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2020-06-03 City Council Item No. 12.1 Dnations Acceptance Policy Presentation Regular MEETING - Additional Meeting MaterialsCity Council Discussion Item 12.1 Donation Acceptance Policy June 17, 2020 City Council Discussion Item 12.1 Purpose •Formalize conditions and procedures •Establish a formal process for acceptance and documentation •Provide guidance when individuals, community groups, and businesses wish to make donations •Establish standards for employees and City officials regarding the acceptance of gifts •Monetary contributions •Endowments •Personal property •Real property •Financial securities Donation Types •Equipment •In-kind goods and services •Other assets that the City accepts and for which the donor has not received any goods or services in return General Principles •Donations do not become property of the City until accepted by the City consistent with this policy •City has no obligation to accept any donation by a donor •Donations will be evaluated by staff prior to acceptance •Donation must be used for official City business •Donor may restrict a donation for a particular department, location or purpose, but CANNOT designate the City official who may use it •The Department Head will be responsible for acknowledging & thanking on behalf of the City Accepting Unrestricted Donations of Cash and Real Goods •Aggregate value of less than $100,000: •Department Head shall seek approval from the City Manager or designee to accept the donation and shall seek approval, by resolution, from City Council to appropriate & expend •Aggregate value of $100,000 or more: •Department Head shall seek approval, by resolution, from the City Council to accept, appropriate & expend Accepting Unrestricted Donations of Cash and Real Goods •Donations for gratuitous purposes (e.g.holiday gift baskets,etc.)to any employee,department,or the City shall be madeavailabletobenefitallemployeesanddoesnotrequireCityManagerapprovalunlessthevalueisover$499 •Restricted donations may only be accepted when they have a purpose consistent with the City’s goals •Criteria for evaluation includes (not limited to): •Potential and extent of the City’s obligation to maintain, match, or supplement the donation •To provide transparency, staff will create a Donation Acceptance Form Restricted Donations of Cash or Tangible Items & Transparency •Policy prohibits employees to solicit or accept gifts or gratuities for the performance of their job responsibilities •No City official or employee shall solicit, accept, or attempt to accept compensation of any kind which the official or employee knows, or has reason to know is being offered: •For the purpose of improperly obtaining or rewarding favorable treatment; •With interest to influence the official or employee in the discharge of official duties; or, •In consideration of having exercised official powers or performed official duties Gifts to Employees and/or Elected Officials Soliciting Donations •Unless assigned as part of a specific program, employees shall not solicit donations while on duty •Members shall not solicit donations in uniform •Formation of partnerships encouraged •City Manager approval prior to soliciting large businesses, major community organizations, or recognized major donors Soliciting Donations •The requirement to use good judgement in dealing with donors extends to solicitations or acceptance of donations for police- related activities or groups •Employees shall not solicit for these activities or groups while on duty and shall not make such solicitations while in uniform •Employees must make it clear to the donor(s) whether their donations are going to the Police Department or to another community benefit Recommendation •Staff recommends adoption of the Donation Acceptance Policy •Guide the review and acceptance of donations •Ensure that the City appropriately acknowledges the generosity of the donor •Address any conflict of interests arising for such donations Fiscal Impact •The revenues generated from the Donation Acceptance Policy are expected to be minimal •Revenue for this is not included in the FY 2020/21 budget •Any such revenue received will be evaluated to determine if a mid-year budget adjustment is warranted QUESTIONS? Thank you.