3.11 Fundraising and Financial Donations

Fundraising is a joint responsibility between the Board and the CEO. The purpose of this policy is to outline the types of donations that will be solicited or accepted by Thunder Bay Public Library.

This policy applies to anyone representing Thunder Bay Public Library, whether staff, volunteer, or contracted third party who may be in a position to solicit or accept a donation for TBPL.

Fundraising goals and strategies must meet the overall corporate goals of the Thunder Bay Public Library.

Thunder Bay Public Library welcomes individuals, foundations, businesses, government agencies and other charitable organizations or entities to fulfill their philanthropic objectives by supporting the Library and the communities it serves. Donations generally will be accepted without limitations—unless the acceptance of gifts from a specific source is inconsistent with the Library’s beliefs, values, and mission.

In order to enrich and enhance the development of the Library's collections, programs, services, and spaces the Thunder Bay Public Library encourages donations, bequests, grants, sponsorships, in-kind donations, gifts of stock or physical materials (books, art, real estate, etc.), and other philanthropic gifts.

While honouring a donor’s wishes as appropriate, Thunder Bay Public Library reserves the right to use the donation in the best interest of the Library. The nature of a donation is such that a donor cannot expect material consideration in exchange for a donation.

Anyone soliciting or receiving donations on behalf of Thunder Bay Public Library, whether an employee, volunteer, or contracted third party, must:

• Act with fairness, integrity, and in accordance with all applicable laws
• Disclose to TBPL any actual or potential conflict of interest
• Not accept donations for purposes that do not align with TBPL’s values and strategic directions

In accordance with CRA regulations, donations generally will be accepted from individuals, partnerships, corporations, organizations, government agencies, or other entities without limitations—unless the acceptance of gifts from a specific source is inconsistent with the organization’s beliefs, values, and mission. The Thunder Bay Public Library will not accept gifts from companies whose products or services may be harmful to our patrons, or from donors whose requests for public recognition are incompatible with our philosophy of appreciation.

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.

All donated materials automatically become the property of the Thunder Bay Public Library. The Library reserves the right to receive and dispose of donated materials as it sees fit.

A sponsorship with the Library 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.

Sponsorships will be entered into with businesses that align with the Library’s organizational values and support the Library’s mission, vision, and strategic priorities.

The sponsor must have no expectation of having any impact on the Materials Selection Policy or other policies and programs of the Thunder Bay Public Library. The library does not accept any support that implies or requires endorsements of products.

Sponsorship agreements of $3,000 or more (cash, in-kind, or a combination of both) must be confirmed by a written Sponsorship Agreement signed by both parties. Sponsorship Agreements will outline the roles, responsibilities, amount, duration, recognition opportunities, termination reasons, and other agreed terms of the sponsorship arrangement.

Sponsorship agreements with values of $30,000 or more must be approved by the Board.

The Thunder Bay Public Library reserves the right to terminate or withdraw from sponsorships if a lack of alignment develops between the sponsoring business and the Library’s mission, vision, and strategic objectives, or if the sponsoring organization’s integrity comes into question.

Physical spaces

Donations with values of $30,000 or more, for which a naming opportunity of a physical space, program, or collection is being sought, must be approved by the Board.

Naming proposals accepted by the Board will be put into the form of a contract. In the event of changed circumstances, the contract will clearly outline the process in the negotiated terms. Provisions in this procedure that refer to naming for a benefactor also apply, in general, to naming for a third party at the wish of a benefactor.

Individuals and organizations whose names are approved by the Board are expected to exemplify the attributes of integrity and civic leadership. Should a donor, for whom a Thunder Bay Public Library naming opportunity has been made, violate these standards, the Board may elect to remove the donor’s name from the naming opportunity.

Endowed Funds

An Endowed Fund is a donation of money or property which TBPL invests and uses the resulting investment income for a specific purpose designated by the donor, in consultation with TBPL. Endowments are considered “permanent” gifts as the principal remains intact and only a percentage of the earned income is spent each year.

The naming of endowed funds is intended to be in perpetuity, or for as long as the fund is still generating income.

Donors can establish endowments to support a collection in a specific subject or program, or to support TBPL funding priorities. Endowments can be named for the donors themselves or the ones they wish to honor.

Endowed funds should be established with a minimum of $50,000 (whether pooled from many donors, or from a single donor). This will ensure a meaningful amount of interest income is earned to be spent on the agreed upon collection or program.

Donors may add to the endowment at any time.

Individuals and organizations whose names are approved by the Board are expected to exemplify the attributes of integrity and civic leadership. Should a donor, for whom a Thunder Bay Public Library endowment has been named, violate these standards, the Board may

elect to remove the donor’s name from the endowment.

Donor’s Bill of Rights

 Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life within our community. To ensure that philanthropy merits the respect and trust of the general public, and that donors can have full confidence in the non–profit organizations and causes they are asked to support, we declare that all donors to the Thunder Bay Public Library have these rights:

1. To be informed of the organization’s Vision, Purpose and Values, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
2. To be informed of the identity of those serving on the organization’s Board, and to expect the board to exercise prudent judgement in its stewardship
3. To have access to the organization’s most recent financial
4. To receive appropriate acknowledgment and
5. To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by law.
6. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
7. To be informed whether those seeking donations are volunteers, employees of the organization, or hired solicitors.
8. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share. (The Library does not share mailing lists under any circumstances.)
9. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

The original Donor Bill of Rights was created by the American Association of Fundraising Counsel (AAFRC), Association for Healthcare Philanthropy (AHP), the Association of Fundraising Professionals (AFP), and the Council for Advancement and Support of Education (CASE). It has been endorsed by numerous organizations and adapted for use by the Thunder Bay Public Library.