Res16 15517 - Laserfiche WebLink

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6.1. The City shall maintain records that provide an audit trail for the receipt of all donations, sponsorships, and City-related foundation grants and shall comply with the following requirements: a. All revenues, products and services received from donations, sponsorships, and City-related foundation grants shall be recorded and maintained for at least the expected life of the item or service, or for a specific time frame that has been established in either the approval of the Donation or Sponsorship Agreement. b. Monetary contributions for donations, sponsorships, and City-related foundation grants shall not be paid in cash unless approved, in advance, by the City Manager and receipt of cash is properly documented. c. A record of all donations, sponsorships, and City-related foundation grants including name, type, contact name (if a company), amount, and disposition of sponsorship shall be kept up-to-date and accurate. d. Departments shall report any donation, sponsorship, and City- related foundation grant requests received by the department through reports to the City Manager or his or her designee. 7. DISCLAIMERS 7.1. Different forms of contributions to the City present different opportunities and challenges. Therefore, it is not possible to establish blanket guidelines to cover all types of donations, sponsorship activity, or City-related foundation grants that the City may decide to pursue. 7.2. Unless expressly stated otherwise, the City does not intend to modify or change the non-public forum status of any City property by providing donor, sponsorship, or City-related foundation recognition on City property. 7.3. The City by accepting a donation, sponsorship, or City-related foundation grant will not provide any extra consideration to the donating party, sponsoring party, or City-related foundation in relation to any City procurement, any regulatory activities of the City, or other City business. No City employee or other City Official is authorized to offer any such extra consideration to a donor, sponsor, or City-related foundation. 7.4. Any donation, sponsorship, or City-related foundation grant which, if accepted, would obligate the City to enter into a service or procurement agreement should be reviewed under the City procurement process. 7.5. The City encourages donation of materials with the understanding that such items have a useful life, and that the City assumes no responsibility for replacement or upkeep. Once a donation is accepted, it becomes City - 5 -