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The purpose of this policy is to provide guidance to individuals,
agencies, companies or others making monetary, asset and in-kind
donations to the Bastrop Public Library.
The Library welcomes contributions of funds, assets and in-kind
donations. Offers of donations, whether for funds, assets or "in kind"
services, may be made directly to the Library, the Bastrop Public
Library Board (Library Board), or through the Friends of the Bastrop
Public Library organization (Friends). The Friends is a philanthropic
membership organization that in addition to its general advocacy of
library services for the Bastrop community, also raises funds for the
Library, through assessment of organizational membership fees, book and
merchandise sales, and fundraising events. Although the Friends of the
Bastrop Public Library works closely with the Library, it is an
independent, private organization and, accordingly, it has its own
policies and procedures. All donations given to the Library by the
Friends of the Bastrop Public Library are subject to the provisions
listed in the Bastrop Public Library Fundraising Policy.
The Library may receive financial donations in the form of bequests,
endowments, memorials, planned giving, trusts and general financial
donations. Restricted donations are those for which the donor has
conditioned upon specific terms, stipulations or purposes. Unrestricted
donations are those funds that the donors have placed no specific terms,
conditions, stipulations or purposes.
Bequest: A donation of funds or other assets made at
death by an individual through the provision contained in the
decedent's will or trust.
Donation: A voluntary transfer of money or assets to the Library.
Donor: An individual, organization, foundation,
entity, agency or business that makes a monetary, asset or 'in kind'
contribution to the Library.
Endowment: A donation providing for the continuing support or maintenance of the Library.
Funds: Money or other papers (bonds, shares, etc.) having monetary value to the Library.
Fundraising: Activities and events undertaken for
the purpose of raising or obtaining funds, assets or in-kind which are
donated to the Library to support Library services, programs or
Honorarium: A donation made in honor of a living person.
Memorial: A donation made to perpetuate the memory of an individual who is deceased.
Planned Giving: A donation, possibly in the form of a
bequest, life insurance and/or charitable annuity, which is often
planned as a donation upon the death of a donor.
Trust: A legal arrangement between a donor and a
trustee, which gives management of specified wealth to the trustee to
direct income for the benefit of the Library.
Overall, Library donation practices and policies must be ethical and
sound and should have a goal of furthering the Library's vision, goals,
objectives and priorities.
All activities conducted on behalf of the Library and its
collections, services, programs and facilities, and the solicitation of
funds for this purpose, are under the supervision and approval of the
Library Director and the City. The Library Director may request the
assistance and consultation of the Library Board or qualified staff in
order to effectively plan activities.
The Library Board reserves the right to accept or reject any
donation, endowment, memorial, honorarium, bequest or trust offered to
or for the Library.
The Library Board has final say over accepting or rejecting any donation over $1,000.
The library welcomes monetary donations. These funds may be used for
Library materials, Library furniture, equipment or property, or to
sponsor Library programs.
DONATIONS OF MATERIALS:
The Library welcomes donations materials that are appropriate for Library uses.
All materials offered as donations to the Library will be evaluated
by the Library staff to ensure the acceptability of such materials to
meet the Library's purposes. Donations of materials to the Library may
not be subject to conditions or stipulations by the donor.
The Library staff will determine which donated materials are
appropriate for addition to the Library's collection. All donated
materials that are not added to the Library's collection will be given
to the Friends and will be sold by the Friends in their bookstore or in
one of their annual book sales, and the proceeds from such sale shall
then be provided to the Library.
The Library welcomes in-kind donations, when such services are appropriate for the library's purposes.
The Library may accept other in-kind donations, such as merchandise
coupons, complimentary admissions, or services that are provided in
support of the Library's programs.
In-Kind donations will be acknowledged in the Library's promotional materials as appropriate.
All publications, conversations, practices and agreements regarding
donations to the Library shall be truthful and, fair, and information
related to a donation will be kept confidential to the degree agreed
upon between the Library and the donor, and as allowed by applicable
laws and regulations. However, donors understand and acknowledge that
the Library is a department within the City of Bastrop, and all
donations made to the Library are subject to public disclosure pursuant
to the Texas Public Information Act.
Library Board members, employees and/or volunteers may not make any
promises to donors, may not seek or expect any favoritism from a donor,
nor may they agree to any donor-directed changes in the vision,
policies, services, collections or programs of the Library, as a result
of a solicitation from or contribution by a donor.
All donations to the Library, including monetary, pledges (e.g.,
unconditional promise to give funds) securities, trusts, insurance
policies, real estate, assets and in-kind donations, shall be officially
recorded in the Library's records and shall be officially acknowledged
by the Library or City. It is the responsibility of the Library Director
to appoint appropriate staff to maintain these records.
All funds raised by or for the Library for specific purposes shall
be used for the purpose for which they were raised. All donors have the
right to request and obtain complete and timely information concerning
how their donation was/will be used.
Donor relationships or agreements must maintain the Library's
principle of intellectual freedom, safeguard the Library’s equity of
access and support the Library's policies against discrimination and
supporting Library patron confidentiality, to the extent permitted by
State and Federal laws.
The Library will follow generally accepted accounting principles
(GAAP) relating to the accounting and crediting of all donations.
The Library reserves the right to terminate any donation agreement,
should it identify conditions during the life of the agreement, which
would result in conflicts between the donation and the goals, purposes
and/or would be contrary to the best interest of the Library.
All donors are to be treated with respect and with the degree of
confidentiality they desire; to the extent confidentiality is permitted
by State and Federal laws.
Donors are to be provided with honest and accurate information about the Library’s mission, services, programs and status.
While it is important that the Library Director and Library Board
remain aware of any tax provision relating to contributions, the Library
must not take any action or make any statement that states or implies
that the Library or a staff member represents the donor in any
transaction and the Library should clearly state and stipulate that the
donor should contact a professional advisor in all questions of donation
valuation and/or deductibility.
All sponsored or donated products, materials, and services must meet
the standards used by the Library in the purchase of similar materials.
No Library employee will be required to wear or should personally
display any corporate logo or advertising, other than that of the
Bastrop Public Library.
Donor names are public information.
The prospect and donor files (including databases) are the property
of the Library. Library Board members, employees or volunteers may not
use or hold any donor list or identification for any use other than the
advancement of the Library.
Upon receipt of a donation, the Library will acknowledge it promptly.
Acknowledgement of a donation may take any of the following forms,
or another form, at the discretion of the Library and/or the donor.
Updated 03/19/08 Library Board Approval: 4/7/08 Bastrop City Council Approval: 8/12/08
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