In alignment with the Government Ethics Ordinance, these procedures serve to clarify Mayor’s Office protocols for receiving and reporting gifts received on behalf of the City of Chicago.

Prompt Reporting of Gifts Received on Behalf of the City

Within 10 days of receiving a gift on behalf of the City, the gift shall be properly logged and reported to the Board of Ethics and the Comptroller.

This process ensures timely and accurate documentation of all gifts.

Logging Procedures for Gifts Received on Behalf of the City

All gifts shall be recorded in the Mayor’s gift logbook, which is publicly accessible through the Mayor’s Office webpage.

When a gift is received, staff shall record the following details in the logbook:

• Name and contact information of the donor, to the extent provided
• Affiliation of the donor, if applicable
• Date received
• Description of the gift
• Location where the gift is stored

The logbook will be updated on the Mayor’s Office webpage quarterly, with contact information of donors removed to protect privacy.

Gift Inventory Area for Gifts Received on Behalf of the City

Gifts received on behalf of the City of Chicago shall be stored in a designated gift inventory area, which shall be locked to prevent theft and tampering. Certain gifts may be best suited for display in City space/offices; in such cases, the location where the gift is displayed shall be listed in the logbook.

To ensure full transparency, a video recording or video log of the gift inventory area and its contents will be posted to the Mayor’s Office webpage quarterly for public viewing. 

Donating Gifts Received on Behalf of the City

Some gifts received on behalf of the City may be better suited for use by City or sister agencies or nonprofits and may be donated accordingly. This approach ensures that items are placed with agencies and organizations that can derive the greatest benefit from the gift, or where the gift can be appreciated by the broadest audience. For example, some books may be given to the Chicago Public Library and some clothing may be donated to shelters or other nonprofits. Donating items allows the City to align with principles of responsible stewardship, maximizing the value of these gifts for public benefit rather than allowing them to go unused.

The Mayor’s gift logbook shall be updated to reflect what items were donated and what agency or organization received those items.

Perishable Items / Gifts of Food Received on Behalf of the City

Perishable or food gift items, excluding alcohol, may be placed in a publicly accessible area for consumption by City staff members and guests.

The Mayor’s gift logbook shall reflect what perishable items were placed in open areas for consumption.

Public Viewings of the Gift Inventory Area

The gift inventory area will be open to the public for viewing once per quarter. Members of the public must register for a time slot to visit the gift inventory area. Public viewing dates and registration will be made available in advance on the Mayor’s Office webpage.

These procedures reaffirm the Mayor’s commitment to ethical governance and transparency and ensure prompt disclosure of all gifts received on behalf of the City.