DATE: March 12, 2024
TO: Mayor and City Council
FROM: Director of Library Services
SUBJECT: Authorize the City Manager to Accept and Appropriate up to $150,000 in Donations ($50,000 or less individually) From Donor Organizations and Individuals to Support Library Services and Programs Through the End of FY 26, Superseding Resolution No. 23-006
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to accept and appropriate donations from library patrons to support library services and programs.
SUMMARY
The Library occasionally receives mid-size donations ($1,000 to $50,000) from various donor organizations and individuals. Each of these donations currently requires separate Council approval in order to be processed. A streamlined donation acceptance process enables the Library to ensure checks are deposited before they become stale dated, capitalize on spontaneous acts of generosity, and seize time-sensitive purchase opportunities.
Staff requests Council adopt a resolution superseding Resolution No. 23-006 to approve up to $150,000 in total donations ($50,000 or less individually) to support library services and programs for the remainder of Fiscal Year 2024, and through the end of Fiscal Year 2026.
BACKGROUND AND DISCUSSION
On January 17, 2023, through Resolution No. 23-006, Council authorized the City Manager to accept and appropriate up to $10,000 ($999 or less individually) in small donations annually from FY 23 through FY 25. In addition to members of the public routinely presenting the Library with small donations, foundations, organizations, and individuals occasionally present the Library with mid-size donations to support Library programs and services. This resolution requests an amendment to increase the total donation amount to $150,000 and individual donation amounts to $50,000 and extend the timeframe to the end of FY 26.
The average annual amount of small and mid-size donations to the Library has been $50,000 for the last four (4) fiscal years. Mid-size donations making up these annual amounts have included funds from the Donna L. & Edward E. Martins Foundation that were used to support various youth and teen programs.
Historically, donors have chosen to donate larger amounts to the Friends of the Hayward Public Library instead of directly to the Library due to the faster deposit rate of checks. Now that Library services are returning to pre-pandemic status, staff anticipates an increase in donations and an expansion of services that can be supported by these donations.
STRATEGIC INITIATIVES
This agenda item is a routine operational item and relates to the Council’s Strategic Initiative of Fiscal Sustainability.
FISCAL IMPACT
Donations supplement the City’s General Fund and help fund Library programming. There is no negative impact to the General Fund from accepting these donations as the City is already providing these programs.
Prepared by: Melissa Burkley, Management Analyst I
Recommended by: Jayanti Addleman, Director of Library Services Approved by:
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Kelly McAdoo, City Manager