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Date: 10/01/97 Revision: 12/14/10 Reviewed: 06/05/25 HILLSBOROUGH COUNTY SHERIFF’S OFFICE CHAD CHRONISTER , SHERIFF STANDARD OPERATING PROCED URE Number: GEN 206.03 Page: 1 of 4 SUBJECT: DONATIONS MADE TO THE SHERIFF’S OFFICE I. PURPOSE: The purpose of this standard operating procedure is to define guidelines for the solicitation of donations for and acceptance of donations offered to the Sheriff’s Office. II. SCOPE: This procedure shall apply to all Sheriff's Office personnel. III. DISCUSSION: Donations are voluntarily offered to the Sheri ff’s office by many individuals, businesses, and associations. The Sheriff accepts only donations that are in the best interest of the Office and reserves the right to refuse any donation. At times, it may be in the best interest of the Office to seek donations. In those instances, a District/Division Commander’s approval must be obtained prior to the solicitation. Donations must be properly documented, and appropriate acknowledgment of the gifts must be made. Volunteer Services administered under the prov isions of SOP 204.01 are not considered donations, for purposes of this SOP. IV. DEFINITIONS: A. Donation - Money, goods, or services offered to th e Sheriff’s Office, as a gift. Donations may be sol icited or unsolicited. The services, goods, or money may be offered by or received from individuals, businesses, consortiums, or other types of organizations. B. Property Inventory - An equipment list , in accordance with Florida Statute, maintained by th e Property Supervisor in the Office of the Comptroller . The inventory lists equipment valued above an amount specified in applicable statutes and specified sensitive items regardless of value . The maintenance of this information is the responsibility of the Property Supervisor in the Office of the Comptroller, with assistance from the Property Control Specialist and Property Custodian in respective locations . C. Fixed Asset Accounts - A set of accounting records maintained by the Office of the Comptrolle r, in accordance with Florida State Statutes, Administra tive Codes, and generally accepted accounting principles documented by the Governmental Accounting S tandards Board and other nationally recognized accounting authorities. V. PROCEDURE: A. Solicitati on of donations: 1. No donation shall be solicited without the prior approval of a District/Division Commander. Approval shall be obtained by use of an “Approve/Disapprove” Inter -Office Memorandum. The memorandum shall: GEN 206.03 12/14/10 Page 2 of 4 a. Clearly state what is being s olicited. b. Name the person or persons who will conduct the solicitation. c. Name the party or parties from whom the solicitation will be made. d. Describe how and where the donated items will be used. e. Describe any special conditions associated with th e donation. f. Name a single Sheriff’s Office point of contact for the overall supervision of the solicitation. g. Be coordinated with the Comptroller and Chief Legal Counsel, before being accepted. 2. After the District/Division Commander has signed the memorandum, a copy shall be forwarded to the Comptro ller. If the donation involves property, an additional copy shall be forwarded to the Property Superviso r. 3. Any donation of significant value shall be immediately brought to the attention of the Sheriff . B. Acceptance of solicited donations: 1. Solicited donations, that have been approved by a District/Division Commander, may be accepted b y the person who receives them. 2. Immediate notification that the donation has been received shall be made to the District/Division Commander by Inter -Office memorandum. The person who authors the memorandum shall furnish a copy to the Comptroller and the Property Supe rvisor , if property is involved. 3. If the donation is money (cash, check, etc.), it shall be immedi ately delivered to the Office of the Comptroller. The Office of the Comptroller shall place the funds in an appropriate bank account and coordinate disbursement with the intended beneficiary. 4. Upon notification by the Office of the Comptroller the Sheri ff’s Executive Assistant shall ensure that an appropriat e acknowledgment is forwarded to the donor. 5. The Property Custodian shall: a. Ensure that property stickers are placed on items as required. b. Maintain the location, condition, and inventory of al l property assigned to a particular District or Division. 6. The Comptroller shall: a. Ensure that all money received is promptly deposited and appropriate ly recorded . b. Ensure that funds are disbursed only as authorized by the donor and in coordinati on with the Sheriff’s Office point of contact. c. Ensure that appropriate entries are made in the Fixed Asset System. C. Acceptance of unsolicited donations: 1. Unsolicited donations shall not be accepted, unless approved by a District/Division Commander . 2. Sheriff’s Office employees who are contacted by a person or organization desiring to make a donation to the Sheriff’s Office shall: 12/14/10 GEN 206.03 Page 3 of 4 a. Request the potential donor to write the District/Division Comman der a letter that: (1) Identifies the party makin g the donation