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5.d) Discuss Donation Policy d j.... � ': .. ��� 6 � � � � Q d9 d Sta ff Report Date of Meeting: November 13, 2012 To: City Council From: Kristina Handt, City Administrator Re: Donation Policy Agenda Item #: S.d) Background: Currently, the City Council reviews each donation on an individual basis with no guidelines in place to help in the decision making process. Cities may accept gifts of real or personal property, including money, and use them in accordance with the terms prescribed by the donor. A city may not, however, accept or use gifts for religious or sectarian purposes. A resolution accepting the gift and the donor's terms must receive an affirmative vote of two-thirds of the members of the council. Under the state gift ban law, an individual officer ar employee of a city may generally not accept a gift. Issue: Should the City have a standardized process for reviewing/acceptin� donations? Proposal Details: Incltiided in your packet are a number of forms for various types of donations (public improvement, personal property, inonetary) to the City as well as an ln Kind Recording form to help keep track of volunteer hours/efforts and a checklist to be used to help committees and/or the council decide if accepting a gift is in the best interest of the City. Fiscal Impact: NA Options: 1) Direct staff to prepare a i-esolution formally adopting these procedures to be used in the decisioiz making process when it comes to evaluating gifts? 2) Make changes to the proposal and then direct staff to prepare the resolution. 3) Make no changes and continue without any guidelines.