Oregon Administrative Rules
Chapter 291 - DEPARTMENT OF CORRECTIONS
Division 145 - GROUP ACTIVITIES (AIC)
Section 291-145-0045 - Group Assets
Universal Citation: OR Admin Rules 291-145-0045
Current through Register Vol. 63, No. 9, September 1, 2024
(1) Money:
(a) Money generated on behalf of a club is
held in trust by DOC for the benefit of a club to further their purpose,
including money generated through fundraising events. At the request of the
club, the FUM or designee may request a club trust account to receive
contributions and make expenditures. All club trust accounts are created and
approved by Central Trust. Management of the club trust account must be in
accordance with the department's rule on Trust Accounts (AIC) (OAR 291-158).
(A) Revenue may not be generated, and
expenditures may not be made unless the club has an established trust
account.
(B) DOC is responsible to
provide oversight to ensure there are sufficient funds held in trust to cover
club expenditures and that club expenditures are in alignment with the club
purpose. Staff will not allow funds held in trust to be overspent.
(i) Clubs are responsible for managing the
club trust account and making decisions on expenditures. Clubs are not allowed
to run in a deficit.
(ii) Clubs may
choose to donate from their club trust account to any entity with approval of
the FUM or designee.
(iii) If the
club is terminated, unobligated funds will be transferred to the institution's
AIC Activities cost center.
(b) Special interest groups may not own money
nor should DOC fundraise or generate revenue on their behalf. Any donations
received on behalf of a special interest group is owned by DOC and will be
recorded as revenue in an appropriate DOC Other Fund cost center. Donations
received for a special interest group will be tracked and designated for the
benefit of the special interest group.
(A) If
a special interest group is disbanded, designated funds may be used for the
benefit of other special interest groups with the approval of the FUM or
designee.
(B) If a special interest
group has not been disbanded, any exception to using donated funds other than
for the benefit of the special interest group, must be approved by the Chief
Financial Officer or designee.
(2) Property:
(a) Clubs may not own durable goods. All
durable goods used and managed (e.g., books, banners, regalia, trophies, etc.)
by a club must be approved by the FUM or designee. An exception to this is with
approval from the FUM or designee, a club may acquire and temporarily own
durable goods that will be donated, sold, or distributed to an entity other
than DOC.
(b) With the approval of
the FUM or designee, clubs may own other property not classified as a durable
good including food for events and raw materials used to make items such as
crafts that will be donated, sold, or distributed to an entity other than
DOC.
(c) Special interest groups
may not own durable goods or other property. Durable goods and other property
used by a special interest group must be approved by the FUM or
designee.
(3) Donations
(a) Clubs:
(A) Clubs are the only AIC group that may
make monetary donations.
(B) The
FUM and the Financial Services Administrator or their designee(s) must approve
all club monetary donations whether the club is the donor or the
recipient.
(C) Clubs may not accept
grants. DOC may accept a grant with approval from the FUM and the Financial
Services Administrator.
(D)
Non-monetary donations may not be received by a club unless an exception is
provided by the FUM and the Financial Services Administrator or their
designee(s).
(E) Clubs may not
donate durable goods or other property to DOC.
(F) Clubs may donate money to DOC for
specific purposes.
(b)
Special Interest Groups:
(A) Special interest
groups may not accept donations. DOC may accept donations for a specified
purpose, to include grants, on behalf of a special interest group with the
approval of the FUM and the Financial Services Administrator or their
designee(s).
(B) Special interest
groups may not make donations.
(c) Miscellaneous: AICs may donate
collectively from their individual trust account with the approval from the FUM
or designee in accordance with the department's rule on Trust Accounts (AIC)
(OAR 291-158).
Statutory/Other Authority: ORS 179.040, 179.105, 423.020, 423.030 & 423.075
Statutes/Other Implemented: ORS 179.040, 423.020, 423.030 & 423.075
Disclaimer: These regulations may not be the most recent version. Oregon may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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