Richmond Neighborhood Association’s Guidelines for Donation Requests and Letters of Support
1. As stated in the Richmond Neighborhood Association’s Bylaws, the goal of the RNA “is to provide a forum to develop neighborhood cohesiveness and improve livability by coordinating neighborhood projects, disseminating information and promoting active involvement in neighborhood activities.” In keeping with this goal, the RNA hosts and sponsors a wide range of neighborhood projects and activities throughout the year.
Therefore, the RNA will consider requests for donations and letters of support for projects or events which enhance the environment, sustainability, safety or overall livability of our neighborhood or a significant number of Richmond residents or businesses, and which occur within the Richmond neighborhood or benefits its residents or businesses.
2. The item must be placed on the agenda and materials submitted no later than 7 days before the meeting in which the request is to be presented to the Board. For Board Members submitting proposed letters, the draft letter must be submitted by the Wednesday before the meeting for it to be considered by the Board.
3. Except for RNA events or projects (e.g., , Spring Cleanup, tree planting, Movies in Park), all requests must be accompanied by written materials which describe (1) the group or entity making the request, (2) the project or event for which the donation or letter is sought, (3) how the project or event fits within the general goal and parameters of the RNA described above, (4) exactly how and for what purposes the funds will be used (sample budget is attached), and (5) any grant guidelines and applications relating to the event or project, especially if a letter of support is being requested as a condition of or related to the grant application. Funds cannot be used for salaries or labor costs for planning or managing the event or project.
4. For the Board to vote to sponsor, organize, or hold an event that will require more than $100 of RNA funds, the Board shall include in the vote a budget limit the RNA will spend on the event, exclusive of funds raised from other sources, which will be reimbursed after submission of receipts. The Richmond Cleanup is exempt from this provision.
5. The RNA prefers that donations be for, and letters of support relate to, events or projects that take place within the Richmond neighborhood or otherwise directly2 – Revised March 11. 2024
6. The person or the organization that is to receive a donation of funds must attend (in
person or via Zoom) the RNA meeting to make the donation request. For organizations,
it must be someone other than the RNA representative to that organization.
7. There shall be an annual cap of $750 on donations during the calendar year. The RNA
Board may review and adjust the amount of the cap in the February meeting for that
calendar year.
8. Letters of support for draft plans or designs, other than for land use cases, will be
conditional on the final plans or designs being submitted to the RNA for review and
vote. For land use cases, the RNA will not consider letters of support or opposition until
it has received from the City of Portland the notice of the land use application.
9. The Chair will draft letters of support. However, he or she may designate another
person to draft the letter for the Chair’s review and signature. Persons seeking letters
of support are encouraged to submit draft letters of support.