8/8/2019 Hinsdale Public Library Gifts to the Library Policy

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Hinsdale Public Library

Gifts to the Hinsdale Public Library Policy

The Hinsdale Public Library Board of Trustees actively encourages gifts and contributionswhich will help the library better serve the needs of the community. All donations and gifts tothe library are subject to applicable Illinois statutes as well as the librarys existing policies andguidelines, including those relating to the selection of and provision of access to books andother resources. The library, through the Board or the Boards delegated authority, makes thefinal decision on the acceptance, use or other disposition of gifts and also reserves the right todecide any conditions of display, housing or access. The library is granted unconditionalownership of each gift.

Acceptance of Gifts A. Gifts of Books and Other Library Resources : The Executive Director is authorized to act forthe Library Board in accepting or declining offers of gifts in the form of books, recordings andother library materials or resources, including gifts of this type which are offered through suchagencies as the Friends of the Hinsdale Public Library. The Executive Director, in accordance withexisting library policies and guidelines, may exercise discretion concerning which materialsshall be retained for the librarys own collection.

B. Monetary Gifts: The Board will accept donations of money and will consider the wishes ofdonors when deciding the use of such gifts.

Monetary gifts given for the purchase of library materials as an honorarium or memorial areclassified as commemorative book purchases. The Executive Director or a staff memberdesignated by the director will work with donors as appropriate in selection and processing ofsuch purchases.

Monetary gifts given for use at the librarys discretion (general gifts) may be accepted bythe Executive Director and reported to the Board of Trustees.

Monetary gifts received from a will or bequest will be used as directed by the donor, subjectto library policies, or if received without conditions, may be used as approved by the Board.The Board will consider whether separate bank accounts and budget lines will be created tomonitor the funds.

C. Gifts in Kind : Gifts of furniture, paintings, statuary and other articles may be accepted ordeclined by the Board with advice and counsel from the Executive Director. Any conditionsattaching to the proposed gift, includingbut not necessarily limited tothe type ofrecognition provided and the location, disposition, handling or display of the article, will beconsidered by the Board. Any such conditions which the Board regards to be inappropriate orimpractical may provide a basis for further negotiation with the donor or for rejection of thegift.

1 Approved August 2008

8/8/2019 Hinsdale Public Library Gifts to the Library Policy

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2 Approved August 2008

D. Gifts of Securities : Marketable securities received by the library as gifts may be acceptedby the Board. Such securities will be sold as soon as practicable at the market rate, and the netproceeds used as directed by the donor, subject to library policies, or if received withoutconditions, may be used as approved by the Board. Gifts offered to the library consisting ofsecurities which are not readily marketable will be submitted to the Board for a decision as to

acceptability.

Valuation of Non-Monetary Gifts

While the deemed value of non-monetary gifts may be a factor for consideration, neitherthe library staff nor the Board will issue a written or verbal statement of monetary value to thedonor. The Executive Director, or a staff member designated by the director, may provide, onrequest, a letter of acknowledgment to a donor describing the gift and its apparent condition.

Use and Recognition of Gifts

A. Use of Gifts : While it is the Boards intention that all honorary names for libraryfacilities, collections, programs, or services will be used for many years to come, theBoard cannot promise that a name, or even that the facilities, collections, services, orprograms so named, will be used in perpetuity. All gifts are accepted with theunderstanding that it may someday be necessary that they be altered, sold, or disposedof in the best interest of the library. The library cannot commit itself to perpetuallyhousing a donation. Restricted gifts can be accepted only with the specific approval ofthe Library Board of Trustees. Donations will be accepted only if, in the opinion of theExecutive Director and the Board, they are in the best interest of the library.

B Recognition of Gifts : The Board has sole authority to determine how donors will be

formally recognized in the library or on library property. Specific recognition of suchgifts may be made only by a majority vote of the Board of Trustees present at a dulyconvened Board meeting.

All monetary donations are recognized with an acknowledgement letter and publication inthe librarys newsletter, unless the donor requests anonymity. In addition, commemorativebook(s) receive a bookplate listing the donor and the honoree and an acknowledgement letterwill be sent to the person(s) or family of the person being honored. A gift report is alsoincluded in each monthly board packet.