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43 | Page <br /> <br />Donation Policy <br /> <br />Scope <br />This policy applies to all donations of surplus equipment to a nonprofit organization, regardless of the <br />estimated value of the surplus equipment. For purposes of this policy, surplus equipment that is <br />eligible for donation includes: <br />• equipment used by the public works department that is no longer needed by any city <br />department and has minimal or no resale value <br />• cellular phones that are no longer needed by any city department and have minimal or no <br />resale value; and <br />• emergency medical or firefighting equipment that is no longer needed by any city department <br />and either does not meet industry standards for emergency medical services, police or fire <br />departments or has minimal or no resale value. <br /> <br />To be eligible for a donation, a nonprofit organization must have been formed under section 501 <br />(c)(3) of the Internal Revenue Code and must serve one or more of the following functions: cultural, <br />historical, educational, safety, social services, environmental or economic. <br /> <br />Procedure <br />A proposed donation of surplus equipment may be initiated by a city department or by request of a <br />nonprofit organization. The city manager must evaluate the proposal or request and make a <br />preliminary decision whether donation is appropriate. If the manager determines that donation is <br />appropriate, the availability of the surplus equipment for donation must be advertised on the city's <br />website for at least 5 working days prior to a final decision being made, and nonprofit organizations <br />that have requested to be notified of possible donations must be notified by email or other <br />reasonable means. After considering all responses, the city manager must make a decision or <br />recommendation to the city council, as appropriate to the manager's authority. <br /> <br />Authority <br />The city manager has authority to approve donations of surplus equipment with an estimated value <br />of less than $10,000. The city council must approve the donation of any surplus equipment with an <br />estimated value of $10,000 or more, by majority vote. <br /> <br />Prioritization of donations <br />If more than one nonprofit organization requests a donation for the same surplus equipment, the city <br />shall consider factors it deems relevant, including how the surplus equipment will be used, whether <br />the organization serves city residents, how the donation will serve the city's strategic goals, the <br />extent to which the donation will serve the greatest number of people, and whether the organization <br />has previously received a donation. <br />