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Donation Policy 

The David and Joyce Milne Public Library encourages and appreciates private support of the library. Private support allows the library to expand its scope and reach to provide a wonderful diversity of materials and programs to the community. To ensure that all gifts are appropriate to the library's mission, the following guidelines have been adopted: 

  • The library will determine its ability to accept each gift. 

  • Monetary donations to the library can be sent via the Director's Office. Donations can also be directed to the Milne Library Trustees Annual Fund or to the Friends of the Milne Public Library, both of which support core library missions.

  • Monetary donations to the library can be sent by check to the Director's Office. Checks should be written to "Milne Public Library". Donations via credit card can be made online on the town's website ( via the payment portal. 

  • The library selectively accepts gifts of books, periodicals, audio and video recordings, and other materials for public use. Gifts to the library are judged on the same criteria as purchased material, according to the collection development policy. The library reserves the rights of sale or disposal of materials which are not added to the collection, and some items may be given to the Friends of the Library for resale. The library is unable to house and promote a substantial special collection. 

  • Gifts may be refused if an expenditure of library funds and/or staff time is necessary to make the gift usable. The library does not guarantee the purchase of specifically identified titles with such funds. Donors are encouraged to recommend subject areas if desired, but do not have the right of approval of titles before purchase.

  • If requested, the library will identify memorial or "in honor" gifts by means of a special bookplate that names both the donor (or organization) and the person (or organization) in whose memory or honor the item is given. Programs and services made possible by gift funds will include recognition of such benefactors in the supporting literature. The library will acknowledge each gift with a letter to the donor. 

  • The library no longer allows memorial plantings on the property. 

  • Any restrictions on gifts must be submitted in writing and approved by the director. Restricted monetary gifts will be accepted on the condition that the specific use requested is consistent with the mission, vision and values of the library. 

  • Responsibility for the appraisal or estimation of the value of gift donations lies with the donor. The library will not assess or suggest a value for non-monetary gifts for income tax or other purposes; any letter of acknowledgement will not contain a statement of value. 

  • All money or property received by gift or bequest for the library shall be administered by the board in accordance with the provisions of such gift or bequest. 

  • For donations valued at  $5,000 or more, the donor's intent for the gift must be outlined in a written donor letter of intent signed by the donor and the director, and if applicable the chair of the library trustees. A sample donor letter of intent is attached below.


On (Date), (Funder) paid to the Town of Williamstown the amount of (amount). This donation is intended to be used (purpose). The Town may spend both the original principle as well as any interest that the funds may accrue while invested in a separate account (or otherwise direct, i.e. interest only). Release of funds for the intended purpose will be after the review and approval by  (Approving Authority). This fund will also be available for additional donations subject to the same terms and conditions of the original donation. 

If the balance in the fund remains less than $100 for a period of six months, such balance can be used for (process to clear that is regularly spendable). 

Adopted by the Board of Trustees - 02/11/22

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