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Section 6: Collection Development

Section 6.1: Materials Selection/Collection Development Policy Section 6.2: Gift, Donation, Sponsorship and Naming Rights Policy
Section 6.3: Materials in Languages Other than English Section 6.4 Requests for Reconsideration of Materials
Section 6.5: Material Withdrawal or De-Selection Section 6.6: Linking to External Resources

Section 6.1: Materials Selection/Collection Development Policy

In accordance with Section 4-7.2 of the Illinois Local Library Act (75 ILCS 5/4-7.2), “the board of library trustees shall establish, and review at least biennially, a written policy for the selection of library materials and the use of library materials and facilities.  No employee may be disciplined or dismissed for the selection of library materials when the selection is made in good faith and in accordance with the written policy required to be established pursuant [hereto].”

As one of the MAPLD’s purposes is to provide the community with carefully selected books and materials to aid in the pursuit of education, information, research, pleasure, and the creative use of leisure time, and in accordance with the Illinois Local Library Act, the MAPLD adopts the Materials Selected/Collection Development Policy.

The MAPLD also adopts this policy because the volume of books and materials available as well as limitations on budget and space require it.

This policy shall be used by Library staff in selecting books and materials and shall serve to acquaint the community with selection principles.

The American Library Association, Library Bill of Rights, The Freedom to Read Statement, and The Freedom to View Statement have been endorsed and accepted by the MAPLD Board of Library Trustees and are integral parts of this policy.

The materials selection/collection development policy, like all other policies, will be reviewed and/or revised in accordance with the Illinois Local Library Act.

Primary responsibility for selection of Library books and materials rests with the Library Director who operates within the policy framework established by the MAPLD Board of Library Trustees.  This responsibility may be shared with or delegated to other members of the Library staff.  However, because the Library Director must answer to the Board of Library Trustees and the community for actual selections made, the Library Director has final authority to select or reject any books or materials.

A. Primary selection points in considering materials include, but are not limited to:

  • individual merit
  • popular appeal/demand
  • suitability for the clientele
  • existing Library collection
  • budget

B. Reviews are also a source of information vital to selection of books and materials.  The primary review sources include, but are not limited to:

  • Publisher’s Weekly
  • Kirkus Review
  • Booklist
  • Library Journal
  • School Library Journal
  • Popular Bestseller Lists

C.

The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title which is in demand.  Accordingly, consideration must be given to requests from Library patrons and books discussed on public media.  Materials are judged on the basis of the work as a whole, not on individual portions thereof, which may be taken out of context.

 

Because of budget and space limitations, the Library cannot provide all materials that are requested.  Therefore, interlibrary loan may be used to obtain from other libraries those materials that are beyond the scope of the MAPLD’s collection.

In return for utilizing interlibrary loan to satisfy the needs of our patrons, the MAPLD agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.

Approved on: February 11, 2013
Revised on: July 11, 2016
Section 6.2:  Gift, donation, Sponsorship and Naming Rights Policy

The Matteson Public Library Board of Library Trustees actively encourages gifts, donations, contributions and sponsorships which will help the Library better serve the needs of the community.  All gifts, donations, contributions and sponsorships to the Library are subject to applicable law as well as the Library’s existing policies and guidelines, including those relating to the selection of and provision of access to books and other resources.  The Library, through the Board or the Board’s delegated authority, makes the final decision on the acceptance, use or other disposition of any gift, donation, contribution or sponsorship and also reserves the right to decide any conditions of display, housing or access.  The Library is granted unconditional ownership of each gift, donation, contribution or sponsorship, and the donor does not retain or obtain any property rights or interests based on their gift, donation, contribution or sponsorship.

  1. Gifts, Donations or Contributions
  1. Monetary Gifts, Donations or Contributions

Monetary gifts, donations or contributions given for use at the Library’s discretion (“unrestricted gifts, donations or contributions”) may be accepted by the Library Director.

Monetary gifts given for the purchase of Library materials as an honorarium or memorial may be accepted by the Library Director.  The Library Director or a designated staff member will work with donors in selection and processing of such purchases.

Monetary gifts, donations or contributions given for the sponsorship of Library programs may be accepted by the Board according to the Library’s Sponsorship Policy set forth below.

Monetary gifts, donations or contributions given in exchange for naming rights or name recognitions may be accepted by the Board according to the Library’s Naming Rights Policy set forth below.

Monetary gifts received from a will or bequest may be accepted by the Board and used as directed by the donor, subject to Library policies.  If received without restrictions, the funds may be used as approved by the Board.  The Board will consider whether separate bank accounts and budget lines will be created to monitor the funds.

  1. Gifts, Donations or Contributions of Books and Other Library Resources

The Library Director is authorized to act for the Board in accepting or declining offers of gifts in the form of books, audiovisual items, recordings and other Library materials or resources.  The Library Director, in accordance with existing Library policies and guidelines, may exercise discretion concerning which materials shall be retained for the Library’s own collection.

  1. Gifts, Donations or Contributions in Kind

Gifts of furniture, paintings, statuary and other articles may be accepted by the Board with advice and counsel from the Library Director.  Any conditions attached to the proposed gift, including, but not necessarily limited to, the type of recognition provided and the location, disposition, handling or display of the article, will be considered by the Board.  Any such conditions which the Board regards to be inappropriate or impractical may provide a basis for further negotiation with the donor or for rejection of the gift.

  1. Gifts, Donations or Contributions of Securities

Marketable securities received by the Library as gifts may be accepted by the Board.  Such securities will be sold or held at the discretion of the Board, and the net proceeds used as directed by the donor, subject to Library policies, or if received without restrictions, may be used as approved by the Board.  Gifts, donations or contributions offered to the Library consisting of securities which are not readily marketable will be submitted to the Board for a decision as to acceptability.

  1. Valuation of Non-Monetary Gifts, Donations or Contributions

While the deemed value of non-monetary gifts, donations or contributions may be a factor for consideration, neither the Library staff nor the Board will issue a written or verbal statement of monetary value to the donor.  The Library Director, or a designated staff member, may provide, on request, a letter of acknowledgment to a donor describing the gift and its apparent condition.

  1. Use and Recognition of Gifts, Donations or Contributions
  1. Use of Gifts, Donations or Contributions.  All gifts, donations or contributions are accepted with the understanding that it may someday be necessary that they be altered, sold, or disposed of in the best interest of the Library.  The Library cannot commit itself to perpetually housing a gift, donation or contribution.  Restricted gifts, donations or contributions can be accepted only with the specific approval of the Board.  Gifts, donations or contributions will be accepted only if, in the opinion of the Library Director and the Board, they are in the best interest of the Library.
  2. Recognition of Gifts.  Commemorative book(s) receive a bookplate listing the donor and the honoree and an acknowledgment letter will be sent to the person(s) or family of the person being honored.

All gifts, donations or contributions are recognized with an acknowledgment letter.

Monetary gifts, donations or contributions (other than those associated with naming rights and sponsorships) of $1000 or more will be recognized on the Library’s Donor Recognition Wall.  Three categories of giving are acknowledged on the wall.

  1. Sponsorship

The Board welcomes sponsorship of programs from individuals and groups including but not limited to businesses and service organizations.  Sponsors must be approved by the Board or the Library Director.

A statement of the sponsor’s name and a display of its logo may appear on the Library’s promotional materials for the sponsored program and a verbal announcement will be made at the beginning of the program.

  1. Naming Rights
  2. Library Building

At the discretion of the Board, the naming of the Library building may be considered in the event of an extraordinary contribution for a Library building project.  The entity known as the Matteson Public Library shall not be subject to naming, but the building housing the Library may be so named.  Such naming shall only be considered for an individual or family.

  1. Endowment Funds

Named Endowment Funds are intended for the continued support of the Library.  These named Funds will be established in perpetuity with the income used for the annual operation of the Library.  The principal remains intact.  A named endowment may be requested by the donor or proposed by the Board with permission of the person or corporation to be named.  The request shall be evaluated by the Board for approval.  Fifty-one (51) percent of the minimum amount must be physically secured by the Library before the Library Director recommends the establishment of the named Endowment Fund.  The remainder must be pledged and received within five (5) years.  In the event that the flow of funds agreed upon does not reach the named amount within five years, the Library Director may recommend to the Board of Trustees that the named Endowment Fund be dissolved and the funds be co-mingled with other Library gift monies.  A minimum of $25,000 is required for Board consideration for a named endowment.

  1. Named Rooms and Special Use Areas

Generally, only meeting rooms and designated special use areas shall be named for an individual, family, foundation or corporation.  The naming of such a space generally requires a contribution of a percentage of the cost of the area in proportion of the total cost of the facility or the project for the facility but valuations may be assigned to naming rights possibilities on a case-by-case basis to aid with making decisions about granting naming rights.  The proportion shall be determined by the Board who may take advice from such persons or other professionals as needed.  Each case may take into account market comparisons for naming rights, for which professional advice may be sought.  The Board of Trustees shall be responsible for determining the manner in which the name is recognized (e.g., signage).  The physical display of the naming rights may be decided or negotiated on a case-by-case basis.

  1. Name Recognition

Name recognition for a non-public room, or area inappropriate for naming, may recognize a donor by a conspicuously displaced placard.  Name recognition may be the name of an individual, family, foundation or corporation making a contribution in proportion of the total cost of the facility.  The proportional cost shall generally be less than a named or titled room and that amount shall be determined at the time of the project by the Board.

  1.  Eligibility for Corporate Naming and Name Recognition

Corporations that are compatible with the Library’s mission and purpose and reflect a positive influence on the Library may be eligible for naming or name recognition for all naming opportunities except for the naming of the Library building.  Such corporations must have a high ethical standard of business practice.  Corporate logos will be excluded from signage and placards to avoid appearance of commercial influence.

  1. Duration of Removal of Naming or Name Recognition

The duration of naming rights may be decided or negotiated on a case-by-case basis, but generally, donations under $10,000 carry naming rights or name recognition for 10 years.  Donations from $10,000 to $100,000 carry naming rights or name recognition for 20 years.  The duration of naming rights or name recognition for donations of $100,000 or more will be determined at the time of donation.  The Library reserves the right, at its sole discretion, to terminate naming rights without refund of consideration, prior to the scheduled termination date, should it believe it is necessary to do so to avoid the Library being brought into disrepute.

Naming opportunities do not extend beyond the useful life of the spaces or facilities within which they are located.  The naming or name recognition of a Library facility, room or special use area may also end under the following circumstances:

  • A building, room, or special use area is drastically altered through construction or is to be demolished.
  • A building, room, or special use area changes function to the extent that the purpose for the naming or name recognition is no longer relevant.
  • If the individual or corporation is engaged in activities that are in conflict with the Library’s mission and values, or is involved in disreputable or criminal activities that would bring dishonor and embarrassment to the Library.

Naming rights may be renewed by mutual agreement between all of the parties.

  1. Naming Agreements

All agreements for naming through philanthropic gifts shall be documented in a contract between the donor and Library Board.  Contracts shall detail the terms of the agreement in accordance with the terms of the naming policy and any conditions mutually agreed upon by the donor and the Library Board.

In the case of pledged donations or deferred gifts, the naming agreement may take effect with the first payment.  In the case of failure of the donor to uphold the agreement, the Library Board may withdraw the naming commitment.  The Library Board shall notify the donor regarding the consideration to withdraw the name and provide a reasonable time to correct the deficiency.  In the event of removal of the naming, funds already collected shall not be returned to the donor.

The named party after whom a building or part of a building is named shall have no rights to the purpose to which that building or part of the building is applied unless provided for in a specific contract between the parties.  The Library will not agree to any conditions in a contract that could unnecessarily limit progress towards the Library’s mission, purpose and plan or its statutory and legal obligations.

  1. Informed Consent and Transferability

The Library will not grant any naming rights without the informed consent of the named party or the named party’s legal representative.   Naming rights may only be transferred to any other named party by mutual agreement between all of the named parties.

  1. Gifts of Real Property
    1. Policy Statement.  This portion of the policy sets forth the procedures which the Library shall follow to accept title to gifts of real property, including unimproved and improved land.  The policy is intended to safeguard the Library against accepting gifts of real property that are difficult to manage or are encumbered with defects that could put the Library at risk once the Library is in the chain of title.  In addition, the Library must be sensitive to the long-term cost of owning the property, including the distribution of maintenance money.  Gifts of real property may be outright gifts, bargain sales (i.e., part sale/part gift transactions) or part of a charitable life income plan (i.e., a gift held in trust with a life income to the donor).  It is the general policy of the Library not to accept partial or fractional gifts in real property except for the situations where acceptance of such an interest would present an extraordinary benefit for the Library based on the recommendation of the Library Director and the approval of the Board of Trustees.  Types of gifts accepted:
      1.  The Library shall not accept any real estate encumbered by a mortgage or other liens except when approved by the Board based on a recommendation by the Library Director.
      2. The Library may accept gifts with a retained life use but generally only if the life tenant agrees to pay for all ongoing carrying costs, including but not limited to real estate taxes, upkeep, insurance, maintenance and repairs to the property and utilities.  The gift agreement for a retained life use shall contain the stipulation that if the life tenant defaults on the payment of these carrying costs, the retained life tenancy ceases.
      3. Where real property is being conveyed to the Library, every effort should be made to take the property free of any encumbrances such as possibilities of reverter to the donor’s heirs if the property is no longer used for Library purposes.  Reverter or other restrictive use clauses could lead to the real property reverting to the heirs of the donor with no compensation to the Library.  The Library attorney should be consulted about the best course of action if such clauses are to be included in the property deeds.  If the Library decides to accept a gift of real property with a reverter clause, the Library may request that the prospective donor agree that the Library will be entitled to be reimbursed for any of the carrying costs of the real property, including but not limited to, property insurance, repairs and maintenance while the Library holds title to the property.  If the donor declines to accept these terms, the Library must determine if it is in the best interests of the Library to accept the gift and agree to pay these carrying costs.
    2.  Review Process.  As donations and gifts vary in their impact on the Library, the review process should be tailored according to the proposal’s complexity.  The donor should meet with the Library at the earliest possible time to discuss the review process for the specific gift.  The process of establishing the Library’s interest in accepting a gift of real estate shall begin with the initial gathering of the following basic information by the Library Director:
      1.  The name, address, telephone number and e-mail address of the proposed donor.  At the request of the donor, anonymity will be honored.
      2. A statement of the relationship of the donor to the Library, if any.
      3. A statement of the reasons for the donor’s desire to make the gift and the reasons for the Library to accept the gift, including a history of prior donations by the donor.
      4. A general description of the property including street address, any structures (above and below ground), past uses of the property, neighborhood characteristics, pictures, setting and zoning.
      5. A statement as to whether the contribution is of the donor’s complete or partial interest in the property.  (Generally, the Library will not accept partial interests in real property.)
      6. A list of any personal property to be included with the gift.
      7. Copies of current real estate tax bills and special assessment bills.

      Library staff will review land use requirements, legal requirements, potential public concern, maintenance issues and Library issues associated with the proposed gift.  If it is determined that the Library could potentially benefit from this donation of real property, the following additional documents are to be provided by the donor at the donor’s expense, before the Library can make a final decision to accept title to the property.  If the donor declines to provide at her/his cost the documents required to perform the necessary due diligence and to close on the property, and the Library Director determines that it is in the best interests of the Library to further advancement of the gift by paying these costs, the Library may agree to pay these costs.

      1.  A recent legal description and survey of the property showing any easements and right-of-ways.
      2. If the parcel of land is improved with a building which is occupied, the name of the persons or business occupying space, together with copies of the leases relating to those occupancies.
      3. Proof of donor’s ownership of the property in form of a title policy or title report.
      4. A Phase I Environmental Assessment of the property in a form and content which would be satisfactory to the Library.
      5. Any other information needed to determine liability risks or unacceptable restrictions on use or disposition of the real property.

      After the Library Director receives this information he/she will evaluate the gift’s potential and make a recommendation to the Board of Trustees.  The MAPLD may decline any gift or bequest for any reason.

      Approved on: February 11, 2013
      Revised on: January 13, 2014

      Download the MAPLD Gifting Form here.

       

      The Matteson Public Library
      Gift Agreement for Naming Rights

      For The [insert name here] Room

       

      In recognition of the efforts being made by The Matteson Public Library Board of Library Trustees to obtain additional funds to develop and renovate the Library, the undersigned intends to establish by a gift of $[insert amount of gift commitment here], [payable over up to (insert number here) years.] as a naming opportunity to be known as:

      The [insert name here].

       

      It is the donor’s wish that the room located [insert with room description] be named The [insert] and marked with an appropriate plaque.  Furthermore, the donor understands and acknowledges that this gift does not provide the donor with any property rights or interests in the named space.

      This Naming right will remain in place for a period of no longer than (_____) years.  Naming rights will not extend beyond the normal life of the room.  If, as a result of changed conditions in the future, the life of the room does not exceed [insert] years, naming rights will be individually determined each time.

      The Matteson Public Library Board of Library Trustees and donors named in this agreement acknowledge this gift and the terms stated within by the signature of their duly authorized representative on duplicate copies of this agreement.

      Matteson Public Library __________________________________________________________

      Printed Name of Donor

      __________________________________________________________

      Acknowledgement by the President                                   Signature of Donor
      Of the Matteson Public Library,
      Board of Library Trustees
      Section 6.3: Materials in Languages Other than English

      The Matteson Public Library strives to have a collection that reflects the diversity of the community it serves.  To that end, part of the materials selected and the collection development budget will be allocated to purchase materials in the preferred language of residents who are not native speakers of English.  Materials considered for purchase will be evaluated using the same guidelines and policies used for English-language materials.  When necessary, staff will seek assistance in the selection of materials from appropriate community members.  Citizen recommendations are always welcome and appreciated.

      Approved on: February 11, 2013
      Revised on: January 13, 2014
      Section 6.4 Requests for Reconsideration of Materials

      The MAPLD recognizes that some materials are controversial and may offend some patrons.  However, materials selection will not be made on the basis of anticipated approval or disapproval, but solely on the basis of the principles stated in Section 6.1.

      The responsibility for reading to and with children rests with parents or legal guardians.  Materials selection will not be inhibited by the possibility that materials may come into the possession of children.

      Materials will not be marked or identified to show approval or disapproval of content, and no material will be sequestered, except to protect it from damage or theft.

      Although materials are carefully selected, differences of opinion regarding suitable materials can arise.  Patrons seeking to restrict materials within the collection may complete a “Statement of Concern About Library Resources” form.  Patrons seeking withdrawal of material from the collection may complete a “Request for Reconsideration of Materials” form. Any patron submitting the form request must be a resident of the Village of Matteson and hold a valid MAPLD card.  The Library staff and the Director consider each request in terms of the criteria outlined in the Library’s materials selection policy.  The Director will respond, in writing within 30 days of receipt, to the patron’s request for reconsideration.  The response will indicate the action to be taken and reasons for the action to be taken.  An item will be evaluated for reconsideration only once in a 12-month period.

      Statement Of Concern About Library Resources Form 1

      Request For Reconsideration Of Library Materials Form 2

      Approved on: February 11, 2013
      Revised on: January 13, 2014
      Section 6.5: Material Withdrawal or De-Selection

      The MAPLD cannot be a permanent depository of all materials that have been acquired.  Just as care is taken in selecting materials to add to the collection, so must attention be directed toward withdrawing materials which have outlived their usefulness.  Factors that are considered in discarding materials include:

      1. Deteriorated appearance
      2. Inaccurate or dated information
      3. Lack of use
      4. Unneeded duplication of titles or subjects once in heavy demand

      Materials that are withdrawn from the collection may be requested by other local tax-supported agencies that will use them for the public good.  Materials that are not requested by other tax-supported agencies are offered to the public on the Library premises with a request for a donation, or shipped to an outside agency for disposition.

      Consideration is given to the cost of repairing materials versus replacement of the title with a new volume.  Only items of on-going value to the collection are replaced.

      Approved on: February 11, 2013
      Revised on: January 13, 2014
      Section 6.6: Linking to External Resources

      The MAPLD web site serves as a logical extension of the Library’s information resources and supports its mission to connect patrons with timely, accurate sources of information.  In order to strengthen the Library’s print and nonprint collection, efforts will be made to find valuable databases that are unique and that supplement the Library’s existing print and electronic collections.

      Library staff, under the direction of the Library Director, will select databases to link to from the online reference resources and other subject areas on the Library’s web site.  Whenever possible, priority will be given to links to other governmental and community web sites that provide legal, noncommercial, public service information.  The Library may link to commercial sites when the Library Director has determined that sufficient free content is available to make it a worthwhile resource or when the resource is the most authoritative and no free resource is available.  Requests for web sites or databases to be placed on the MAPLD’s web site must be reviewed and approved by the Library Director or his or her designee.

      Library staff will check links on a regular basis to ensure that they remain active and viable.  At least annually, all links will be checked to ensure that the content remains accurate, reliable, and timely.  Sites or databases that no longer meet the needs of Library patrons or that no longer meet the selection criteria will be removed.  Patron complaints or concerns about site content will be handled under the Library’s “Request for Reconsideration of Materials” policy.

      Approved on: February 11, 2013
      Revised on: January 13, 2014

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