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League of Minnesota Cities Model Policy 7/11/2016 Donation of Surplus Equipment to a Nonprofit Organization Page 3 Procedure The City shall determine all Surplus Equipment and may offer it for Donation in conformance with the following guidelines: 1. Identify Surplus Equipment. Department supervisors are responsible for monitoring their equipment and shall identify and report all Surplus Equipment to the [City Official] on at least an annual basis. 2. Determine the Fair Market Value of Surplus Equipment. The [City Official] shall work with City staff to determine the Fair Market Value of the Surplus Equipment. 3. City Council Declaration. The [City Official] will forward a list of the Surplus Equipment with each item’s Fair Market Value to the City Council who shall approve or deny the Surplus Equipment as eligible for Donation. The City has no obligation to make a Donation of Surplus Equipment. Surplus Equipment that is not donated may be sold, recycled or discarded in the discretion of the [City Official]. 4. Donation. After the City Council has determined the Surplus Equipment is eligible for Donation, the [City Official] is responsible for coordinating the Donation of the Surplus Equipment in accordance with the terms of this Policy. 5. Transfer between Departments. All Surplus Equipment must first be considered for transfer between departments for the benefit of the City. 6. Advertisement. Surplus Equipment shall be posted as eligible for Donation on the City’s website. The City may also use other reasonable means to notify Eligible Organizations about the availability of Surplus Equipment. The City shall wait at least 30 days after advertising Surplus Equipment before approving any Donation. 7. Surplus Equipment Form. Eligible Organizations interested in Surplus Equipment shall fill out a Surplus Equipment Form and submit the form to the [City Official]. 8. Approval of Donation. If the Surplus Equipment has a Fair Market Value less than $_____, the [City Official] shall approve the Donation to an Eligible Organization, subject to review by the City Council. If the Surplus Equipment has a Fair Market Value greater than $_____, the City Council must approve the donation by a majority vote of the City Council. 9. Prioritization of Donations. If more than one Eligible Organizations requests a Donation for the same Surplus Equipment, the City shall consider factors it deems relevant including how the Surplus Equipment will be used, the benefit to the Eligible Organization, the impact on the City, how the Donation will accomplish goals of the City Council, and any previous Donation to the Eligible Organization. 10. Conflict of Interest. All City employees and officials are prohibited from taking possession of any Surplus Equipment on behalf of an Eligible Organization.