Council approves fundraising agreement with Virginia Community Foundation for splash pad; members question 2% processing fee

The City Council on July 22 authorized the city to enter a fundraising arrangement with the Virginia Community Foundation to collect donations for a proposed splash pad and to create a related fund. The motion passed 5–2 with one recusal; one councilor recused herself from the vote. City Administrator Britt Cibenes summarized a Committee of the Whole discussion and a follow-up meeting with Virginia Community Foundation staff. She told councilors the foundation will contact donors if a gift lacks a memo directing it to a specific fund and noted the foundation’s processing structure. “The $250 level is an IRS requirement,” Cibenes said, describing the foundation’s practice of sending written thank-you notes under that threshold. Councilors pressed the foundation’s 2% processing/administration fee and how that fee is calculated; staff described the fee as a quarterly assessment based on funds on hand. Councilor Boxcenter (transcribed as Boxcenter/Bachchanter) and others said they worried a multi-year fundraising timeline could result in repeated 2% charges on large sums that remain in the fund. One councilor said the project currently lacks a fully formalized fundraising committee and expressed concern city staff might carry much of the fundraising workload. Council discussion also covered what happens to donated funds if the splash pad plan does not proceed. Staff said the foundation indicated funds could be redirected to other Virginia parks projects or a maintenance fund, consistent with the foundation’s practice and applicable state statute referenced in staff notes. Councilor Beyondich recused himself from the vote. The resolution authorizes the city to accept gifts through the foundation and to establish the fund; it does not obligate the city to spend beyond donation limits or to change procurement rules. Councilors asked staff to document the treatment of excess donations and to clarify fee and reporting details with the foundation in writing, and some members said they want a formal volunteer fundraising committee before substantial donor outreach begins.