Hallsville Procedure for Receiving Gifts ordinance (§ 150.050)

A. Upon acceptance of a donation to the City by the City Administrator or the Board of Aldermen, responsibility for management of the donation shall lie with the department head or other City designee having authority to use the donation for the departmental or other specified purpose.

B. The Finance Director shall be responsible for the accounting procedures for donations made under this Chapter and shall carry out such responsibilities in accordance with the City's established accounting procedures.

C. A written receipt of all donations shall be completed and signed by the responsible department head or City designee. The donor shall be sent a copy of the written receipt and a copy shall be sent to the Finance Director.

D. The appropriate department head or City designee shall also acknowledge each donation by letter, thanking the donor. For donations accepted by the Board of Aldermen, other forms of recognition may be approved by the Board of Aldermen if appropriate under the circumstances. Such recognition may include, but is not limited to, inclusion in City publications and plaques.

E. Quarterly written summaries of all donations shall be presented to the Board of Aldermen and the Finance and Economic Opportunities Commission by the Finance Director.

F. The City shall retain a written receipt of each donation identifying the name of the donor, the amount and the date of the donation and the nature of restrictions on spending, if any.

G. Appropriate purchases may be made using funds donated for the designated purpose. Funds shall be held by the City until they are spent for their intended purpose.

H. Where donations are being accumulated for a major project or fundraising campaign, the funds will be held by the City until sufficient funds for the proposed project have been obtained. Funds from donations may not be released and the proposed project may not commence until sufficient funds to complete the project have been secured and/or identified and spending authority has been obtained. Where appropriate, sunset provisions shall be identified at the outset for major projects and fundraising initiatives to provide guidance in the event funding targets are not attained.

I. Individual departments and the City, in general, may produce and distribute broad outreach materials outlining opportunities and procedures for making donations, including those in honor or recognition of a person, organization or event. Any targeted solicitation undertaken by any City employee must be approved in advance by the City Administrator or his/her designee.