Important Information Regarding Donations and Stability Pay for City Employees

Dear Residents,

We hope this message finds you well and in the spirit of the holiday season. In response to the long-standing tradition of residents expressing appreciation for the hard work of our public servants through donations and gifts, the City Council has amended the employee manual and by policy provides a formal procedure for accepting donations which will be used to support the gift policy specifically the Employee Stability Fund. The policy and procedure supporting the Employee Stability Fund through the Gift Policy is done in accordance with the law and has been passed by resolution.

This fund will provide Stability Pay to eligible City employees during the holiday season.

We understand that many of you may have questions about how donations will be handled, the amount employees will receive, and the tax implications. Below, we have outlined key details regarding the donation procedure and the disbursement of Stability Pay.

 How to Donate

1. Where to Donate: Donations can be made directly to the City of Olmos Park for the Employee Stability Fund. All donations—whether monetary or non-cash—are submitted to the City Manager’s office for review.

2. Approval Process: Any donation exceeding the threshold set by City policy requires approval from the City Manager and the City Council. All cash donations, regardless of amount, require City Council approval. Non-cash gifts may also be accepted following the City's established gift acceptance policy.

Eligibility and Distribution of Stability Pay Eligibility:

Stability Pay is available to City employees who meet the following criteria:

A minimum of one year of full-time service with the City of Olmos Park as of November 15 each year.

Continuous employment with the City.

1. Formula for Stability Pay: The amount of Stability Pay distributed to eligible employees will be determined by the City Council. The pay will be allocated based on a flat rate established by the Council, subject to the City’s annual budget appropriation.

3. Payment Schedule: Stability Pay is subject to City Council budget appropriation and is paid annually between November 15 and the end of the calendar year. The City Council may authorize modifications to the payment schedule or approve additional payments by directing the City Manager to disburse funds accordingly.

Tax Withholding and Retirement Contributions

Please note that Stability Pay is subject to applicable payroll taxes and retirement contributions as required by law. This means that taxes and retirement contributions will be deducted from Stability Pay in the same manner as regular payroll. The City will process the payments in compliance with all applicable laws and guidelines. 

Donation Allocation and Reporting

• Allocation: All funds donated to the Employee Stability Fund will be used exclusively for Stability Pay to eligible employees, in accordance with the City Council’s approved formula and budget.
• Acknowledgment: The City will formally acknowledge all donations made to the Employee Stability Fund. Cash donations will be recorded as revenue in the City’s General Fund under the Employee Stability Fund account. The City Clerk will process and maintain accurate records of all donations received.
• Transparency: A financial report will be submitted to the City Council detailing all donations and the disbursement of Stability Pay. This ensures transparency and accountability in the management of the fund.

Exemptions

Please note that perishable goods are exempt from this policy and will not be processed under the Employee Stability Fund procedures.

Employee Restrictions on Soliciting or Accepting Gifts

In accordance with the City’s policies, employees are prohibited from soliciting or accepting any gifts, money, or items of value from individuals, businesses, or organizations with a business relationship with the City.

*EMPLOYEES CANNOT ACCEPT CASH TIPS, GIFT CARDS OR CARDS OF EQUIVALENT CASH VALUE. *

If an employee is offered a gift, they must refer the offer to the City Manager for appropriate handling.

We are grateful for the generosity of our community and appreciate your continued support of the City’s dedicated employees.

 Should you have any questions about the donation process or Stability Pay, please feel free to contact the City Manager’s office.

 Thank you for your cooperation and understanding.

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