The Library welcomes donations and gifts from individuals, businesses, corporations, foundations, and other community organizations. Gifts and any restrictions must be consistent with the Library’s mission, vision, and core values. Accordingly, the Library reserves the right to decline a gift.
This policy is not intended to provide detailed descriptions of various giving instruments or offer advice to prospective donors regarding the most effective means of achieving their philanthropic goals.
Specifically, this policy will provide guidelines for the Library to:
The Library urges all prospective donors to seek the assistance of independent legal counsel or other professional financial advisors of their choice for all matters relating to their gifts and the resulting tax and estate planning consequences. Prospective donors shall be responsible for their legal, accounting, appraisal, and other fees for all gifts and donations made to the Library.
1. Monetary donations may be made to one of the following:
2. Material donations:
The Library accepts material (gently used books and recorded media) donations from the public with the explicit understanding that the item may be retained or disposed of at the discretion of the Library. No monetary appraisal is made of donated materials. The Library will give the donor a written acknowledgment recording the number and type of items. Materials not added to the Library's collection will be forwarded to a Friends of the Library organization, where they may be sold, donated to another organization, or discarded. Donations of large collections that fall into subject categories or areas not previously developed by the Library will receive careful study. Considerations for acceptance include the cost implications, maintenance, growth of the specific collection, and relevance to the Library’s overall mission. Donations of materials sponsored by commercial or special interest groups will be carefully evaluated to ensure that they conform to the selection criteria outlined in this policy and in the Collection Development Policy.
3. In-kind donations and gifts:
The Library may solicit financial support and in-kind donations from businesses and non-profit organizations. Examples include the following:
4. Real Estate:
Gifts of real estate shall be referred to the Executive Director for acceptance in consultation with the Board of Trustees. Acceptance of real estate is subject to the following conditions:
5. Other property or interests
Property and interests not otherwise described in this section, whether real or personal, tangible or intangible, must be reviewed and approved by the Library with the advice of legal counsel, if necessary or appropriate, prior to acceptance.
The Library will accept restricted and unrestricted gifts and gifts for specific programs and purposes, provided such gifts are not inconsistent with its stated mission, goals, and priorities. The Library will not accept gifts that are too restrictive in purpose. Gifts that are too restrictive are those that violate Library policies, are too difficult to administer, or are for purposes outside the Library’s mission. All final decisions on the restrictive nature of a gift, and its acceptance or refusal, shall be made in consultation with the Board of Trustees.
Donor, sponsor, and partner names are public information. Upon receipt of any donation, the Library will acknowledge it promptly. Acknowledgment of a gift may take any or none of the following forms at the discretion of the Library and/or the donor.
An organization funded by tax revenues must approach the decision to solicit funds with caution. In general, the solicitation of funds should meet system-wide purposes such as developing or expanding library collections or services and supporting activities of a system-wide nature.
The Executive Director or Development Director must approve the solicitation of businesses in advance. If a business offers gifts of significant value to an individual library agency, the company representative should be referred to the Executive Director or Development Director, who will determine the conditions under which the gift will be accepted.
Most of the ongoing activities of library agencies are supported through the Library’s operating budget. The General Fund provides monies for refreshments, prizes, and entertainment for regular library programs. Occasionally, however, an individual agency may want to seek additional funds to underwrite a special event at the library. When a library agency determines the need to solicit additional funds, it must follow these rules and regulations:
All gifts to the Library shall be recorded and accounted for following Generally Accepted Accounting Principles. Gifts generally fall into two categories: (i) Net Assets without Donor Restrictions, which the Library can use for any purpose at any time; and (ii) Net Assets with Donor Restrictions, whose use by the Library is limited by donor-imposed stipulations that either require their use for a designated purpose or within a certain period of time, or both, and gifts that the Library must maintain in perpetuity (e.g., endowment gifts).
Adopted by the Board of Trustees on September 29, 2022