DATE: April 16, 2024
TO: Mayor and City Council
FROM: Chief of Police
SUBJECT: Adopt a Resolution Authorizing the City Manager to Accept and Appropriate up to $100,000 in Donations for Hayward Police Department Programs Annually Through the End of Fiscal Year 2026
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to accept and appropriate up to $100,000 in donations for various Hayward Police Department programs annually through the end of FY 2026.
SUMMARY
Community members, businesses, and organizations routinely provide monetary donations to the Hayward Police Department to support various programs such as the Cops for Kids Toy Drive and Youth and Family Services programs, among others. These donations are meant to support the services and programs provided by the Hayward Police Department. Each of these donations, regardless of the amount, requires separate Council approval to be appropriated and used to support these programs. For smaller donations, the approval process can cost more in staff time than the funds received.
Staff requests Council approve and appropriate up to $100,000 in donations for Police Department programs in fiscal year 2024, and annually for the next two fiscal years (through the end of fiscal year 2026). Staff do not anticipate receiving more than $100,000 in donations per fiscal year. However, if donation funding received does exceed $100,000 in a single fiscal year, staff will return to Council to increase the appropriation request.
BACKGROUND AND DISCUSSION
The Hayward Police Department routinely receives donations to support programs such as the Cops for Kids Toy Drive and Youth and Family Services programs. Other donation accounts that exist within the Police Department that may not receive donations regularly but may on occasion include the K-9 Program, Reserve Officer Program, Range Program, Halloween Costume Giveaway, and Honor Guard Program. There are rarely specific conditions for the funding being donated and the Police Department has separate project accounts for each program to ensure the donations stay with the intended recipient program.
Each of the donations received, regardless of the amount, currently requires separate Council approval to be appropriated and used to support these programs. For smaller donations, the approval process can cost more in staff time than the funds received. Through this overall approval, the donation acceptance process will be streamlined which helps ensure checks are deposited before they become stale-dated and allows staff to seize time-sensitive purchase opportunities to support these programs.
Donations received for the Cops for Kids Toy Drive are used to purchase toys and food for families in need as well as refreshments, decorations, and supplies for the annual toy drive event. Donations received for Youth and Family Services are used to support the Summer Program and Explorers Program.
STRATEGIC ROADMAP
This agenda item is a routine operational item and does not relate to any of the priorities outlined in the Council’s Strategic Roadmap.
FISCAL IMPACT
Donations supplement programs and efforts that would be otherwise funded by the City’s General Fund and support Police Department programs such as the Youth and Family Services Summer Program, Explorer Program, and Cops for Kids Toy Drive. There is no negative impact on the General Fund by accepting these donations which would, in turn, reduce staff costs related to requesting Council approval for each donation.
NEXT STEPS
If the Council authorizes this action, staff will appropriate donation funding into the Police Department’s donation fund (Fund 250) as they are received through the end of fiscal year 2026, in an amount not-to-exceed $100,000 per fiscal year.
Prepared by: Laura Gomez, Senior Management Analyst
Recommended by: Bryan Matthews, Chief of Police
Approved by:
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Kelly McAdoo, City Manager
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