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DRAFT FOR PUBLIC REVIEW <br />is afforded the donor. The City Manager or a designated staff member shall maintain a record of <br />each donation. <br />The donation record shall include the City of Edina Donation Application and Agreement Form. <br />The Form shall contain all pertinent information such as the donor's name, name of the person, <br />in whose honor the donation is dedicated, and the location or placement of the gift, If <br />applicable. The Form shall state whether or not the gift is restricted, and if restricted, must <br />specify the terms and details of the restrictions. Also included in the record shall be, if the gift is <br />monetary, the dollar amount given, if the gift is not monetary a description of the donation, the <br />lifespan of the gift, and a calculation of the cost of the donation to the City. The Form shall <br />contain a signed acknowledgement that the donor has read and agrees to the City Donations <br />Policy. <br />Notification: It is the responsibility of the donor to provide the City with a current address for <br />purposes of notification regarding their donation and to notify the City in the event of a change <br />in such address. The City shall send written notice to the donor at the most recent address on <br />file, notifying the donor of changes related to the status of their donations, such as a need to <br />remove, relocate, dispose of the donation, or comply with conditions set forth in this policy. <br />Installation: City personnel shall be responsible for approving the installation of donations. A <br />gift installation shall not commence until donations for the cost of the entire donation project <br />have been accepted by City Council. The installation shall be scheduled at a time and date as <br />determined by City staff so as not to unnecessarily interfere with City activities. <br />Costs: The cost of a donation shall include the cost of purchase, the cost of a recognition plaque <br />or element, site preparation, installation, and, if required the estimated cost of maintenance for <br />the expected life span of the donated item. The expected life span of items typically donated <br />shall be specified on a separate schedule. <br />DONATION APPROVAL AND ACCEPTANCE STEPS <br />1. The donor and City staff shall each complete their sections of the Donation Application and <br />Agreement Form when donations are received. The donor shall retain a copy of this form as a <br />receipt, a copy shall be sent to the City Manager and a copy shall be provided to the Finance <br />Director. <br />2. Staff shall not place a value on the gift. <br />3. All cash gifts shall be deposited immediately with the Finance Department in accordance with <br />City cash collection policy and procedure and shall be accompanied by a copy of the Donation <br />Application and Agreement Form. <br />4. The Department Director shall preserve a record of donations to their department, and the <br />City Manager shall preserve a record of all donations, and those not given to a specific <br />department, by maintaining and updating contact information when notified, on the Donation <br />Application and Agreement Form. <br />Donations Policy Draft for Public Review 5 <br />3.27.12 <br />