Jamestown Philomenian Library Gift Policy
Over the years, the Jamestown Philomenian Library has welcomed many gifts. Our services and collections, as well as our building and grounds, have been greatly enriched by these donations.
Gifts are welcome and encouraged, with the donor’s agreement and understanding of the following policies and conditions.
Books and Library Materials
The Jamestown Philomenian Library gratefully accepts gifts of books, periodicals, and audiovisual materials, with the understanding that donated items will be added to the Library collection only if they are needed and meet the same selection standards applied to materials purchased by the Library.
Evaluation and disposition of donated materials is the responsibility of staff and volunteers authorized by the Library Director. Acceptance of donated materials does not guarantee inclusion in the Library’s collection.
All donated materials are accepted with the understanding that the Library reserves the right to:
- Add materials to the collection
- Distribute materials to other organizations
- Sell or discard materials
Special or memorial collections will not be shelved as separate physical entities. Such collections will be accepted only with the understanding that they will be integrated into the general collection. The only form of memorial identification will be a bookplate.
When the Library receives a cash gift for the purchase of materials, whether as a memorial or for another purpose, the general subject area of the materials will be based on the donor’s wishes. Selection of specific titles will be made by Library staff in accordance with Library needs and selection policies.
Cash, Securities, and Real Estate
Monetary contributions should be made payable to the Jamestown Philomenian Library. The Library Director will maintain a record of the gift and send the donor a written acknowledgment.
Gifts made for a specific purpose are subject to acceptance by the Library Board of Trustees. Once accepted, designated gifts will be used as closely as practicable in accordance with the donor’s designation.
All monetary gifts are deposited into the Library account managed by Town Hall and are expended by the Library Director with the approval of the Library Board of Trustees.
Other Gifts
Gifts other than books or monetary donations, including art and antiques, are accepted only on a case-by-case basis upon recommendation of the Library Director and approval by the Library Board of Trustees.
Approval is based on:
- The suitability of the gift to the Library’s mission and needs
- Applicable laws and regulations governing ownership
- The Library’s ability to cover insurance, storage, and maintenance costs
The Library Board of Trustees reserves the right to decline any gift. Donated items become the exclusive property of the Library and may be altered, displayed, stored, traded, sold, or otherwise disposed of at the discretion of the Board.
Gifts other than books and monetary donations are generally discouraged. Donated items will not be returned, and the Library will accept only outright gifts.
Gift items may be removed from the Library’s collections at any time at the discretion of the Library Director or the Board of Trustees. While every effort will be made to honor gift agreements, no guarantee is made that any gift will be permanently displayed or retained due to factors such as wear, theft, obsolescence, or changing Library needs.
Gift Acknowledgment and Valuation
Upon request, donors may receive written verification of their gift on Library letterhead. The Library does not assign monetary value to donated items.
Donors are encouraged to keep a personal list of donated items. If donations are made for tax purposes, it is the donor’s responsibility to determine fair market value or obtain professional appraisal assistance.
All gifts are subject to the terms of this policy.
Policy approved by the Jamestown Philomenian Library Board of Trustees on September 14, 2021.
