Section 2: Finances.
The below is a summary of Section 2 of the Springfield Town Library Policy Manual. For the full approved version, please see the printed version at the library. A screen-reader accessible version of this part of the policy manual is planned for the future.
Town of Springfield.
Budgeting and Purchasing Policy:
The Library gets most of its money from the town’s yearly budget, which the public votes on. The Library Director creates the budget with help from the Library Board and gives it to the Town Manager for final approval. The Library follows the town’s official rules for buying things, which are in a document called Appendix O.
Sustainable Purchasing Policy:
The Library tries to buy things in a way that’s good for the environment. When choosing what to buy, they look at how well the item fits their needs, how eco-friendly it is, and how much it costs. They prefer products that can be recycled, reused, or repaired, and they try to buy from vendors that care about the environment or support underrepresented communities.
Library Trust Funds:
The Library has special funds (called trust funds) managed by a town group. The money earned from these funds helps pay for Library costs. The main money in the fund (called the principal) can only be used with special permission and rules. To protect this money, 10% is kept safe from being used, and Library leaders stay involved by attending regular meetings about the funds.
Grants.
If the Library wants to apply for a grant (money given to support projects), the Library Director must get approval from the Town Manager first. Any grants from other organizations that are meant to help the Library must be officially accepted by the Selectboard.
Friends of Springfield Town Library.
The Friends of Springfield Town Library (FOSTL) is a separate non-profit group that raises money and supports the Library in ways the town budget doesn’t cover. The Library Director is part of FOSTL meetings but doesn’t vote. FOSTL works closely with the Library but doesn’t make decisions for it. They create their budget by talking with the Library Director, and any money they give to the Library supports the Library’s goals.
Gift Acceptance Policy.
The Springfield Town Library accepts many types of donations, including money, materials, services, and special gifts like bequests or memorials.
Money Donations: People can give money through FOSTL or directly to the Town. If someone gives money with specific rules on how it should be used, the Library will follow those rules as long as they match its policies. If not, the money may be returned.
Library Materials: The Library accepts new or gently used books and other materials, but only if they are in good condition and useful to the Library. Staff decide what to keep based on Library needs. Items not added may be sold or given to others. The Library can give a donation receipt if asked but can’t say how much the items are worth.
In-Kind Donations: The Library can also accept services or items like supplies that help with programs. These gifts will be officially recognized.
Gifts to Staff: Library employees can’t accept personal gifts related to their job unless it follows town rules (see Appendix J).
Other Rules for Gifts: Staff, Trustees, and volunteers can’t make promises to donors or allow donations to change Library policies or services. Donors have the right to know how their gift is used. The Library can end an agreement if it no longer works in its best interest. All gifts belong to the Library, which can use or remove them as needed. Some gifts that could cost the Town more money in the future need approval from the Selectboard.
Records Retention Requirements.
The Library keeps its financial records following the official Records Retention Schedule (see Appendix Q). This schedule is approved by the Selectboard and kept on file with the Springfield Town Clerk.
The above is a summary of Section 2 of the Springfield Town Library Policy Manual. For the full approved version, please see the printed version at the library. A screen-reader accessible version of this part of the full approved policy manual is being planned..