Chapter 3.45
ACCEPTANCE OF DONATIONS
Sections:
3.45.010 Acceptance of donations.
3.45.030 Funds and accounting.
3.45.040 Internal Revenue Code compliance.
3.45.010 Acceptance of donations.
The city manager is authorized to accept on behalf of the city any money or property donated, devised, or bequeathed to the city, and to carry out the terms of the donation, devise or bequest, if acceptance of the donation is within the powers granted by law to the city. If no terms or conditions are attached to the donation, devise or bequest, the city may expend or use the same for any municipal purpose. (Ord. 97-139 § 1).
3.45.020 Policy.
A. Purpose. To establish policy and procedures for the acceptance of monetary and nonmonetary donations to the city.
B. Policy. To consider the acceptance of any monetary and nonmonetary donations, devises, or bequests from private citizens, business groups or other organization. Considerations include the use of the donation, restrictions associated with the donation, costs associated with, and effective use of.
C. Procedure.
1. The department receiving and managing the proposed donation shall complete sections (1) through (5) of the attached donation agreement form.*
2. For a monetary donation, the department shall attach the donor’s original check to a photocopy of the completed donation agreement form and forward them immediately to the service center (city cashier) which will issue a treasurer’s receipt. The service center shall deposit the check into a holding account until the appropriate approvals are completed. (See finance department for coding of treasurer’s receipt.)
3. The department shall forward all four copies of the completed donation agreement, and a photocopy of the donor’s check, to the city manager for consideration of the proposed donation.
4. The city manager shall accept or decline the donation. If the donation is accepted, the city manager shall sign the donation agreement and forward four copies plus the check copy to the city treasurer.
5. The city treasurer shall create appropriate BARS codes and/or funds as required by the donation and initiate any additional procedures or policies as required.
a. Copy #1: Treasurer receipting cashier;
b. Copy #2: City treasurer;
c. Copy #3: Donor;
d. Copy #4: Department assigned to managing the donation. (Ord. 97-139 § 2).
* The donation agreement form is attached to Exhibit A of Ordinance 97-139, available in the city clerk’s office.
3.45.030 Funds and accounting.
The finance director is authorized and directed to establish such funds and accounting procedures as may be necessary to carry out the terms or conditions of any donation, devise or bequest, in accordance with the laws of the state of Washington and requirements of the Office of the State Auditor. (Ord. 97-139 § 3).
3.45.040 Internal Revenue Code compliance.
The city will comply with all provisions of the Federal Internal Revenue Code in this policy. (Ord. 97-139 § 4).