GRRL Communications & Fund Development Policies

GRRL Communications & Fund Development Policies

Chapter 1. Communications      
Introduction

Chapter 2. Fund Development      
Introduction

Chapter 1. Communications

Introduction

Great River Regional Library takes an active role in promoting its materials and services throughout the community. Through promotional materials, media relations, speaking engagements, and advocacy efforts, GRRL strives to increase awareness of library services among users and nonusers, endeavoring to inform all citizens about the various ways the library can enhance their lives. It promotes to people of all ages, active participation in the varied services offered by the library, and encourages their continued support of the library and its mission.

 

Approved Date: 03/20/12      
Revised Date: 07/17/18, 09/17/24

Chapter 1A. Media Relations

Contacts to the media initiated by the Library will be made by the Executive Director, Communications & Development Coordinator or designated staff. Library staff are not expected to initiate contact with the media, nor speak for the library unless authorized to do so.

 

Contacts initiated by the media should be handled within Communications & Development guidelines. Contacts regarding an emergency or crisis situation should be directed to the Executive Director or Communications & Development Coordinator. Official statements to the public and the media will be made by the Executive Director or an appropriate designee.

 

Approved Date: 03/20/12      
Revised Date: 07/17/18, 09/17/24

Chapter 1B. Advocacy

GRRL will seek out opportunities to promote its services and advocate for the library to community groups. The Executive Director or designee will approve speaking engagements or other public presentations made by library staff on behalf of the library.

 

As a vital part of Central Minnesota, GRRL will champion sufficient funding and recognition for the library and invite the public to join in this effort. Staff will stay well informed on local, state, and national issues and proposed legislation that may affect GRRL. Staff will advocate, support, defend and speak out about library issues at board meetings or hearings, as well as with citizens, government leaders, and elected officials. GRRL staff will communicate regularly about the library's services and cultivate effective working relationships with key government officials.

 

Approved Date: 03/26/06           
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18, 09/17/24

Chapter 1C. Marketing Services Support for Various Support Groups

Marketing resources will be provided by the GRRL Communications & Development department to support local library advocacy efforts. This support will include materials for the establishment of a Friends of the Library organization in a branch community, such as posters for organizational meetings and membership brochures. Marketing resources will be available for GRRL programs co-sponsored with Friends groups.

 

All costs for services outsourced to vendors and suppliers (i.e. brochure printing or advertisements) will be the responsibility of the Friends of the Library group. The GRRL logo must be placed on materials prepared with the assistance of GRRL staff and resources.

 

Marketing resources will be available for Friends fundraisers if the project will generate funds that will benefit GRRL or a branch library. Materials for these events must state the proceeds will benefit "GRRL and [BRANCH] Library," and proceeds must be directed to GRRL, where they can be designated for a specific purpose or branch. Marketing support will not be available for Friends fundraisers that solely raise funds for the Friends.

 

Approved Date: 03/26/06          
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18, 09/17/24

Chapter 2. Fund Development

Introduction

Great River Regional Library (GRRL) qualifies to receive tax deductible contributions under section 509(a)(1) and 501(c)(3) of the Internal Revenue Service Code. The mission of GRRL Fund Development is to:

  1. Provide financial support to improve and enhance its services.
  2. Realize the library mission to inspire Central Minnesota residents to Explore, Learn and Connect,
  3. Achieve its vision to be the Neighborhood Gateway: Inspiring Central Minnesota to shape the future through exploration, knowledge and connection.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18, 07/18/23

Chapter 2A. Fund Development Committee

The Fund Development Committee supports the Library’s fundraising activities and advances fundraising at GRRL. The committee consists of members of the GRRL Board, the Executive Director, Communications & Development Coordinator and donors. Committee members participate in fundraising efforts, take on assigned volunteer tasks and monitor planned giving funds. The committee presents fundraising information and makes recommendations on fundraising to the GRRL Board of Trustees. Committee members are eligible for travel and per diem reimbursements consistent with the rules set forth for Board members in GRRL bylaws.

Approved Date: 07/18/23     
Effective Date: 

Revised Date: 

Chapter 2B. Gift Solicitation/Grant Application

GRRL staff and volunteers are partners in fundraising for GRRL. They are encouraged to attract private support to GRRL. Gift solicitations, both monetary and in-kind, made on behalf of the library must meet Communications & Development guidelines and be coordinated with the GRRL fundraising plan. Accepting additional funds for technology and/or specialized equipment must be pre-approved and in keeping with GRRL policy.

GRRL staff should not solicit gifts or apply for grants in their official capacity as a GRRL staff member, on behalf of a non-GRRL entity. A non-GRRL entity is another organization, business, etc. with which GRRL has no functional authority, such as a Friends of the Library organization.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18

Chapter 2C. Gift Acceptance

GRRL solicits and accepts gifts that are consistent with its mission and that support its core programs, as well as special projects. Donations and other forms of support will generally be accepted from individuals, partnerships, corporations, foundations, government agencies, or other entities subject to the following limitations:

  • GRRL reserves the right to accept or decline any gift not expressly intended for GRRL,
  • GRRL reserves the right to decline any gift not consistent with its mission or in violation of any federal, state or municipal law,
  • All gifts of property or material that are accepted by GRRL become the property of GRRL. GRRL reserves the right to use and dispose of donated materials and funds as appropriate for current needs,
  • GRRL will not assess the value of any gifts of property for tax purposes,
  • Gifts will not be accepted that require or stipulate the future employment at GRRL of any specified person or doing business with any specified company or person.

All decisions to solicit and/or accept potentially controversial gifts will be made by the Fund Development Committee of the GRRL Board in consultation with the Executive Director. The primary consideration will be the impact of the gift on the organization.

In the course of its regular fundraising activities, GRRL will accept donations of money, real property, personal property, stock and in-kind services. Certain types of gifts must be reviewed by the Executive Director prior to acceptance due to the special liabilities they may impose for GRRL. Examples of gifts which will be subject to review include gifts of real property, personal property or securities.

Ownership of all gifts directed to GRRL vests in GRRL, whether said gifts are for the benefit of GRRL generally or for some specific purpose in it. Funds designated in writing by the donor for a specific purpose or branch will be encumbered on behalf of that purpose or branch in a special account at GRRL. Undesignated gifts shall be used for such purposes as GRRL judges will best advance its mission and priorities. GRRL will make every attempt to honor the donors request; however, GRRL will act in the best interest of the organization.

GRRL may accept gifts of materials or other in-kind items. Library materials accepted are subject to the GRRL Collection Development Policy. In-kind items accepted and designated for use at a GRRL Library are subject to the terms of the Library Branch Agreement.

GRRL may accept monetary or other gifts designated for new or improved library capital building campaigns, if authorized by the GRRL Board of Trustees. Such gifts will remain under the fiduciary control of the local library board or city that owns the building. That entity will be responsible to ensure that donated funds are properly accounted for, that expenditures are made in accordance with the donor's wishes, and that reports to donors on the use of such funds are facilitated.

GRRL staff, in their official capacity as a GRRL staff member, may not deposit monetary gifts intended for Friends organizations, local library boards, or other non-related entities, in any financial account. Designated members of those sponsoring organizations must conduct gift deposit and accounting for Friends of the Library or local library board fundraisers.

GRRL staff, in their official capacity as a GRRL staff member, may not serve as a signatory on or have any access to any financial accounts on behalf of a non-GRRL entity with which GRRL does not have functional authority.

Refer to GRRL Collection Development and Finance Policies for related information on gifts of materials, in-kind items, library book sales, gift receipting and grants.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18

Chapter 2D. Equipment Donation

GRRL generally does not accept donated equipment. In the event that an exception is made and the equipment is accepted, the donation must enhance the mission of GRRL. GRRL reserves the right to decline any equipment donation for any reason. This equipment will be considered the property and full responsibility of GRRL.

Branch staff are encouraged to work with their city administration in accepting monetary or in-kind gifts for furnishings and facility equipment not provided by GRRL. Examples are furniture and shelving. The City will be responsible to ensure that donated funds are properly accounted for, that expenditures are made in accordance with the donor’s wishes, and that acknowledgements to donors are facilitated.

The Associate Director - Information Technology (IT) will determine the suitability of donated equipment that is operated or maintained by IT.

The Associate Director - IT and/or the Library Executive Director must approve equipment donations and monetary donations designated for a particular technology purpose in writing prior to the acceptance. Failure to obtain prior written approval may result in removal of the equipment and/or disciplinary action for staff.

Equipment donations need to follow standard donation procedures. Equipment that is donated may be reallocated or disposed at the discretion of the Associate Director - IT.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18

Chapter 2E. Gift Receipting

The Accounting Department is responsible for processing and acknowledging all accepted gifts to GRRL in writing and in a manner that satisfies the IRS's substantiation requirements for the deduction of charitable gifts by individual donors. The ensuing documents are deemed to be the official acceptance of the gift and its related terms and conditions, as well as official certification of the donation for income tax purposes.

Gifts to GRRL will be valued on the date postmarked, if mailed, or on the date received, if delivered to a GRRL library. All gifts must be postmarked or received no later than December 31 for inclusion in the current fiscal year.

In certain circumstances, individuals may wish to donate expense reimbursement fees or other expenses earned in the course of their GRRL duties. Such amounts constitute taxable income in their hands. If the individual does choose to donate these to GRRL, he/she shall first be required to accept payment for services, then proceed to make a donation in order to qualify for income tax deductions. Forfeiture of payments or redirection of funds, while constituting a gift, does not qualify for tax deductions.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18

Chapter 2F. Gift Recognition

The Communications & Development Department shall advise the Library Executive Director and Board of Trustees of gifts received, making reasonable effort to protect the confidentiality of donors when requested.

Gifts received by GRRL will be recognized through appropriate venues during the course of each fiscal year (January 1- December 31). This public recognition is meant to express GRRL's appreciation and gratitude for the generosity of those individuals and institutions that have committed themselves to supporting and advancing library programs and services.

GRRL will honor donors' wishes as to how published credit should appear and will honor those who wish for their contributions to be credited anonymously.

Individuals whose gifts are matched by their employers will receive recognition but will not receive individual credit for the amount matched. Employers who match gifts will receive recognition for the amount matched.

Refer to the GRRL Collection Development Policy for policy regarding books or other library materials.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18

Chapter 2G. Discontinuing Contact Upon Request

GRRL will discontinue contacting, for Fund Development purposes, any person upon his/her oral or written request directed to the Communications & Development Department. The Communications & Development Department will maintain a record of all requests by persons who indicate that they do not wish to be contacted by or on behalf of GRRL.

Approved Date: 03/26/06      
Effective Date: 03/26/06      
Revised Date: 05/11/10, 03/15/11, 03/20/12, 07/17/18

admin