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Napa County raises departmental donation threshold to $10,000, mandates quarterly reports
Summary
The Board of Supervisors adopted a resolution consolidating prior delegations of authority to accept donations, raising the internal acceptance threshold and tightening reporting and acknowledgement rules for county departments.
The Napa County Board of Supervisors on July 29 adopted a resolution consolidating past delegations of authority for accepting donations and increasing the internal threshold for department acceptance to $10,000 per donor per quarter.
The change rolls legacy carve-outs into a single county-wide framework that staff said will reduce administrative burden and increase transparency. "Philanthropy has, for decades, been a community priority in Napa County," Legislative and Policy Analyst Andrew Mize told the board as he introduced the item. Christine Hernandez, deputy audit controller, said the revision was aimed at three objectives: a single consistent framework, greater autonomy for department managers and strengthened quarterly reporting.
Under the updated internal procedures, department managers may accept up to $1,000 per donor per quarter; department heads may accept up to $10,000 per donor per quarter; donations exceeding $10,000 must go to the Board of Supervisors for approval. The policy applies the same thresholds to noncash donations. Hernandez also explained changes to acknowledgements and recording: donations under $100 generally do not require a thank-you letter unless requested; donations $100 and over must be recorded and acknowledged with a thank-you letter within three business days. Departments must report all donations to the audit controller within five business days after the end of each quarter; the audit controller will continue quarterly reporting to the board.
Supervisors asked operational questions about safeguards for small-cash donations and whether the policy properly addresses private contributions toward road or infrastructure projects. Audit Controller Tracy Schultzy said the county relies on departmental internal controls and ledger reporting to track cash donations. Supervisor John Ramos asked that staff return with a follow-up policy addressing private contributions for infrastructure and how such contributions would be prioritized and integrated into the county's capital program; Republic Works Director Steve Letter clarified that cooperative agreements for private-funded roadway or guardrail work come to the board as contracts.
Motion by Supervisor Alessio, second by Supervisor Manfrie, carried unanimously.
The resolution amends prior administrative delegations and will be published in the county's policy materials; staff said the animal shelter will be the department most affected because of its high donation volume and low prior thresholds.
