Warren-Newport Public Library District -Newport Public Library District
Lake County, Illinois
Board of Trustees
Adopted: June 15, 1999
Reviewed/Revised: April 10, 2003, November 17, 2009, June 18, 2013; September 21, 2015;
November 21, 2017; January 16, 2018; March 19, 2019; May 17, 2022
ARTICLE 1. INTRODUCTION
The Warren-Newport Public Library District (WNPLD) is grateful for gifts and recognizes that both
the collection and the facility have been enriched by donations of materials and by monetary
contributions. Through donations, WNPLD has been able to enhance facilities and acquire
materials that might not otherwise have been possible.
ARTICLE 2. DONATIONS OF MATERIALS
When accepting a gift of materials, WNPLD reserves the right to decide whether items donated
will be added to its collection. Of the many books and other materials which are generously given
to WNPLD, a significant portion can be used. Some materials, however, are not added to the
collection for one or more of the following reasons:
The donation is a duplicate of an item already owned in a sufficient number.
The donation is outdated or not of sufficient reference or circulation value.
The donation is in such poor condition that cataloging and preparing it for circulation would
not justify the expense of processing it.
Donated material will be judged by the same standards of selection as those applied to the
purchase of new materials. WNPLD accepts gift materials with the understanding that materials
that are useful to the library collection will be retained while other materials may be disposed of
in whatever manner WNPLD deems best. WNPLD necessarily reserves the right to interfile gifts
with other collections on the same subject so that all collections are organized and classified
according to the library standards for the most effective public service. It is also understood that
any book or other material accepted for and added to the collection may be withdrawn from the
collection in the future. Upon the request of the donor, WNPLD will provide a receipt to confirm a
donation of materials. (Exhibit A)
Page 1 of 3
ARTICLE 3. GIFT BOOK/MATERIAL PROGRAM
WNPLD welcomes monetary contributions specifically for book/material purchases in memory of
or in honor of named individuals. When such a donation is made, the donor may request to have
the names of the memorial, honoree, and/or donor placed within the material. To ensure that a
is properly acknowledged,
a form to record the information will be given to the
donor for completion. (Exhibit B)
ARTICLE 4. DONATIONS OF WORKS OF ART
Although works of art and other such gifts are usually welcomed and valued, the final decision on
their acceptance rests with the Board of Trustees. Items donated to WNPLD or purchased with
monetary donations to WNPLD might be sold or disposed of in the best interest of WNPLD.
WNPLD cannot commit itself to house a donation in perpetuity.
ARTICLE 5. MONETARY DONATIONS
WNPLD welcomes gifts of cash, insurance proceeds, bonds, stocks, and real estate. It is the
custom of WNPLD to expend cash gifts on material, equipment, or a project that is acceptable to
the donor. A donor may request that such material, equipment, or projects be named in memorial
to or in honor of named individuals. Toensurethata donor’sgenerosityisproperly acknowledged,
a form to record the information will be given to the donor for completion. (Exhibit B)
All donations to WNPLD are accepted only if, in the opinion of the Board of Trustees, the
donations are in the best interest of WNPLD. No restricted gift can be accepted unless the Board
of Trustees has specifically approved the agreement. All gifts may be used, sold, or disposed of
in the best interest of WNPLD as determined by the Board of Trustees.
Unrestricted gifts are initially placed in the Expendable Trust Fund and may later be moved to the
Endowment Fund. These funds are fully described in policies 2020 Expendable Trust Fund and
2022 Endowment Fund.
ARTICLE 6. RECOGNITION OF GIFTS
All identifiable and/or known donors will receive an acknowledgment of the gift in the form of a
thank you letter from the Executive Director or their designee. When WNPLD accepts a gift or
gifts with a value of over $500, the donor will be honored on the WNPLD Legacy Tree.
Page 2 of 3
ARTICLE 7. LEGACY TREE PROGRAM LEGACY TREE PROGRAM
The Legacy Tree was established in 1998 by former WNPLD Board President Carol McConnell
for the purpose of recognizing the generosity of donors to WNPLD. Donors and memorials
reaching specific dollar levels, whether through a one-time contribution or through multiple
contributions, will have their names engraved on a decorative leaf or boulder to honor their level
of giving as follows:
Bronze Leaf $ 500.00
Silver Leaf $ 1,000.00
Gold Leaf $ 3,000.00
Small Boulder $ 5,000.00
Large Boulder $10,000.00
ARTICLE 8. INCOME TAX STATEMENTS
Upon receipt of a donation, WNPLD will issue the known or identifiable donor a letter of
acknowledgement that can be used for tax purposes. This acknowledgement will not appraise the
value of a donation. Obtaining an appraisal or otherwise determining the value of such a donation
is the responsibility of the donor.
ARTICLE 9. DONOR PRIVACY
Information concerning donors or prospective donors, including their names or any other
information for which there is a reasonable expectation of privacy and/or confidentiality, is kept
strictly confidential by WNPLD, its Board of Trustees, staff, and volunteers, unless written
permission is obtained from the donor to release such information.
Donors who wish to remain anonymous and not be included in published lists of donors must
state so at the time of the gift. Completion of the donation remittance envelope or mention of
name on any correspondence accompanying the donation is deemed written permission to be
included in published lists of donors.
Page 3 of 3
City State Zip
Phone number Email
Thank you for your donation of material to the Warren-Newport Public Library District! We are always grateful
to receive such gifts.
We appreciate your donation and will consider adding it to our collection. Gifts that do not fit our collection
needs are donated to the Friends of the Library for their sale, and proceeds from the sale come back to the
Due to IRS regulations, the Library cannot appraise the value of a donation of materials.
Policy 4013 Gift Donation
Page 1 of 1
Submit completed form to WNPL Administration Office. Date:
Attach check # or $ Staff Member:
I would like to give a gift □
in memory of
in honor of
other (please specify)
Gift Given by:
Please use this gift
STATE ZIP CITY
as the Library sees fit
for a book in the suggested subject area:
other (specify, please)
Place the following amount or percentage in the Endowment Fund
A gift to the Endowment Fund contributes to the future of the Library. The interest earned on the
Endowment Fund is available to be used for Library projects.
Please send acknowledgement to:
CITY STATE ZIP CITY STATE ZIP
FOR STAFF USE ONLY
Money received $
Thank you sent
List title(s) received:
Fund set up (if needed)
Acknowledgement sent to family
Forward to selector
Policy 4013 Gift Donation
Page 1 of 1