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Donations Policy

The Oakville Public Library (hereinafter referred to as "the Library") welcomes and encourages gifts from individuals, groups, foundations and corporations, for the purpose of enhancing the services that the library provides for the citizens of the Town of Oakville.

Definition

For income tax purposes, a gift or donation is defined as a voluntary transfer of property to the Library, made without the expectation that any benefit will accrue to the donor or anyone designated by the donor. The scope of this policy includes gifts of:

1. Money
2. Books, manuscripts and other printed materials
3. Audio visual materials
4. Art and photographic works
5. Equipment, toys
6. Other in-kind gifts or services
7. Property of significant value, such as real estate or securities
8. Planned gifts, such as willed donations, bequests or endowments

Donation Acceptance

The Library shall analyze proposed gifts or donations, and shall accept those, which they feel will cost-effectively fit the mission and objectives of the Library. Please also refer to Policy 5.11.1 regarding the donation of books and other resources.

Where applicable, the Library may require the donor to have his/her property appraised at his/her expense before the Library will make a decision as to whether or not to accept the donor's property as a donation.

The Library reserves the right to use the donation in the best interest of the Library, and shall make decisions regarding the investment, disposition and/or eventual disposal of all donations.

Donations become the exclusive property of the Library and must be of a clear and unencumbered nature.

The Library may accept conditions on the disposition of donations where it deems the proposed conditions to be reasonable and feasible.

Donor Records

The Library shall maintain donor records, the contents of which shall remain confidential unless the donor agrees otherwise.

Official Receipts

For monetary donations which exceed $10, official receipts will be issued to donors for income tax purposes.

For in-kind donations, official receipts will be issued provided that the value of the donation exceeds $10.00 and the donor provides a written appraisal of the donation's worth.

Donor Recognition

The Library shall give formal acknowledgement or recognition to the donor, which is commensurate with the value of the donation. Specific forms of recognition are outlined in our Donor Recognition Guidelines.

The Library shall give prior approval to all fundraising projects and programs, which result in recognition of donors. No donor shall be recognized, either internally or publicly, without his/her consent.

Sponsorship Policy

The Library actively solicits and encourages the business community, service clubs and other organizations to become sponsors of Library events, programs and services, which wiIl benefit the community by allowing the Library to increase the level of service it can provide to the people of Oakville.

Scope

A sponsorship is defined as a mutually beneficial exchange, whereby the sponsor receives a benefit of reciprocal value in return for providing cash and/or products and services in kind to the Library.

Conditions of Sponsorship Acceptance

1. The Library reserves the right to refuse any sponsorship opportunity, which is deemed to be inappropriate or unsuitable to the advancement of the mission and objectives of the Library.
2. The Library will not entertain sponsorship opportunities with companies or organizations involved with the following products or activities:
   • Tobacco related products
   • Sales of products or services detrimental to human health
   • Pornography
   • Discriminates on any grounds or stereotypes, discredits or demeans any group or groups of people
   • That promotes alcohol at venues geared primarily towards children and/or youth
3. The sponsor must have no impact on the policies and practices of the Library, such as on materials selection or purchasing.
4. Where a sponsorship agreement limits the Library's ability to enter into other sponsorships, such an agreement shall clearly define the nature and extent of the exclusivity, and the time frame over which the exclusivity is to be granted.
5. Sponsorships do not imply endorsement of products by the Library.
6. Any public use of the name and/or logo of the Library, its Friends and other affiliated organizations, branches, special collections, resource collections, special services, programs, and departments, must be approved by the CEO and/or Manager of Marketing and Development.
7. Sponsorships cannot be made conditional on Library performance outcomes.
8. The Fundraising Committee may at its discretion consider and approve proposals that do not meet the established criteria if deemed fit in the circumstances.

Sponsorship Agreements

1. Sponsorship agreements of $10,000 or more must be confirmed by a written Sponsorship Agreement signed by both parties. Sponsorship Agreement will outline the benefits, roles and responsibilities, fees, duration and other agreed terms of the sponsorship arrangement.
2. Sponsorship agreements, which are valued at $25,000 or less, may be approved by the CEO and/or Manager of Marketing and Development and reported to the Fundraising Committee at its next meeting.
3. Sponsorship agreements with values in excess of $25,000 shall be reviewed by the Fundraising Committee prior to submitting to Board for approval.

Sponsor Recognition

Sponsors shall be provided with a level of recognition commensurate with their contribution. Recognition shall be in conjunction with, but not limited to, the programs or services which are supported by the sponsor. Please refer to the Sponsor Recognition Guidelines for specific benefits available.

Official receipts will not be issued to sponsors for their contribution to the Library.

Sponsor Termination

The Library Board reserves the right to terminate an existing sponsorship should conditions arise that result in conflicts with this Policy or that result in the sponsorship no longer supporting the best interests of the Library.