HomeMy WebLinkAboutCity Council Resolutions (R-11-3381)-08/01/2011RESOLUTION R-11-3381
A RESOLUTION REPLACING RESOLUTION R-04-2352
' ESTABLISHING A CITYWIDE DONATION POLICY
WHEREAS, City Council approved Resolution R-04-2352, providing a comprehensive
Citywide Donation Policy (Policy) to provide consistent and uniform
guidelines for donations to the City, and provide the donor knowledge of
the policies under which the donation is given and accepted; and
' WHEREAS, City Council desires to modify the Citywide Donation Policy to exempt
' donations $2,500 or less, monetary donations and services-in-kind
', provided to City sponsored events and the Colleyville Citizen's Fire
Academy Alumni Association and the Colleyville Citizen's Police Academy
I Alumni Association; and
WHEREAS, City Council desires to allow the City to accept items on a loan basis with
the approval of the city manager; and
WHEREAS, City Council desires to include the value of a donation on the Donation
and Transfer of Title form.
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 "A".
Sec. 2. THAT the Citywide Donation Policy and Donation and Transfer of Title
form shall take precedent and supercede the donation policy of any City of
Colleyville entity.
AND IT IS SO RESOLVED.
APPROVED BY A VOTE OF AYES, ~ NAYS AND ~
ABSTENTIONS, ON THIS THE /9 DAY OF 2011.
ATTES : CITY OF COLLEYVILLE
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ynthia Singleton, TRMC, CM David Kelly
City Secretary Mayor
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COLLEYVILLE
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TEXAS
CITY OF COLLEYVILLE
CITYWIDE DONATION POLICY
Statement of Purpose
The City of Colleyville encourages donations to the City in support of programs, services, collections
and facilities, for the enhancement of Colleyville. The purpose of the Citywide Donation Policy (Policy)
is to provide consistent and uniform procedures for a donation to the City and to provide the donor
knowledge of the Policy 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 and
the Policy.
Exemptions
Donations from the Friends of the Colleyville Public Library, the Colleyville Public Library Foundation,
Colleyville Citizen's Fire Academy Alumni Association, Colleyville Citizen's Police Academy Alumni
Association, monetary and services-in-kind donations provided to City of Colleyville sponsored events
and donations of $2,500 or less are exempt from the Policy.
Procedures
Individuals, businesses or organizations making a donation to the City shall submit a City of
Colleyville Donation and Transfer of Title form to the appropriate department director. Specifications
including plans, drawings, photographs, or details pertinent to the donated item, including value of the
donation and anticipated annual operating cost, shall be included. All spaces on the form shall be
completed or noted if not applicable.
Any stipulations, including location and use of a donation, shall be included on the Donation and
Transfer of Title form. If no such stipulation is recorded on the form or as an addendum, the City shall
have the right to use the donation as determined by the City, free of encumbrances.
City insurance and accounting valuations necessary to meet standard City procedures are separate
and apart from the donation process.
When the Donation and Transfer of Title form has been fully executed by the donor and the City of
Colleyville, 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 a record of the donation.
The Policy shall take precedent and supersede the donation policy of any City of Colleyville entity.
July 19, 2011
City of Colleyville
Citywide Donation Policy
Page 2 of 2
Use of Donations
Items may be accepted on a loan basis with the approval of the city manager.
The City shall expend cash donations 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,
commissions or committees.
Items donated for exhibit will be subject to a rotation schedule established by the City, to allow
opportunities for public view and to protect items on display. Proper preservation and care of donated
item(s) shall be defined under stipulations.
Riqht of Refusal
The City reserves the right to refuse a donation. In a multi-item donation, items may be refused or
accepted on an item-by-item basis.
The donor reserves the right to withdraw the donation before formal acceptance by City Council.
Reportinq to Citv Council
Donations of $1,000 and above shall be reported to the City Council on a quarterly basis.
July 19, 2011
C~T Y ~F
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COLLEYVILLE
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CITY OF COLLEYVILLE
DONATION AND TRANSFER OF TITLE
~/We hereby give, assign,
transfer and set over to the City of Colleyville all of my/our rights, title and interest in the materials
described below:
Value of donation
Annual operating cost to City
Specifications/Plans/Drawings/Photographs: ^ Attached 0 None
Stipulations
I/We have read and understand the City of Colleyville Donation Policy and accept the provisions of
the Policy.
Signature of Donor(s)
Donor Address
Date
Date
City State ZIP
Phone Number(s) Main Alternate
Accepted for and on behalf of the City of Colleyville
Received by
Mayor / City Manager / Department Director
^ City Approval Date
^ City Council Approval Date _
^ Resolution/Ordinance Number
Department
July 19, 2011