4.3.2. Forward all proposed gift requests that are deemed appropriate, with an individual value over $100 up to and including $500, exclusive of taxes, to CAO for approval.

4.3.3. Facilitate reports to City Council for all proposed gift requests that are deemed appropriate, with an individual value over $500, exclusive of taxes.

• 4.4. The Chief Financial Officer (CFO)/City Treasurer, or designate, is responsible to:
  
  
  • 4.4.1. Review and approve all proposed gifts from City departments with an individual value up to $100, exclusive of taxes.
    
    
  • 4.4.2. Direct the review of this Policy, at a minimum every five (5) years, or sooner if required, and recommend updates as necessary.
    
    
• 4.5. The Departmental Managers are responsible to:
  
  
  • 4.5.1. Forward all proposed gift requests, with an individual value up to $100, exclusive of taxes, to the CFO/City Treasurer or designate for approval.
    
    
  • 4.5.2. Forward all proposed gift requests that are deemed appropriate, with an individual value over $100 up to and including $500, exclusive of taxes, to CAO for approval.
    
    
  • 4.5.3. Facilitate reports to City Council for all proposed gift requests that are deemed appropriate, with an individual value over $500, exclusive of taxes.

5. GENERAL GUIDELINES 

• 5.1. Prior to gift giving, all proposed gift requests must be submitted to Managers and subject for approval as outlined in section 4.5. (Section 4.3 for ABCs).
  
  
• 5.2. Individual gifts should not exceed $100, exclusive of taxes. However, in those extraordinary circumstances where a higher value gift is deemed appropriate, approval must be obtained from the following:
  
  
  • City Council – amounts over $500, exclusive of taxes.
    
    
  • Chief Administrative Officer (CAO) – amounts over $100 up to and including $500, exclusive of taxes.
    
    
  • Chief Financial Officer (CFO)/City Treasurer or designate – amounts up to $100, exclusive of taxes.
    
    
  • ABC Board of Directors – amounts up to $100, exclusive of taxes.
    
    
• 5.3. The Corporate Purchasing Card must not be used to purchase gifts.
  
  
• 5.4. For reimbursement, a Business Expense Form must be completed. Supporting documentation must include receipts, name of recipient, brief description, purpose for giving the gift and approval as identified in section 5.2.
  
  
• 5.5. GIFTS TO INDIVIDUAL OR GROUP (EXTERNAL)
  
  
  • 5.5.1. Occasions and/or circumstances may occur whereby giving a gift may be appropriate. The following list is not intended to be exhaustive, but rather a summary of common occasions for gift presentation:
    
    
    • 5.5.1.1. Appreciation for volunteer efforts.
      
      
    • 5.5.1.2. Citizen recognition for significant achievement and/or contribution to the community.
      
      
    • 5.5.1.3. Citizen recognition (volunteer milestone anniversary, etc.).