The Jacksonville Public Library accepts donations of any kind that support and further the mission, goals and objectives of the Library, as established by the Board of Library Trustees of the Jacksonville Public Library.
The purpose of this policy is to specify the type of donations that the Library will accept and how the Library will handle these donations.
The Library gratefully accepts gifts and donations. Except in a few cases (as noted below), an acknowledgement of receipt of a donation will be made to the donor in writing within ten business days of receiving the gift. Recognition of a donation is made as outlined below, according the nature of the gift.
Gifts are accepted in honor or in memoriam of a person or event. Acknowledgement of such a gift will be made to the donor and to up to three other persons or entities in writing within ten business days of receiving the money. Recognition of an honorary or memorial gift is made as outlined below, according the nature of the gift.
The Library cannot and does not appraise books, works of art or any other items. The Library will not bear the cost of such an appraisal. Donors who wish to have the value of a donation specified must make all arrangements for and bear all costs of an appraisal.
The Library may not be able to accept a donation if the donor places extensive and/or restrictive conditions on the use of the gift by the Library. The Library will work with the donor to reach an agreement on the disposition of the gift. However, the Library will not accept a gift if the donor's wishes cannot be carried out successfully by the Library for any reason or do not fall within the mission, goals and objectives of the Library. It this is determined to be so, the donor will be notified in writing and the gift returned.
All decisions regarding directional and/or wayfaring signage with respect to the location of a donated item or items within the Library building is the prerogative of the Library.
All gifts accepted by the Library become the property of the Library, which has the prerogative to keep or dispose of the items.
Gifts of Money
- The Library accepts gifts of money, in any amounts.
- The donor may indicate how he/she wishes the money to be spent by the Library.
- The money may be specified for a particular type of library material, service or activity.
- The money may be specified for a particular library location.
- The money may be specified for a particular item of furniture or equipment.
- All gifts of money received by the Library will be processed within five business days of receiving the money.
- Recognition of a gift of money is made as outlined below, according to what is purchased with the money.
- Money is accepted by the Library for the purposes of obtaining a naming opportunity within the Library system. The separate Jacksonville Public Library Naming Policy covers all aspects of such a donation.
Gifts of Books and Other Library Materials
- The Library accepts gifts of library materials in good condition. This includes, but is not limited to, books, audiocassettes, CDs, videocassettes, DVDs, periodicals, manuscripts, maps, and pamphlets.
- All library materials accepted as gifts will be evaluated in accordance with the Jacksonville Public Library Collection Development Policy.
- In most cases, usable library materials that the Library does not add to its collections are offered to the Friends of the Jacksonville Public Library for their annual Book Sale. Money raised by the Friends from their Book Sale is used to benefit the Library and its programs.
- The donor may indicate how he/she wishes the materials to be used by the Library.
- The material may be specified for a particular collection of the Library.
- The material may be specified for a particular library location.
- Acknowledgement letters are usually not written for routine donations of used materials. At the request of the donor, the Library will supply a Books and Materials Acknowledgement form signed by the employee receiving the materials. The form may be used by the donor to keep an official record of the donation.
- Gift plates to recognize the donor are not usually placed in or on used items donated and added to the Library collections. The donor may request that gift plates be placed in or on donated items.
- Gift plates are customarily placed in or on new items donated and added to the Library collections or in items purchased by the Library with monetary donations.
- In most cases, gift plates to recognize the honorary or memorial gifts are placed in or on the items donated and added to the Library collections or in items purchased by the Library with monetary donations.
- The Library retains the prerogative to determine when the use of a gift plate for recognition is feasible and appropriate.
- In the case of the gift of a collection of materials, the Library will work with the donor regarding the arrangement, location, and maintenance of the collection. The Library may not be able to or wish to agree to all the donor's requests with regard to such issues as keeping all items together as a discrete collection, signage, and additions to the collection.
- If expenses are involved with maintenance of the collection, signage, additions to the collection, activities related to promoting the collection (such as recognition ceremonies or programming), security, etc., the donor may be expected to provide money or in-kind donations to support the collection.
- In the case of the gift of a significant collection of materials, recognition will typically take the form of a plaque placed in the Library in addition to gift plates in the items. The Library reserves the right to determine when a plaque is appropriate.
Gifts of Memorabilia and Realia
- The Library accepts gifts of real items if those items support the mission of the Library. Most items in this category accepted by the Library will be those that have cultural or historical significance to the North Florida area and are appropriate for inclusion in the Library's Special Collections.
- The placement and display of an item is also the sole prerogative of the Library. The wishes of the donor regarding the location of the item will be taken into account by the Library.
- The Library will work with the donor who wishes to see recognition for the donor or an honoree to determine an appropriate form of identification of this recognition on a case-by-case basis.
- The Library will not accept real items that cannot be properly cared for or secured by the Library within normal operations and procedures of the Library.
Gifts of Artwork
- The Library accepts gifts of art valued at less than $25,000. Any gifts of art exceeding this amount in value will be handled for the Library and the City by the Art in Public Places Commission. Appraisal of the artwork must be done by an agency independent of the Library or the donor. The Library will not bear the costs of an appraisal.
- The Library retains the prerogative to accept or reject any work of art for the Library.
- The placement and display of an art item is the sole prerogative of the Library. The wishes of the donor regarding the location of the art will be taken into account by the Library.
- The Library will not accept art that cannot be properly cared for or secured by the Library within normal operations and procedures of the Library.
- If expenses are involved with maintenance and display of the art, security, etc., the donor may be expected to provide money or in-kind donations to support these activities.
- At the request of the donor, a small plaque or metal plate, not exceeding 8" square in size, will be placed near the work of art to identify it and recognize the donor or an honoree. The decision concerning placement of such a plaque or plate is the sole prerogative of the Library.
- It is the library's policy that artwork must not contain advertising information such as corporate agency logos except for logos that pertain to the library/Jacksonville City Government.
Gifts of Furniture and Equipment
- The Library accepts gifts of furniture and equipment that supports and furthers the mission, goals and objectives of the Library. The Library retains the prerogative to accept or reject any gift of furniture and/or equipment for the Library.
- The placement and use of furniture and equipment is the sole prerogative of the Library. The wishes of the donor regarding the location of the furniture and equipment will be taken into account by the Board.
- The Library will not accept furniture or equipment that cannot be properly cared for or secured by the Library within normal operations and procedures of the Library.
Donation of any other types of gifts will be considered by the Library on a case-by-case basis.
Approved by the Board of Library Trustees on July 14, 2005
Revised by the Board of Library Trustees on July 10, 2008
