Band Donations And Property Management

[Dan Schultz]

I know some of you are involved in community bands. I'm in the process of drafting policy to govern donations of music, instruments, and other stuff.... Also an outline to manage band property like music library, trailers, percussion equipment, etc.. This is a volunteer community that I founded about five years ago. We are a 501(c)3 organization and growth and recent events have prompted us to 'grow up' a little. I'm curious as to what others are doing to manage and protect band property.

Dan Schultz, president
The Old Dam Community Band
http://www.olddamband.com

[JayW]

It is funny that you bring this up since we are in the middle of re-writing our bylaws too, I am quite interested in this subject too.

I am curious what you mean when you say "protect" band property? If it is any help, oursituation has us using a local school as our "home" however they afford us this convenience at no cost to our band, in addition they provide us with a small room in the school to house most of our instruments (percussion mostly). We also pay for a regular climate controled storage facility to hous our band library since it is roughly 12 filing cabinets strong and ever growing. It was an expense we did not want to take on originally, but commen sense got the better of us and it has actually turned out to be a great way to allow access to the music while keeping it safe. I hope these are the sort of things you are asking? If not I appologize for being off topic. If this is sort of what you are talking about I would be more than happy to go into greater detail, if you find it at all helpful.

[Dan Schultz]

I am curious what you mean when you say "protect" band property?

I am talking about 'donated' items suddenly being reclaimed by the donator. We do not currently have a policy to handle donations and we have assumed for many years that items given to the band are the band's property. You can bet that this will change at our next board meeting! I've come to the conclusion that one cannot assume ANYTHING when it comes to human nature.

[TubaRay]

[ I've come to the conclusion that one cannot assume ANYTHING when it comes to human nature.

This is probably a good assumption, and perhaps a good policy for your band.

[Alex F]

There's a difference between "donating" an instrument and "loaning" it. Donation implies, to me at least, the giving up of all present and future property rights in the donated object. Simply, put, it "ain't" yours anymore and the receiving organization is free to use it, sell, give it away, or make a planter out of it. Loaning and instrument may be for a short or long term and may come with or without conditions as to use and responsibility for care and repair.

In both cases, the terms of the transfer need to spelled out in writing. if it entails an outright donation, the transfer document should clearly state that the donor is giving up all rights and privileges to future use and or reclamation. The donor should be given a receipt and, in fact, such is required if the donor wishes to take a tax decuction for a chartiable gift.

Any other type of transfer should also be in writing that aets out the conidtions of the transfer. For example, who is responsible for maint. and repiar? Must the instrument be insures, and, if so, who pays for insurance? What steps must the receiving organization take before disposing of the instrument?