R2023-53 Donation PolicyRESOLUTION 2023-53
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, ADOPTING A DONATION POLICY FOR
THE VILLAGE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the Village currently has not policy governing the acceptance of donations to the
Village or the solicitation of donations for the benefit of the Village; and
WHEREAS, Village Staff recommended the adoption of a Donation Policy to establish a formal
process for the acceptance, documentation, and distribution of donations made to the Village; and
WHEREAS, the Village Council determines that the adoption of this Resolution is in the best
interests of the Village and its residents.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM
BEACH, FLORIDA as follows:
Section 1. The foregoing recitals are hereby ratified and are incorporated herein.
Section 2. The Village Council hereby adopts a Donation Policy, of copy of which is attached
hereto and incorporated herein by reference. This Policy may be included in the Village's
Accounting Policies and Procedures Manual for Internal Controls.
Section 3. All resolutions or parts of resolutions in conflict herewith are hereby repealed to
the extent of such conflict.
Section 4. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS 13TH DAY OF JUT T T
�oRrW--'�
A04*
� •fir • •�
ATTEST:
r
OVIMA-G'E C RK
Page 1 of 3
VILLAGE OF NORTH PALM BEACH
DONATION POLICY
Section 1. Purpose:
The purpose of this policy is to establish a formal process for acceptance and
documentation of donations made to the Village. This policy provides guidance when
individuals, community groups and businesses wish to make donations to the Village and
establishes standards for Village employees regarding the solicitation of gifts for Village
projects and fundraising activities.
Section 2. Types of Donations:
Donations may be offered in the form of cash, personal property, or real property and fall
into one of the two following categories:
A. Designated donations are those donations that the donor specifies for a
particular Village department, location or purpose or are collected as part of
a fundraising activity approved by the Village Council.
B. Undesignated donations are those donations that are given to the Village
for an unspecified use.
Section 3. Consistency with the Village’s Interest for Designated Donations:
The Village shall only accept designated donations when they have a purpose consistent
with the Village’s goals and objectives and are in the best interests of the Village.
Section 4. Acceptance of Donations:
All donations to the Village shall be submitted for consideration for acceptance. Based
on the value of the donation as outlined below, appropriate Village Staff shall review every
donation and determine if the benefits to be derived warrant acceptance of the donation.
A. Offers of donation of cash or other items valued at $5,000 or below may be
accepted by a Department Director.
B. Offers of donation of cash or other items valued at more than $5,000 and
up to $25,000 may be accepted by the Village Manager.
Page 2 of 3
C. Offers of donations of cash or other items valued at more than $25,000 must
be accepted by the Village Council.
D. Offers of donations for gratuitous purposes (e.g., holiday gift baskets) to an
employee, department, or the Village shall be made available to benefit all
employees.
Section 5. Acceptance of Designated Donations of Cash or Tangible Items
Based on the value of the donation offer as outlined in Section 4 above, appropriate
Village Staff will review the conditions of any designated donation and determine if the
benefits to be derived warrant acceptance of the donation. Criteria for the evaluation
include, but are not limited to:
A. Consideration of whether an expenditure is required in order to accept the
donation.
B. Consideration of whether the donation serves a public purpose and meets
the Village’s goals, objectives, mission, and values.
C. The potential and extent of the Village’s obligation to maintain, match or
supplement the donation.
Section 6. Acknowledgement of Donations
A. A Donation Acceptance Form is required to be completed by the receiving
Department Director or the Village Manager and forwarded to the Village
Council (if required). No Form shall be required for gifts of food or any gift
with an estimated value of $100.00 or less.
B. A copy of the Donation Acceptance Form shall be provided to the donor,
the Finance Department, and the Village Clerk.
Section 7. Declined Donations
The Village of North Palm Beach reserves the right to decline any donation if, upon
review, acceptance of the donation is determined in the sole discretion of the Village to
not be in the Village’s best interest. The Village shall not accept any donation from a
person or entity with a pending application, permit, or approval of any kind.
Section 8. Distribution of Donations
A. Tangible items will be distributed to the appropriate Village departments for
use or, at the discretion of the Department Director or Village Manager,
disposed of in an appropriate manner.
Page 3 of 3
B. Donations of cash for designated donations will be deposited into the
appropriate revenue account for the designated Village department.
C. Donations of cash for undesignated donations will be deposited into the
Village’s General Fund, provided, however, that undesignated donations in
an amount over $25,000 shall be distributed at the direction of the Village
Council.
Section 9. Exemptions.
The provisions of this policy shall not apply to donations from governmental or non-profit
agencies or to the donation of vehicles or other equipment to the Police Department or
Fire Rescue Department for use in law enforcement or public safety activities.
Section 10. Solicitation of Donations
No elected or appointed Village official, Village employee or Village volunteer shall solicit
donations for any program, activity or event sponsored or initiated by the Village where
the total amount collected is expected to exceed $10,000 unless the Village Council has
approved the fundraising activity. No donation may be used for the personal financial
gain of any Village elected or appointed official or any Village employee.
Solicitation, acceptance, and reporting of gifts to individual elected or appointed officials
or Village employees are governed by Chapter 112, Florida Statutes, and the Palm Beach
County Ethics Code.
VILLAGE OF NORTH PALM BEACH
DONATION ACCEPTANCE FORM
Name of donor:
Address of donor:
Telephone No. E-mail:
Description of donation:
Donor estimate of current value:
Potential immediate or initial acquisition or installation cost, any on-going maintenance or
replacement cost:
Intended use:
Conditions of acceptance or donor designation:
Village Department receiving the donation:
APPROVED/DISAPPROVED (as applicable):
Date Department Head Signature
Date Village Manager Signature
Date submitted to Council Date approved by Council
Date Mayor Signature
Copies to:
Finance Department
Village Clerk
Donor