Donation Policy

Anoka County Library will accept gifts that enhance the ability of the library to fulfill its mission. All gifts offered must be formally approved in compliance with this policy. All gifts valued over $5,000 must receive final approval by the Anoka County Board of Commissioners.

Gifts of Library Materials

The Library accepts and encourages gifts of funds and Library materials. Library materials are defined as books, media, downloadable content or other items which may be circulated to Library patrons. All gifts of materials are accepted without commitments as to final disposition, and they are evaluated, accessioned or disposed of in accordance with the criteria utilized in this policy manual in Chapter V – Development of the Library Collection.

The Library will not assign a value to donated gift materials. However, the Library will make available to patrons a receipt for recording the quantity of donated materials.

Suggestions of specific titles or subjects are welcomed when funds are given but the final decision, based on the Library collection and selection policies, rests with the Library. Conditions that limit access to materials or their use may not be imposed upon materials included in the collection.

The Library does not assume the responsibility for replacing worn or lost copies of gift titles nor for purchasing new or revised editions of titles which were originally donated as gifts.

Gifts of Equipment or Furnishings

The Library accepts and encourages gifts of money to purchase needed Library equipment or furnishings, or gifts of the items themselves. The Library staff will provide the donor with suggestions of needed items upon request. Gifts of money for specific furnishings or Library equipment, and other items are subject to the same principles that would govern the Library's purchase of these items.

An appropriate gift plate or plaque may be provided, when requested, to acknowledge the gift.

When accepted, all equipment or furnishings become the property of Anoka County to be used solely at the discretion of the Anoka County Library Board consistent with statute. Conditions may not be imposed upon their acceptance without the specific agreement of the Library Board at the time the gift is made.

Gifts of Art

Anoka County Library does not actively solicit art donations but will accept those donations that enhance its mission. The Anoka County Library Board will have final responsibility for acceptance of all art donations that are valued up to $5,000.

Donations of art objects will be referred to a committee comprised of the Library Director, a Branch Manager, and up to three others appointed by the President of the Library Board (the “Art Committee”). Appropriate professionals may be consulted. The Art Committee will evaluate and recommend the acceptance or non-acceptance of objects and gifts of art.

The Library will acknowledge final acceptance and conveyance of a donation(s) of an art object after the work of art is in the Library’s physical possession and the Art Committee’s recommendation to accept the donation has been ratified by the appropriate Board.

The general guidelines for acceptance are:

  • The object must be in good condition.
  • The donor must accept the possibility that the item will not always be on exhibit.
  • The owner must have clear title to the object.
  • The Library must be in a position to care properly for the object.
  • Space must be available for proper display.
  • The object will enhance the appearance of the facility.
  • The donation must be free from donor-imposed restrictions.
  • All donations are accepted in strict adherence to IRS regulations.
  • The monetary value must be determined before transfer of title.
  • No donations of an art object will be encumbered by less than full literary rights, property rights, copyrights, patents or trademarks, or by obscene or physically hazardous attributes.

The actual transfer shall be accomplished by a gift agreement between the parties.

The art object will be displayed in a location where it best enhances the Library’s mission. An appropriate gift plate or plaque may be provided recognizing the donation.

A consensus of the current Art Committee will determine when an item is to be de-accessioned. Final approval of the Anoka County Board of Commissioners will be obtained for de-accessioning those art object donations which are valued at more than $5,000. Objects will be recommended for de-accessioning if any of the following criteria are met:

  • The object no longer enhances the mission of the Library.
  • The item would serve the public better in another venue.
  • The item cannot be properly stored, preserved, or used.

When possible the donor will be notified of the Library Board or County Board’s final decision to de-accession an art object. The object may be:

  • Returned to the donor.
  • Sold.
  • Loaned as part of the library's art print collection.
  • Donated to another organization.
  • Respectfully destroyed, if none of the other options are available.

De-accessioned artifacts shall not be passed on to staff, board members, volunteers, or their relatives.

Memorial Gifts

Anoka County Library recognizes that there are many individuals in Anoka County who are important to their community and who have made significant contributions to the county. The Library Board will accept memorials or donations to honor such individuals and provide appropriate recognition in accordance with Library policy.

Library Board Involvement

The Library Board will be notified at its next regular meeting of all cash gifts/donations and of "in kind" gifts with value exceeding $100.

When cash is received, it will be promptly deposited into the Library Fund with a full and complete accounting.

Anoka County Resolution 2002-93 (Appendix VI) delegates authority to the Library Board to accept gifts that do not exceed $5,000.

The Board will officially receive the gift with an appropriate entry in their Minutes and direct the acknowledgment of the gift within 90 days after it is received.


Process

This policy is reviewed every four (4) years by the Library Director (or designee) who makes recommendations to the Library Board Policy Committee.  The Committee reviews and revises as necessary, endorses and advances to the full Library Board for approval.

Policy History
Date Approved: 2015
Next Review Date: April 2019