Donations of books and other materials are accepted with the understanding that they may be used or disposed of according to Library needs and Library selection criteria as the Library determines is appropriate. New titles acquired in this manner are subject to the basic standard of selection. Replacements and duplicate copies are added to the collection if needed. The cost of processing and the availability of shelving space are also factors in determining the acceptance of gifts. Questions about acceptance of donations should be referred to the Branch Librarian.
Branch librarians may accept donations of unencumbered cash, printed or manuscript material, or items from an approved list of needs. The branch librarian must get permission from the Board before accepting any other donation. This donation policy may be given to library patrons, posted on the library’s bulletin board, and published in local papers to generate interest in donations from the public.
A form acknowledging receipt of the donation will be furnished for tax purposes if requested by the donor at the time of donation, but the donor is responsible for declaring the value of the gift.
Materials will be processed for the branch where the donation was made unless the donation does not fit into the goals of that branch. If the materials would be more appropriate at another branch, then the material will be placed there. If the materials are not suitable or not needed by the library system, then they will be donated to a local Friends of the Library chapter. The library reserves the right to use or dispose of donated materials as the library determines is appropriate.
The information on the Memorial Donation form is needed whenever a patron wishes to make a memorial donation to the Library. Memorial donations are recorded as a separate account for the individual library, so that the funds are available to the librarian when needed.
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Policy’s Procedural Implementation
When accepting donations from patrons, please keep in mind that donations are only helpful if they fall within the library's collection development policy. Accepting boxes of dirty or outdated items accomplishes nothing but adding more work requirements to already busy schedules. The following are examples of items NOT to accept in the form of donations:
Patrons sometimes donate to the library to feel good about not throwing away 'good books.' We don't ever want to discourage someone from offering donations. However, it is okay to explain to patrons that, unless the books fit within the library's collection development policy, accepting the donation will hurt the library more than it will help.
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