6.b) Volunteer Agreement Form 1
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IStaff Report
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Date of 1Vleeting: October 1,2012
'I'o: Parks and Recreation Committee
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� �'rom: Kristina Handt, City Administrator
ite: Voianteer A�greement Form
Agenda Item#: 6.b) �
�ackground: �
At the August and September Park and Recreation Committee meetings,the committee discussed the
need that an agreement for vol.unteer work be documented before the donation of labor to avoid
any misunderstaiidings regarding the completion of�the work.
Proposal Detaill:
Attached is a copy of the In Kind Contribution Form I've used in the past. It is very simple but
serves the purpo'se to document the contribution and make sure that the City and the donor are on
the same page.
Having not attended previous meetings of the committee and therefore not knowing exactly what
the committee is�looking for, I've also attached a sample of a more comprehensive donation form
for public works�irnprovement projects. There is also a checklist that was used to help the
officials decide �f accepting a gift was in the best interest of the city.
Optaons: �
l) Recommend approval of the form(s)to the City Council
2) Amend tlie form(s)and then recommend approval to the City Council
3) Table the�discussion for a future meeting date
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IN KIND CONTRIBUTION RECORDING FORM
DONOR INFORMATION
Name:
Address:
Phone:
EmaiL•
DESCRIPTION OF SERVICES, EQUIPMENT, AND/OR MATERIALS PROVIDED,
QUANTITY,HOURS AND PURPOSE:
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DONOR SIGNATURE:
STAFF SIGNATURE:
DONATION FORM FOR PUBLIC IMPROVEMENT PROJECTS,MEMORIALS,
TRIBUTES, WORKS OF ART
(Including funding proposals for the above purposes)
DONOR 1NFORMATION
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):
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Condition, Conservation and Maintenance Requirements:
What type of rnaterials will be used in the proposed Project?
What is the intended life span of the Project?
What short and long-term rnaintenance may be required and what is the anticipated cost of such
maintenance?
The City of Scandia will make reasonable efforts to accomrnodate 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.
Donor Date
Donor Date
Recommended:
Department Head Date
Accepted: �
City Administrator Date -
CHECKLIST FOR ACCEPTING DONATIONS
Policy: For gifts of any size the appropriate comrnittee is to evaluate whether it is in the City's
best interest to accept the bequest.
In order to assist the cornmittee 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 mernbers of a protected class? '
(4) What will fhe potential annual maintenance cost of the gifted object be? Do the costs
outweigh the value of the gift?
(5) I)oes the gift carry irnplied 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 rnay 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, disrnantle 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. �,