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HomeMy WebLinkAboutCity Council Resolutions (R-04-2352)-04/06/2004 I RESOLUTION R-04-2352 A RESOLUTION PROVIDING FOR A CITYWIDE DONATION POLICY WHEREAS, the Colleyville Center Advisory Committee, Parks and Recreation Advisory Board and the Colleyville Public Library Board have separate policies for the consideration and acceptance of donations, equipment, structures, and cash to the City; and WHEREAS, the City of Colleyville desires to provide a consistent basis for the consideration and acceptance of donations, equipment, structures, and cash to the City. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the City of Colleyville adopts the Citywide Donation Policy, hereby attached as Exhibit "An. Sec. 2. THAT the Citywide Donation Policy and Donation and Transfer of Title Form shall take precedent in case of any conflict with other donation policies as approved by the various advisory Boards, Commissions and Committees. AND IT IS SO RESOLVED. PASSED BY A VOTE OF S AYES, lJ NAYS AND THIS THE ~ 'ff, DAY OF ~ 2004. '- o ABSTENTIONS ON ~~~ Cynthia Singleton, TRMC City Secretary E Exhibit "An CITY OF COLLEVILLE DONATION POLICY The City of Colleyville encourages donations to the City in support of its programs, services, collections and facilities, for the enhancement of Colleyville. The purpose of this donation policy is to provide a consistent and uniform policy for donation to the City of Colleyville; and to provide the donor knowledge of the policies under which the donation is given and accepted. All boards, commissions, committees, and City Council shall comply with this policy. All departments and employees of the City of Colleyville remain subject to the City of Colleyville Personnel Policy and Procedures Manual, however employees and departments shall comply with these policies. In the event additional policies of the Colleyville Center, the Library, the Parks Department, or any other City of Colleyville entity conflict with this City of Colleyville Donation Policy, this policy shall take precedent and supersede the policies of those entities. Donations from the Friends of the Library and the Library Foundation are exempt from this policy. The Librarian will report donations to the City Council. All donations shall be made to the City of Colleyville by use of the uniform City of Colleyville Donation and Transfer of Title form. Specifications including plans, drawings, photographs, or details pertinent to the donated item, including anticipated annual operating cost, shall be attached as a part of the form. All spaces on the form shall be completed or noted if not applicable. Any special stipulations, including location and use of a donation, shall be established in the Stipulation section of the Transfer of Title form. If no such stipulation is recorded on the form or the addendum as a part of that section, the City shall have the right to use the donation as determined by the City, free of encumbrances. The City reserves the right to refuse a donation. The donor reserves the right to withdraw the donation before formal acceptance by City Council. In a multi-item donation, items may be accepted on an item-by-item basis. Items donated for exhibit will be subject to a rotation of exhibit time in order to provide a variety of exhibits, and to protect items adversely affected by exhibition. The City shall have the right to determine times of exhibit. Proper preservation and care of donated item(s) shall be defined under Stipulations if necessary. The City of Colleyville shall not place a monetary value on a donated item; nor shall the City issue a receipt or record a monetary value that has been determined by the donor. Subsequent City insurance/accounting valuations necessary to meet standard city procedures are separate and apart from the donation process. CITY OF COLLEYVILLE DONATION POLICY When both the signature of the Donor and of the Mayor, representing the City Council's approval, complete the Donation and Transfer of Title document, the donation becomes the property of the City of Colleyville. A copy of the completed Donation and Transfer of Title form shall be given to the Donor as the donor's record of donation. Donations of funds are welcome. The City shall expend those funds on materials, equipment or projects acceptable to the donor if requested. Donated funds shall be deposited in donation fund accounts when defined, and shall not be intermingled with the General Fund or donation fund accounts of other departments, boards or committees. Funds and services-in-kind provided to City of Colleyville sponsored events Celebrate Colleyville and Colleyville Proud Clean Sweep shall comply with this policy in the form of a final report. Funds below $1,000 will be excluded from these policies. Loans of items shall not be accepted by the City of Colleyville. Exceptions for special items or events shall be evaluated by the City Council, and require approval by the City Council. CITY OF COLLEYVILLE DONATION AND TRANSFER OF TITLE I/We hereby give, assign, transfer, an set over to the City of Colleyville all of my rights, title, and interest in the materials described below: Funds Stipulations (if any) Specifications/Plans/Photos/ Annual cost to city: Attached None I have read and understand the Donation Policy of the City of Colleyville, and accept the provisions ( that policy. Signature of Donor(s) Date Date Address of Donor City State ZIP Phone Numbers: Home · Office RECEIVED by Department Board or By Date Council Approval Date Resolution/Ordinance Number ACCEPTED for and in behalf of the City of Colleyville By Date Mayor, City of Colleyville Accession Number