Gifts | moweaquapl

Gifts to the library policy

Approved November 2024

The Moweaqua Public Library District (MPLD) gratefully accepts gifts of books, with the explicit understanding that they will be added to the Library collection only when they are needed and only when they meet the same standards of selection which are applied to regular Library purchases. A receipt for tax deduction will be given upon request.

When the Library receives a cash gift for the purchase of materials, whether as a memorial or for any other purpose, the general nature or subject area of the materials to be purchased will be based on the wishes of the donor. Selection of specific titles, however; should be cleared with Library staff.

Special collections and 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 gift plate.

The donor of any gift materials must understand that the Library reserves the right to accept, reject, and/or assign gifts wherever needs exist and to dispose of gifts as it sees fit. The only exception to this will be local author books, which will not be disposed of at any time.

Substantial gifts to the Library shall be recognized by suitable means on a memorial or donor plaque.

The management and expenditure of the memorial/gift fund will be under the supervision of the MPLD Board of Trustees.

A listing of all monies given by donor, amount and purpose, if prescribed, will be maintained by the head librarian or Board treasurer. A copy of this listing will be given to all Board members at the regular monthly Board meeting.

Likewise, expenditures from the memorial/gift fund will be maintained by the Board treasurer with copies to the head librarian and other Board members. Expenditures made in the name of the donor will coincide as nearly as possible to the amount given by the donor. When possible, each donor will receive an appreciation letter and the name of the purchases made. This responsibility falls to the secretary of the Board and the head librarian. The head librarian will be responsible for notifying the public through all social media any contributions or memorials received and what was purchased.

Guidelines for Donations of Materials

Call and speak to staff about what you want to donate.
Items must have been stored in a mold/mildew-free environment. Items stored in unfinished basements, garages, or attics can often collect mold and mildew. Both are dangerous for a library.
Items can be old but should be in good condition. This means they are not discolored from age or strong-smelling and are not dirty, stained, or falling apart. Books that have lost their covers or are otherwise damaged will not be accepted. If an item is in a condition that would lead you to throw it away upon rejection by the library, chances are good that the library will reject it for being in too poor a condition to circulate.
No sets of encyclopedias, other sets of books, reference items, or textbooks will be accepted.
No Reader’s Digest condensed books, pornography, Bibles, or magazines.
No VHS/cassettes/DVDs/ACDs/CDs.

Memorial Contributions Procedure

The head librarian and treasurer are responsible for notifying the Board when the library receives memorials and the amounts received.

The head librarian, in conjunction with the Board, is responsible for deciding how best to spend the money for the library.

The secretary and head librarian will be responsible for notifying the family (or whomever applies) about what was purchased for the library in memory of the deceased family member. It is appropriate to thank the family for choosing the MPLD as the memorial recipient.

The head librarian will express thanks to the family via the newspaper and other outreach avenues.

Prohibited Gifts for Individuals Policy

It is MPLD policy to comply with the State’s Gift Ban Act through the promulgation of this policy. The Open Meetings Act, the Freedom of Information Act, and policies of the MPLD in furtherance of those acts shall be applicable to proceedings, meetings, or documents involved here, which are exempt therefrom.

EXEMPTION:

Due to the high costs of compliance for uncompensated and nonsalaried, appointed, and/or elected members of the MPLD Board, and given that the experience of gifts of any kind of value to them is virtually nonexistent and certainly has not been a source of improper action, influence or effect, it is the policy to exempt all nonsalaried, appointed, or elected MPLD Board officials from this Policy and State Act, as permitted by that Act. All gifts will be reviewed but not necessarily prohibited.

DEFINITIONS:

The terms “gift,” “prohibited source,” and “employee,” whether used in the singular or plural form and as used in this Policy, have the meaning as defined in the State’s Gift Ban Act.

PROHIBITED GIFTS:

The solicitation and acceptance of any gifts from any prohibited source are banned and prohibited for all library employees except as provided in the following section of this Policy.

EXCEPTIONAL GIFTS:

The restrictions in the foregoing section do not apply to the following:

Anything for which the employee pays market value or anything not used and promptly returned to the donor or given to an appropriate charity
A contribution, lawfully made under the Election Code or attendance at a fundraising event sponsored by a political organization
A gift from a relative as defined in the State Act
Anything provided by an individual on the basis of personal friendship, unless there is reason to believe that under the circumstances the gift was provided because of the employee’s position and not because of personal friendship
A commercially reasonable loan evidenced in writing with repayment due by a date certain made in the ordinary course of the lender’s business
Payments to a legal defense fund established for the employee that is otherwise lawfully made
Intraoffice and interoffice gifts, meaning any gifts from an employee of the Library to another employee of the Library
Food, refreshments, lodging, transportation, and other benefits resulting from outside business or employment activities if they have not been enhanced by the position of employment with the Library and are customarily provided to others in similar circumstances or in connection with bona fide employment discussions by a prospective employer, or provided in connection with a fundraising or campaign event sponsored by the organization
Pension and other benefits resulting from continued participation in an employee welfare and benefits plan maintained by a former employer
Informational materials sent to the employee in the form of books, articles, periodicals, other written materials, audiotapes, videotapes, or other forms of communication
Awards or prizes that are given to competitors in contests or events open to the public, including random drawings
Honorary degrees (and associated travel, food, refreshments and entertainment provided in the presentation of degrees and awards)
Training (including food and refreshments furnished to all attendees as an integral part of the training) if the training is in the interest of the Library
Educational missions, including meetings within government officials intended to educate them on matters of public policy
Bequests, inheritances, and other transfers at death
Anything that is paid for by the federal government, the State, the Library, or secured by the government under a government contract
A gift of personal hospitality of an individual other than a registered lobbyist or foreign principal including hospitality extended for a nonbusiness purpose by an individual at their personal residence or facilities owed by that individual or the individual’s family
Free attendance at a widely attended event permitted under Subsection 24 below
Opportunities and benefits that are available to the public or to all employees whether or not geographically restricted, offered to a class of members which is unrelated to employment or official positions, offered to members such as an employees' association or credit union, offered to a group that is not defined in a manner that specifically discriminates on the basis of branch of government or type of responsibility or on the basis that favors those of higher rank or pay, in the form of loans on terms generally available to the public or in the form of reduced membership or other fees for participation in organization activities offered to all government employees
A plaque, trophy, or other item that is substantially commemorative in nature and that is extended for presentation
Golf or tennis, food or refreshments of nominal value and catered food or refreshments, meals or beverages consumed on the premises from which they were purchased
Donations of products from an Illinois company that are intended primarily for promotional purposes and are of minimal value
An item of nominal value, such as a greeting card, baseball cap, or T-shirt
Attendance at events: an employee may accept an offer of free attendance at a widely attended convention, conference, symposium, forum, panel discussion, dinner, viewing, reception, or similar event provided by the sponsor of the event if the employee participates as a speaker or panel participant or by performing a ceremonial function appropriate to their employment or position or attendance at the event is appropriate to the performance of civic affairs in illinois or the official duties of the employee. The acceptance of a sponsor's unsolicited offer of free attendance at a charity event except reimbursement for transportation and lodging may not be accepted in connection with the event.

This "free attendance" may include waivers of all fees and unless otherwise stated the provision of transportation, food, refreshments, entertainment and instruction materials but does not include entertainment collateral to the event or food or refreshments taken other than in the group setting with substantially all of the attendees except as permitted in Subsection 21 above.

ENFORCEMENT

Any employee who violates this policy shall be subject to termination or other discipline, including but not limited to suspension (with or without compensation) of employment for a stated term and a requirement to reimburse, return, or turn over any prohibited gift directed by the Board of Library Trustees.

ETHICS OFFICER:

The MPLD Board of Trustees ethics officer shall review the Statement of Economic Interests and disclosure forms for members, officers, and employees of the library before they are filed and provide guidance to members, officers, and employees in the interpretation and implementation of the State Gift Ban Act.