The URL can be used to link to this page

Home My WebLink About6.c. Donation PolicyCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: November 20, 2001 AGENDA ITEM: Donation Policy AGENDA SECTION: Consent PREPARED BY: Jeff May, Finance Director AGEND ATTACHMENTS: Proposed Donation Policy APPROVED BY: - /V For your consideration this evening is the City's Donation Policy. This policy was originally put into place in 1991. The amended Donation Policy was discussed at the November 14` Committee of the Whole meeting and Council directed staff to bring the amended policy to the next Council meeting. The suggested changes have been incorporated into the final document and any grammatical changes that were brought up were also made. RECOMMENDED ACTION: Approve the amended Donation Policy. COUNCIL ACTION: - alglssod se uoos se uol}ezluebio ao lenpinipul 9y101 uol}euop gseo Jo 14I6 pupl -uI legl uanlaa of _4e }s Imp p1nonn Ilouno0 aqj `uolleuop gseo jo :4!6 purl -uI ue oulloop of aiann Ilouno0 egl11 - Alpofew oldwis a gllnn uollow Aq paldaooe pue pa6palnnouNoe aq Isnw uol}euop gseo y - Ilouno0 eqj jo Alpofew spalgl -onn4 a Aq panoadde eq pue uoplosai Aq Ilouno0 Al10 aq} Aq paldaooe aq Isnw Apedoid leuosaad ao leaa to }}I6 y 'uolleuop eqj jo Idlaoaa eqj 6upollol bullaaw Ilouno0 eqj 1e uolleuop gseo jo :4 !6 purl -uI ue jo Ajlllgejdaooe aqj uo uolleulwaalap Ieull eqj alew (legs Ilouno0 Al10 aqj *p - (s)lun000e sll jo buldaoN paooaa aqj aol alglsuodsai aq limn luawliedap goe3 - suoll.euop ulelulew pue anlaoaa o1(s)lun000e uolleuop leioads e aneg lllnn suo1Jeuop sanlaoaa legl juawpedap goe3 *Iun000e uolleuop Sjuawliedap paleu6isop eqj olul panlaoaa aq Minn l! luawliedap ollioads e ol. uegl aagjo uol}eu6lsap ogpods a aney Jou saop uoI}euop eqj 11 - elglssod Ile le jI peagjapal s,uoi}ezluebio ao s,lenpinlpul eqj uo `aa:.al ao wnpueaowow a jo wioj ay;} uI aq pinogs uolleluawnoop aqj - uolleuop ag} Auedw000e pinogs uolleu6lsep ay} 10 uolleluawnoop ual}iann `uesoyo sI uoI}eu6lsep ell - uoileuop aql aol •ola `esegoand juawdlnbe `Ajlnl;}oe `asodand ogpads a aleu6lsap uoI}ezluebio jo lenpinlpul 6ulJeuop aq1 aney 01 pabeinooue sI }}e }s `panlaoaa sI uol}euop 941 awl} aqj IV - Iiouno0 A }10 eqj of uoileuop eql jo Idlam eql :podaa Isnw suol}euop anlaoaa legl. sluawliedep IlV 'o - sluawliedap Ile of salldde Aoilod sigl - aolea}slulwpy Al10 aq} woaj uo1lezlaoglne ollioads anlaoaa Isnw sweiboid Mau pue sweiboad asegj jo bulpunj uI se6uego aofeW 'swei6oid ao weiboid ogioads a aoi aeaA aai}ue aqj aol suolleuop 1pilos of uo1lezijoglne 9161Jls a anlaoaa Aew sluaw:pedaa - Ilouno0 A110 ayl jo uollezlaoglne eqj aapun 6upe `ao}eilslulwpy Al10 aqj woaj uolsslwaad 6uinla0aa 1sa1J lnoq }inn suo1leuop 1i0lios Aew Al.0 aqj jo pol}}o pa}ulodde ao pajoela ao aaa}unlon `aaAoldwa ON - suol}euop gseo pue S:4!6 purl -uI jo uoilezign wnwlxew ainsue of sueld q }Inn bulpaaooid aaojaq (s)aeu6lsep aaq /slq ao ioleal.sluiwpy Al10 eqj glinn llnsuoo ol. pabin aae saouop Iei}ua}od Ild _ - e 1d130321 S321n(1300 :Jd - suoileuop aseq} jo aanlipuadxa eqj aol pue Al10 aqj o} suolleuop 10 ldlaow aol somp000id do las ol. sI Aollod slgl jo asodand aqj - uollelndlls Inogl!m uanlb aae spun] eqj sawllawos pue C32 Y(I `luawdlnbe aollod `luouadlnbo ami `luawdlnbe plied : asodand oilioads a a01 uanl6 sawl}awos aae suoi}euod - Aj10 aqj o} suOIjeuop e� ew ` `sessoulsnq alenlad `suolIezlue6ao olnlo `slueplsaa `aeaA goe3 " gseo ao (gseo jou) Alaadoid leuosaad ao Ieaa jo sl4l6 `sl legl `sl}I6 purl -ui aq Aew suoi;}euoo •saolivas A110 10 ssauan1loa_j}a pue Aoualoi}}a aq} anoidwl of pue Aj10 eqj ui affil jo Alllenb eqj eoueque ol. dlaq Aegl se suolleuop salepaidde junowasol j jo Al10 aqj r. RisrRFIri (600Z `OZ aaqu.wanoN papuawy) 4666 `66 iegwanoN 33NVN1=l J1011Od NOIIVN0a 110Nf100 Ae GEIAO JddV 31` G lrlw,t •.�.. :31111 A011Od 1Nf10W3S02J JO AM t r- 1 e. After acceptance by the City Council, donated funds that are not designated to a specific purpose or department shall be placed in a generic donation revenue account that becomes miscellaneous revenue of the City in that specific year. f. All donations become City property under the complete jurisdiction of the City Council and any unused balance of designated funds from a program that has been completed, cancelled, etc., shall become part of the donation account of the receiving department. g. Recognition shall be given to the individuals or groups providing donations to the City, unless otherwise stipulated by the donor. h. The donation must meet City criteria in order to be accepted. (See following) CRITERIA a. The donation must have a purpose consistent with those of the City. b. The donation must be offered by a source acceptable to the City. c. All designated donations of funds shall be utilized in accordance with the accompanying designation. d. The donation shall not result in ongoing costs that the City Council would be unwilling to fund when the donations are exhausted, unless specific prior authorization to the contrary is given by the City Council at the time the donation is accepted. If prior authorization is not given, sufficient donations to meet all anticipated staff and material costs must be in hand before City commitment is made to personnel and /or materials. e. The donation shall not bring undesirable or hidden costs to the City. f. The donation shall not be inappropriate or harmful to the residents of the City. g. The acceptance of a donation shall not imply City endorsement of any product or service nor shall it implicitly or explicitly obligate the City to act in any way favorable to the donor. h. The donation shall not be in conflict with any provision of federal, state or municipal law. PROCEDURES — EXPENDITURE a. When donations are received, a special donation account will receive the funds and the applicable department will be responsible for the future expenditures from that account. b. After the expenditure is made, staff will bring to the Council a form (attached) that will amend the revenue and expenditure budgets by the amount of the donation received. Because amending the budget must be done by resolution, the form that the Council approves allows for timely handling of donations while the actual resolution approving all of the budget amendments will be done on a quarterly basis. I� CITY OF ROSEMOUNT POLICY TITLE: PROPOSED BY: DATE APPROVED BY COUNCIL: DONATION POLICY FINANCE November 19, 1991 (Amended November 20, 2001) PURPOSE The City of Rosemount appreciates donations as they help to enhance the quality of life in the City and to improve the efficiency and effectiveness of City services. Donations may be in -kind gifts, that is, gifts of real or personal property (not cash) or cash donations. Each year, residents, civic organizations, private businesses, etc., make donations to the City. Donations are sometimes given for a specific purpose (i.e.: park equipment, fire equipment, police equipment, D.A.R.E.) and sometimes the funds are given without stipulation. The purpose of this policy is to set up procedures for receipt of donations to the City and for the expenditure of these donations. PROCEDURES — RECEIPT a. All potential donors are urged to consult with the City Administrator or his /her designee(s) before proceeding with plans to ensure maximum utilization of in -kind gifts and cash donations. b. No employee, volunteer or elected or appointed official of the City may solicit donations without first receiving permission from the City Administrator, acting under the authorization of the City Council. Departments may receive a single authorization to solicit donations for the entire year for a specific program or programs. Major changes in funding of these programs and new programs must receive specific authorization from the City Administrator. This policy applies to all departments. c. All departments that receive donations must report the receipt of the donation to the City Council. At the time the donation is received, staff is encouraged to have the donating individual or organization designate a specific purpose, activity, equipment purchase, etc. for the donation. If a designation is chosen, written documentation of the designation should accompany the donation. The documentation should be in the form of a memorandum or letter, on the individual's or organization's letterhead if at all possible. If the donation does not have a specific designation other than to a specific department it will be received into the designated department's donation account. Each department that receives donations will have a special donation account(s) to receive and maintain donations. Each department will be responsible for the record keeping of its account(s). d. The City Council shall make the final determination on the acceptability of an in -kind gift or cash donation at the Council meeting following the receipt of the donation. A gift of real or personal property must be accepted by the City Council by resolution and be approved by a two- thirds majority of the Council. A cash donation must be acknowledged and accepted by motion with a simple majority. If the Council were to an in -kind gift or cash donation, the Council would staff to return that in -kind gift or cash donation to the individual or organization as soon as possible. e. After acceptance by the City Council, donated funds that are not designated to a specific purpose or department shall be placed in a generic donation revenue account that becomes miscellaneous revenue of the City in that specific year. f. All donations become City property under the complete jurisdiction of the City Council and any unused balance of designated funds from a program that has been completed, cancelled, etc., shall become part of the donation account of the receiving .department. g. Recognition shall be given to the individuals or groups providing donations to the City, unless otherwise stipulated by the donor. h. The donation must meet City criteria in order to be accepted. (See following) CRITERIA a. The donation must have a purpose consistent with those of the City. b. The donation must be offered by a source acceptable to the City. c. All designated donations of funds shall be utilized in accordance with the accompanying designation. d. The donation shall not result in ongoing costs that the City Council would be unwilling to fund when the donations are exhausted, unless specific prior authorization to the contrary is given by the City Council at the time the donation is accepted. If prior authorization is not given, sufficient donations to meet all anticipated staff and material costs must be in hand before City commitment is made to personnel and /or materials. e. The donation shall not bring undesirable or hidden costs to the City. f. The donation shall not be inappropriate or harmful to the residents of the City. g. The acceptance of a donation shall not imply City endorsement of any product or service nor shall it implicitly or explicitly obligate the City to act in any way favorable to the donor. h. The donation shall not be in conflict with any provision of federal, state or municipal law. PROCEDURES — EXPENDITURE a. When donations are received, a special donation account will receive the funds and the applicable department will be responsible for the future expenditures from that account. b. After the expenditure is made, staff will bring to the Council a form (attached) that will amend the revenue and expenditure budgets by the amount of the donation received. Because amending the budget must be done by resolution, the form that the Council approves allows for timely handling of donations while the actual resolution approving all of the budget amendments will be done on a quarterly basis. - i DONATION REVENUE WORKSHEET RECEIPT OF DONATION Donation Received On: Amount Received: $ Purpose of Donation: Account # for Donation: (Must be Liability # Assigned for Each Individual Department) EXPENDITURE OF DONATION Amount to be Spent:$ To be Spent from Account #: (Must be Expenditure # Corresponding to Individual Department) Purpose of Expenditure: /_1Ji1=I'131�il=1 I, III dK Amend Donation Revenue Account #101- 36230 -00 -000:$ Amend Expenditure Account # :$_ (The Two Dollar Amounts Must be the Same) GENERAL JOURNAL ENTRY TO ADJUST DONATION LIABILITY # Debit: (Donation Liability #) $ Credit: 101-36230-00-000 $ Journal entry to reduce deferred donation revenue account and increase donation revenue account to actual per City Council action on: