55B - RESO SPONSORSHIP POLICY - Laserfiche WebLink

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3. Approval — Once the CMO staff verifies that the Donation Request Form meets the eligibility criteria and the respective Councilmember approves the request, then the CMO will contact the Applicant via email to notify them of the approval and explain the payment process. 4. Direct Payment Voucher (DPV) — The CMO will fill out the "City Use Only' section of the DRF, obtain City Manager's signature on the Donation Form, then process the Donation Request Form via the City's Direct Payment Voucher process through the City's Finance Department. a. Journal Entry for City Service Credit — DRFs that indicate City Service Credit will be processed through Journal Entry Forms with the Finance Department in order to transfer the funds from the City Manager's Office to the department ensuring the costs/fees/staff time for the Applicant's event as outlined in the DRF. 5. Payment Confirmation — CMO will confirm that the Applicant has received the sponsorship payment, update the tracking spreadsheet, and inform the respective Councilmembers of their available balance for that fiscal year. 6. Election Years — CMO will be responsible for sending a reminder, in July, to Councilmembers that, "during an election year, each Councilmember may spend no more than half of the allocated amount prior to December 31st," as outlined in the resolution. 7. Oversight — CMO is responsible for providing the City Council with quarterly updates of approved sponsorships, using a Receive & File agenda item to the City Council. CMO staff will manage and track each Councilmember's allocation per fiscal year and obtain review by the Finance Department for each approved DRF and on the Council quarterly update. 8. Questions/Concerns — should be directed to the CMO staff. City Council Special Event Sponsorship Policy 5 EXHIBIT 2 55B-9