South Thomaston board embraces townwide donation guidance, not a unilateral policy for Gilbert Butler Center

The South Thomaston select board reviewed a proposed donation policy for the Gilbert Butler Center and broader town use and instructed staff to reframe the proposal as guidance, saying the town—rather than the select board alone—retains ultimate authority over accepting and allocating donations.

Members said the document should clarify donor designation options, how naming recognition (rooms versus buildings) is handled, and whether donated physical items can be reclaimed. They favored a two‑form approach: a short form for small, in-kind items (books, dishes, donated labor) and a more detailed form for substantial cash gifts that can specify permitted uses or fallback options if a designated project does not proceed.

Board members also directed staff to circulate the revised guidance and forms to departments that frequently receive donations, including the library/community center, fire department, ambulance, and cemetery, so those stakeholders can suggest department‑specific adjustments. Staff were asked to work with the treasurer on bookkeeping language to ensure donations are posted to the correct fund (operations versus capital).

Members emphasized that some donations may require town meeting approval under state law or local ordinance and that the guidance should note that distinction. The board indicated it would not attempt to usurp the town’s authority and recommended language that assumes annual town authorization of the select board to accept donations for that fiscal year.

The board asked staff to return with revised forms and guidance for further review and possible adoption after circulation to affected departments.