HomeMy WebLinkAboutResolutions - 2019.01.24 - 30953MISCELLANEOUS RESOLUTION #19005 January 9, 2019
BY: Nancy Quarles, Chairperson, Legislative Affairs and Government Operations Committee
IN RE: BOARD OF COMMISSIONERS — AMENDMENT OF POLICY FOR ACCEPTANCE OF
GIFT/DONATIONS
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS MR #83204 was adopted by the Board of Commissioners in 1983 to establish standard
procedures for the acceptance of gifts and donations from private sources; and
WHEREAS the Board's gift policy currently established by MR #83204 for a donation in excess of $10,000
requires multiple steps, beginning with consideration by the liaison committee, referral to the Board of
Commissioners, referral by the Board to the Finance Committee, review by the Finance Committee and
consideration for final approval by the Board of Commissioners; and
WHEREAS the committee review provisions of this policy are no longer in compliance with the
organizational structure of the Board of Commissioners as established by the 2019-2020 Rules for the
Oakland County Board of Commissioners session.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves
the attached amendments to the policy for "Acceptance of Gift Donation and/or Gift Item from Private
Sources Procedure".
BE IT FURTHER RESOLVED that the administrative staff of the Board are directed to prepare a final
version of the policy including the adopted amendment and incorporate the revised policy as an appendix
to the 2019-2020 Rules of the Board of Commissioners.
Chairperson, on behalf of the Legislative Affairs arid Government Operations Committee, I move the
adoption of the foregoing Resolution.
AprA
Commissio ncy Quarlel7a District #17
Chairperso is ative Affairs and Government
Operations Committee
LEGISLATIVE AFFAIRS AND GOVERNMENT OPERATIONS COMMITTEE VOTE
Motion carried on a roll call vote with Gingell absent.
OAKLAND COUNTY
ACCEPTANCE OF A GIFT DONATION AND/OR GIFT
ITEM FROM PRIVATE SOURCES PROCEDURE
In recent years it has become an increasingly difficult challenge to fund County services and programs at prior
year levels, and to establish new and innovative ones. Federal and State grant and revenue sharing monies
have, in the past, provided County government with the opportunity to meet community needs with services
and programs that otherwise would not have been provided. Federal and State reductions, however, have
caused this source of funding to decrease while community needs continue. Under these circumstances
particularly, private gifts, whether in the form of cash and/or other types of valuables, become welcome and
important additional resources for continuing and improving upon the quality of County services and programs.
In recognition of this fact, as well as the uniqueness of this form of resource, procedures have been
established wherein private gifts will be officially acknowledged by the County and accepted.
Gift donation amounts and/or gift items shall be classified according to one (1) of the following
categories:
A. Gifts with a value of $9,999 or less, with no match requirement or other financial implication
to the County.
B. Gifts with a value of $10,000 or greater, with no match requirement or other financial
implication to the County.
c. Gifts with a value of any amount, with financial implication to the County. "Financial
implication" shall be defined as any one-time, continuing, maintenance, and/or future costs
incurred by the County as a result of acceptance of a proposed gift donation amount and/or
gift item.
Gift donation amounts and/or gift items with a value of $9,999.99 or less, with no match
requirement or other financial implication to the County, shall be accepted and processed
administratively through the County Executive Department of Management and Budget. The
prospective Department/Division recipient shall list in writing the gift donation amount and/or a
brief description of the gift item, as well as a brief description of the purpose for which donation
is being made, and shall send the letter directly to the Department of Management and Budget,
Accounting Division. Gift donation amounts shall be placed in the appropriate departmental
donation fund account (201) and records maintained in the Trial Balance/Expenditure Fund
Report within the Accounting Division. Gifts other than cash shall be recorded as general fixed
County assets.
Gift donation amounts and/or gift items with no match requirement or other financial implication to
the County, but with a value of $10,000 or greater, shall be accepted and processed according
to the following procedure:
A. A Department/Division recommending acceptance of a gift with a fiscal implication of
$10,000 or greater shall submit a request for a department-initiated standing
committee resolution. The request shall be prepared and reviewed in accordance with
the established rules, procedures and guidelines of the Board of Commissioners. The
request shall identify the donor or, if desired, request anonymity of the donor; list the gift
donation amount and/ or a description of gift item; and contain a brief description of the
purpose for which donation is being made.
B. Gift donations shall be recorded and maintained in the appropriate departmental donation
fund account (201) in the same manner as Item II above. Gifts other than cash shall be
recorded in the same manner as Item II above.
iv. In the event of a question as to the dollar value amount of any gift item presented for
acceptance, the Director of Management and Budget, through the Purchasing Division,
Accounting Division and/or other appropriate information source shall determine and provide
a dollar value amount for any tangible gift item in question.
v. The County Executive, Department of Management and Budget shall be responsible for all
administrative actions necessary for the accounting of all gift donation amount and item
acceptances. These actions may include, but are not limited to, establishment of accounts,
administrative procedures, etc.
Availability of documents relative to any gift donation amount and/or gift item shall remain
the responsibility of thefollowing:
Letter — Recipient Department of Division
Receipt — Accounting
Division Resolution —
County Clerk
Committee Minutes — Board of Commissioners
The recipient Department/Division shall have ultimate responsibility for information relative to
acceptance of any gift donation amount and/or gift item within the Department/Division.
viii. A beginning — ending trial balance report shall be included as an addendum to the quarterly
forecast report made to the Finance Committee of the Board of Commissioners.
Resolution #19005 January 9, 2019
Moved by Quarles supported by McGillivray the resolution be adopted.
AYES: Gershenson, Jackson, Kochenderfer, KowaII, Long, Luebs, Markham, McGillivray, Miller,
Nelson, Powell, Quarles, Spisz, Weipert, Woodward, Zack. (16)
NAYS: Hoffman, Middleton, Taub. (3)
A sufficient majority having voted in favor, the resolution was adopted.
DOES NOT REQUIRE COUNTY EXECUTIVE ACM!'
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on January 9, 2019,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 9th day of January, 2019.
Lisa Brown, Oakland County