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Home My WebLink AboutPolicy #115CITY COUNCIL POLICY CITY OF NATIONAL CITY TiTi.F: Donation of Surplus City Property and POLICY #115 Police Dept. Unclaimed Personal Property ADOPTED: June 17.2003 AMENDED: Purpose To establish a policy for donating surplus City property, and Police Department unclaimed personal property to local, non-profit 501(c)(3) organizations, and/or other municipal agencies. Definitions • Municipal Agencies: public/government agencies, and Sister Cities, • Local Non -Profit 501(c)(3) Organizations: As defined by the IRS: non-profit 501(c)(3) organizations "must be organized and operated exclusively for exempt purposes set forth in section 501(c)(3), and none of its earnings may inure to any private shareholder or individual. in addition, it may not be an action organization, i.e., it may not attempt to influence legislation as a substantial part of its activities and it may not participate in any campaign activity for or against political candidates." Organizations are "commonly rercIcu to as charitable organizations". 111 order to be considered "local", the V1b'alliJ.ati.n 111ust have a physical address W t., the City' limits, and a valid National City Bus iness r ; The organization mnct be able to show prof n4 'local' anA 'non-profit' ,..1".ense.. 111�. n�rnan,o • ,., L.o1 .,., able w o, .., .. ,.,.,... .. ...,. Snt(c)(1) • Cnrnh,c rity Prnnerty• is defined by Mttnirinal ('title 47 as "snnnliec nr equipment belonging to the City which are no longer used or which have become obsolete or worn out or which are otherwise of no further use." • Police Department Unclaimed Personal Property: is defined in tvlunicipai Code Chapter 2.44 as "goods or chattels which are no longer possessed by their lawful owner and for which demand by right has not been asserted by such lawful owner," After a specified retention period, the Police Department may release items s ;r distribution Or disposal in accordance with Code. rage 1 of 3 l Deleted: fore in or domestic CITY COUNCIL C1L POLICY CITY OF NATIONAL CITY TITI ,F: ilnn itinn of Citrnlns city PrnnariL anrr Police Dept,-Tnclgimerl PPrsomil Property Pni,iry ff11 ADOPTF,D: June 17. 2003 AMENDED: • "Request far Donation" form avajI ihle from the chy's Intranet or the Finance Department/Purchasing Division. This form provides documentation of the agency and donation, and includes a Release of Liability. Policy The City Council may authorize the donation of surplus City property, or Police Department unclaimed personal property, to 'municipal agencies or ,local, non-profit 501(c)(3) organizations as defined above, consistent with Municipal Code section 2.42.040 (B)(4). The City Council may also direct the City Manager to conduct a "donation event" (see below) in the event that multiple agencies are requesting the same items. Surplus City Property: Per Municipal 'Lode Chapter 2.42, surplus City property must first be offered to all City Depaituients, before it can be disposed of in any way. Only items with a value of under S i000,inay be donated. Police Department Unclaimed Personal Property: Per Municipal Code Chapter 2.44: "If after the expiration of the applicable retention period, the city manager or his/her authorized designee determines any unclaimed property in the possession of the police department is needed for public use. such property shall be retained by the city." Once it becomes City property, the City may dispose of it in accordance to Municipal Code. Liability: Issues: To : reduce liability, City forces will not be involved in the loading, distributio or delivery of donated items. The recipient must provide their iiii labor force, loading equipment and vehicles, and they must pick the item(s) up from wherever it is being stored. The recipient must submit a signed `Donation Request" Form which includes a Release of Liability. Gift of Public Funds: if the non-profit 501(c)(3) is a ioCai uigaiiization, then assisting them will also assist the National City residents they serve, and the donation will benefit the community. ctii n _-- �1 `. ✓ a CTT`Y T COUNCIL POLICY CITY OF NATIONAL CITY TITl.F• llnuntinn of Cnrnlnc city Property and POI rev 11115 Pnlied. lltnt_ I TnelaimPri PPrcnnal Prnnerty ADOPTED: one 17, 2001 AMFN11F11: PrneediirPs Municipal agencies and local_ non-profit 501(c)(3) organizations may request donations by submitting the "Request for Donation" form to the Finance Department/Purchasing Division. The Purchasing Division will obtain City Council approval. The Finance Department/Purchasing Division will: • notify the City Council prior to sending anything to auction, to allow them the opportunity to consider donation instead • seek Council approval for all donation requests • develop a lottery system in the event that multiple agencies request the same item • coordinate the donation process and paperwork • provide details regarding the type of property that is available, upon request • upon approval by the City Council, make the property available to the requesting agency • verify local, non-profit 501(c)(3) status via physical proof, and website registries such as: www.guidestar.com • confirm valid business license for local non-profit 501(c)(3) agencies • ensure completion of a "Request for Donation" form and signatures • document the donation • ensure that City property tags, and other sensitive City information (hard drives, etc) have been removed from the property • notify the Finance Department to remove applicable items from the City's Fixed Asset Inventory. Related Policy References Municipal Code Chapter 2.42 Municipal Code Chapter 2.44 IRS Code 501(c)(3) Donation Request "Forms are available from the Purchasing Division of the Finance Department i�ctra r u � Ecu i Prior Policy Amendments April 20, 2004 _r-r r agc J 01 J 0-1 TT1t T !�1 !\T T1 T/`ITT U W TIYZ T 11 Y Lt./ U L1L "'VIAL Y (ITV (IF N A TTf1N A i CTTV (ITV V1 1\LZliVl\LZL (ITV TITLE: Donation of Surplus City Property and Police Dept. Unclaimed Personal Property POLICY #115 A il4 DT-L'il. AJVVa 11J L. June 11 7fifi2 V Ulll� 1 1' i.VVJ AMENDED: Purpose To establish a policy for donating surplus City property. arid Police Dirtment unclaimed nersnnal nrnnerty to lnenl non-profit 5f11(0)(`) pro . y tint- andlor other ,1 11111n1V1p L11 a e11 \.1eJ. Definitions • Municipal Agencies: public/governmeno t nci -tea. i .�r•al Non -Profit Sfl1 /r•1(1\ nrrran, LVVLLI I\Vll L CHIC JV 1l V I1 J1 VL.LItZ' JV1��'��V� Vr ai1iL 1L1 V11J ulusL . purposes set forth in section 5Oi (c)t private shareholder or individual. organization, i.e., it m of its activities and it'm political candidates." Or_ nrgnfli 7atinn physical a-"r ss License. 111 rgaill 501(c`' ..:atus' atiuil , ander Cities. rlafnarl 1,., the iP C• nnn_r.rnfit 11U ppciatucu c' IuJivc1y' 1Vr Ghellli/t r its ne or s earnings may inure to any dition, it may not be an action not attempt to influence legislation as a substantial part of participate in any campaign activity for or against zatiJtis are "commonly referred to as charitable nncidered "lnral" the nrlrani7atinn must have a .. 1LJ 111111ts, and a valid National City nosiness Bust be able to Snow proof of `local' and 'non-profit' • L . s dh Property: is defined by Municipal Code 2.42 as "supplies or eauip t be gins to the City which are no longer used or which have become n1 letP _= rnrn out or which are otherwise of no further use•" • POW Department Unclaimed Personal Property: is defined in Municipal Code r Chapter ') A A Lr,,,,.,,1 >1 ttelr, h,i.,l, longer 1 h1, their 1.111,1 1 L.`t'T cL "goods or chattels which are 11V 1V11S%.4 possessed (JJ their lu ry LL11 owner and for//�which demandlel by right has not been asserted by such lawful os per " After .] specified retention period, the Police Department may release V rV 1l,✓1 L11 L,✓1 U JiJ,✓,✓111VLL retention L1V11 }JVL l Vll, 11V Police kJ LL1 LILL VL , items for distribution or disposal in accordance with Code. Page 1 n f LT1Y7 COUNCIL POLICY CITY nF NATIONAL CiTY TITLE: Donation of Surplus City Property and Police Dept. Unclaimed Personal Property POLICY #115 1.1DVPT P�.D: Jdrle 1� GVVJ fi1Vl E 1'1 TLD : • "Request for Donation" form: available from the City's Tatra e Finance Department/Purchasing Division- This form nmvides ri f menta " of the a QPncv and donation and inelnrles a Release nfr iabilit.. .r, Policy . . The City Council may authorize the donation of surplus ity`perty, or Police Department unclaimed personal property, to mil agencies or local, non-profit 501(c)(3) organizations as defined above, c stem with \fhinicipal Code section 2.42_040 (R)(4). The City Crnlncil maw alsn di � v Manaaar to rnnrinrt "donation event" (see below) in the e e +. i t i1 # I ' . requesting t1,., vivid event" a- �vv�. below) i,• a-iiv a.va.�l�,M.,.ilal ii, til�lipl�.'�}s►leleJ are relluesLlll� the same items. Surplus City Property: Per Municipal Code "<W ter 2.42, surplus City property must first be offered to all City De .� � ments, before="t can be disposed of in any way. Only items with a value of under Si Ottlitmay be "donated. Police Department Uncia song" Property: Per Municipal Code Chapter 2.44: "If G after the expirati,of th,pp 1 ble retention period, the city manager or his/her authorized desnee Ntermittes any unclaimed property in the possession of the police dera,tnen* :s bl14 use suchproperty- jh shall be retained by the city." Once it become L pro y, the City may dispose of it in accordance to Municipal Code. Y" des: reduce liability, City forces will not be involved in the loading, distribi 1 or delivery of donated items. The recipient must provide their own labor force, loac equipment and vehicles, and they must pick the item(s) up from wherever •t being T t a submit ] "Donation Request" u Form --- 1- • -,- li. is using stored. inc recipient must suv11111 a signed LJoua11U11 1�equest rurrn which includes a Release of Liability. Gift of Public Funds: if the non-profit 501(c)(3) is a local organization, then assisting them will also assist the National lal City residents they serve, and the donation, will benefit the community. Page 2 of 3 rV Trn r !Y A 1- 7-1r /Y TT �1 A NE NE NE r Cl l Y LU UI'&IL YVLIL Y ri 1 i vi 1X1 .TTVI TrAii 'i 1 1 TITLE: Donation of Surplus City Property and Police Dept_ IJnclaimed Personal Property POLICY #115 ADOPTED: June 17, 2003 AMENDED: Procedures Municipal agencies and lcical_ non-profit 501(c)(1) ornani7atinns ml4 revue arlcinations by submitting the "Request for Donation" form to the Finance *epn}ment/Pi Iasing Division. The Purchasing Division will obtain City Council approV •v" "° The Finance Department/Purchasing Division will: • notify the City Council prior to sending anything to ioS' allow them the opportunity to consider donation instead • ceelr ronnril nnnrovnl for n11 donation ren11 • develop a,ouc,y sjs,cu, in the event w „-9,7, euelob,'''rcC{ucs1 DIG saii,c iLcu, • coordinate the donation process and _. erwo • provide details regarding the type ofp erty th is dvailable, upon request • upon approval by the City Council, ma's_ the rorerty available to the requesting auencv • verity local, non-profit .nr :J(3) status 'via physical proof, and wevSi,e registries such as: www.guidestar.com fir_ • confirm valid busine&ense to non-protit 501(c)(3) agencies • ensure completion of a �t i t fcDonation" form and signatures • document the di cation +i,a+ (Nt , n „�,,� cry „a .+h eit;‘,A r';+., ;„n,,.,.,.3+;,,� ▪ V11JurV 1,11a �.-icy Yr vi Ly a,6o, auu vt11v1 oeilo1u Vivy uiiviuicaLivu 1i1111u lAL 1 V vLv) iiavc LIW I I rre s cI the property • not ti F i _ cc Department to remove applicable items from the City's Fixed In Relate u ":,1icy References Municipal _de Chapter 7.47. T111�ininir�a� Code charter 'I 44 1Y4N44i V4t/t.44 ode \/flIt*JJ«'i {.••-i-� rocn1 /,.\i1\ 11\.7 1.-AJUG Jv, ll-lhl Donation Request Forms are available from the Purchasing Division of the Finance Department Prior Policy Amendments April'n ?nn4 Page 3 of