Policy Regarding Gifts to and Alliances with the Library System


  1. Gifts to the Library
    1. Authorization
      1. Virginia Code 42.1-35 states in part: … the Board shall have the right to accept donations and bequests of money, personal property, or real estate for the establishment and maintenance of such free public Library systems or endowments for same.
      2. The Board of County Supervisors, at its meeting December 21, 1955, … agreed that should anyone desire to donate land for Library purposes and specifies that it should be titled in the name of the Library Board and not the County, that the Library Board should first come back to the Board of County Supervisors and get its permission on whether the land so offered as a gift should be accepted and that the same procedure should also be followed whether the land is donated or to be purchased.
      3. Gifts to the Fairfax County Public Library are tax-deductible.
      4. In February 1995, the Fairfax County Public Library Foundation, Inc. was established.
        1. The Foundation is a nonprofit, tax-exempt charitable organization established as 501(c)(3) for the sole benefit of the Library.
        2. Gifts to the Foundation are tax-deductible.
    2. Library Director's Authority
      1. The Library Director shall accept or reject gifts within the scope and limitations established by the Library Board.
      2. All gifts of books are to be handled at the discretion of the Library Director. Appropriate notations may be placed on them at the discretion of the Director.
      3. The Library Board has sole authority to accept or reject any gift. When accepting gifts from the Foundation or any other source, the Library Director acts as the agent of the Library Board.

        Approval of the Board is required before accepting a Foundation gift--either of money, which is unrestricted or restricted--or of any other object or material. The Library Director will inform the Chair when such a gift is proposed.

        If the gift is restricted, the Board Chair will refer it to the Policy Committee. The Policy Committee will review the matter and report to the full Board.

        If the gift is unrestricted, the chair will refer it to the Budget/Personnel Committee. The Budget/Personnel Committee will review the matter and report to the full Board.
    3. Appraisals
      1. The Library will not assign any value.
      2. For most donations, the fair market value is the donor’s estimate of the donated item’s worth.
      3. To establish extraordinary value, the cost of the appraisal should be borne by the donor.
    4. Expenditures
      1. Library Gift Funds are those funds forwarded to Library Administration by Friends Groups from their ongoing book sales proceeds.
      2. Unrestricted Library Gift Funds shall be spent for any purchases designed to enhance operations of the Fairfax County libraries.
    5. Compliance
      1. FCPL follows all procedures/policies outlined in ACT (Accounting Technical Bulletin 40050—Gifts and Donations).
  2. Alliances
    1. The Library will pursue agreements with federal/state/local agencies, industry, academia, and other organizations, to build cooperative alliances which are beneficial to the Library.
    2. Alliances must relate to the Library’s mission and be structured to enhance a library program, service or product.
    3. All alliances must be documented in a written "Alliance Agreement" which clearly describes the specific goals, activities and responsibilities of each partner.  Each agreement must include an appropriate timetable and a provision for immediate cancellation by the Library.
    4. Alliance agreements must be approved by the Library Board.
    5. All alliance agreements shall be evaluated by the Library at the end of each year, or at such other times as established by the Library Board, and a written summary of the evaluation shall be submitted to the Library Board by the Library Director.

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