5.e) Approve Donation Policy Checklist and Forms \� �
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SCANDIA
Staff RepoK
Date of Meeting: November 20, 2012
To: City Council
From: Kristina Handt, City Administrator
Re: Donation Policy
Agenda Item#: S.e)
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 or employee of a city
may generally not accept a gift.
Issue:
Should the City have a standardized process for reviewing/accepting donations?
Proposal Details:
Included in your packet are a number of forms for various types of donations (public
improvement, personal property,monetary) to the City as well as an In 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. The Council reviewed the
attached forms and checklist at their November work session. If approved at the November
regular meeting, all donations valued above $250 would require this process to be followed prior
to the adoption of a resolution accepting a donation.
Options:
1) Approve the use of the Donation Forms and Checklist
2) Amend and then Approve the use of the Donation Forms and Checklist
3) Take no action
Recommendation:
Option 1.
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SCANDIA
CHECKLIST FOR ACCEPTING DONATIONS
Policy: For gifts valued at $250 or more the appropriate committee is to evaluate whether it is in
the City's best interest to accept the bequest.
In order to assist the committee in evaluating the impact of accepting the gift,the following
checklist has been prepared.
(1) Is the gift of lasting value to the community?
(2) Does it create potential liability issues for the City? That is, will people walk on it, sit on
it, or under it? Will construction be inspected, is construction up to current standards
(ADA accessible, for example?)Are the materials used acceptable for public
construction?
(3) Will some member of the public find the item offensive; can it be construed as having a
religious content, or offending members of a protected class?
(4) What will the potential annual maintenance cost of the gifted object be? Do the costs
outweigh the value of the gift?
(5) Does the gift carry implied duties that the City must perform? What is the cost of
performance of such duties? Does the cost exceed the value of the gift?
(6) If costs,direct or indirect exceed the value of the gift; acceptance of the gift may still be
warranted if a public purpose is being served and all understand the costs as well as the
value of the gift.
(7) Also, does the acceptance of the gift imply that the City will replace the gift when worn
out, destroyed by vandals, etc? If the gift is found to be no longer of use in the future,
may the City at that time, sell, dismantle or convert to another use?
(8) All agreements, prohibitions, etc,with respect to the gift should be noted in the minutes
or Memorandum of Agreement for future reference.
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SCANDIA
DONATION FORM FOR PUBLIC IMPROVEMENT PROJECTS, MEMORIALS,
TRIBUTES,WORKS OF ART
(Including funding proposals for the above purposes)
DONOR INFORMATION
Name:
Address:
Phone:
Email:
Hereby makes a proposal to fund and/or construct a Public Improvement Project,memorial,
tribute, or work of art consisting of
The intended purpose of this donation is
Proposed location
Donation subject to the following restriction(if any):
Condition, Conservation and Maintenance Requirements:
What type of materials will be used in the proposed Project?
What is the intended life span of the Project?
What short and long-term maintenance may be required and what is the anticipated cost of such
maintenance?
The City of Scandia will make reasonable efforts to accommodate the intended purpose of the
donation but reserves the right to utilize,relocate and/or dispose of any item through donated
funds as the City of Scandia may deem fit.
This agreement shall not take effect until the City Council for the City of Scandia has
specifically accepted this donation by a resolution receiving and affirmative vote of two-thirds of
the Council.
Donor Date
Donor Date
Recommended:
Deparhnent Head Date
Accepted:
City Administrator Date
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�CANDIA
IN K1ND CONTRIBUTION RECORDING FORM
DONOR INFORMATION
Name:
Address:
Phone:
Email:
DESCRIPTION OF SERVICES, EQUIPMENT, AND/OR MATERIALS PROVIDED,
QUANTITY,HOURS AND PURPOSE:
DONOR SIGNATURE:
STAFF SIGNATURE:
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SCANDIA
MONETARY DONATION FORM
DONOR INFORMATION
Name:
Address:
Phone:
Email:
Hereby gives to the City of Scandia$ for the purpose of
Any funds in excess of the amount required for the above purpose:
()may be used for
( ) shall be returned to the Donor
( )may be applied to any other project or fund deemed appropriate by the City Council of the
City of Scandia
The City of Scandia will make reasonable efforts to accommodate the intended purpose of the
donation but reserves the right to utilize,relocate and/or dispose of any item through donated
funds as the City of Scandia may deem fit.
Donor Date
Donor Date
Recommended:
Department Head Date
Accepted:
City Administrator Date
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SCANDIA
PERSONAL PROPERTY DONATION FORM
DONOR INFORMATION
Name:
Address:
Phone:
Email:
Hereby gives to the City of Scandia
for the purpose of
All right, title and interest in the above stated item(s) is hereby given, donated and transfened to
the City of Scandia, its successors and assigns forever and without limiting conditions, except as
may be specifically stated herein. It is understood and agreed that I/we as donor(s)retain no
right,title, or interest in the donated property.
To the best of our knowledge this gift/donation is free and clear of all encumbrances and
restrictions.
The City of Scandia will make reasonable efforts to accommodate the intended purpose of the
donation but reserves the right to utilize,relocate and/or dispose of any item through donated
funds as the City of Scandia may deem fit.
This agreement shall not take effect until the City Council for the City of Scandia has
specifically accepted this donation by a resolution receiving and affirmative vote of two-thirds of
the Council.
Donor Date
Donor Date
Recommended:
Department Head Date
Accepted:
City Administrator Date