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6.1. - Page 7 of 18 <br />shall be conducted in accordance with the City's Public Art Ordinance, along with this <br />Donation, Sponsorship and City -Related Foundation Grant Policy. <br />5. SUPPLEMENTAL REVIEW PROCESS FOR CITY- RELATED FOUNDATIONS <br />5.1. Directors or designees of City departments that receive City -related foundation <br />grants from City -related foundations such as the Redwood City Parks and Arts <br />Foundation and Redwood City Library Foundation shall annually perform the <br />following: <br />a. Review the membership of the foundation's board to determine whether <br />the addition of a particular person on the board raises an actual or <br />perceived conflict; <br />b. Obtain signed statements from each foundation board member and <br />principal officer affirming that such person has received, read, <br />understands, and agrees to comply with the foundation's conflict of interest <br />policy; and <br />Review the foundation's current conflict of interest policy to determine if <br />any material change has been made to the policy that may affect the <br />decision to accept funding or any other benefit from the City -related <br />foundation. <br />6. COSTS, ACCOUNTING, AND RECORD KEEPING <br />6.1. The City shall maintain records that provide an audit trail for the receipt of all <br />donations, sponsorships, and City -related foundation grants and shall comply with <br />the following requirements: <br />a. All revenues, products and services received from donations, <br />sponsorships, and City -related foundation grants shall be recorded and <br />maintained for at least the expected life of the item or service, or for a <br />specific time frame that has been established in either the approval of the <br />Donation or Sponsorship Agreement. <br />b. Monetary contributions for donations, sponsorships, and City -related <br />foundation grants shall not be paid in cash unless approved, in advance, <br />by the City Manager and receipt of cash is properly documented. <br />C. A record of all donations, sponsorships, and City -related foundation grants <br />including name, type, contact name (if a company), amount, and <br />disposition of sponsorship shall be kept up-to-date and accurate. <br />d. Departments shall report any donation, sponsorship, and City -related <br />foundation grant requests received by the department through reports to <br />the City Manager or his or her designee. <br />7. DISCLAIMERS <br />7.1. Different forms of contributions to the City present different opportunities and <br />challenges. Therefore, it is not possible to establish blanket guidelines to cover all <br />types of donations, sponsorship activity, or City -related foundation grants that the <br />City may decide to pursue. <br />165 <br />