HomeMy WebLinkAbout051518-Donation Policy
COUNCIL POLICY
ON
ACCEPTANCE OF DONATIONS TO THE CITY
This Council Policy was adopted by the City Council on May 15, 2018
Purpose:
This policy is intended to provide guidelines for accepting gifts and donations of cash, real
property, services, or goods, except for artwork, in a responsible, transparent, and accountable
manner that is consistent with the City's strategic goals and deemed to be in the public interest of
the City. City acceptance of donated artwork is governed by Ashland Municipal Code Chapter
2.29.
Objectives:
• To establish and guide relationships with donors who share the City's commitment to
provide a high quality civic environment.
• To enrich the community by responsibly and efficiently managing donations.
Process:
Acceptance of any proposed donations must be approved by the City Council. Only proposed
donations which the City Administrator has deemed to be in compliance with this policy will be
forwarded to the Council for possible acceptance. To enable evaluation of a proposed donation,
the prospective donor must submit to the City Administrator a written proposal addressing at
least the approval criteria below. If appropriate, the City Administrator will forward the
donation proposal to the City Council for final approval.
The City has no obligation to accept a proposed donation.
Approval Criteria:
Any proposed donation must:
• be consistent with applicable City laws, policies, ordinances, and resolutions;
• be compatible with the City's existing capital projects and with its long range plans,
including adopted master plans, the Capital Improvement Program (CIP), and the Land
Use Code;
• include estimated initial and ongoing costs for which the City will be responsible if it
accepts the donation;
• not preclude prompt removal or sale if the contributed item becomes an impediment to an
approved City project;
• meet the Right-of-Way Encroachment Guidelines if the donation is intended for
placement in any public right-of-way;
• not detract from or overpower the scenic or architectural values of the existing natural or
built environment;
• become the property of the City upon final acceptance; and
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• be in the City's best interests.
A donation must be declined if
• the donation is made in exchange for consideration of a right, privilege, material benefit
or advantage, such as promotions or advertising;
• the donation will have a direct benefit to the donor, a relative of the donor, or a business
with which the donor is associated, as defined in ORS 244.020 (3); or
• promotional material to be associated with the donation includes the logo, slogan,
address, or phone number of a business, as defined in ORS 244.020 (2).
Income Tax Receipt:
A donation to the City of Ashland, which is a 501(c)(1) government entity, may be tax
deductible. Upon confirmation that the contribution has been received in full, the City Recorder
will issue a letter of receipt to the donor acknowledging the donation. The letter will serve as the
donor's receipt for tax purposes.
Donor Reco ition:
The City will issue a news release alerting the media about an accepted donation and include the
donor's name unless the donor wishes to remain anonymous. The news release will be sent to
the local media and posted on the City's website. Information about the donation and the donor
will also be included in the City's monthly newsletter City Source which is mailed with City
utility bills.
Donations will not be recognized with plaques placed on City property.
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