ACCEPTANCE OF DONATIONS POLICY

Adopted by Spokane Public Library Board of Trustees on April 19, 2013; revised October 12, 2017 .

ADMINISTRATIVE PROCEDURES ACCOMPANYING THE POLICY ON ACCEPTANCE OF DONATIONS

1. GENERAL

1.1 The following outlines the administrative procedures for the Library’s policy regarding monetary, material and grant donations.  

1.2 This document is divided into the following sections:

Section 1 – GENERAL 
Section 2 – MONETARY DONATIONS
Section 3 – MATERIAL DONATIONS  

2. MONETARY DONATIONS

2.1 Donation boxes, clearly labeled with the Spokane Public Library (SPL) Foundation logo are located at the circulation desks at all libraries.  All donations, cash and checks, placed in the boxes are Foundation funds.  Funds collected in the boxes should be periodically removed, counted and transferred to the Foundation Development Director account.  Any checks not addressed to the Spokane Public Library Foundation should be given to the Foundation Development Director.   

2.2 Monetary donations for the purchase of books are to be coordinated with Support Services.  The Foundation receives the monies and deposits into a short term account.  Support Services is notified of the amount and any stipulations or requests with regards to subject matter, titles or bookplates.  The Foundation will write a thank-you letter/tax receipt to the donor.  The donor is added to the Foundation database. When the books are purchased, a Foundation account check is written to the Library to pay for the books.  When the books enter circulation the Foundation notifies the donor that the books are now available.  If bookplates are required, then the process in section 3.2 is followed.  

2.3 All donations as memorials are to be handled through the Foundation, and unless specifically designated by the donor, deposited into the Foundation Endowment for long-term investment.  In all cases the wishes of the donor/memorial will be respected.  Obituaries should designate donations to the Spokane Public Library Foundation.  The information concerning the memorial will be tracked through the Foundation database.  If the memorial is for materials purchase, then the process in section 3.2 is followed.  
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3. MATERIAL DONATIONS

3.1 Donated materials are received at all branches and are not limited to the quantity. A receipt for the donation is available on the shared drive. Donations are to immediately directed to the Friends for sorting.

3.2 Materials that are gifted through the SPL Foundation and require bookplates per donor requests are filtered through the SPL Foundation Development Director and relayed through the Business Office and onto Support Services.