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SAN LEANDRO ADMINISTRATIVE CODE TITLE 1 CITY COUNCIL (iv) Procedures for Expending Donated Cash. The donation may be liquidated by the appropriate department when the purchase is made. Any over expendi- tures must come out of the department's operating budget. Funds shall re- main in this account until they are spent on their intended purpose. If a de- partment is unable to spend the cash as intended, the cash must be returned to the donor or the donor must provide written authorization to expend the cash differently from the original purpose. A minimum of ninety percent (90%) of the donated funds must be utilized for the stated purpose. The re- maining balance will go into the General Fund once the purpose of the dona- tion has been achieved. This will occur at the end of the fiscal year. (3) Unrestricted Cash Donations. Unrestricted cash donations shall be deposited in the City's Gifts and Donations account in the General Fund. (c) Reporting of Donations. Within thirty (30) days of the end of the fiscal year, each depart- ment director shall submit a report to the City Manager that summarizes all donations re- ceived by each department during the fiscal year, with an estimate of the monetary value of the donations. Volunteer time is excluded from this report. (d) Donation Acknowledgments. The Department receiving a gift will have the responsibility of acknowledging the donor and/or making arrangements for such in the following manner. Copies of all acknowledgement letters shall be sent to the City Council. $199 and Under A thank you letter acknowledging the gift by the City Manager. $200 and Up A thank you letter acknowledging the gift signed by the Mayor and a commemorative plaque if appropriate. (e) Commemorative Plaques. It is the policy of the City Council that donations that are so identified via a commemorative plaque be maintained for the assets' normal life or five (5) years, whichever is shorter. At the end of its useful life, the donated item may be replaced or removed at the discretion of the director of the department maintaining the donated item. A commemorative plaque may not be replaced or repaired if it is stolen or damaged during that five (5) year time span. Text on any commemorative plaque may be limited to acknowledging the name of the per- son to be remembered, dates of the person's life or service to the community, and the name of the person or organization making the donation. Additional text on the plaque, the size of the plaque, the material it is made of and the placement of the plaque on the donated item shall be determined by the department accepting the donation. Legislative History: Resolution No. 98-128, 10/05/1998 [§§19.100-19.115];Resolution No. 2005-085,06/20/2005 [§§19.100-19.115] Department Responsible for Revision: City Manager Chapter 19 06/20/2005 Page 4