REPORT TO COUNCIL
SUBJECT
Title
Action on a Donation from the Santa Clara City Library Foundation and Friends and Related Budget Amendment
Report
BACKGROUND
A public works contract for the Mission Branch Library Remodel Project was awarded in October 2017, with an anticipated library re-opening date in late summer 2018. Furnishings for the newly remodeled library are to be covered by the Santa Clara City Library Foundation and Friends (Foundation).
While fundraising efforts are still ongoing, the City received an offer of an initial donation from the Foundation on June 28, 2018, in the amount of $50,000. City Policy and Procedure #016 "Gifts to the City" requires review of donations, conditions of acceptance, if any, and whether acceptance would be beneficial or burdensome to the City.
The Library had unallocated funds that were received through state funding and are designated for library-related expenditures. Since timing on receipt of donations from the Foundation did not support the required lead-time for purchase order placement with furniture vendors, the City Council approved an appropriation of $170,500 from Library unallocated special grant funds to manage the timeline on February 27, 2018 (Attachment 2) with the goal to replenish these funds as Foundation donations are received.
DISCUSSION
The Foundation's $50,000 donation does not have conditions attached (Attachment 3). The City does not foresee potential liability to the City, the donor, or the public with acceptance of the donation. Staff has determined that the FPPC Form 801 need not be prepared because the gift does not have a specific end recipient. In accordance with City Policy and Procedure #016, staff recommends acceptance of the donation.
At the August 6, 2018 Board of Library Trustees meeting, the Board approved the Staff recommendation (Attachment 1) that the donation of $50,000 is accepted and appropriated into the Library donation fund that will support the same Library...
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