HomeMy WebLinkAbout2026-005 Ethics Policy Donation Exception October 31, 2025 Report No. 2025-005
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
City Manager-Approved Ethics Policy 10.00—Donation Exception Request
EXECUTIVE SUMMARY:
Per the City of Denton Ethics Policy, 10.00, a report to Council on any exception request that is
approved by the City Manager is required. This Informal Staff Report meets the reporting
requirement.
The City of Denton Library received a vendor donation consisting of Tonieboxes, figurines, and
audiobooks valued at $1,000.00. As the donation does not align with the guidelines outlined in
Ethics Policy 10.00, the required Gift Disclosure Form was submitted to Human Resources for
proper handling.
Following the original submission, Human Resources contacted United Way of Denton County,
which includes Denton Friends of the Family and the Child Advocacy Center of North Texas, to
arrange for the gift to be donated. However, feedback received on January 7, 2024 and October
24th, 2025, indicated that due to the specialized nature of the items, they are not a viable donation
for the families these organizations serve.
Human Resources requested an exception to Ethics Policy 10.00 to allow the donation to be used
for public benefit by allocating five Tonieboxes and 25 Tonies figurines to the scholarship-funded
preschool camp hosted at the MLK Recreation Center. These screen-free audio players support
early literacy and imaginative play and will be used to benefit children in the community who may
not otherwise have access to such learning tools.
DISCUSSION:
City of Denton Ethics Policy 10.00 does not explicitly allow this exception; however, per policy,
one may be requested from the City Manager's Office. When evaluating such requests, the City
Manager considers the nature of the request and its alignment with the policy's goals, assessing
whether it could undermine public trust or influence the employee's impartiality. Exceptions are
only granted if allowed by law and if they do not risk bias,preferential treatment, or personal
gain without benefit to the City. If deemed inappropriate, the request will be denied. Any
approved exceptions must be reported to City Council in writing.
CONCLUSION:
The above Donation Exception Request has been approved by the City Manager and as required
by policy, a written report to City Council is being provided.
ATTACHMENTS:
October 31, 2025 Report No. 2025-005
Ethics Policy 10.00—Donation Exception Request Memo
STAFF CONTACT:
Megan Gilbreath
Director of Human Resources
PARTICIPATING DEPARTMENTS:
Human Resources
Library
STAFF TIME TO COMPLETE REPORT:
30 Minutes
Docusign Envelope ID: ED5C04E7-545E-4000-ACAO-AAB61916Dl58
IIT City Manager's Office
DENTON 215 E. McKinney St., Denton, TX 76201 • (940) 349-8307
MEMORANDUM
DATE: Oct. 27, 2025
TO: Sara Hensley, City Manager
CC: Cassey Ogden, Deputy City Manager
FROM: Megan Gilbreath, Human Resources Director
SUBJECT: Ethics Policy 10.00 -Donation Exception Request
Background
Rachel Reeves, Technical Services Manager, received a donation from a vendor consisting of
Tonies boxes, figurines and audiobooks valued at$1,000.00. Tonies are screen-free audio players.
The donation does not align with the guidelines outlined in Ethics Policy 10.00. To ensure proper
handling, Rachel Reeves consulted with the Human Resources Administration Team who
submitted the required Gift Disclosure Form. Following receipt of the Gift Disclosure Form, the
Administration Manager advised our non-profit partner, United Way of Denton County, which
encompass' Denton Friends of the Family and the Child Advocacy Center of North Texas, to
arrange for the gift to be donated. However, feedback received January 7th,2024 and October 24th,
2025 from the non-profit organizations concluded that due to the specialized nature of these items
is not a viable donation for the families these organizations served.
Request for Approval
The Administration Team recommends donating five Tonieboxes and twenty-five Tonie figures
to the scholarship-funded preschool camp hosted at the MLK Recreation Center, with the
stipulation that the donation be used solely for public benefit. Given the challenges identified as
of January 9, 2025 and October 24th, 2025, and continuing presently, the Administration Team
believes this donation represents an effective means of serving the community by providing
equitable access to educational and developmental resources for children who might not otherwise
have such opportunities. The Parks and Recreation Department is well-positioned to oversee the
circulation and management of these items within the MLK Scholarship Funded Preschool camp,
ensuring that this specialized gift is utilized appropriately and to its fullest public benefit.
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