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Gifts & Sponsorship Policy
Gifts and Sponsorship Policy
Meridian Library District welcomes and encourages monetary gifts, bequests, endowments, and gifts of property or materials from individuals, families, local businesses, foundations and corporations.
The following principles will guide the Meridian Library District in the solicitation and acceptance of gifts that support, enhance or develop library programs and services:
- All gifts and/or support must further the library's mission, goals, objectives and priorities. They must not drive the library's agenda or priorities or limit access to library services.
- All gifts and/or support must protect the principle of intellectual freedom. Sponsors may not direct the selection of collections or require endorsement of products or services.
- All gifts and/or support must ensure the confidentiality of user records. The library will not sell or provide access to library records in exchange for gifts or support.
- All gifts and/or support must leave open the opportunity for other actual or potential donors to have similar opportunities to provide support to the library.
- Gifts of books or other library materials will be accepted in accordance with the terms outlined in the MLD Collection Development Policy.
Print, audio visual, other physical media and electronic materials will be evaluated using guidelines set forth in the Collection Development Policy. The Library reserves the right to add any donated item(s) to the collection or distribute, sell, or discard them. No conditions regarding location, use or eventual withdrawal from the collection or building can be imposed.
The decision to accept gifts such as furnishings, artwork, or equipment shall be made by the Library Director. Among the criteria on which the decision will be based are: need, space, impact on staff time, security requirements and expense and frequency of maintenance. Such gifts will be accepted only on condition that they may be used, sold, given away or discarded at the discretion of the Library Director.
The acceptance of gifts for inclusion in Library collections or for public display on Library premises shall be considered with attention to location and suitability. All gifts become the sole property of the Meridian Library District to use or dispose of. No guarantee is made that any gift will be permanently displayed or kept by the Library.
The Library cannot assess or suggest a value for non-monetary gifts for income tax or other purposes. Letters of acknowledgment will not contain a statement of value.
The Library reserves the right to refuse any tangible gift.
Gifts of cash, securities and bequests that support the mission of the Library will be handled by the Library Director who will work out terms of acceptance that are compatible with Library policies, the donor’s intent, and applicable law. The Library welcomes major gifts including those directed towards a renovation, expansion or other large project.
The Library accepts donations of money for the purchase of material in memory or honor of community residents or others. Library staff will use guidelines set forth in the Collection Development Policy in determining which materials to purchase. Although the Library cannot guarantee the purchase of specifically identified titles, donors may suggest subject areas for the use of their donation. A bookplate may be affixed to such material with wording determined by the donor in consultation with Library staff.
Monetary gifts without restriction are added to the Library’s General Fund to be used for the purchase of materials, equipment, programs or other operating expenses.
The Library welcomes monetary gifts to be used as a restricted gift or endowment fund. Such funds require a minimum donation of $25,000 and will be accepted on condition that if a specific use is requested, that it is consistent with the mission, goals, and objectives of the Library, and must be approved by the Library Board.
The Library Board may remove all restrictions from a gift fund when, as a result of any restriction, there has been no expenditure from the fund for at least two years and the Board determines that the restrictions do not reasonably provide a benefit for the Library.
The Library reserves the right to refuse any monetary gift.
Recognition and Acknowledgement
The library will ensure that each sponsor receives acknowledgement and to the degree that the donor is willing, public recognition. The following guidelines will be used in providing acknowledgement to and recognition of sponsors:
- A letter of acknowledgement for gifts of money and in-kind support will be sent to all sponsors and a copy will be placed on file.
- Any special recognition agreements will be stipulated in the letter.
- Public acknowledgement of sponsorship in the library's promotional materials will normally be restricted to a statement of the sponsor's name and a display of logo. Such acknowledgement will not take precedence or have prominence over the library's own logo or promotional material.
- For gifts and/or sponsorships valued at over $500, the library may submit a press release to local newspapers and/or publish an article regarding the sponsorship in their own newsletter if the sponsor is willing.
- Acknowledgement of sponsorship may also take the following forms at the library's discretion:
- Launch of a special program or media campaign to announce the gift.
- Sponsor's name on promotional materials.
- Small standardized plaques may be placed on donated furniture or equipment.
- Library bookplates.
- In all cases, the type and scope of donor recognition required by the donor will be weighed against the benefit to the library.
All gifts, grants or in-kind support given with special requirements must be approved by the Library Director. The application of grants, or solicitation of gifts, or in-kind support by library staff or Friends of the Library must receive prior approval of the Library Director or designee.
Approved by the Meridian Library District Board of Trustees October 9, 2013
Revised April 17, 2019