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[ DGC: Gifts/ Donations]

It is the responsibility of the Manchester School District to implement and organize programs for obtaining gift support from alumni, parents, parents of alumni, grandparents, faculty and staff, corporations and foundations on an annual basis and for capital purposes as they arise. Fundraising campaigns at the Manchester School District are authorized by the Manchester Board of School Committee to enhance the efforts of the schools in meeting its goals and are governed by policies Students 134 and Fiscal 108.1.

All fundraising activities must be approved by the Superintendent of Schools and/or his/her designee. This policy is to ensure that only authorized solicitations shall be made in the school’s name and to prevent multiple appeals to a single donor.

The Superintendent shall develop regulations to implement this policy.

GIFTS/DONATIONS REGULATIONS 

The following regulations shall govern gifts/donations to the Manchester School District:

1.      Gifts from organizations, community groups and/or individuals, which will benefit the District shall be encouraged.  A gift shall be defined as money, real or personal property and personal services provided without consideration.

2.      To be accepted, a gift must meet the following criteria:

·         Have a purpose consistent with the mission and goals of the school district

·         Be offered by a donor acceptable to the Board

·         Shall not involve significant costs for installment or maintenance, or initial or continuing financial commitments from the school funds

·         Shall not employ “regular” full or part-time personnel unless approved by a vote of the full Board of School Committee

·         Shall place no restrictions on the school program

·         Shall not be inappropriate or harmful to students

·         Shall not imply endorsement of any business or product

·         Shall not be in conflict with any provision or school policy or public law

3.      Gifts to individual members of the staff by pupils, parents or organizations shall be discouraged.

4.      Individuals or groups contemplating presenting a gift to a school or the district shall be encouraged to discuss in advance with the Building Principal or the Superintendent what gifts are appropriate and needed.

5.      Any gift presented to the school district must be accompanied by a letter from the donor identifying the subject and purpose of the gift and any restriction that may apply for official action and recognition of the school board.

6.      The Board reserves the right to refuse any gift that does not contribute to the achievement of the district’s goals, or in which the ownership of the gift would tend to deplete the resources of the district.  In determining whether a gift will be accepted, consideration shall be given to the district policies, school district goals and objectives with particular emphasis on the goal of providing educational opportunities to all students.

7.      With regard to gifts made in trust to the School District, the fiduciary obligations of the District are governed by RSA 31:31 which provides that “whenever a gift, legacy or divide shall be made in trust to a school district,…and accepted by it, the same shall be held in custody and administered by the trustees of trust funds of such town.”  Once a gift made in trust to the School District is accepted by the Board of School Committee, the funds shall be transferred to the Trustee of Trust Funds of the City of Manchester.

8.      The Superintendent or designee may accept gifts/donations less than $5,000.00.  Gifts of $5,000 or more must be approved by the Finance Committee followed by the full board.  Additionally, pursuant to RSA 198:20-b, gifts/donations of $5,000 or more shall require the Board to hold a public hearing regarding any action to be taken with the gift and notification of said public hearing.  The acceptance of all gifts of $5,000 or more shall be made in public session.

9.      Any gift accepted shall become the property of the district, may not be returned without approval of the Board, and is subject to the same controls and regulations as are other properties of the district.  The Board shall be responsible for the maintenance of any gift it accepts.

10.  Any purchase to be funded by a cash donation must be processed in accordance with district policy.

11.  At the time of the acceptance of the gift, there shall be a definite understanding with regard to the use of the gift, including whether it is intended for the use of one particular school or all schools in the district.  The Board shall make every effort to honor the intent of the donor in its use of the gift, but reserves the right to utilize any gift it accepts in the best interest of the educational program of the district.  In no case shall acceptance of a gift be considered to be an endorsement by the Board of a commercial product or business enterprise or institution of learning.

12.  It is the responsibility of the Superintendent or designee to process the appropriate forms to update inventory and to notify the donor of acceptance or rejection of a gift.

13.  Any gift rejected by the Board shall be returned to the donor or the donor’s estate within 60 days, with a statement indicating the reason for the rejection of the gift.

14.  A letter of gratitude shall be sent to the donor for the accepted gifts.

History:

Revised from 9/14/09; 1/14/13; 3/24/14; 10/22/18

First Reading Coordination:  April 19, 2023

Second Reading and Adoption by BOSC:   May 8, 2023