FR-F-101 Gifts/Donations

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What is the primary restriction on members of Fire Rescue regarding gifts from individuals or firms?

They may accept gifts if they are revealed to the public.

They may accept gifts if they are for personal use.

They may accept gifts as long as they are under $50.

They are prohibited from accepting anything of value. (correct)

If a donation cannot be used for its originally specified purpose, what must Fire Rescue do?

Identify other unfunded budgetary needs and notify the donor. (correct)

Return the donation to the donor.

Invest the funds for future use.

Randomly distribute the funds to different stations.

What is the required form for donations of money to Fire Rescue?

Cash

Personal checks or money orders (correct)

Credit Card

Gift cards

What action must be taken immediately upon receipt of donated funds?

The funds should be forwarded to the District Chief. Signup and view all the answers

Who is responsible for preparing a thank-you letter to the donor?

The Administrative Secretary Signup and view all the answers

What happens to the donated funds once they are received by a Battalion Chief or Supervisor?

They are submitted to the Revenue Section of the Finance Division for deposit. Signup and view all the answers

Which authority reserves the right to use discretion in the purchase or assignment of donated items?

Palm Beach County Signup and view all the answers

What is the purpose of the Fire Rescue Donation Summary workbook?

To reserve donations for use by specified fire stations or facilities Signup and view all the answers

What is the main purpose of the policy regarding gifts and donations?

To outline the procedures for accepting donations by the department Signup and view all the answers

Who is responsible for future updates to the PPM concerning gifts and donations?

The Director of Finance and the PPM Committee Signup and view all the answers

Which of the following is a prohibited action according to the policy on gifts and donations?

Actively soliciting donations in a coercive manner Signup and view all the answers

What defines a gift according to the policy?

Any form of monetary or service offer without expectation of return Signup and view all the answers

What will be done with the receipt from a used donated gift card?

It will be provided to the Fiscal Manager I. Signup and view all the answers

What is not allowed under the county policy regarding gifts?

Gifts that may create a conflict of interest Signup and view all the answers

Which role is responsible for preparing a journal voucher for the gift card expenditures?

The Fiscal Manager I or designee Signup and view all the answers

Which ordinance is referenced in the policy regarding gifts and donations?

Ordinance 2009-051 Signup and view all the answers

How often should the journal voucher be prepared in relation to a gift card expenditure?

With every single gift card expenditure Signup and view all the answers

What is stated about hospitality in the definition of a gift?

It is included as part of tangible items with value Signup and view all the answers

What is the last step regarding the gift card once all the funds have been expended?

The expenditure documentation is archived. Signup and view all the answers

What needs to be recorded in the Revenue Section after a requisition and budget transfer?

The funds expended from donated gift cards Signup and view all the answers

Which of the following groups does the policy apply to?

All Palm Beach County Fire Rescue personnel and reservists Signup and view all the answers

What does the succession history indicate about PPM#FR I-16?

It was replaced multiple times between 1986 and 2015. Signup and view all the answers

What is the primary purpose of donated funds received by Fire Rescue as stipulated in the policy?

To enhance fire station living conditions Signup and view all the answers

Which item would likely NOT be purchased with donated funds received by Fire Rescue?

Drowning prevention equipment Signup and view all the answers

What must accompany an In-House Requisition when expending donated funds?

A notation indicating 'paid by donated funds' Signup and view all the answers

How are unexpended donated funds treated in Fire Rescue's budget?

They are carried forward to subsequent fiscal years, except for Drowning Prevention Signup and view all the answers

Who is responsible for notifying management regarding donation inventory in Fire Rescue?

The District Chief Signup and view all the answers

Where are donated funds budgeted according to the policy guidelines?

In the operating accounts of each Battalion Signup and view all the answers

Which role is tasked with preparing budget transfers for capital expenditures?

The Fiscal Manager I Signup and view all the answers

What kind of expenditure is specifically stated to be treated differently regarding carried forward funds?

Drowning Prevention Signup and view all the answers

What is the primary purpose of maintaining the Fire Rescue Donation Summary workbook?

To indicate current balances of donated funds for the year. Signup and view all the answers

Who is responsible for preparing a journal voucher for the receipt of gift cards?

The Fiscal Manager I or designee. Signup and view all the answers

What information must be included when notifying the Battalion Chief about a donated item?

Make, model, serial number, and approximate value of the item. Signup and view all the answers

What is the account code used when posting the revenue from gift cards?

Donation revenue source code 6600. Signup and view all the answers

What type of items can the Station Captain accept as donations?

Items other than checks, money orders, or gift cards. Signup and view all the answers

What should accompany the check or money order when it is forwarded to the Fire Rescue Administrator's Administrative Secretary?

Any written information or letter accompanying the donation. Signup and view all the answers

What documentation is required for the receipt of gift cards?

Copies of the gift cards, front and back. Signup and view all the answers

Which entity primarily ensures that a thank you letter is sent to the donor?

The Administrative Secretary of the Fire Rescue Administrator. Signup and view all the answers

Study Notes

Policy Overview

Purpose: Define how donations can be accepted by Palm Beach County Fire Rescue.
Authority: Governed by the Fire Rescue Administrator, County Ordinance 2009-051, and related PPM CW-F-037.
Scope: Applicable to all Fire Rescue personnel and reservists.

Donation Types

Gifts: Tangible items of value (money, services) that Fire Rescue members cannot accept individually. Any personal gifts must be returned.
Donations: Intended for operational enhancements or quality of life improvements for service recipients. Donor wishes will be adhered to when possible.

Procedures for Accepting Donations

Gifts: Acceptance is prohibited from providers of services to avoid conflicts of interest. Gifts must be returned if directed toward an individual.
Donations of Funds:
- Accepted only as checks or money orders to the Palm Beach County Board of County Commissioners.
- Immediate surrender to Battalion Chief/Supervisor, forwarded to the District Chief for Finance Division deposit.
- Recorded in the Fire Rescue Donation Summary workbook.
Donations of Gift Cards:
- Treated as cash equivalents, accounted for by the County’s financial system.
- Receipt must be reported to the Fiscal Manager I and documented appropriately.
Donations of Items:
- Acceptable items include equipment or materials like fitness gear and furniture.
- Station Captain must notify the Battalion Chief of any donation, including item details and donor information.

Expenditure Guidelines

Donated funds are earmarked for specific uses, typically to enhance living conditions at fire stations.
Purchases permissible include dayroom appliances and fitness equipment.
Unexpended funds carried forward for future use in most cases except for specific programs (e.g., Drowning Prevention).

Donation Management

All donations require notification to the Fire Rescue Administrator for proper acknowledgment.
Thank-you letters must be sent to donors, managed by the Administrative Secretary.

Documentation and Reporting

In-house requisitions for expenditures must indicate use of donated funds.
All donations recorded via the Revenue Section and must follow guidelines specified in related policies.

Supersession History

Previous versions of the policy include PPM#FR I-16 and various amendments, with the latest revision dated May 1, 2020.

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Description

This quiz explores the donation policy of Palm Beach County Fire Rescue, detailing the types of donations accepted, the governing authorities, and the implications for Fire Rescue personnel. Understand how gifts and donations are defined and handled within the department.