5-70 Gifts to the Library
General
The Chatham Area Public Library accepts gifts in a variety of forms and from a variety of donors. The Library’s collections and services have been established by and are maintained through monetary contributions, as well as material donations received throughout the years.
Restrictions
The Library is only able to accept gifts without attached restrictions. Requests for intended use of gifts will be recognized and honored to the extent possible, at the discretion of the Library Director. While gifts may come with a requested use or intent ultimately it is the overlying needs of the Library that will determine how the gifts will be used. Any gift received may be used, sold, or disposed of in the best interest of the Library. All donations are accepted only when in the opinion of the Library Director and/or of the Board of Library Trustees, that the items are in the best interests of the Library. The overall goal of this Gifts to the Library policy is to treat donors and donations as fairly and impartially as possible. All gifts will be utilized in a manner that complies with the long-range strategic plans of the Chatham Area Public Library and its Board of Library Trustees.
End of Use of Gifts
The Library cannot commit itself to perpetually house any donations or gifted materials. To support the mission of the Chatham Area Public Library and the Library’s strategic plan, gifted items may be rehomed, disposed of, or sold when the end of their use is reached or as otherwise deemed appropriate and in the best interests of the Library.
Donation of Books and Audio Visual or Electronic Materials
In accepting a gift of materials, the same standard of materials that is applied to our collection development policy shall be used to assess items for addition to the collection. The Library necessarily reserves the right to interfile gifts with other collections on the same subject, so that all collections are organized and classified according to library standards for the best public service. Under extraordinary circumstances, special collections of items may be designated, named, and housed appropriately.
Donations--Others, e.g., Bequests, Property, and other Financial Instruments
The Library welcomes cash contributions, gifts of real property, stocks, and bonds. The Library may benefit from annuities and endowment contributions. Members of the public may wish to remember the Library in their estate planning documents (e.g.s., wills and trusts). Persons wishing to make major donations or bequests should consult their attorney or financial advisor, if necessary, to assist with the process of presenting a major gift to the Library. It is the Library’s custom to expend cash gifts on materials, equipment, or a project which is acceptable to the donor, if appropriate for the Library. Monies in the form of endowments or financial gifts intended for perpetual support of the Library may be received directly to the Library, or donated to the Friends of the Chatham Area Public Library or the Library Foundation. Donations, for the purpose of charitability, that must be made to a not-for-profit organization may be received to the Friends of the Chatham Area Public Library or the Library Foundation, as they are certified and designated 501(c)(3).
Although unlikely, there may be an occasion in which the restrictions set by the donor make it impossible for the Library to accept the donation. All donations are subject to the approval of the Library Director and the Library Board of Trustees.
Donation of Art Objects, Furnishings, Equipment, and Other Types of Materials
Although such gifts may be welcomed and valued, the final decision on their acceptance rests with the Library Director and the Board of Library Trustees, with the consultation of the Library’s Art Committee.
Recognition of Gifts
The Library may identify donors through the use of a book plate, or a small plaque (e.g.s., on pieces of furniture and computer equipment or in an annual update to stakeholders) Unless otherwise directed by a donor, the Library Director will notify families and individuals when gifts have been given in honor or in memory of a person or persons. The Library Director will acknowledge all gifts received with a letter to donor(s).
Income Tax Statements
The Library cannot appraise the value of a donation of materials, art, equipment, or furnishings. It will, however, issue the donor a letter acknowledging the donation. It is the donor’s decision whether he or she will determine the value of the donation or utilize an independent appraiser.
Matching Gifts
The Library may be designated as the recipient of matching gifts by various employers (e.g., the Caterpillar Foundation). Matching gifts must be submitted via the Friends of the Chatham Area Public Library if IRS 501(c)(3) status is required for the donation. Matching gifts will be recognized in accordance with other regulations established in this policy or as required by law.
LEGAL REF.: 75 ILCS 16/30-75
ADOPTED: MARCH 20, 2000
AMENDED: JANUARY 16, 2023