Gifts to the City Procedures

Acceptance of Gifts less than $15,000 Procedures.

A. Any gifts with a value of $15,000 or less as long as there are no operating cost implications can be received by individual City departments with written notice to the Finance Officer or his/her designee.

B. The Finance Department shall submit a quarterly gift report to the appropriate City Council Committee(s) for approval.

C. Gifts covering travel, lodging and/or conference costs shall be approved by City Council prior to the use of the gift. When time permits approval of a quarterly gift report by City Council prior to the use of gifted travel, lodging and/or conference costs, such gift shall be included on a quarterly gift report. The receiving department shall submit a request for committee action for any gift the use of which will occur prior to the City Council’s approval of the next quarterly gift report.

Note: Minnesota Administrative Rules, Rule 4512.002, Subp. 2, mandates City Council approval prior to use of gifts by employees who file Statements of Economic Interest and elected officials.

Occasionally a donor will offer, after a city department has incurred travel, lodging and/or conference costs, a monetary gift to cover the recipient department’s expenditures. This situation is a restricted monetary gift and the restriction should be noted on the quarterly gift report

D. The quarterly gift report shall contain the following information on each donation:

  1. Name of recipient department
  2. Name of entity making gift
  3. Description of gift (including description of gift, date received and special designations or restrictions on gift, if any.) Note: Do not include a dollar value on in-kind gifts
  4. Funding strings for revenue and expense appropriation increases

E. For any gifts with a value exceeding $15,000, the recipient department shall submit a request for authorization to accept the gift to the appropriate City Council Committee(s) directly.