Donations and Gifts Policy

About the Library

Donations and Gifts Policy


Washington-Centerville Public Library actively pursues and accepts donations/gifts that support the Library’s mission and goals and which are appropriate for a tax-supported public entity, per ORC Section 3375.40 Section (K). Donations and sponsorships can be an important source of funding and the Library welcomes support from individuals, businesses and organizations in pursuit of shared values. The integrity of the Library’s programs, services and collections shall not be compromised as a result of donations.


In addition, the Library may solicit and accept donations of goods, services and/or money from local businesses, organizations, and/or individuals to defray costs associated with Library operations. The Library will do so in a manner that promotes and enhances the Library’s programs, collections, services, and operations, and will abide by applicable laws and donation policies and procedures. Donations shall be solicited and utilized in a way that does not compromise the integrity of the Library’s programs, services, or operations and which is appropriate for a tax-supported public entity.


This policy clarifies the conditions under which the Library will accept and/or decline donations and provides the underlying principles for soliciting donations.


Donations - General

The Library gratefully accepts monetary and/or in-kind donations if:

  • The donation is wholly consistent, in fact and appearance, with the activities, policies, goals, mission and/or programs of the Library as determined by management.
  • The donation is not linked to any requirement, or expectation, that the Library endorses any products, policies or services or advertises any business.

Limitations:

  • The Library may accept unrestricted donations as well as restricted donations that directly correspond to an existing element to the library’s strategic plan, as determined by management. Where a donor wishes to make a contribution that does not directly correspond to the strategic plan, the Board of Trustees must approve the project and/or restrictions, or the Library must decline the donation.
  • Library management reserves the right to decline any donation from donors that operate in ways or advocate policies that are inconsistent with WCPL objectives. Donations from a company in which a member of the Library Board of Trustees has a pecuniary interest cannot be accepted unless there are “no strings attached”.
  • The Library will endeavor to limit the number of restricted donations by encouraging donors to donate to the Library’s general foundation fund, or existing restricted gifts. Restricted donations must be accepted by resolution of the Library Board of Trustees.
  • The Library will not assign a monetary value to goods, services, or materials donated.

Donations - Furniture

Board policy requires that all furniture, fixtures and decorations be selected by a professional consultant. As a result, donations of furniture, fixtures or actual physical items are not encouraged, but may be considered, on a case by case basis, by the Library Board of Trustees.

Donations - Books/Materials

Donations of books or other materials made to the library which do not require acknowledgement or a Donation/Dedication Request Form are accepted on an unconditional basis, without limiting conditions. A Certificate of Donation form is filled out and given to the donor. The Library reserves the right to add or not add such donated materials to the library’s collection. Donated materials not added to the library’s collection may be used only for library-sponsored events or fund raising (such as a book sale), passed along to other non-profit or charitable entities, or discarded if in unusable condition. Because donated materials are intended to be charitable donations for the library’s benefit only, library staff may not take donated materials for their own personal use.


Donations of books or other materials made to the library which require acknowledgement or use of a Donation/Dedication Request Form may be subject to approval to ensure suitability to the Library’s collection. Unsuitable donations will be returned to the donor.

Donations – Memorials, Tributes of Money for Books/Materials

Memorial or tribute donations of money for books/materials are accepted by the Library. If the donor wishes, the Library will attempt to locate materials on subjects of interest to approximate the donated amount. A book plate will be placed in the book/item at the request of the donor. A letter of acknowledgement will be sent to the honoree or honoree’s family at the request of the donor. In the event that a sizeable donation is made with the intention of creating a collection, the Library retains the right to make final selection of materials and may add subject headings to the item records to aid in finding the materials. Items in a special collection would be subject to the Collection Development Policy.