Donation/Gift Policy 

Purpose 

This policy guides the acceptance, recognition, and management of fundraising activities and gifts (monetary or in-kind) to Sally Ploof Hunter Memorial Library (SPHML). It ensures all donations support the library’s mission and values and comply with applicable laws and ethical standards. 

Article 1. Definitions 

1.1. Gift/Donation: A voluntary contribution of money, property, or services given without expectation of return or compensation. 

1.2. In-Kind Gift: A non-cash donation, such as books, equipment, furniture, or services. 

1.3. Fundraising: Activities carried out to solicit donations or sponsorships, including campaigns, events, grant writing, or online appeals. 

Article 2. Acceptance of Gifts 

2.1 General Criteria – The Library may accept gifts that: 

(a) Align with its mission and goals. 

(b) Do not place an undue burden on library resources. 

(c)Are not restricted in a way that limits the library’s operations or programming. 

2.2 Monetary Gifts 

(a) Unrestricted cash donations may be allocated at the discretion of the Director or Board. 

(b) Donors may request designation for specific programs, collections, or initiatives, subject to approval. 

2.3 In-Kind Donations 

(a) The Library reserves the right to accept or decline any non-cash gifts. 

(b) All donated materials (e.g., books, media) are subject to the same selection criteria as purchased items. 

(c) Accepted items become the property of the Library and may be used, sold, or disposed of at the Library’s discretion. 

Article 3. Fundraising Activities 

3.1 All fundraising efforts must be approved in advance by the Director. 

(a) Partnerships with Friends of the Library or other groups are encouraged. 

(b) Library staff may assist or participate in fundraising events within ethical boundaries and during approved time. 

Article 4. Recognition of Donors 

4.1 Donors may be acknowledged publicly, unless anonymity is requested. 

(a) Recognition methods may include plaques, naming opportunities, press releases, and donor lists. 

4.2 The Library will notify the family of any memorial donation in approximately 2 Months from the obituary or other agreed upon time. 

Article 5. Gift Receipts and Tax Information 

5.1 Donors will receive written acknowledgment for all donations if desired. Donor must request a written receipt if desired 

5.2 The Library does not provide appraisals for in-kind donations  

(a) It is the donor’s responsibility to determine the value for tax purposes. 

Article 6. Use and Stewardship of Gifts 

6.1 All gifts will be used in accordance with donor intent (if restricted) and applicable laws. 

6.2 The Library will maintain records of gifts and provide annual reports upon request. 

Article 7. Right to Decline 

7.1 The Library reserves the right to decline any gift that: 

(a) Conflicts with its mission or values. 

(b) Creates a financial or administrative burden. 

(c) Includes conditions that the Library cannot reasonably or legally meet. 

Article 8. Policy Review 

8.1 This policy shall be reviewed at least every three (3) years by the Executive Director and 
Board to ensure compliance and relevance. 

Adopted by the Board of Trustees on: 26 May 2026