Donation Policy

DerryPublic Library

Comprehensive Donations Policy

Approved 02/12/07

Derry Public Library greatly appreciates donations from the public and from businesses and organizations.

 Categories: Donations to the Library fall into the following categories:

  1. Donations of goods and materials (Acceptable donations would include new and well-maintained books, VHS videos, DVD videos, music CDs, CD-ROM games, books on tape or CD, maps, historic Derry documents, etc. Special donations of goods  — such as magazine subscriptions, furniture, décor, or other things — need to be discussed with the Director in advance.)
  2. Donations of services  (This category might include volunteer time, labor for installation or repairs, consulting services, etc.)
  3. Donations of money  (This might include thank-you gifts for special research services, presents for staff parties, money donated for specific fundraising efforts or special interest publications, bequests, etc.)

Restrictions:  Certain materials cannot be accepted because of the costs to the Library. (This might include staff time, maintenance fees, upgrades, tipping fees, etc.)

 

Anything which requires an ongoing commitment of budget or significant staff time for maintenance, upgrades, or other costs.

  1. Anything donated with restrictions as to disposition or use
  2. Books and materials stained with water, dust, or mold (which could spread to the existing collection), etc. or anything with a noticeable odor. (These must be hauled off by trash removal services for a fee.)
  3. Anything that needs repair (exceptions may be made for historicDerrybooks or documents)
  4. Vinyl record albums or music cassettes
  5. Encyclopedias over 3 years old
  6. Textbooks over 2 years old
  7. Computer books over 2 years old
  8. Reader’s Digest Condensed Books
  9. Magazines (some exceptions may be made, speak with a librarian)
  10. Items or materials of an inappropriate nature, as determined by the Library’s collection policies and community standards as interpreted by the Library staff. (i.e. Offensive or overtly biased material, or paintings not appropriate for viewing by children may be refused.)

Recognition and Receipts for Donations:

  1. Donations to the Library are tax deductible, but all valuations are the responsibility of the donor – the Library cannot put a dollar value on donations, but will provide written documentation of the receipt of the donation if requested. (IRS Publication 526, “Charitable Contributions,” may be of assistance to donors.)
  2. When feasible, special donations and significant material gifts will be identified with appropriate signage, cataloging or bookplates. (i.e. A small brass plaque may be attached to the frame of a painting.)
  3. The Library will send thank-you letters to donors of money and significant material gifts.

Disposition of Donations:

  1. No donations are accepted with stipulations. The Library will attempt to honor donors’ desires for disposition of donations as far as is feasible.
  2. Certain donations must be formally accepted by the Board of Trustees in twice-annual public sessions. (Donations received between sessions are addressed at the subsequent meeting.)
  3. Money donations may be directed to a specific fundraising effort if one is available. Other money donations are used at the discretion of the Director and the Trustees.
  4. Donated books and materials not added to the library’s collections may be sold in book sales sponsored by the Friends of the Derry Public Libraries. Selected materials may be sold by an outside vendor on commission. Proceeds from these sales are used by the Friends to support the two public libraries inDerry.
  5. Donated historical objects and other items more suitable for the Derry Museum of History may be offered to the Museum, per interdepartmental agreement.
  6. Any donations not usable in the above ways will be disposed of in a responsible manner, including paper recycling efforts.

Procedure for Donating:

  1. Donations of new or used books and other items to the Library’s will be brought to the Circulation Desk for examination and review.  Large quantities of donations (more than three boxes) must be cleared by staff before delivery.
  2. Memorial donations will be discussed with the Director and/or Assistant Director and the Board of Trustees. When possible the Library will honor memorial donations (with bookplates in donated books, etc.) but circumstances may vary.
  3. Major gifts of any kind will be discussed with the Director and/or Assistant Director and the Board of Trustees.

Derry Public Library values appropriate donations for addition to thecollections of the Library or for sale by the Friends of Derry Libraries organization as a fundraiser to benefit the Library.  However, certain materials cannot be accepted because of the costs to the Library in staff time, disposal, and/or recycling fee.  Please read this list and remove from your donation anything that cannot be accepted. If these items are left for staff to sort through, we may need you to return and reclaim your donation.

 Thanks for your cooperation!

Desirable donations:

Clean, dust-free, odor-free, mold-free:

  • Books (relatively new, classics, or collectibles) for adults, children, teens
  • VHS and DVD videos in good condition
  • Music CD’s in good condition
  • CD-ROM games in good condition
  • Books on tape or CD in good condition
  • Maps (especially ofDerry)
  • Historic documents, such as Derry/Manchester city directories, oldDerryphone books,PinkertonAcademyyearbooks prior to 1973, oldDerrypostcards, etc.

 Unacceptable donations:

  • Anything stained with water, dust, or mold or with a noticeable odor.
  • Anything that needs repair (exceptions may be made for historic items)
  • Vinyl record albums or music cassettes
  • Encyclopedias over 3 years old
  • Textbooks over 2 years old
  • Computer books over 2 years old
  • Reader’s Digest Condensed Books
  • Magazines (some exceptions may be made, speak with a librarian)
  • Anything donated with restrictions as to disposition or use

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