Corporate Sponsorship Agreements Policy

Policy

This policy applies to all arrangements where external organizations sponsor or contribute to Fort Erie Public Library programs, events, activities, and services. It does not apply to:

• philanthropic gifts or donations;
• advertising;
• grants or funds obtained from other levels of government;
• arrangements where the Library sponsors or contributes to external projects of other organizations.

The Fort Erie Public Library Board recognizes that public funding is the principal and most important source of funding for library service in Ontario. We endorse the Canadian Library Association’s Position Statement on Corporate Sponsorship Agreement in Libraries, which supports the importance of advocating for public funding for public good.

Sponsorships provide resources (cash or in-kind contributions) to improve the quality and range of Library offerings. The Library welcomes support from businesses and external organizations, provided such sponsorships align with its mission and values.

General Criteria

Sponsorships must benefit the Library by enhancing or promoting approved programs, services, events, or activities.

Resources received (cash, products, or services) may directly or indirectly support Library initiatives.

Sponsorships must maximize benefits for the Library and its users.

The Library will assess the sponsor’s reputation, business nature, and potential impact on the Library’s public image.

Special consideration will be given to sponsorships targeting children (under 13).

Sponsorships for children’s activities, events and programs will not be accepted from companies whose products:

• Cannot be legally sold to children;
• Are inappropriate for children; and/or
• Involve commercial advertising of food and beverages to children.

Benefits (e.g., naming rights, public recognition, logo placement) must align with the value of the contribution.

Sponsors must not gain competitive advantage or preferential treatment beyond the agreement.

The Library will not endorse sponsors or their products/services and may explicitly disclaim endorsement.

Sponsorships must align with the Library’s service mandate, strategic plan, or fundraising priorities.

Sponsorships must not compromise public service objectives, intellectual freedom, equity of access, or customer confidentiality.

Sponsors must not influence Library policies, practices, or program goals.

All sponsorships must comply with relevant Library policies (e.g., Conflict of Interest, Procurement). Exceptions require Library Board approval.

The Library will ensure a transparent and accountable sponsorship process while respecting sponsor confidentiality during negotiations.

All suitable external organizations will have access to sponsorship opportunities.

A formal competitive process is not required, but reasonable efforts will be made to identify multiple potential sponsors.

Competing bids are not required for third-party-initiated sponsorships.

Approval of Sponsorships

Concept Approval

The CEO or designate must approve the sponsorship component of a project before solicitation begins.

Final Approval

The CEO may approve sponsorships which are valued at $50,000 or less per year, with terms of three years or less.

The Library Board must approve sponsorships exceeding these criteria or involving the naming of Library branches, programs, or collections.

General terms of approved sponsorships will be included in a Board report and made publicly available.

Written Agreements

All sponsorships must be documented and signed by authorized representatives of the Library, and sponsor.

Sponsorships over $10,000 require a written legal contract.

Agreements must outline all substantial terms and conditions.

Roles and Responsibilities

The Library reserves the right to refuse any sponsorship deemed inappropriate or unsuitable for its mission and objectives.

The Library may engage in sponsorship opportunities in consultation with the Friends of the Fort Erie Public Library.

References & Related Statements of Policy:

CLA Position Statement June – 21, 1997.