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Gift Policy and Procedures

Development activities will be conducted by the Pikes Peak Library District Foundation (PPLDF) in accordance with the ethical standards outlined by the Association of Fundraising Professionals and the operating principles of Pikes Peak Library District. 

GIFT POLICY 

PPLDF solicits and encourages gifts from private individuals, corporations, and foundations in order to supplement, rather than supplant, Library funds. The Foundation uses such gifts to enhance the services provided to Library patrons. Gifts are welcomed by the Foundation at any time, but on occasion, PPLDF will generate specific fundraising campaigns as directed by the Library District to better accomplish its mission and to extend services, structures, and the Library’s future. The Library District can accept gifts directly from donors, but the donors will not get the tax benefit. 

PPLDF allows for a variety of gift types and giving opportunities from numerous sources: private sources, memorials and honorariums, corporations, planned giving, and foundations. By completing and signing the donation agreements, donors recognize that it will be the policy and responsibility of PPLDF to administer said gifts according to the policies and procedures detailed below. 

GIFT PROCESSING PROCEDURES 

All donations to Pikes Peak Library District (PPLD) are accepted through the Pikes Peak Library District Foundation (PPLDF). 

  • All gifts will receive an acknowledgment letter and/or an appropriate receipt. The appropriate acknowledgment will be prepared and issued within five (5) business days whenever possible. 
  • Current IRS regulations require that the receipt of gifts valued at $250 or more be accompanied by a written statement from the Foundation confirming the donation and describing the value of services, if any, received by the donor. 
  • Notice and acknowledgement may be delayed when the decision to accept the gift has been referred to the PPLD Board of Trustees pursuant to these guidelines. 

DEFINITIONS and GIFT TYPES 

Corporate Matching Gift: A gift from the donor’s employer that matches the donor’s gift to the Foundation. The donor must notify their employer of the gift and submit appropriate forms to PPLDF to verify the gift so that the employer will pay the matching amount. These gifts may be restricted or unrestricted.

Encumbrances: PPLDF must bring forward to the PPLD Board of Trustees any gift that encumbers the Library District, financially or administratively, for their review and approval. Examples of these types of gifts include: 

  • Mortgaged property, 
  • Tangible personal property that cannot be used or sold for the benefit of PPLD,
  • Property that is illiquid that would be difficult to sell, 
  • Gift annuities, and 
  • Charitable remainder or lead trusts.

Designated Use and Capital Campaign Gifts: A gift that is solicited or given for sole use on a specific campaign, program, department, or service as intended by the donor or the solicitation. These gifts are restricted use donations. 

Designated use funds will be maintained and administered by the Foundation according to the policies and procedures of the organization. Donors wishing to place restrictions on or assign designated uses to gifts may do so under certain conditions, namely: 

  • The restriction must be one considered compatible with the overall missions of the PPLD and PPLDF. 
  • The restriction shall not impede the ability of the Library or the Foundation to acquire gifts from other sources. 
  • The restriction shall not place undue burden upon the Library or Foundation’s resources. 
  • The restriction shall not subject PPLD or PPLDF to adverse publicity. 

The gift must be accompanied by a written description of the proposed amount and the proposed restrictions, generated by the donor and brought forward following the protocol provided herein. 

Gift: Any donation given to the Foundation. It may include, but is not limited to, cash, marketable securities, or other planned giving. 

Unrestricted Donations: All gifts that are made without restriction. It is the goal and intent of the Foundation Board to grow the endowment. Unrestricted funds will be maintained and administered by PPLDF according to the policies and procedures of the organization. They will be administered within the guidelines of the Foundation and in accordance with needs as identified by PPLD. Designated gifts to the endowment will be treated according to the donor’s wishes. Undesignated gifts from bequests and Annual Fund balances greater than $50,000 will be endowed for the future needs of the Library. However, there are occasions when an unexpected bequest is needed to fulfill more immediate Library needs and honor the donor’s interests. Therefore, the following options shall apply, as appropriate: 

  1. The entire gift will be placed in the Foundation endowment and spent according to the above-mentioned spending policy. 
  2. A portion of the gift shall be used for an immediate need that is proposed by the Chief Executive Officer of the Library with the approval of the Library Board of Trustees and approved by the Foundation Board of Directors. The balance of the gift shall be placed into the endowment. 
  3. The Executive Director of the Foundation shall notify the Chief Executive Officer of the Library District of all major gifts in a timely manner. 

Unsolicited Donations: Gifts that are made to the Foundation or the Library without either entity’s awareness of the donor’s intent to give. 

 

Updated October 12, 2026

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