2.4 Gift Acceptance Policy

Springfield Town Library welcomes donations of many kinds, including bequests, endowments, memorials, in-kind donations, and materials. 

2.4.1 Monetary Donations

Tax-deductible contributions in support of the Library are accepted through FOSTL or the Town of Springfield. If a donation is made with restrictions that are consistent with the Library’s Collection Development Policy (section 6), it will be expended according to the donor’s conditions. Restricted donations will be returned if they are not consistent with the Collection Development Policy (section 6) or if the terms of the restriction cannot be met.  

2.4.2 Donations of Library Materials 

The Library accepts the donations of new, gently used, and archival materials at the discretion of the library staff member which curates each collection. Archival materials are accepted according to the Historical Archive Collection Policy (6.5). The Library cannot accept donations of items that are out-of-date, dirty, moldy, unsafe to handle, or not in saleable condition. Donations must be outright and unconditional. Library staff will determine which materials to add to the collection, according to the needs of the library and its Collection Development policy (section 6). Those items not added may be offered for sale or transferred to other institutions. A receipt documenting the materials donated will be provided for tax purposes upon request of the donor. The Library cannot establish the value of donated materials. 

2.4.3 In-Kind Donations 

The Library may accept other in-kind donations such as services or merchandise in support of Library programs and services, subject to the guidelines in section 2.4.2 above. In-kind donations will be acknowledged. 

2.4.4 Gifts Offered to Staff

Gifts offered to Library Staff by virtue of their status as a Library employee are subject to the guidelines in the Town of Springfield Personnel Policy (Appendix J). 


2.4.5 Other Gift Acceptance Guidelines

  • Trustees, employees and/or volunteers may not make any promise to a donor, expect any favoritism from a donor, nor agree to any donor-directed changes in the purpose statement, policies, services, collections, or programs of the Library as a result of a solicitation or contribution, nor should any vendor be chosen based on a stated or implied contribution to the Library. 

  • All monetary and in-kind donors have the right to obtain complete and timely information on how their donation was or will be used. 

  • The Library reserves the right to terminate an existing agreement should conditions arise during the life of the agreement which would result in it conflicting with the best interest of the Library. 

  • The Library will not represent itself as representing the donor in any transaction and will stipulate that the donor contact a professional advisor in questions of gift valuation and deductibility. 

  • All gifts become the property of Springfield Town Library to use or dispose of. No guarantee is made that an item will be permanently displayed or kept by the Library. 

  • The Town of Springfield and/or the Library Director reserve the right to accept or reject any donation, endowment, or bequest.

  • Any gift which may obligate the Town of Springfield to future expenses are subject to the approval of the Selectboard.

Initial Adoption Date: May 3, 1976  “Gifts from individuals, corporations, and foundations are also accepted.”

Modified Date(s):

  • January 8, 1980 - changed to read, "Gifts to the library may be accepted when offered on an unrestricted basis. Gifts offered with restrictions shall be subject to the approval of. the Board of Trustees. The library director shall add to the collection those gifts which satisfy the criteria for selecting library materials and will dispose of unwanted materials." 

  • September 9, 2023 - Rescinded existing policy language and adopted the current version.

  • October 10, 2023 - Revised to add sub-headings in the Gift Acceptance policy and to clarify how monetary and in-kind donations flow into the Library. Revised to include staff gifts and archival material donations.