Item 4HM E M O R A N D U M
January 4, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Approve the Policy Ordinance Review Committee revisions to
SUBJECT:
the Community Services
Donation Policy
Action Requested:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Donation Policy
Background
Information:
The current Donation Policy was adopted by the City on
October 6, 1998.
On November 9, 2004, city council appointed a Policies and
Ordinance Review Committee (P.O.R.C.) to review policies
and ordinances that influence the operations of the
Community Services Department. The committee consisted
of Council members Carolyn Morris, Greg Jones and Virginia
Muzyka; then Park Board members Katrina Peebles, Mike
Mills and Cara White; Senior Advisory Commission
members Bill Kyle and Cleta Pierce; SYAC representative
Chelsea Payne and city staff members Steve Polasek and
Steve Moore.
P.O.R.C. reviewed the Community Services Department
Donation Policy and made the following revisions:
- Changed Dept name listed from Parks & Recreation to
Community Services Department
- Changed Director’s title
- $ amount Director may accept increased from $100 to
$1,000
- Minor grammar and housekeeping changes to reflect
Department’s practices
The proposed revision has been reviewed and approved by
the City Attorney.
The Parks Board recommended approval (9-0) of the
P.O.R.C. recommendations to the Donation Policy at their
January 11, 2010 meeting.
4H -
1
Shana Yelverton, City Manager
Meeting Date – January 19, 2010
Page 2 of 2
Financial
Considerations:
N/A
Strategic Link:
This item is linked to the City’s Strategy Map related to the
focus area of Performance Management and Service
Deliveryand meets the corporate objective to Provide High
Quality Customer Service.
Citizen Input/
Board Review:
The Policy and Ordinance Review Committee reviewed and
forwarded revisions to the City Attorney for approval.
Parks Board recommended approval (9-0) of revisions to the
Donation Policy at their January 11, 2010 meeting.
Legal Review:
City attorney reviewed and recommended changes. All
changes were implemented.
Alternatives:
Alternatives include:
City Council approval as presented
City Council approval with input as desired
City Council decision not to approve
Supporting
Documents:
Copy of revised Donation Policy
Staff
Recommendation:
City Council approval of the P.O.R.C revisions to the
Donation Policy
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2
Community Services Department
Policies and Procedures Manual
Policy: Donation Policy
Source: City Council
Category: Administrative
Statement of Purpose
The purpose of this policy is to provide consistent guidance for the consideration of donations to
the Community Services Department
Procedure
I. Individuals, businesses or organizations considering making a donation to the City of
Southlake Community Services Department should submit a proposal in writing to the
Community Services Director.
II. The proposal should include a complete description of the donation, and, to the extent
applicable, pictures and/or detailed drawings, preferred location of the donation, value of
donation and any stipulations that may go along with the donation.
III. The Director of Community Services will review the proposal and make any
comments/recommendations deemed necessary. The Director of Community Services
may:
a. accept on behalf of the City donations of living plant material, including trees
donated as a memorial, without approval of the Parks and Recreation Board and
may place the items where deemed appropriate and/or;
b. accept items valued up to $1,000.00.
IV. The Director of Community Services will forward all other donation proposals along
with comments/recommendations to the Parks and Recreation Board for their
consideration at the next regular meeting.
V. The Parks and Recreation Board and the appropriate City staff will consider the
acceptance of the proposed donation and make its comments/recommendations.
VI. The City of Southlake reserves the right to accept or reject any item submitted for
approval.
VII. The potential donor reserves the right to withdraw the proposed item at any time during
the approval process.
Community Services – Donation Policy Page 1 of 3
1/5/2010
VIII. All item(s) will be considered for acceptance on an item-by-item basis. Living plant
material, including trees donated as a memorial, will be subject to staff review for
suitability of location and species. Staff approval should be obtained prior to any
purchase of living plant material that is intended for donation.
IX. A location may be designated at each park site where the donations may be recognized
with, the name of the donor and the date of the donation. Press releases may be issued
following the acceptance of the donation.
X. All accepted donations will become the property of the City of Southlake and will be
used at the discretion of the City.
XI. Donation items which become damaged, or in the case of plant material cease to live,
may be replaced or repaired at the discretion of the City. Items such as donation plaques
will not be replaced unless specifically requested and paid for by the original donor prior
to its scheduled removal. The City will make every effort to contact the original donor,
but failure to do so shall not restrict the removal of damaged or deteriorating plaques.
Approval Date: May 9,1994 Approved by: City Council
1. Amendment Date
October 6, 1998 Approved by: City Council
2. Amendment Date
Approved by:
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City of Southlake Community Services Department
Donation Form
Proposed Donation:Donor(s):
Proposed Donation Description:
(Please include a complete description of the proposed donation and, to the extent applicable, pictures and/or
detailed drawings. Attach additional pages as necessary).
Estimated Value: PreferredStipulations:
Location:
$
For Office Use Only:
Park Department Action: _____ Approve _____ Denied _____ N/A
Park Board Action: _____ Approve _____ Denied _____ N/A
City Council Action: _____ Approve _____ Denied _____ N/A
Comments:
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