Gift Acceptance and Naming Policy

Last Updated:

The Scarsdale Public Library welcomes and encourages monetary gifts, bequests, endowment funds, and gifts of property or materials from individuals, groups, foundations, or corporations. Naming opportunities may be offered that provide the occasion to recognize exceptional contributions to the Scarsdale Public Library.

MONETARY GIFTS

Gifts of cash, securities, and bequests that support the mission of the Library will be accepted by the Library Director, who will work out any necessary terms of acceptance with the Library Board of Trustees that are compatible with Library policies, the donor’s intent, and applicable laws. Unless otherwise agreed to by the Library, all donations received by the Library may be utilized in any manner deemed appropriate by the Director and the Library Board.

The Library may accept gifts of transferred securities, which will be sold on the day of transfer or on the next business day if received after 4 p.m. The value of a gift of securities is acknowledged in accordance with I.R.S. policies.

The Library welcomes major gifts, including those directed towards a Board-approved building project or other large project.

The Library may accept monetary donations for the purchase of library 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.

The Library welcomes monetary gifts to be used as an endowed Gift Fund. Such funds require a minimum donation of $10,000 for an expendable trust, and $25,000 for a non-expendable trust. Such gifts may be accepted on condition that if a specific use is requested, 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 $1,000 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 Library Board treasurer or the Library Director shall report quarterly to the Board on the status of the Gift Fund accounts.

TANGIBLE GIFTS

The Library may accept gifts of library materials at the discretion of the Library Director. 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 are 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 shall be made that any gift will be permanently displayed or kept by the Library.

The Library will not 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.

NAMING LIBRARY FACILITIES, PROGRAMS AND COLLECTIONS

When naming opportunities are available as defined under specific conditions, the Library Board should ensure that gifts with associated naming rights are managed in a consistent manner and according to established guidelines.

Gifts of certain amounts may qualify for naming opportunities for certain Library facilities, programs and collections as determined by the Director and Board of Trustees. All naming opportunities must be appropriate and consistent with the Library’s mission and goals.

For named facilities (including definable portions of the Library building or grounds, or tangible property in the Library or on the Library grounds), donors may be recognized on proximate signage. The Library will confer with the donor with respect to the contents of the signage, although the Library reserves the right to approve the wording, size, location and style of the signage.

For named programs or collections, donors may be recognized in certain printed materials, online or other promotion of the program or collection or in signage in close proximity to the collection.

The naming of a Library facility, program or collection will last for the normal useful life of the facility, program or collection or 25 years, whichever comes earlier and may be extended or reduced at the discretion of the Library Board. The Board may discontinue use of a name if it is determined to compromise the mission or reputation of the Library.

Approved by the Scarsdale Public Library Board of Trustees September 2009

Updated June 2018

Download Policy