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Copperton council moves to create donation-request policy, tightens agenda deadlines; interim July 4 funding possible
Summary
Council members agreed to develop a written donation-request policy with objective criteria and reporting forms, and adopted a structured agenda-preparation timeline; staff said the Bingham Firefighters' July 4 funding request could be considered in June if required documentation is provided.
The Copperton Town Council discussed formalizing a donation-request process and approved a standardized agenda-preparation timeline at its May 20 meeting.
Council Member Tessa Stitzer asked for a formal process to receive and evaluate community donation requests, citing recurring requests from volunteer Bingham Firefighters for Fourth of July race funding and confusion after changes to the community council structure. Town Attorney Nathan Bracken reported that he had consulted best-practice guidance with the State Auditor's Office and reviewed reporting requirements for donations, noting heightened documentation and agreements for gifts exceeding $25,000. Bracken recommended a written policy, an application form and a simple agreement consistent with practices used by other MSD-supported communities.
The Council agreed that equity and transparency should guide donation decisions and that the Bingham Firefighters' July 4 funding could be approved at the June meeting if the group provides required documents. Town Clerk Diana Baun will supply existing forms to Council Member Stitzer for follow-up with the requesting organization.
On procedural matters, the council adopted a structured agenda timeline to ensure adequate packet review: agenda-item requests must be submitted by Tuesday at 5:00 p.m.; supporting documents by Wednesday at 5:00 p.m.; the mayor will review drafts on Thursday and agendas will be posted by the end of day Thursday. Staff will create a shared digital workspace to facilitate review. Mayor Clayton directed the Town Attorney to draft the formal agenda policy; the motion passed unanimously.
