8.0 Gift Acceptance Policies
Board approved February 18, 2019
8.1 Purpose
The St. Joseph County Public Library accepts donations to help fulfill the organization’s mission. The purpose of the Gift Acceptance Policy is to govern the acceptance of gifts by St. Joseph County Public Library and provide guidance to prospective donors and their advisors.
8.2 Forms of Giving
Cash / Check – Cash and checks may be accepted regardless of the amount. Checks are to be made payable to St. Joseph County Public Library and shall be delivered to the attention of the Development Office. The day the gift is received by the Library will be the gift date of the contribution.
Credit Card – St. Joseph County Public Library accepts gifts made by all major credit cards. Credit card donations may be processed by mail, phone, or online. Such gifts are recorded as cash donations.
In-Kind: St. Joseph County Public Library accepts gift-in-kind donations that provide added benefit to the organization’s work and mission. The Library will provide an official acknowledgement to donors for their accepted gifts, but the donor is responsible for determining the value of the gift. If an in-kind donation does not further the organization’s goals, the Library reserves the right to decline the gift.
Collection Materials: St. Joseph County Public Library accepts gifts of books and other materials. Once donated, items become the property of the St. Joseph County Public Library. If the materials do not meet the standards of our collection development policy, they may be given to the Friends of the St. Joseph County Public Library, sold, or discarded. The Library will acknowledge receipt of donated items but is unable to set fair market or appraisal values.
Miscellaneous: Other forms of giving must be reviewed prior to acceptance due to the special obligations raised or liabilities they may pose for the Library. These methods may include but are not limited to real property, personal property, securities, and life income agreements.
8.3 Ways of Giving
Outright Gift – These gifts may take the form of currency, check, or credit card contribution. They are given voluntarily without the expectation, or receipt of, direct economic benefit. Outright gifts also include securities, real estate, or tangible personal property.
Matching Gifts – Employers may match an employee’s gift to St. Joseph County Public Library. The ratio of the match and the designation of the matching gift are entirely at the discretion of the employer.
Bequest: St Joseph County Public Library accepts gifts left in the donor’s last will and testament. Donors are encouraged to use professional legal counsel to make deferred gifts to the Library through a will or other legal instrument. The Library reserves the right to disclaim certain assets proposed for distribution from an estate when inconsistent with these policies.
Endowment Fund: The St. Joseph County Public Library has an endowment fund through the St. Joseph County Community Foundation. Contributions to the endowment are made directly to the Foundation.
Payroll Deduction: St. Joseph County Public Library offers payroll deduction for recurring contributions in any amount. Staff can set up payroll deduction with the Library’s Business Office.
8.4 Use of Gifts
Unrestricted: All gifts received are considered unrestricted unless otherwise specified in writing by the donor. Unrestricted gifts include general donations, donations to the annual fund, and memorial or honorary donations. Unrestricted gifts support enhancements to SJCPL programming, collections, and services.
Restricted: Gifts may be restricted by a donor for a specific library location, department, or program. The Library generally will accept restricted gifts that advance the mission of the Library without adding significant cost, administrative procedures, or risk to the organization. Donor-initiated restrictions on gifts must be documented and will be accepted according to this policy or otherwise with approval by the Board.
8.5 Donor Acknowledgement and Recognition
General gift acknowledgement: St. Joseph County Public Library’s Development Office will send an acknowledgement to donors for all gifts. The acknowledgement serves as a tax receipt for cash donations.
Donor recognition: The Annual Report is the Library’s main recognition tool. All donors will be recognized in the SJCPL Annual Report published annually. The report includes donors who have made contributions in the year prior.
Anonymity: Request for donor anonymity will be honored, and donors who wish to remain anonymous may do so with every confidence.
Confidentiality: Files, records, and mailing lists regarding all donors and donor prospects are maintained and controlled by the Library. Written reports of interviews and solicitations will be maintained in the donor or prospect records. This information is confidential and is strictly for the use of the Library board and staff. The donor has the right to review his or her donor file. Names of donors will not be provided by the Library to other organizations, nor will any lists be sold or given to other organizations.
8.6 Sponsorships
A sponsorship is a mutually beneficial exchange between the St. Joseph County Public Library and an outside organization, in which an external party makes a contribution of cash or in-kind goods or services to the Library in return for recognition, acknowledgements or other considerations. Sponsors receive a benefit of reciprocal value in return for their support and contribution.
8.7 Naming Policy
Naming opportunities are available for donors who make a substantial contribution to the construction, renovation, and/or expansion of library facilities. The following criteria should guide the naming process:
Eligibility: Facilities eligible for naming include library buildings and interior spaces. The Library’s Executive Director will identify and recommend to the Library Board for approval the facilities available for naming opportunities. A contribution can be made on behalf of individual, family, charitable organization, foundation, and/or corporation.
Gift Level: The gift amount required for naming a library facility will be determined by the Library Board on the recommendation of the Library’s Executive Director. The amount of the contribution in relation to total project costs will be a consideration in determining whether the amount qualifies as a substantial contribution eligible for naming a library facility after the donor. Total project costs include but are not limited to costs of construction, equipment, furnishings and collections for the library facility.
Approval: Approval of naming a library facility after a donor will be determined by the Library Board on the recommendation of the Library’s Executive Director. In determining whether to name a library facility after a donor, the Library Board will consider whether an approval of the donor’s name on a library facility will appear to be an endorsement by the Library of a political or religious view or a product associated with the donor. Naming approval will require approval by the Library Board of a legal agreement between donor and the Library containing the amount of the contribution, any payment terms and the donor’s agreement to the terms and conditions of this policy.
Duration: The naming for a library facility approved by the Library Board shall continue until or unless a facility is demolished, substantially renovated and/or expanded. If a facility ceases to be used by the Library, then the donor for which the building was named does not have a right to have another library facility continue to be so named based on the same contribution.
The Library Board, on the recommendation of the Library Director or on the Library Board’s own motion, may terminate the use of a donor’s name on a library facility, without refund of the donor’s donation, should the donor’s name become, in the Library Board’s sole discretion, a matter of ill repute or embarrassment to the community or to the Library.
