HomeMy WebLinkAboutItem 13a - Administrative Acceptance of Donations
DATE: June 20, 2023
TO: Honorable Mayor and City Council
FROM: Dominic Lazzaretto, City Manager
By: Justine Bruno, Deputy City Manager
SUBJECT: RESOLUTION NO. 7514 AUTHORIZING THE CITY MANAGER TO
ACCEPT GIFTS AND DONATIONS HAVING A VALUE OR IN AN
AMOUNT OF $10,000 OR LESS
CEQA: Not a Project
Recommendation: Adopt
SUMMARY
On November 8, 2022, voters approved amendments to the Arcadia City Charter,
including an amendment that allows the City Council to establish procedures for the
administrative acceptance of donations, devises, and bequeathments by ordinance or
resolution.
Previously, the Arcadia City Charter and Resolution No. 6620 required donations of
more than $1,000 to be accepted by the City Council. The amended language of the
Arcadia City Charter now allows the City Council to specify its own procedures for
accepting monies, personal property, or real estate that is donated, devised, or
bequeathed to the City. It is recommended that the City Council adopt Resolution No.
7514 authorizing departmental administrators to accept gifts and donations having a
value or in an amount of $10,000 or less, with amounts over that being considered by
the City Council directly.
BACKGROUND
On November 8, 2022, Arcadia voters approved Measure CA with 66.81% of the vote
and the City Council certified the election results during the December 6, 2022, City
Council Meeting. Subsequently, the City was notified on January 25, 2022, that the
Secretary of State had filed and accepted the amended City Charter, allowing
implementation of the approved Charter amendments.
Before voters approved the Arcadia City Charter amendments, the Library Board of
Trustees were the only City Board or Commission that had the ability to accept money,
Resolution No. 7514 – Administrative Acceptance of Donations
June 20, 2023
Page 2 of 3
personal property, or real estate donated to the City for Library purposes, subject to City
Council approval (Arcadia City Charter as Amended 1998, Section 809. Library Board of
Trustees. Powers and Duties). In 2008, the City Council adopted Resolution No. 6620
that authorized Department Directors to accept gifts and donations for their respective
Departments, up to a value of $1,000. Through this process, the Department Director
could accept the donation and notify the City Council accordingly.
Prior to placing Measure CA on the November 2022 Ballot, the City Council formulated
a Charter Review Committee (“Committee”) to review the City’s Charter and provide
recommendations. Through the Committee’s research of the City’s donation history
(frequency, amount, purpose), the Committee recommended the dollar amount/value of
donations accepted administratively be increased from $1,000 to $10,000; however, the
Committee opted to leave the language flexible in the Charter so that the City Council
could easily adjust that number over time. This amendment to the City’s Charter can be
found through the addition of Section 1218. Donations, which states:
Section 1218. DONATIONS. The Council may accept money, personal property,
or real estate donated, devised, or bequeathed to the City and authorize the City
Manager to carry out the terms and conditions of the donation, devise, or
bequeathment. If no terms or conditions are attached to the donation, devise, or
bequeathment, the Council may designate its use for any municipal purpose. The
Council may establish procedures for the administrative acceptance of donations,
devises, and bequeathments by ordinance or resolution. (emphasis added)
This agenda item seeks to implement a $10,000 threshold for the administrative
acceptance of donations, which may include monies, real estate, or any other property
or materials.
DISCUSSION
To further confirm the recommendation by the Charter Review Committee, a sample of
70 different donations dating back to the early 1990’s was analyzed. This review of the
City’s donation history shows that three City departments receive the bulk of donations:
Library and Museum Services; Recreation and Community Services; and the Police
Department. Most of the donations Arcadia receives are monetary and support the
purchase of materials or supplies used for City programs and services. There are less
than a handful of donations that consist of property or devises and have included a
bronze statue of Lucky Baldwin; two soccer goals at Civic Center Soccer Field; and
stuffed animals for Recreation’s after-school program.
The sample data shows donation amounts ranging from $1,000 up to $113,300, with the
average donation amount/value totaling $12,150. If a $10,000 administrative
acceptance level had been in place for the last three decades, approximately 70% of
the donations received during that time could have been accepted administratively.
Resolution No. 7514 – Administrative Acceptance of Donations
June 20, 2023
Page 3 of 3
City Council meetings occur twice per month, but the City is fortunate to receive
donations year-round. By increasing the threshold for the administrative acceptance of
donations, the City Manager will be able to process donations quickly, allowing their
beneficial uses to be available faster. Requiring donations over $1,000 to receive City
Council approval only delays the acceptance and impact of the contribution. Setting the
threshold at an arguably ministerial $10,000 ensures that the City Council will directly
and publicly consider any and all potentially controversial donations, while still allowing
smaller donations to be processed quickly.
Even with the proposed changes to the administrative acceptance of donations, the City
will continue to express its appreciation for any gifts it receives. The recognition of the
donation may take place at a City Council meeting, through press releases, or by
providing notice through City communication channels. Additionally, the City Manager
will continue reporting on any accepted donations to the City Council, within the $10,000
limit.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
There is no measurable fiscal impact associated with establishing an administrative
process for the acceptance of donations. If anything, efficiencies and time savings may
be realized for both the City Council and staff by eliminating the preparation and review
of staff reports for donations of small values.
RECOMMENDATION
It is recommended that the City Council determine that this action is exempt under the
California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7514
authorizing departmental administrators to accept gifts and donations have a value or in
an amount of $10,000 or less.
Attachments: Resolution No. 7514
Resolution No. 6620
RESOLUTION NO. 7514
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO
ACCEPT GIFTS AND DONATIONS HAVING A VALUE OR IN AN
AMOUNT OF $10,000 OR LESS
WHEREAS, area residents and community organizations from time to time
donate funds or materials to various City departments in support of City programs
and services; and
WHEREAS, City Council Resolution No. 6620 approved the administrative
acceptance of donations up to $1,000 by department administrators ('Directors");
and
WHEREAS, Arcadia City Charter Section 1218. DONATIONS. authorizes the
City Council to accept money, personal property, or real estate donated, devised,
or bequeathed to the City, and authorize the City Manager to carry out the terms
and condition of such donation, devise, and bequeathment; and
WHEREAS, Section 1218. DONATIONS. of the Arcadia City Charter further
authorizes the City Council to establish procedures for the administrative
acceptance of donations, devises, and bequeasts by ordinance or resolution; and
WHEREAS, the process of acknowledging donations with written appreciation
and making said donation available for public benefit needs to be performed in an
expeditious manner; and
WHEREAS, in the 15 years since Resolution No. 6620 was adopted, the
value and/or dollar amount of donations the City receives has increased,
necessitating an increase to the threshold for administrative acceptance by
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RESOLUTION NO. 6620
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, AUTHORIZING DEPARTMENTAL
ADMINISTRATORS TO ACCEPT GIFTS AND DONATIONS HAVING
A VALUE OR IN AN AMOUNT OF $1,000 OR LESS
WHEREAS, area residents and community organizations from time to time
donate funds to various City departments in support of their programs and. services;
and
WHEREAS, Arcadia City Charter section 809(d) authorizes the Library
Board of Trustees to accept money, personal property, or real estate donated to the
City for library purposes, subject to the approval of the City Council; and
WHEREAS, the process of aclrnowledging donations with letters of
appreciation needs to be performed in an expeditious manner; and
WHEREAS, proper and thorough reporting of gifts and donations needs to
be maintained.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Couricil hereby authorizes department
administrators ("Directors") of the City to accept any gift or donation made to their
respective department having a value, or in the amount, of $1,000 or less, provided
the applicable Director accepts such gift or donation by means of written
confirmation promptly sent to the donor.
SECTION 2. Acceptance by the Director of Library and Museum
Services of any gift or donation having a value, or in the amount, of $1,000 or less
shall be deemed to have received approval by the City Council pursuant to this
Resolution, in accordance with Section 809(d) of the Arcadia City Charter;
provided that the Director of Library and Museum Services accepts such gift or
donation by means of written confirmation promptly sent to the donor.
SECTION 3. The Directors shall maintain a record of any and all such
gifts and donations made to their respective department, and shall promptly
provide a written report to the City Manager and the City Council of all such gifts
and donations which have been accepted.
SECTION 4. Gifts and donations having a value, or in the amount, of
over $1,000 will continue to be presented by Directors to the Ciry Council for
acceptance and approval.
SECTION 5. The Ciry Clerk shall certify to the adoption of this
Resolution.
Passed, approved and adopted this zotn day of May , 2008.
SIGNATURES ON THE NEXT PAGE}
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Mayor of the City of Arcadia
ATTEST:
City Clerk
APPROVED AS TO FORM:
Stephen P. Deitsch
City Attorney
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) SS:
CITY OF ARCADIA )
I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies
that the foregoing Resolution No. 6620 was passed and adopted by the City Council
of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a
regular meeting of said Council held on the 20th day of May, 2008 and that said
Resolution was adopted by the following vote, to wit:
AYES: Council Member Amundson, Chandler, Kovacic, Wuo and Harbicht
NOES: None
ABSENT: None
ity Clerk of the City of Arcadia
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