The Monterey Public Library welcomes and encourages
gifts from individuals, groups, foundations, and corporations for the purpose of
enhancing Library services to customers and the community.
The Board of Library Trustees reaffirms that it is the responsibility of the City to support
basic Library services with General Fund revenues. At the same time, many
valuable acquisitions, programs, and services are possible only with community
support in the form of gifts, donations and sponsorships. For this reason, the
Board may initiate or support a variety of fundraising activities both for
specific Library programs and for Library services in general.
The Board and staff will take steps to ensure that donations, donor recognition programs, and
fundraising activities are consistent with the Library mission and do not
inappropriately affect Library service priorities or the balance of topics and
viewpoints in Library collections.
A gift or donation is defined as a voluntary transfer of property to the Library, made
without expectation that any benefit will accrue to the donor or anyone
designated by the donor. Gifts to the Library are tax deductible to the extent
permitted by law. Sponsorship is a mutually beneficial exchange whereby the
sponsor receives recognition or other benefits of reciprocal value for
contributions to the Library.
The scope of this policy includes the following types of gifts:
- Securities, other financial instruments, and real property
- Planned gifts such as bequests and endowments
- Books, audiovisual materials, and archival collections or materials for
addition to the Library collection
- Equipment or other in-kind products or services
Undesignated gifts may be used for any purpose the Board or Library staff selects following
established policies and procedures. Designated gifts are restricted to a specific use by the donor in writing and accepted for this use by the Library.
2. Gifts or bequests of money, financial instruments, and real property
Individuals or groups may choose to support the Library through donations or bequests to the
Library Trust Fund, the Monterey Public Library Fund of the Community Foundation
for Monterey County, or independent organizations such as the Friends of the
Monterey Public Library.
The Library Trust Fund is a City of Monterey fund established by Article 7 of the City
Charter. General donations to Monterey Public Library and to the City of
Monterey designated for the Library are deposited in the Trust Fund. Donations,
devises, and bequests of cash and any property that can be liquidated before
transfer to the City can be accepted by the Trust Fund. The City may be able to
accommodate donors who wish to give or will property other than cash to the
donations to the Trust Fund will be accepted if the Board or designated staff
determine that the use to which the gift is restricted is or will be consistent
with the mission and priorities of the Library and will not impose undue costs
in staff time or other resources. Designated donations to support the Library
collection are discussed in section 3 below.
The City Council appropriates monies from the Library Trust Fund at the request of the Board in
accordance with its Charter authority and Policy 210: Use of the Trust Fund.
The Monterey Public Library Fund of the Community Foundation for Monterey County was
established to benefit Library services in the City of Monterey. The Fund
accepts a wide variety of gifts, bequests, and devises by arrangement with
Foundation staff. Available proceeds from the fund under Foundation policies are
expended or reinvested by authority of the Board of Library Trustees.
Independent organizations may accept donations to support the Library. Third party organizations'
solicitation, acceptance, and allocation of gifts are governed by their own
bylaws and procedures, but gifts from such organizations to the Library are
accepted under the terms of this policy. The Library does not endorse
independent organizations, programs, and fundraising activities except by
specific action of the Board.
3. Gifts to
support Library collections
accepts donations to the Library Trust Fund designated for purchase of materials
for the collection. Donations may be designated for specific titles or types of
materials, including nonrefundable donations to sponsor magazine or newspaper
subscriptions. However, since all materials for the Library collection are
selected based on Policy 401: Collection Development, gifts designated
for purchase of specific titles or types of materials must at times be
regretfully refused. The Library Director may establish rules and procedures for
the evaluation and acceptance of donations designated for Library materials.
Gifts of books,
audiovisual materials, and archival collections or materials for addition to the
Library collection are governed by Policy 401: Collection Development.
Donors of materials for the Library collection complete a gift form, which
serves as their receipt for income tax purposes. The Library does not provide an
estimate of the value of materials donated. By special arrangement, the Library
may assist donors of Local History Collection materials in obtaining a financial
4. Gifts of Art
The Library may
accept gifts of art for the Library building or premises. Acquisition of art is
governed by Policy 430: Acquisition of Works of Art. Gifts of art must be
unconditional, transferring ownership and all rights to the Library. Gifts are
accepted with the understanding that the Library has the right to determine
retention, location, and other considerations relating to the use or disposition
of the gift. The Library will not provide an estimate of the value of materials
5. Other In-Kind
The Library may
accept other in-kind donations if the use of the donated products or services
furthers the Library mission and priorities and does not impose undue costs in
staff time or other resources.
6. Sponsorship of
Library programs or services
The Library may
encourage and accept local business and organization sponsorship of Library
programs and events to enhance the services the Library can provide to the
community. Because sponsors receive recognition or other benefits of reciprocal
value for contributions to the Library, receipts are not issued for sponsor
reserves the right to refuse any sponsorship opportunity which in the Board's
judgment is inconsistent with the Library mission and priorities. Sponsorship
acceptance will take the form of a written agreement signed by authorized
representatives of the sponsoring organization and the Library. Sponsorship
opportunities will not be accepted if in the Board's judgment they primarily
constitute advertising for a particular product or service or promotion of a
particular viewpoint about issues of public concern.
acknowledgment and recognition
The Board affirms
the importance of acknowledging and recognizing the contribution of donors and
donations to Library services and the community. The Library Director will
establish procedures for acknowledging gifts and maintaining records of
donations. The Library Director will establish programs for public recognition
of donations commensurate with their value. Such recognition may include listing
in print or electronic publications, plaques or other acknowledgments in Library
facilities, public events, publicity, and bookplates affixed to donated
materials. All public recognition will be with the concurrence of the donor.
Gifts of unusual
value may be recognized by naming Library facilities, collections, or programs
by arrangement with the donor. Recognition by naming must be consistent with
City of Monterey Policy and approved by the Board. The Library reserves the
right to refuse any naming opportunity which in the Board's judgment is
inconsistent with the Library mission and priorities. Naming may recognize
individuals, corporations, or other organizations, but naming opportunities will
not be accepted if in the Board's judgment they primarily constitute advertising
for a particular product or service or promotion of a particular viewpoint about
issues of public concern.
The Board may
establish fundraising priorities linked to planned uses of the Library Trust
Fund and the Monterey Public Library Fund of the Community Foundation for
Monterey County. The Board may approve and direct staff to implement fundraising
campaigns and events for specific objectives.
associated with Library fundraising activities may benefit personally from these
activities. There should be no conflict of interest resulting from any acts
associated with Library fundraising activities.
activities, methods of solicitation, and communication with donors must be
consistent with community outreach as well as fundraising goals and priorities.
Fundraising activities should enhance community perceptions of the Library and
its value to the community as a whole.
staff, and volunteers communicating with donors and prospective donors will
adhere to the Association of Fundraising Professionals Donor Bill of Rights
activities of independent organizations supporting the Library are subject to
their own policies and procedures. The Board welcomes support from such
third-party organizations and encourages them to work with the Board and staff
to ensure that fundraising activities and objectives are consistent with the
Library mission, priorities, community outreach goals, and other fundraising
efforts. The Board reserves the right to withhold approval and support for
third-party fundraising programs that do not meet these objectives.
Director maintains the authority to interpret and apply this policy and to
respond to gift, donation, sponsorship, and fundraising issues and inquiries
that are not specified in this policy.