Board Policy DFK Gifts and Bequests

                                                                                                     Board Policy Manual
                                                                                             DeKalb County School District



 Board Policy DFK: Gifts and Bequests                                                                       Status: ADOPTED

 Original Adopted Date: 09/11/2000 | Last Revised Date: 07/20/2009 | Last Reviewed Date: 07/20/2009


Gifts and Bequests
PUBLIC DONATIONS
   I. Donation Consideration:

         A. No donation will be accepted that permanently alters the physical plant without the approval of the
            Superintendent or his/her designee. That approval will be based on the review of a detailed plan for the
            alteration or proposed construction and on the following criteria:

                1. The donation must enhance the programs and services normally provided by the school or must
                   add to the beauty of the facilities.

                2. The donation, if in the form of goods or equipment, must be in acceptable condition and must not
                   need repair.
                3. The donation will become the property of the DeKalb County Board of Education (“Board”) and
                   shall be subject to reallocation at another site without consultation with the donor.
                4. The donation may or may not be repaired or replaced as it becomes damaged or obsolete.
                5. When applicable and/or necessary as determined by the DeKalb County School System (“School
                   System,”) proof of title must be presented by the donor upon request by the School System.
         B. No donation of physical education materials or equipment or playground equipment will be accepted,
            unless it meets with the safety standards and the guidelines set forth by the appropriate district
            administrator.
         C. No donation will be accepted that does not benefit or promote the instructional program or beautify the
            facilities of the Board.
         D. An accepted item which requires installation must be installed by the Department of Plant Services
            and Development. Upon receipt of any donation, the donation receipt form 7241463/480 must be
            completed and copies properly distributed. All donations that exceed $5,000.00 in value will be
            formally presented to the Board by the Chief Operations Officer or his/her designee.

         E. The donation must not obligate the Board to a continuation of funding without approval by the Board
            prior to the acceptance of the donation.
         F. The donation must not imply endorsement of any business, commercial product, political party, or
            unacceptable philosophy. Public recognition of the donation does not imply endorsement of the above.
         G. Donations shall be accepted without promise or expectation of any benefit whatsoever to the donor.
  II. Guidelines for Submittal and Acceptance
      The Board and the staff of the School System recognize and appreciate the valuable support from individuals,
      PTA and community groups, and others in the contribution of cash and material gifts. Because of concern for
      the safety and well-being of DeKalb County children and School System staff and employees, however, certain
      specifications must be met before donations will be accepted and certain procurement procedures must be
      followed after acceptance. The criteria and procedures to be followed for submittal and acceptance of specific
      types of donations are as follows:

         A. Monetary Gifts
1. Monetary gifts for special projects: Monetary gifts made to the School System to be utilized for
   proposed construction or improvement projects (all projects to build a new structure or add to,
   modify or renovate any building structure or grounds). Monetary gifts for special projects may be
   made by outside organizations, individual citizens from the community, and/or groups affiliated
   with the School System (i.e., parents, booster clubs, PTAs, etc.) that are approved by the
   Superintendent and the Board,
   All monetary gifts for special projects must be approved by the Superintendent. All monetary gifts
   to be used for special projects must be transferred to the School System and the School System
   must be the entity that enters into any written agreement with contractors to perform work for
   the proposed construction/improvement project. The School System, with use of the gifted funds,
   will be responsible for obtaining any services needed for the project and for securing qualified
   contractors for the project pursuant to Board Policy DJE and applicable state law regarding public
   entity bidding. Notwithstanding any other language in this policy, all monetary gifts for special
   projects that exceed $5,000.00 must be presented to the Board for formal acceptance and
   approval.
   The individual and/or organization wishing to make a monetary gift to the School System for a
   special project must work in conjunction with the school or director affiliated with the facility to
   which the proposed construction or improvement will be made and must adhere to the following
   approval procedure:
   The principal/director must provide the appropriate district administrator with a detailed
   memorandum regarding the proposed project that must include the following information:
         General description of proposed construction work to include exact location and size;

         Sources of funding and amount of funding to be gifted;
         Any obtained estimates for the proposed construction work (including any consultant
         services);
         Any plans or specifications created for the proposed construction work;
         Understood scope of work to be undertaken for the proposed construction work;
         Proposed time frame for construction and known impact of the proposed construction on
         the school and students;
         A copy of any agreement or contract entered into by any person or organization responsible
         for the monetary gift and any consultant firm providing services for or related to the
         proposed construction work;
   The district administrator will review the memorandum and any supporting documents or plans
   and determine accuracy, completeness, and the feasibility of the proposed
   construction/improvement project. The district administrator will communicate to the
   principal/director as to whether any additional information is needed and as to any concerns
   regarding the intended construction/improvement project and funding.
   The district administrator will notify the principal/administrator once approval of the proposed
   construction/improvement project and its funding has been granted. Any changes to the scope of
   work, including time frame for construction work, will be communicated with the notice of
   approval.
2. Monetary gifts for goods and/or equipment: Monetary gifts intended for a specific school,
   department or for the School System as a whole to secure goods (i.e., uniforms, training materials,
   etc.) and/or equipment (computers, exercise equipment, media equipment, etc.).
   All monetary gifts intended to secure specific goods and/or equipment must be approved by the
   Superintendent. All monetary gifts for goods and/or equipment that are over $5,000.00 must be
        transferred to the School System and the School System must be the entity that enters into any
        written agreement with contractors to obtain and supply the goods and/or equipment. The School
        System will be responsible for obtaining vendor quotes and/or bids for the goods and/or
        equipment pursuant to Board Policy DJE. Notwithstanding any other language in this policy, all
        monetary gifts for goods and/or equipment that exceed $5,000.00 must be presented to the
        Board for formal acceptance and approved.
        The individual and/or organization wishing to make a monetary gift to secure goods and/or
        equipment for any school or department in the School System must work in conjunction with the
        appropriate school principal or center director to ensure appropriateness of the goods and/or
        equipment and to provide written notification to the appropriate district administrator of the
        proposed gift.
B. Equipment
     1. The Superintendent or his/her designee will determine if equipment or goods to be donated meet
        any bidding specifications for that type of equipment or goods that is already in use in the School
        System.
     2. Equipment and/or goods not in use in the School System and/or for which no bid specifications
        exist must be researched and inspected by the appropriate designee from either the Operations
        Division or the Instructional Department, or both, to ensure compliance with school system
        standards, goals, etc.
     3. An accepted item that requires installation must be installed by the Operations Division and/or a
        system approved or selected vendor/bidder.
     4. Upon receipt of any equipment donation, the Donation Receipt Form 7241463/480 must be
        completed and copies properly distributed. All donations of equipment or goods that exceed
        $5,000.00 in value will be formally presented to the Board for acceptance and approval.
C. Real Property
     1. The Board shall not act as trustee or manager of any trust or fund. Although the Board may
        accept donations of real property, individual Board member is authorized to accept donations of
        real property or to establish trusts or funds for the benefit of any School System student on behalf
        of DCSS.