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KCD, Public Gifts and Donations

KCD, Public Gifts and Donations

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The Thompson School District R2-J is appreciative of those wanting to contribute gifts or to make donations that will benefit the district. Gifts may include cash, real or personal property, services or in-kind contributions. The Board has adopted the following procedures for individuals or organizations making gifts to the district or any of its schools. The district reserves the right to accept or decline a proposed gift or donation. Gifts that are too restrictive, difficult to administer, are not aligned with the district’s mission or violate any of the basic principles of this policy will not be accepted.

Any school or district staff member who learns of a potential gift must immediately notify their principal or department director and direct the donor to them.

Basic principles governing gifts

  1. The Board and the Superintendent will consult with the donor in determining the use and allocation of gifts to the district. The Board or Superintendent will determine that the gift is consistent with the mission, purpose, and priorities of the district.

  2. Gifts offered by commercial enterprises may require approval from the Board.

  3. Gifts will not be used to substitute for regular funding requirements, but rather to enrich and supplement regular sources.

  4. Gifts for equipment or services that are not likely to be acquired from public funds are encouraged.

  5. Gifts to employ “regular” full- or part-time personnel will not be accepted.

  6. Gifts of property services that involve significant costs to the district for installation or maintenance, are not in conformity with federal copyright laws or other applicable laws, require initial or continuing financial commitments from school funds, or are accompanied by any condition of use may not be accepted.

  7. Gifts to the district become the property of the district and are subject to the same control and regulations that govern the use of all district-owned property.

  8. The district shall be under no obligation to replace the gift if it is destroyed or becomes worn out.

  9. Cash gifts will be managed by the district’s Division of Business Services using its current operating procedures.

  10. Due to differences in the resources of various schools and organizations, gifts on a matching basis requiring money, property, or services by the district will be discouraged.

  11. To ensure proper recordkeeping, accountability, and compliance with district procedures and applicable laws, all donations must be submitted to and accepted by the district or the appropriate school or department prior to use or distribution.

Basic principles governing gifts to a specific school

  1. Principals will consult with the donor in determining the use and allocation of gifts to a single school.

  2. The principal or director will determine that the gift is consistent with the mission, purpose, and priorities of the district.

  3. Gifts to a school must remain at the intended school or site unless the Superintendent gives permission to move them.

  4. Gifts to individual schools may not be accepted if any condition of use is attached.

Facilities, risk assessment, and technology consultation

In evaluating whether to accept a gift or donation, the Board, Superintendent or principal, as applicable, shall consult with the following district departments to evaluate the feasibility of accepting the proposed gift or donation:

  • Facilities: The district’s Facilities Services Department must be consulted for gifts that require maintenance or installation to ensure they align with district equipment standards and will not create excessive maintenance problems or costs to install. All donations of chemicals, cleaning products, furniture, and equipment to be used by staff or students must be reviewed and approved by the Facilities Services Department to ensure compliance with regulatory and District guidelines before being brought into any school.

  • Risk assessment: The Director of Benefits and Risk Management must be consulted to assess potential liability, safety, and long-term costs associated with the gift. This review ensures the district can manage any inherent risks, including the safety, proper utilization, and ongoing maintenance liability of the donated item or property.

  • Technology: The district’s Innovation Technology Services Department must be consulted for technology-related gifts to ensure they meet district standards and specifications and will not create excessive maintenance problems or costs to install.

Acceptance and recognition of gifts

The authority to accept and the responsibility for recognition of gifts consistent with the basic principles stated above will be as follows:

  • Gifts in value of $1,000 or less to a single school or a district-recognized organization shall be accepted by the authority of the principal. All gifts accepted under this authority must be reported to the Superintendent. A copy of each approved Thompson School District Application for Acceptance of Gift form will be filed with the Business Services Division for this purpose.

  • Gifts between $1,001 and $10,000 in value shall be accepted by the authority of the Superintendent with a recommendation from the principal or director. The principal or director will complete an Application for Gift Acceptance form for this purpose.

  • Gifts over $10,000 in value shall be presented to and accepted by the Board of Education with a recommendation from the Superintendent.

  • These gifts will be recognized with a letter of recognition and thanks from the accepting principal or director, accompanied by a signed copy of the Application for Gift Acceptance form. Gifts intended for the greater district will be accepted and recognized by the Board of Education and Superintendent with a letter of recognition, accompanied by the Application for Gift Acceptance form.

The Business Services Division shall summarize all gifts received by the district at a regular meeting of the Board of Education at least three times per year. All gifts accepted on behalf of the district will be recognized by posting them on the district website.

Disposition of donated items

The district may dispose of a tangible item when it is damaged beyond reasonable repair or no longer serves the purpose of the district.

Gifts and donations from parent organizations

In addition to the basic principles stated above, all gifts and donations from parent organizations and their members shall be subject to the following rules:

  1. All such gifts and donations shall be made to the district or school and shall be administered by the district or by the appropriate district school or department. No district program, activity, coach, staff member or student shall receive any gift or donation directly from a parent organization, a member of a parent organization, or a member of the public not affiliated with a parent organization.

  2. No district employee or volunteer shall receive any pecuniary compensation, fringe benefit, or other form of remuneration directly or indirectly from a parent organization, a member of a parent organization, or a member of the public not affiliated with a parent organization.

Approved prior to 1985
Revised January 9, 1991
Revised March 15, 2006
Revised January 6, 2010
Revised August 17, 2011
Revised April 15, 2026

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