ELKINS – The City of Elkins has adopted a new policy for how City employees should respond to ad hoc financing requests.

During the last Elkins City Council meeting, eight of the nine present council members voted in favor of Resolution 1930, which establishes a new policy for addressing such ad hoc funding requests. Second Ward representative Lisa Severino voted against the resolution. First Ward Council member Robert Chenoweth was absent from the meeting.

According to Resolution 1930, the City of Elkins has seen an “increasing frequency” in requests from outside organizations seeking donations, sponsorships, advertising purchases and other forms of financial support, which has created a need for a “consistent and transparent administrative approach.”

Before the council voted on Resolution 1930, City Clerk Sutton Stokes explained to the council that the resolution is meant to give direction to the City’s staff to “turn down” ad hoc solicitations for funding requests.

Stokes stated that, as part of the City’s annual budget planning, around $300,000 is allocated for discretionary contributions to partner organizations that are “tight with the City,” such as the Elkins Parks and Recreation Commission, or that “provide valued services.” Stokes said the annual budget season is the best time for the City to consider making financial contributions.

“It gets difficult throughout the year when the Finance Committee receives requests for $2,000, $10,000, different amounts of money for what are always very worthy projects,” Stokes told council. “There’s not one that comes forward that isn’t doing something valuable… but it really puts the committee in a tough position to do the hard work of recommending a balanced budget… It’s an uncomfortable position.”

During the June 11 meeting, several council members voiced their support of Resolution 1930 and of the new policy. Fourth Ward council member Nanci Bross-Fregonara commented that the policy should inspire organizations to think of other funding avenues, such as fundraisers or grants. Third Ward representative Christopher Lowther noted that ad hoc requests often put the committees on the spot and into an awkward position if they say no.

Before the vote, Severino asked Elkins Treasurer Tracy Judy whether, if there is a budget surplus, the council would have any input on what to do with those extra funds. Judy said it would be a decision that Council and the commissions would make.

According to the newly adopted policy, City of Elkins staff are authorized to respond to unsolicited monetary requests by explaining that ad hoc donations or sponsorship requests outside the regular budget process are “generally discouraged,” that public funds are primarily reserved for governmental purposes and core municipal services, and that the City “seeks to maintain a consistent and equitable approach toward the many outside organizations and causes serving the community.”

The policy also states that, unless otherwise directed by City Council or by a committee of council, such requests will not be referred for committee presentation or agenda consideration.

“While many such organizations provide meaningful benefits to the community, the increasing frequency of unsolicited requests, together with accompanying requests for presentations or agenda consideration concerning relatively small or unbudgeted amounts, has created a need for a more consistent administrative approach,” the new policy adopted states. “The purpose of this policy is to establish a uniform framework for the handling of unsolicited requests for outside financial support and to clarify the circumstances under which such requests may or may not be advanced for committee or council consideration.”

If asked to consider putting an ad hoc request on a meeting agenda, City of Elkins employees may advise that additional outside appropriations or contributions during the fiscal year are “generally discouraged” and that such requests ordinarily are considered, “if at all,” during the annual budget process, the policy states.

“Sponsorship or donation requests ordinarily will not be scheduled absent a demonstrated municipal partnership, operational nexus or other substantial municipal interest,” The new policy states. “Organizations remain welcome to submit requests during the City’s regular annual budget development process.”

The policy does list five exceptions to this rule. These include funding relationships previously established by council policy, agreement or appropriation, expenditures associated with City programs, facilities, events, or joint governmental functions, grants or pass-through funds administered pursuant to specific legal authority, contractual obligations of the City or appropriations otherwise specifically approved by Council.

Elkins City Council will meet next on Thursday, June 25 at 7 p.m. in the Phil Gainer Community Center.