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Gifts Policy

The Fort Worth Public Library supplements its materials budget through gift materials and monetary donations.

Regulations Regarding Material Donations:

13.1 The Library encourages donors to take gift materials directly to the Friends of the Fort Worth Public Library ’s facility. Such donations become the property of the Friends, and are sold in their bookstore and at other events sponsored by the Friends. Proceeds from the sale of these donations directly benefit the Library.

13.2 Donors may take gift items to any branch, regional library, or the Central Library. Since storage space is limited, libraries will accept up to one bag or small (approximately 10 x 12 x 18) box of books or other materials. Donors with more gifts must take the materials directly to the Friends Bookstore. The Friends reserve the right to review especially large donations before they are delivered to the Friends Store.

13.3 Donations of books and other materials that relate specifically to genealogy, Fort Worth, or Texas history should be made directly to the Genealogy, History, and Archives Unit of the Central Library. See the Materials Collection Policy and “ Donating Your Local Historical Materials ” for more information.

13.4 All gifts delivered to the Library become the property of the City of Fort Worth Library, to use or dispose of as it sees best. The Library reserves the right to add donations to the collection or not.

13.5 The Library does not add donated materials to the collection if they do not meet the Library’s collection policies and selection criteria. Generally, donated materials are not added to the collection if:

13.5a The Library has sufficient quantities or subject coverage

13.5b The Library would not purchase the material new

13.5c The material does not meet the requirements for any of the Library’s service roles

13.5d The material would be weeded due to age, condition, or lack of use

13.5e The Library does not have or no longer purchases materials in that format. This includes but is not limited to videocassettes, audiocassettes, and LP recordings

13.6 Donations not added to the Library’s collection must follow the process established by the City for gifts and withdrawals, as described in 10.15 and 10.16.

13.7 The Library does not generally accept donated materials:

13.7a That have donor-stipulated restrictions on their use, distribution, exhibition, or retention

13.7b Whose ownership is retained or controlled by groups or individuals outside the Library

13.7c That would be housed for other organizations

13.8 The library does not accept materials on a preview basis. This includes items donated by the author. Once material is donated to the library, it becomes the property of the City of Fort Worth and may not be returned to the donor.

13.9 There are some materials that the Library cannot use and the Friends cannot sell in their book sales. These include Reader’s Digest condensed books, textbooks, outdated materials, and back issues of magazines. Given limited space and staff resources, the Library and Friends discourage the donation of these types of materials and may dispose of them immediately. These types of materials may be more useful in nursing homes, shelters, hospitals, and other organizations. Donors with this type of material may wish to contact these organizations instead of donating them to the Library.

13.10 Neither the Library nor the Friends accepts materials that have obvious mold, water or food damage, bug infestation, or rodent damage. The Library and the Friends reserve the right to refuse and/or dispose of materials showing this type of damage, as well as materials boxed or bagged with items showing this type of damage.

Discussion: Mold, moisture, and infestation present health hazards for staff. Infested or mold-damaged materials can easily infect other materials stored in the same container and materials elsewhere in the building. The Library is not equipped to repair or restore gift materials in this condition. Materials in this condition cannot be sold at book sales.

13.11 With the exception of certain types of materials in the Genealogy, Local History and Archives Unit, the Library does not rely on donated materials as the primary means of developing collections.

13.12 Given the thousands of items donated to the Library annually, staff cannot make retention or disposal decisions at the time of–or within a guaranteed date of– donation, nor do they track the ultimate fate of specific donated items.

13.13 The Library discourages giving specific items as memorials or honorariums, as such gifts cannot be added to the collection if they do not meet the Library’s selection criteria. Donors who wish to make such gifts should first discuss them with the Acquisitions Manager.

13.14 The Library places donated materials in the unit that needs them most. Although the unit that receives the donated material has first right of refusal, placement will not be restricted to the unit that received the donation.

13.15 The Library provides a Gift Release form for all material donations. Donations are tax deductible; however, federal tax regulations prevent Library staff from placing a value on your donated materials. A qualified appraisal for tax purposes is the responsibility of the donor. Donors are strongly encouraged to compile a detailed list of items prior to donation if it will be used later for tax purposes. Donors may wish to review the following IRS Publications for more information:

  1. IRS Publication 561: Determining the Value of Donated Property
  2. IRS Form 8283: Non-Cash Charitable Donations
  3. IRS Form 8283 Instructions

Regulations Regarding Monetary Donations:

13.16 The Library encourages unrestricted monetary gifts. These allow for the greatest flexibility in meeting the Library’s collection needs.  The Library provides a “Bucks for Books”  donation form.

13.17 The Library encourages donors to make general recommendations about how they would like the funds to be used, such as type of material, subject interest, age level, or a preferred Library unit.

13.18 The Library discourages conditions that require the Library to purchase specific titles with monetary gifts, and reserves the right to decline such monetary donations if the recommended material will not meet its collection policies or selection criteria.

13.19 The Library’s standard gift plate identifying the donor or person being honored may be displayed in items purchased from monetary gifts given in memoriam or as honorariums. If the donor agrees, these gifts will also be identified by the virtual bookplate included in the online catalog record for donated materials.

13.20 The Library will send acknowledgement letters for all monetary donations.

Regulations Regarding Special Fund Raising Projects and Book Drives:

13.21 Individuals and organizations wishing to conduct special fund raising projects or book drives must discuss these with the Collection Management Administrator before proceeding.

13.22 The Library reserves the right to stipulate conditions regarding the types and dispersal of materials or use of funds gained from such projects in order to ensure that they will be beneficial to the Library.

Approved by Library Advisory Board August 2, 2007

Last updated: Oct. 9, 2053