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Gift Policy

The Scarsdale Public Library welcomes and encourages monetary gifts, bequests, endowment funds, and gifts of property or materials from individuals, groups, foundations, or corporations. The Library accepts such gifts at the discretion of the Library Director and/or the Library Board of Trustees under the following conditions:

Tangible Gifts

Gifts of library materials will be evaluated using guidelines set forth in the Materials Selection 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 Board of Trustees on the advice of the Library Director. Among the criteria on which the decision shall be based is need, space, impact on staff time, 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 Board and Library Director.

The acceptance of gifts designated for public display on Library property shall be considered with attention to the ongoing cost of display, maintenance, and security, as well as suitability, including location. 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; any letter of acknowledgment will not contain a statement of value.

The Library reserves the right to refuse any gift.

Monetary Gifts

Gifts of cash, securities, and bequests that support the mission of the Library will be handled by the Library Director, who, with the Library Board of Trustees, will work out terms of acceptance that are compatible with Library policies, the donor’s intent, and applicable laws.The Library welcomes major gifts including those directed towards a building project or other large project.

The Library accepts donations of money for the purchase of material in memory of or to honor community residents or others. Library staff will use guidelines set forth in the Materials Selection Policy in determining which materials to purchase. Although the Library cannot guarantee the purchase of specifically identified titles with such funds, donors are encouraged to 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 Miscellaneous Gift Fund to be used for the purchase of materials, equipment or programs not included in the Library’s normal operating budget.

The Library welcomes monetary gifts to be used as an endowed gift fund. Such funds require a minimum donation of $1,000 for an expendable trust, and $5,000 for a non-expendable trust.  Such gifts 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 authorize expenditure of the balance of a Gift Fund, without regard to restrictions when it has been reduced to a level of $500 or less.

The Library Board may remove all restrictions from a specific Gift Fund when, as a result of restriction, there has been no expenditure from such Fund for at least two years, and the Board, by a majority vote of the entire Board, decides that the restrictions do not reasonably provide a benefit for the Library.

The treasurer or the Library Director shall report quarterly to the Board on the status of the Gift Fund accounts.

Approved by the Scarsdale Public Library Board of Trustees
September 14, 2009