the City reserves the right to reject any and all sponsors and sponsorship proposals if the criteria as outlined is not followed or there is the existence of a potential conflict of interest or appearance of a conflict of interest. Sponsorship Eligibility Criteria –Restrictions (added) 10 Sponsorships Process & Procedure (added) •Sponsorship requests may be submitted to the appropriate Department and will be evaluated by the Department Head or designee on a case-by-case basis related to the eligibility requirements, purpose and goals of each independent event and/or program. •Sponsorship agreements projected to generate or where the level of in-kind contributions is valued in excess of the City Manager’s contract authority shall be brought before the City Council. 11 Sponsorships Process & Procedure (added) •Sponsorship opportunities with nominal cost of in-kind contributions (e.g., advertising, permit fees, etc.) may be approved at the Department Head level with written notification to the City Manager. •Evaluation of sponsorship opportunities shall be fair and impartial. •Sponsorship recognition messages may identify the sponsor but should not endorse the organizations’ products or services. 12 Sponsorships Process & Procedure (added) •Sponsorship opportunities include but are not limited to: •Advertising: Advertising provides the sponsor with the opportunity to advertise through a variety of City marketing materials, including print and digital advertising. •Programs: Sponsorship of City programs provides the opportunity for the sponsor’s name and logo to appear in advertising and marketing material related to the program. •Special Events: Event sponsorship is offered through various sponsorship packages, each package benefits varying in relation to the level of sponsorship. 13 Professional Organizations (added) •Professional organizations or institutions, wishing to provide employees with training, workshops, meeting events, meeting space, and/or conference attendance at no cost, does not constitute as a sponsorship or donation, as these benefits are part of promoting a particular program, existing staff paid membership, or the like. 14 Recommendation •Discuss proposed revisions to the Donation Acceptance Policy •Adopt revisions to the Donation Acceptance Policy 15 Fiscal Impact •Any revenue received will be evaluated to determine if a mid- year budget adjustment is warranted 16 QUESTIONS? Thank you. 17 Revisions –Purpose & Specific Objectives 18 Revisions –Definitions 19