[the original post followed by responses.]
From: Theresa Preuit <PREUIT_T_at_Mercer.edu>
I am new to the area of collection development and looking forward to
my new responsibilities. I inherited a large backlog of gifts and
have been asked to begin acknowledging and then evaluating these for
our collections.
I found the sample letters used in years past to be a bit lacking, so
I decided to ask if anyone would be willing to share with me. I'm
also receptive to any advice you would offer a new colleague. While I
have over 20 years of academic library experience and have served as a
liaison with academic departments, this is still new and often
overwhelming for me.
thanks!
Theresa
--
Theresa Preuit
Associate Director for Public Services & Collections
Jack Tarver Library
Mercer University
1300 Edgewood Avenue
Macon, GA 31207
voice: (478) 301-2031
FAX: (478) 301-2252
e-mail: preuit_t_at_mercer.edu
==#1==
From: hammett <hammett_at_sonoma.edu>
Theresa,
We use a 3-part 4" x 6" form that has spaces to write: donor's name,
address, number of items or boxes. We include this generic paragraph:
"I understand that, as recipient of my gift, the library is not
permitted (by Federal tax regulations) to provide me with an
evaluation or appraisal of my donation. The library is also unable to
provide me with a list of titles donated. I authorize library
personnel to dispose of duplicate, superseded, damaged, or otherwise
unusable materials by sale, transfer to other institutions, or by any
other manner."
We then have the donor sign the form, put the date, and add the
initials of the person receiving the gift.
The donor gets the bottom copy to use for tax purposes, we use the
other two copies internally to keep track and to enter into a donor
database.
We have stopped sending out individual acknowledgment letters unless
it's something quite unusual. The forms save us a lot of time. We have
copies of them at all the service desks for those folks who drop a few
books off here and there.
Let me know if you have questions. Good luck! I've found working with
gifts to be an incredible time sink. It's a issue we're always
reevaluating.
--Paula
---------------------
Paula Hammett
Collection Development Coordinator & Web Coordinator
University Library, Sonoma State University
1801 E. Cotati Ave., Rohnert Park, CA 94928
707-664-3912, 707-664-2090 (fax)
hammett_at_sonoma.edu
==#2==
From:Kevin Hastings-Merriman <kmerriman_at_mcneese.edu>
Ms. Preuit:
I'm sure that you will receive many bits of advice on this and here is
mine:
Our letters always contain:
a personalized thank you (first and foremost),
an itemized list of item quantities and types
(i.e. 3 clothbound, 2 trade paperbacks, etc.), and
a copy of our donation policy
(which articulates the transfer of ownership and
our right to dispose of the material as we see fit,
including re-sale for funds, or throwing away material of no value).
Our policy also emphasizes that we are legally unable to assess value
of donations, but that as donations may be elegible for a tax write
off,the donor should consult a tax professional for further information.
See:
http://library.mcneese.edu/depts/colmgt/policies/Donation_policies.htm
I'm not sure what was lacking your past acknowledgements,
but there are so many legal implications
that it's best to be cordial but formal.
If you really want to add the "personal touch"
you can add them to the library / friends of the library holiday card
list oroffer complimentary friends of the library memberships or
hold an annual donors reception or something like that.
Donations to an archive may have more
stringent guidelines including a formal
transfer of ownership document.
I hope this helps!
Kind regards,
Kevin
Received on Thu Dec 01 2005 - 08:58:03 EST