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SAN LEANDRO ADMINISTRATIVE CODE TITLE 1 CITY COUNCIL 0.9.115: PROCEDURES. (a) The following procedures shall be followed for all donations. (1) A Donation Receipt Form will be completed by City staff when donations are re- ceived, and a copy of the form will be forwarded to the City Clerk for retention. The donor will be given a copy of the form. The Finance Department will retain a copy if the item is a capital good (valued in excess of$7,500 with at least a one-year life). (2) The City will not place any value on the gift for the donor. (3) The Finance Director shall be notified of acceptance of capital items. Finance shall make the necessary entries on the respective accounts and property records to insure that the property is charged to the account of the proper City program. This report- ing must take place no later than thirty (30) days after the receipt of the donated item(s). (4) If the gift is a capital good of the type that is ordinarily maintained by the Public Works Services Department, the department receiving the gift must discuss the item with the Public Works Services Director before accepting it. (b) Cash Gifts. (1) Depositing Cash Gifts. All cash gifts shall be deposited immediately with the Fi- nance Department in accordance with the City cash collection policy and procedure and shall be accompanied by a Donation Receipt. Cash donations shall be deposited in the Gifts and Donations account in the General Fund. (2) Restricted Cash Donations. (i) Donation Receipt. Restricted cash donations must be supported in depart- ment files by the Donation Receipt signed by the donor and identifying the name, address and telephone numbers of the donor, the amount and date of the donation, and the nature of the restriction. (ii) Deposit of Restricted Cash Donations. Donations shall be deposited in the City's Gifts and Donations account, which is managed by the Finance De- partment. This account shall be utilized by all departments. (iii) Council Authorization. A request for authorization must be sent to the City Council in the form of a staff report and approved before a restricted cash donation is spent for its intended use. The Report to Council must state the name of the donor, the amount of the donation, the date the donation was re- ceived and the nature of the restriction. A copy of this report must be submit- ted to the Finance Department to confirm spending authority. Department Responsible for Revision: City Manager Chapter 19 06/20/2005 Page 3