6. Gifts and Fundraising


6.1 Donations of Materials
6.2 Donations and Fundraising
6.3 Partnership, Sponsorship and Grants

 

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Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014

Policy Statement

Donations to the library normally can be classified as gifts of materials, artwork and/or money, securities, sponsorships, grants, and bequests.

6.1 Donations of Materials

Most recent revision: November 2015
Reviewed by Policy Committee: November 2015
Reviewed by Board: June 2015

Policy Statement

The Library accepts donations of materials as outlined below. Donations included in the Library collections are reviewed and selected under the same parameters as material directly purchased by the Library. Items not suitable for the Library collection may be sold or discarded at the Library’s discretion. By donating materials donors agree to allow the library to dispose of materials at the sole discretion of the Library. The Library reserves the right to inspect & select donations and return unsuitable materials at time of donation.

Gift-in-kind charitable tax receipts will be issued for donations of artwork, items for the collection, equipment, or any other donated materials that are acceptable (for artwork see policy 3.3, for collections items see policy 2.1) and exceed the value of $100. Tax receipts will be issued for the fair market value at the date of transfer in accordance with Canada Revenue Agency (CRA) guidelines.

For donations of items under $1,000, the Library will accept a valuation made by a Library staff member, provided the staff member is knowledgeable in the field and is qualified to establish the value of the donation. Documentation indicating the purchase or retail price is required to be on file if a tax receipt is issued (e.g. sales receipt or printout of the retail price from a recognized retailer on the Internet, such as Amazon).

For donations of items over $1,000, a valuation by a qualified independent appraiser is required.

The Library accepts clean, good condition materials as outlined:

  • Recently published hardback and paperback books (published in last 5 years preferred).
  • DVDs, music CDs and audio CDs

The Library does not accept:

  • Magazines
  • VHS format video or cassette tapes
  • Textbooks (school, college or university)
  • Encyclopedias

Purpose of Policy

This policy is intended to limit donations to those items that the Library can reasonably house and/or sell.

Who Should Know About This Policy?

  • Librarians/Supervisors
  • Circulation Desk staff
  • Library Board

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6.2 Donations and fundraising

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014

Policy Statement

Purpose of Policy

To establish categories of donors to be used in all of the library’s public communications and donor recognition initiatives in relation to the Annual Giving Campaign and unsolicited donations, including gifts in kind, received throughout the year.

Policy Statement

These donor categories shall be used in all of the library’s public communications and acknowledgements of individual donors:

Donor                   $1 – $99

Supporter           $100 – $249

Sustainer             $250 – $499

Benefactor         $500 – $999

Legacy                 $1,000 – $2,499

Pillar                     $2,500 or more

Donors who request anonymity will be identified as “anonymous”.

Recognition of donors who give $1,000 or more will be decided on a case by case basis in consultation with the Board.

Who Should Know About This Policy?        

Volunteers and staff involved in fundraising and communications

Definitions

Examples of “public communications and donor recognition initiatives” include donor solicitations and thanks in library materials such as the volunteer newsletter, hand-outs, brochures, web site and in public materials such as newspapers, radio and web sites.

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6.3 Sponsorship and Grants

Most recent revision: June 2014
Reviewed by Policy Committee: Feb 2014
Reviewed by Board: June 2014

Policy Statement

In order to maximize the resources and services of the library, the library may participate in sponsorship, partnership, or grant opportunities.

Agencies who wish to sponsor certain activities or collections should contact the Chief Librarian for guidelines and recognition opportunities. The Chief Librarian or her designate may also contact local and other suitable agencies for partnership and sponsorship opportunities to enhance the services of the library. Such opportunities will be arranged on a case-by-case basis to ensure the most beneficial outcomes for both the library and the participating agency. In every case the goals of the library should be kept foremost.

The Chief Librarian or her designate will also search out available grants, completing necessary applications and proposals and the subsequent reporting involved upon completion of necessary requirements.
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