Great Falls Public Library -- Collection Management Policy

Great Falls Public Library
Collection Management Policy

Library Mission Statement

To provide excellent library service for the City of Great Falls, for Cascade County and for our various partnerships, in support of the quest for a better quality of life. This mission is best fulfilled through a focus on service to people of all ages and their needs, with an emphasis on services to youth; through service delivery to the underserved; through development of appropriate collections and technologies; and through maintenance of an informed and progressive organization.

(Adopted by the Great Falls Public Library Board of Trustees March 16, 1998.)

AUTHORITY

Final authority for the determination of policy in the selection and acquisition of materials is vested in the Great Falls Public Library Board of Trustees. The actual selection of materials has been delegated by the Board to the Director and staff acting within the guidelines of this policy and within the limitations imposed by the materials budget.

PURPOSE OF THE POLICY

The Collection Management Policy is a tool to guide the selection, maintenance and distribution of materials relevant to the community. It serves as a touchstone for planning and long-range development. It provides for accountability to the Board, staff, and users. It contains flexibility and responsiveness.

It is not the purpose of the collection to serve as a school or academic library, although many of its materials may be used as supplements to such collections. The purpose of the collection, and the policy governing selection, is to reflect the needs of the community as a whole.

COMMUNITY AND SPECIAL USER GROUPS

The Great Falls Public Library serves the informational and recreational needs of the City of Great Falls and Cascade County. The following statistical analysis has been taken from the 2000 census. It provides a "snapshot" of the population broken down by age, race and gender; an economic breakdown of the major sections of the City; educational levels and opportunities; and a description of the major economic impacts for the City and County.

Patron Needs and Services

The Great Falls Public Library attempts to provide for the general informational and recreational reading and viewing needs of the public. The library provides special collections, such as in the Montana Room and the reference collection, which address special needs.

The library provides access to interlibrary loan and the OCLC database to fill needs unmet by our collection.

Collection Description

The collection currently contains about 150,000 items and is primarily in English. In addition, formats such as periodicals, microform, clippings, audio tapes, video tapes, DVD's, CD-Roms and other minor forms are collected where appropriate. Online resources via the Internet greatly enhance the collection.

Selection Resources

Many resources are used in the selection of library material. The following is a list (not exhaustive) of resources used. The order is not indicative of importance nor do all the resources need to be used for selection. Any one or combination of the following may be used.

1. Review and professional journals:
*Library Journal
*Booklist
*Publisher's Weekly
*New York Times Book Review
*Today's Librarian
*School Library Journal
*The Kliatt
*VOYA
*Video Librarian

2. Publishers', jobbers' and authors' brochures, publications, such as,
*Brodart Prime
*Baker & Taylor Focus, Booking Ahead, Book Alert, Paper Clips, Now Hear This

3. Staff and patron suggestions
*Use of suggestion forms
*E-mail inquiries

4. Visits to local bookstores

5. Expert recommendations
*Presenters at conferences
*Colleagues
*Experts in specific fields
*Library blogs

6. Award Winners
*Newbery Award
*Caldecott Award
*Young Reader's Choice Award
*Coretta Scott King Award
*Nobel and Pulitzer Prizes

7. Internet searches
*Amazon.com
*Barnes & Noble.com
*Authors' and publishers' websites

Circulating Non-Fiction

The non-fiction collection is organized according to Dewey Decimal Classification and accounts for about 26% of annual circulation. The non-fiction collection provides for the general informational needs of the community, attempting to maintain representative sources in the broad subject classes with special emphasis on areas of high demand. Highly specialized information is provided through referral to special collections such as the Genealogical Society Library or through interlibrary loan.

The circulating non-fiction collection integrates juvenile materials in order to provide a range of materials regardless of reading ability or interest.

Special Collections - Non-Fiction

Separate Reference and Montana collections exist.

Reference

Reference items are selected mostly by the Information staff from review sources, publishers' information and patron/staff input. Standard works are updated yearly, every other year and with the ongoing budget restraints sometimes every 3-5 years.

The reference collection was recently weeded and downsized by approximately 50%. Many materials were discarded because of age. Other materials were moved to circulation to provide better access to our patrons.

Montana Room Mission Statement

In recognition of the importance of Montana history, the Great Falls Public Library has set aside in the Montana Room a special collection of materials relating to Montana. The Montana Room is a non-circulating, restricted, research collection devoted to materials dealing with Great Falls, Cascade County and Montana (territory and state). The purpose of the room is to provide, preserve and protect this type or material for present and future use. The Montana Room collection is not intended to be exhaustive in the following respects:

1. No attempt will be made to collect all current publications.
2. No attempt will be made to collect fiction or juvenile materials.
3. No concerted effort will be made to collect retrospectively, including out-of-print materials.
4. No attempt will be made to collect or maintain archival materials, as that function is served by state and local historical societies.

Genealogy

This is a basic collection. Technical questions are referred to the Cascade County Genealogy Society.

Non-Book Collections

PERIODICALS

Great Falls Public Library subscribes to a broad cross-section of popular periodicals. The current copy of most of the periodicals is kept on display on our second floor next to the reading area. Two years of back issues are accessible on shelving on the second floor and more back issues are kept in the basement annex accessible by request to a librarian. There is print directory of the periodicals, but they are not cataloged.

The periodical collection is undergoing a three step evaluation including (1) professional journal subscriptions (2) retrospective materials in the basement annex and (3) current print journal subscriptions. The process should be done by June 2007.

The library also provides extensive access to electronic periodical data resources through the InfoTrac databases.

ELECTRONIC RESOURCES

The Great Falls Public Library strives to present the most current and wide-ranging access to data through access to electronic resources and the Internet. The library follows materials selection guidelines in selecting electronic resources.

Online Public Access Catalog (OPAC)
Great Falls Public Library maintains an electronic catalog for researching and locating materials in the collections. The OPAC includes links to bestseller and book award lists, in addition to web sites of interest and materials related to items contained in the catalog.

Electronic Databases
The library subscribes to a number of electronic databases, available both in the library and remotely, to meet the research needs of the community. Databases reflect a wide range of materials, including collections targeted to specific groups, such as students, adult researchers and those looking for consumer health information.

Library Web Page
The library maintains a web site (http://www.greatfallspubliclibrary.org) to meet the informational, educational, recreational and cultural needs of the community. In addition to library-related information and services, links to Internet sites from the library web page are included to broaden and enrich the library's print and audio/visual collections.

Other Electronic Formats
The library will consider the addition of materials in other electronic formats as funds allow, providing they meet materials selection guidelines and the criteria below.

Criteria
Linked sites and electronic materials are evaluated according to their credibility, quality and usefulness in order to meet the needs of library patrons and staff. Additional factors considered when evaluating material to be included are:

*Content - authoritative, accurate, updated regularly, appropriate subject matter
*Access - stable sites, consistently available, no fees required by the end user
*Design - well organized, clear instructions, easy to use
*Preference may be given to educational (.edu), governmental (.gov) and non-profit organization (.org) sites

Library staff periodically reviews electronic resources and linked materials. If material no longer meets selection criteria, it may be removed from the library's web page or catalog. Suggestions for additions of links will be considered; however they will be reviewed and selected for inclusion according to library materials selection guidelines.

NEWSPAPERS

Newspapers include a wide selection of state and several major out-of-state subscriptions. Retrospective and home/office access to the Great Falls Tribune is supplemented by a subscription to NewsBank which provides Great Falls Tribune content from 1999 to the present.

MICROFORM

Complete microfilm files are maintained of The Great Falls Tribune; limited years of The New York Times are available.

VERTICAL FILE

An extensive vertical file collection contains pamphlets, documents, clippings, photocopies, and road maps. In 2005, a decision was made to downsize the vertical file so that currently only materials directly relating to Montana, Great Falls, Cascade County, wildlife and maps are being added.

MAP FILES

The map collection includes a collection of USGS topographic maps (quadrangles) for Montana, plus several historic and current regional maps. Electronic mapping resources are available.

ARCHIVES

Three separate archival files are maintained - one each for Great Falls, Cascade County, and Montana. Contents constitute mostly newspaper clippings and are for in-house use only.

Fiction

The fiction collection accounts for about 26% of our circulation. The purpose of the fiction collection is to provide for the general recreational reading needs of our community. This includes buying best sellers (in multiple copies, if demand dictates), current and local/regional authors of note, and maintaining a broad base of "classic" authors and their works. An attempt is made to provide representative samples of a large number of critically recognized authors and to collect exhaustively for those authors in high demand.

PURPOSE

The purpose of the adult fiction collection is to offer to adult readers a variety of pleasurable and educational fictional reading materials.

SCOPE

The fiction collection includes standard classics, a selection of titles (but not necessarily all titles) by major authors, current best sellers, and contemporary works. Also collected is genre fiction including western, science fiction, fantasy, and mystery titles. A fiction and non-fiction large print collection is maintained, as well as an un-cataloged paperback collection.

CRITERIA FOR SELECTION

Selections are based on subject matter, author popularity, and how the titles will fit into the collection as a whole. Unless the author or subject area is of a particular demand, one copy is purchased. Lease books are ordered to fill demands for popular contemporary works and for duplicate copies of high demand titles. Replacement of withdrawn last copies is made dependent on demand and availability.

Gifts of hardcover fiction titles are added as needed. The Annex is used to house duplicate copies until they are needed. These titles are usually by authors of on-going popularity.

GOALS

The basic fiction collection has a good selection of titles but copies of older titles need to be replaced. Due to several money donations, this has been done on a limited basis. Some series need to have titles purchased to complete the series. Again, due to several money donations, titles have been purchased on a limited basis. More copies of current best sellers and contemporary works need to be purchased. Specific areas, such as the science fiction and fantasy collection, need to be filled out by purchasing a wider selection of current titles. The target date for this to happen is 2010. Weeding and replacement of items is being done on a more regular basis. Physical space ultimately limits the total number of fiction books which can be retained.

New shelving was added in summer 2004. This allowed for the adult audiovisual collection to be housed in the former adult periodical reading area. (The adult Christmas holiday books are also shelved in this area.) The adult fiction collection is now shelved in a more appealing arrangement. Adjustment of the fiction ranges is ongoing.

Audio/Visual

The audio/visual (A/V) collection consists primarily of videos and audios in cassette format and an increasing collection of DVDs and CDs. The decision to not actively purchase videos and audios in cassette format was made by the Collection Management Committee in 2002. Future purchases will emphasize DVD and CD formats. Gifts of audio and video cassette format will still be considered for addition but on stricter basis. Newer formats are currently being considered for addition. This collection accounts for about 14% of our circulation (10% adult, 4% juvenile).

PURPOSE

The purpose of the A/V collection is to provide to adult users a variety of educational and pleasurable listening and viewing materials not readily available at local video rental businesses.

SCOPE

The collection includes film classics, documentaries, self-educational and audio books (both abridged and unabridged). Music titles are purchased if indicative of a specific style such as jazz, bluegrass, etc. Generally, current popular music is not actively purchased.

SELECTION

Selection tools for the A/V collection are generally the same as those used for the collection as a whole, although more use is made of vendor catalogs. Staff and patron suggestions are strongly considered. One copy per title is usually purchased. Generally, replacements are not purchased unless the title is part of a series or a high demand title.

CRITERIA FOR SELECTION

Selection is made based on subject matter and popularity, author popularity and how the title will fit into the collection as a whole. Generally, current popular titles are not purchased. Titles selected for the A/V collection include classics (foreign and American), documentaries (historical, scientific, travel, etc.), and instructional tapes (hunting, sign language, cooking, etc.).

A special collection of award winning foreign films has been added to the circulating collection. These standing order titles are added after a public showing at the library. They are not rated by the Motion Picture Academy Association.

Gifts, either through grants or donations, are considered for addition with the same criteria.

Juvenile Audio/Visual Materials And Computer Software

The juvenile audio/visual collection consists primarily of DVDs, CDs, and educational CD-Rom software. New CD books, music CDs, mixed media (book and audio kits), and fiction and non-fiction DVDs are added on a monthly basis. The decision to not actively purchase VHS and audiocassettes was made by the Collection Management Committee in 2002. However, we do accept visual VHS gifts, but they are considered and added on a stricter basis. The Juvenile audio/visual collection accounts for 4% of our circulation.

PURPOSE

The purpose of the juvenile audio/visual (A/V) collection is to provide to children (birth through fifth grade) a variety of age appropriate educational and pleasurable listening and viewing materials not readily available at local video rental businesses.

SCOPE

The juvenile collection includes film classics, documentaries, educational, instructional and audio books (both abridged and unabridged). Music titles are purchased to enhance children's listening and educational needs. Generally, current popular music and videos are not actively purchased.

SELECTION

Specific selection tools used for the juvenile audio/visual collection are The Alert, Video Librarian, and/or VOYA. Staff and patron suggestions are strongly considered. One copy per title is usually purchased unless the title is of high demand. Generally, replacements are not purchased unless the title is part of a series or a high demand title.

Educational computer CD-Rom software is added as needed. Gaming CD-Rom software, of non-educational nature, is not purchased.

WEEDING

Weeding occurs every January to check for damaged materials or as patrons designate inoperable items. Damaged DVDs, VHS, and CDs are discarded and generally not replaced unless they are a high demand title.

Juvenile Book Collection

PURPOSE

The juvenile collection (birth through fifth grade), existing both to educate and to entertain, present a variety of timely, well-produced and accurate materials in several formats and accounts for 32% (7% non-fiction and 25% fiction) of our circulation.

COLLECTION LOCATION

Emphasis is placed on an attractive, orderly and accessible arrangement. Therefore, the children's fiction, audio/visual, CD Rom software, juvenile biographies, new books, holiday books, and folk/fairy tales are shelved in the Kids' Place. All other juvenile non-fiction material is interfiled with the adult non-fiction on the second floor.

SELECTION

Selection tools are generally the same as those used for the collection as a whole, although more emphasis is placed on titles that have been reviewed in School Library Journal, The Horn Book Guide, The KLIATT, or VOYA. Titles that appear on the Newberry Award, Caldecott Award, Coretta Scott King Award, Young Reader's Choice Award, Montana Treasure State Award, and the Orbis Pictus Award lists are added as they become available.

CRITERIA FOR SELECTION

Two primary acquisition considerations are knowledge of community needs and expert recommendations. Therefore, selections are based on subject matter, author popularity, series continuation, and how titles will fit into the collection as a whole. Multiple copies are generally purchased for J T FIC, J P FIC, J E FIC, holiday books, and high demand titles; otherwise only one copy is purchased. Staff and patron suggestions are strongly considered. Replacements are not purchased unless the title is part of a series or is a high demand title.

The following gives a general description of some important areas to consider when selecting materials:

1. Use of standard review selection aids
2. Patron demand and requests
3. Expert or professional recommendations
4. Visits to bookstores
5. Knowledge of trends in personal information, entertainment needs and school assignments

WEEDING

The children's fiction collection continues to be systematically weeded and updated. Removing materials from the collection is just as vital to collection maintenance as is selection. The following gives a general description of some important areas to consider when weeding materials:

1. Age of materials
2. Condition of materials
3. Trends in circulation and reference use
4. Number of copies currently in the collection

Young Adult Collection

PURPOSE

The Young Adult collection (sixth grade through twelfth grade), existing both to educate and to entertain, present a variety of timely, well-produced and accurate materials accounts for 7% of our circulation.

Many materials purchased for young adults might also be of interest to either adults or children. Due to the above rationale and because most of the adult non-fiction in this library is interfiled with juvenile non-fiction, only materials known to be of very specific interest to young adults are shelved in the young adult section.

COLLECTION LOCATION

Emphasis is placed on an attractive, orderly and accessible arrangement. Therefore, the Young Adult collection is shelved on the second floor and consists of fiction, non-fiction, reference, and periodicals. We are currently developing a Young Adult room where this collection will be shelved.

SELECTION

CRITERIA FOR SELECTION

Two primary acquisition considerations are knowledge of community needs and expert recommendations. Therefore, selections are based on subject matter, author popularity, series continuation, and how titles will fit into the collection as a whole. One copy is generally purchased for Young Adult fiction and non-fiction, unless the title or author is of high demand. Staff and patron suggestions are strongly considered. Replacements are not purchased unless the title is part of a series or is a high demand title.

The following gives a general description of some important areas to consider when selecting materials:

WEEDING

The entire Young Adult collection was weeded in 2006. Removing materials from the collection is just as vital to collection maintenance as is selection. The following gives a general description of some important areas considered during the weeding process:

1. Age of materials
2. Condition of materials
3. Trends in circulation and reference use
4. Number of copies currently in the collection

Young Adult Audio/Visual Materials

The Young Adult audio/visual collection consists of DVDs and CDs. New CD books and fiction and non-fiction DVDs are added on a monthly basis. The decision to not actively purchase VHS and audiocassettes was made by the Collection Management Committee in 2002. However, we do accept visual VHS gifts, but they are considered and added on a stricter basis.

PURPOSE

The purpose of the Young Adult audio/visual (A/V) collection is to provide to Young Adults (sixth grade through twelfth grade) a variety of age appropriate educational and pleasurable listening and viewing materials not readily available at local video rental businesses.

SCOPE

The Young Adult collection includes film classics, documentaries, educational, instructional, and audio books (both abridged and unabridged). Generally, current popular music and videos are not actively purchased.

SELECTION

Specific selection tools used for the Young Adult audio/visual collection are The Alert, Video Librarian, and/or VOYA. Staff and patron suggestions are strongly considered. One copy per title is usually purchased unless the title is of high demand. Generally, replacements are not purchased unless the title is part of a series or a high demand title.

WEEDING

Specialized Collection Management

The Great Falls Public Library attempts to avoid duplication of expensive specialized material, such as:

1. Medical materials, except those of a general nature. The most up-to-date
information is available through electronic resources and at the Benefis Health Sciences Library

2. Exhaustive Montana or Cascade County materials (collected by the Montana State Historical Library or the Cascade County Archival Library);

3 Materials for the specialist or professional reader, such as doctors or lawyers, are housed in a variety of special libraries;

4. College or university level course materials, which are housed at the University of Great Falls, and other state colleges and universities;

5. K-12 course and teaching materials, housed at school libraries or Montana
Office of Public Instruction (OPI);

6. Genealogical materials other than those of a general nature (housed at special genealogical libraries such as the Cascade County Genealogical Society Library);

Interlibrary Loan

The Great Falls Public Library provides interlibrary loan materials to patrons according to interlibrary loan protocol. The library maintains Internet connections to interlibrary loan subsystems.

General Priorities, Limitations and Policies

PREPROCESSED AND PREVIEW MATERIALS

In order to maintain consistency of physical preparation and presentation of materials, the library utilizes one vendor as the primary supplier of preprocessed materials.

Generally, library staff does not preview materials, either presented by sales people or through postal services. Library staff makes purchasing decisions based on critical reviews and other sources as defined in the collection management policy.

Department heads and acquisitions personnel may make exceptions as necessary based on availability of formats or cost factors.

FORMATS

The GFPL collects in relevant formats including, but not limited to: books and monographs; video and audio formats; microform; periodicals; and computer-form.

MULTIPLE COPIES

The GFPL generally buys one copy of titles, except for the following: fiction and non-fiction areas of high demand, including best sellers and other temporary items in demand; reference items in general demand; Montana related items in general demand; children's materials in high demand.

1. In general, high demand is defined as two or more reserves per copy of a title.

2. Whenever possible multiple copies are supplied through lease books or donations.

LANGUAGE

The collection is primarily in English.

FUNDING CONSIDERATIONS

1. Funding is available, in general, from the following sources:

a. Assessed evaluation on property;
b. General donations, memorials;
c. Funds from the Library Foundation;
d. Funds from specific projects, such as the AAUW annual book sale or groups such as READ;
e. Specific grants.

GIFTS

Gifts are accepted by the library according to the attached procedures.

COMPLAINTS AND CHALLENGES

Challenges to book selections are handled by completion of the enclosed written form. The complaint is reviewed by a selection committee and a recommendation is issued. Further challenge may be made directly to the Board of Trustees.

COLLECTION MAINTENANCE

The collection is weeded for materials which fail to complete the goals of the collection due to age, condition or publication of better materials. The collection is weeded by:

1. Visual inspection for physical condition by the circulation staff.
2. Visual inspection of the shelves for physical condition and relevance of information by professional staff.
3. Visual inspection by the processing department.
4. Examination of conspectus analysis in relation to stated goals.
5. Use of selection tools to determine if better sources are available.
6. Evaluation of duplications.

Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
V. A person's right to use a library should not be denied or abridged because of origin, age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948.
Amended February 2, 1961, and January 23, 1980, inclusion of "age" reaffirmed January 23, 1996, by the ALA Council

Request for Reconsideration of Library Material

Please provide the following information to the best of your ability:

Title

Author

Date

What brought this material to your attention?

What are your objections to this material or subject matter (please be as specific as possible)?

Have you read any reviews of this title or material? (Please help us by indicating as completely as possible the sources for these reviews or commentary.)

Can you suggest titles of materials which might be added to the collection which address the same or similar issues?

Your Name

Address

Phone

Signature Date

Materials selected for inclusion in the library collection, including donations, are
based on the Great Falls Public Library Collection Management Policy, as
approved by the Board of Trustees. The library adheres to the principles of the American Library Association Library Bill of Rights.

Requests for reconsideration are taken very seriously. Requests are referred to
a review committee which may include community members. Responses are
issued in a timely fashion and may be appealed to the Board of Trustees.

Materials Withdrawal Reconsideration Form

From time to time the Great Falls Public Library will withdraw books and materials from the collection. The reasons for doing so are clearly marked on each item. If you feel the Great Falls Public Library staff should reconsider a withdrawal, please fill out this form as fully as possible and give it to a staff member.

Date ______________________________________________

Name _____________________________________________

Address ___________________________________________

Phone Number ______________________________________

Title of book or material to be reconsidered, copyright date:

Condition of Material______________________________________________________

Reason for reconsideration request__________________________________________

Please bring the book or material for reconsideration to the front desk with this completed form.

Withdrawal and Reconsideration Process

1. Book or material is selected for withdrawal, based primarily on bad condition, outdated value or excessive number of copies.

2. Book or material is withdrawn from the system and then placed in the public "for sale" bin on the first floor. The book or material is dated and a slip inserted explaining the reason for withdrawal.

3. The book or material is available for sale 4-6 weeks. It is then placed in the books to be sold in the AAUW book sale. If appropriate, the book or material will be offered to outside agencies.

4. If there is a question as to why the book or material is being withdrawn, a form may be obtained, filled out and the book or material presented to the circulation staff. The book or material will be set aside for reconsideration by a review committee selected by the Library Board. The review committee will consist of a library board member, a community librarian and a staff member.

5. The review committee will recommend to the Library Board if the book should be placed back in the collection or remain withdrawn.

6. The Library Board will have the final authority.

Great Falls Public Library
Policy on Gifts and Donations

The Great Falls Public Library encourages and welcomes gifts and donations to be used for the benefit of the Library. The viability of quality programs, services, and book collection depend, to some extent, upon the generosity of people willing to support the Library through their contributions.

The Board of Trustees has determined that it is in the best interests of the Library to establish a policy which not only promotes charitable gifting, but provides the public with a highly-visible organization that will actively seek contributions and have the legal ability to invest money for the Library's benefit and use. The Library recognizes that it receives many unrestricted gifts and donations which do not denominate the Library, the Great Falls Public Library Foundation or the Friends of the Library as the recipient.

In order to clarify how funds will be allocated and meet the goals set forth above, the Board of Trustees adopts the following policy:

1. The Foundation, subject to the provisions in this policy, is designated the
organization to promote, encourage and actively participate in fund-raising for the Library's benefit; to invest, if appropriate, funds received; and to account annually to the Library Board of Trustees the donations, gifts and investment income received.

2. The Library will determine whether a gift or donation is being given to the Library,
the Foundation or the Friends. It will encourage the public to give unrestricted gifts to the Foundation. Upon receipt of any gifts, the Library will acknowledge them promptly and forward them to the appropriate organization for their use.

3. Any unrestricted donations given to the Library shall be accounted for and the Board of Trustees shall determine how the money is to be spent or whether it should be placed in a reserve account. Unrestricted donations shall not automatically be used to purchase books.

4. Gifts of books and other materials are accepted on the condition that the Librarian and the professional staff, using the Library's standards of selection, may select those items needed for the collection and dispose of unwanted items through exchange or discard procedures. The Library further reserves the right to dispose of gifts at any time and in any manner deemed appropriate.

5. Materials offered to the Library with restrictions which require special handling or which prevent integration of the materials into the general collection will not be accepted.

6. Gift subscriptions are subject to the Library's standards as stated above, and the Library is under no obligation to accept or display materials unacceptable to the judgment of the staff;

7. Once accepted and processed, all gifts are subject to the Library's regulations and procedures.

8. Appraisal and delivery of items are the responsibility of the donor.

9. Cash donations for memorial books will be accepted, provided no restrictions are attached. Donors may recommend titles or subjects for memorial books, but final judgment will rest with the Librarian. The Board of Trustees will accept memorials other than books, provided they are useful, needed and there are no restrictions attached. Suggestions include equipment, supplies and greenery. Any memorial involving installation or maintenance may be accepted by the Board only with the provision that the donor accept responsibility for such installation and responsibility for all future maintenance.

10. The Library agrees to make available to the public information regarding the Friends and the Foundation to encourage gifts to these organizations.

11. The Library encourages individuals and groups to donate posters, gifts and other items and, when appropriate, the Library will acknowledge the grantor's identity on such items in the sole discretion of the Director and professional staff.

12. The Library will acknowledge gifts and donations in a timely manner.

13. Donor confidentiality will be protected, unless otherwise directed by the donor.

GIFT MATERIALS

The Great Falls Public Library welcomes gifts to be used for the benefit of the library. It is the library's policy to accept gifts with the understanding that the Director, the Board of Trustees and/or appropriate staff use their discretion as to the disposition of these materials.

Once donated, items (including containers) become the property of the Great Falls Public Library and may be added to the collection, made available for other non-profit agencies or discarded.

It is the responsibility of the donor to deliver donated items to the library. The library will not appraise any donated materials.

The library will not accept the following: Reader's Digest condensed books, textbooks, encyclopedia sets older than three years, and magazines.

Please fill out the bottom portion of this form, as it will be the only acknowledgement of your gift. Thank you for thinking of your public library.

Please fill in the number of items donated:

_____ books _____ DVDs

_____ videocassettes _____ audiocassettes

_____compact disks _____ other: ______________________________

Received from: ________________________________________
Please print

Received by: ___________________________________________ Date _______________
GFPL Staff

Monetary donations not designated for books will go to benefit the library. Please consult with the library staff for current needs. For donations of $20 or more, a bookplate may be placed in purchased materials. We immediately acknowledge all monetary donations by postcard, to both the donor and the honoree or designate. After a book is purchased, a letter is sent to both the honoree and the donor informing them of the title of the book purchased with the donation.

Please check one to indicate
type of bookplate to be used:
__In Honor of
__In Memory of
__No Bookplate Necessary

Please check one to indicate
type of book purchase desired:
___Nonfiction ($25 minimum)
___Fiction ($25 minimum)
___Juvenile ($20 minimum)
___Young Adult ($20 minimum)

Print the following information:

Name of person for whom donation is given:
(As it should appear on the bookplate) PLEASE PRINT

Name and address of person/family to whom an acknowledgement should be sent:

Zip Code

Donor's name (as it should appear on bookplate) and address:

Zip Code
Phone number:

Amount of donation: $
Please make your check payable to the Great Falls Public Library unless otherwise indicated.

Thank you. Return this form to the Circulation Desk, or mail to:

Great Falls Public Library
301 Second Avenue North
Great Falls, Montana 59401

Please be aware that books purchased by the library, including those purchased as memorials, have a physical lifetime that may require withdrawal or replacement at a future time.

We treat donors' records as confidential, unless otherwise directed.

Policy Implementation, Evaluation and Revision

This policy was approved at the December 18, 2006 meeting of the Great Falls Public Library Board of Trustees. The policy will be evaluated and reviewed every three years by the library staff and the Board of Trustees.

Note: The complete Collection Management Policy is available at the library upon request.