[HISTORY: Adopted by the Board of Selectmen of the Town of Madison 10-2-1979. Amendments noted where applicable.]
Code of Ethics — See Ch. 49.
Whereas, there is a need to provide fiscal responsibility in the expenditure of all funds made available for public use regardless of the source of the funds; and
Whereas, it is to the benefit of the citizens of Madison to keep the cost of providing services to the absolute minimum by providing the necessary incentives for raising funds from nonproperty tax sources; and
Whereas, the availability of donations from nontax sources sometimes results in the displacing of funds already raised through taxation and frees these funds for other uses or return to the Town as a unexpended balance; and
Whereas, there is a need to distinguish between funds raised by departments of the Town and funds raised by unincorporated or incorporated Volunteer Fireman Associations or any other group or association raising funds for approved municipal purposes; and
Whereas, there is a need to identify which departments of the Town are eligible for soliciting donations; now therefor be it resolved:
The Madison Board of Selectmen hereby outlines the conditions upon which donations may be solicited and accepted by various departments and agencies of the Town under the supervision of the Madison Board of Selectmen:
The Madison Public Library, Madison Fire Department, East Madison Fire Department and the various recreational programs may solicit funds from nontax sources. All other departments or agencies are prohibited from soliciting monetary contributions and from keeping funds in their possession.
Any and all monies raised, with the exception of monies raised for the Madison Public Library, shall be deposited with the Town Treasurer who shall duly issue a receipt for the same and deposit said money in a reserve account. The reserve account shall consist of a checking and savings account and monies entered into said reserve account shall be accounted for and separated out in accordance with the program or department for or by which the money was raised. Library funds shall be deposited in the Library Fund checking or savings account in accordance with the policy of the Library Trustees.
All conditional gifts shall be brought to the attention of the Madison Board of Selectmen who shall follow the procedures outlined in 30-A M.R.S.A. § 5654.
Donations of a nonmonetary nature, such as supplies and equipment, may be accepted without Selectmen's approval, provided the gift does not have any conditions attached.
All monies deposited in the Reserve Account shall be withdrawn only upon presentation to the Treasurer of a warrant signed by a majority of the Madison Board of Selectmen.
No unexpended balances within department accounts caused by this policy may be transferred to the Reserve Fund and all unexpended balances shall therefore lapse into the Town general surplus account unless provided otherwise by Town Meeting vote.
No monies raised by taxation in the General Fund shall be expended for other uses should the need for said funds be displaced by a donation of either a monetary or nonmonetary nature. Said funds may only be withdrawn upon approval of the Madison Board of Selectmen in accordance with Chapter 572, Expenditure of Public Funds, of the Code of the Town of Madison.
Monies from reserve accounts may be drawn out by the Selectmen to cover overdrafts from departments allowed to utilize the reserve account, which were the result of mismanagement or failure to follow this or other Town policies. Said money shall be deposited into the General Fund.
The Madison and East Madison Volunteer Fireman Associations or any other group or association raising funds for approved municipal purposes shall be encouraged to incorporate and establish bylaws. The receipt and disposal of funds raised or donated should be governed by the association membership in accordance with any adopted bylaws.
The Madison and East Madison Volunteer Fireman Associations or any other group or association raising funds for approved municipal purposes shall be required to clearly identify their association or group's name to the public when operating any fund-raising activity or soliciting donations. The name of the Town of Madison or any of its departments shall not appear in the name of any association or group. These groups and organizations shall be required to inform the public in writing that their contribution will be made available to said group or association which is separate and distinct from the Town of Madison or any of its departments.