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Gifts & Donations Policy

Woman holding a box of clothes for donation

Gifts and Donations 

The Webster Parish Libraries encourage the interest and involvement of citizens and organizations in its service program through contributions of book or non-book materials for collections, appropriate gifts which will enhance the physical environment, and donations of monetary or other assets for Library purposes.

 

All donors must sign the “Gifts & Donations Waiver” showing they understand the library’s policy.  If a gift is accepted by the Library, the gift shall be final and no restrictions on the Library's ownership, possession, use or disposition of the gift shall be effective.

 

COLLECTION MATERIALS

 

The library may at its discretion, consistent with its collection policy, accept gifts of materials that complement existing or developing collections provided that no restrictions are attached to their use, location, or disposition.

 

Gift collections may be accepted with the understanding that individual items will be evaluated and those suitable will be integrated into the general collection.  Gifts should be evaluated under the same standards used in the selection of materials for purchase and are accepted with the clear understanding that those not added to the permanent collection may be disposed of as seems desirable.  In some cases, materials received as gifts are added, even though they would not ordinarily be purchased.  Before such gifts are added, processing costs and lack of shelf space are taken into account in making the decision; and lack of use after they are added to the collection should lead to their withdrawal.

 

The majority of donated books are near the bottom of the priority list, so it can be some time before they are ready for the shelf.  Donated books are not placed in a separate collection, nor do they bear any certificate or label designating the donor with rare exceptions.

 

Due to space and storage constraints, the library can accept a maximum of two boxes of donated materials from individuals.

 

PROCESSING COLLECTION MATERIALS

 

Branch Managers are encouraged to decline any books that are obviously in tatters, wet, mildewed, etc.  If discovered after donation, please discard them.  If the Branch Manager would like the donated item at their branch, send it to Technical Services with a note and staff will process the item.  Also, Branch Managers should indicate where donated books are to be placed, if selected for collection (ex. at branch where donation was received or where needed most).

 

We do not generally keep magazines for our collection.  Branch Managers can use donated magazines as replacement or duplicate copies if needed.

 

We do not usually keep titles with a copyright date more than 5 years before the gift is made, unless it fills a gap in the collection.

 

Self-published titles given as gifts are not added into the “regular” cataloged collection and any exceptions to this must be approved by Headquarters

 

RECOGNITION COLLECTION MATERIALS

 

Library welcomes monetary gifts for purchase of materials for the collections given in recognition of individuals or organizations. The library staff will choose items which accommodate the donor’s subject or title preferences, whenever possible upon approval from the Director.

 

ART & DECORATION OBJECTS

 

In general, gifts of art objects shall be of local interest to the community, of a professional quality, well executed and in good condition. As with all other gifts, art objects will be accepted only with the donor's full agreement that the Library has the right to handle or dispose of the gift in the best interests of the institution. Because of the Library's limited display and storage areas and focus on its primary mission as a Library and not a museum, potential donors of art & decorative objects are requested to discuss any possible gifts with the Director. No gifts posing a danger or threat to patrons will be accepted (e. g. metal sculpture with sharp, moving parts). No gifts that require extensive, regular special care or conservation will be accepted.

 

GENEALOGY

 

We keep materials that are Webster, Bienville, Bossier, and Claiborne Parishes (Webster was formed in 1871 from the other 3), plus some Arkansas counties because of Springhill patrons. Exceptions to this must be approved by Headquarters.

Board Approved April 29, 2022

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