Donations, Sponsorship and Fundraising Policy

Sponsorships

A sponsorship is a mutually beneficial exchange between the Hamilton Public Library and an outside organization, in which an external party contributes cash or in-kind goods or services to the Library in return for recognition, acknowledgements or other considerations. Sponsors receive a benefit of reciprocal value in return for their support and contribution. 

Sponsors are required to have sponsorship agreements and need to align with our policies and practices and do not imply endorsement of products by the Library.  

The Library reserves the right to immediately terminate an existing sponsorship if the sponsor uses Hamilton Public Library’s name outside the parameters of the agreement without prior consent or if the sponsor develops a public image inappropriate to the Library’s service and philosophy. In case of a change in ownership or name or both of a sponsor during the term of the agreement, Hamilton Public Library reserves the right to immediately cancel the agreement if the new organization fails to meet any of the principles or conditions outlined in this policy or in the contractual agreement. 

Any naming opportunity included in a Sponsorship Agreement will conform to the Naming Opportunities Policy and will be assessed in accordance with that policy. Sponsors’ corporate names and/or logos may not have prominence over the Hamilton Public Library name and/or logo. The Library reserves the right to determine the placement of such names and logos. 

The Hamilton Public Library Board endorses the Canadian Library Association’s Position Statement on Corporate Sponsorship Agreements in Libraries. All donations, gifts, sponsorship and fundraising programs will be consistent with the Hamilton Public Library’s mission statement. The Library reserves the right to decline any donation, gift or sponsorship opportunity that is deemed to be inappropriate or unsuitable for the advancement of the mission, values, and strategic objectives of the Library.  

Sponsorship agreements valued at $25,000 or more shall be presented to the Library Board for approval. Sponsorship agreements valued at less than $25,000 may be approved by the Chief Librarian and will be reported to the Board. 

Fundraising

Employees will develop and implement appropriate fundraising strategies to achieve fundraising targets while maintaining awareness and respect for fundraising activities undertaken by others within the City of Hamilton.  

The Library may approve special fundraising ventures thatit deems suitable in fulfilling its mission, values, goals and objectives, and which will not compromise the Library's public image. All funds raised will be used for the stated purposes and established priorities of the fundraising program as determined by the Library in the fundraising strategy.  

Library Support Groups

Library Support Groups (such as the former Friends of the Library) wishing to financially support and/or advocate on behalf of the Hamilton Public Library will have their terms of reference and governance by-laws approved by the Hamilton Public Library Board. The group will submit annual reports summarizing its activities to the Library Board. 

Recognition

The Hamilton Public Library Board will maintain a donor recognition program in support of this policy. The purpose of the donor recognition program is to thank donors, encourage others to give, and steward healthy, long-term relationships between the Library and its donors. Every effort is made to ensure that recognition is timely, meaningful to the donor, appropriate and equitable. Recognition of donors will conform to established guidelines. 

Those who consent, HPL will publicly honour  individuals, corporations, service clubs, community organizations and philanthropic foundations that make monetary and/or gifts-in-kind donations, as well as government agencies that provide direct cash grants to the Hamilton Public Library to enhance library services. 

Donor recognition programs for special fundraising initiatives, such as capital campaigns, will be developed as a part of the campaigns. 

All records pertaining to established and potential donors will be held confidential and in accordance with relevant legislation and Library policies. 

The Library will also respect the wishes of any donors wishing to remain anonymous. 

Charitable Receipts

Charitable receipts are issued for cash donations, appraised donations of art and valuable papers, and in-kind donations. Charitable receipts cannot be issued for more than the fair market value as determined by an independent appraiser.   

Deadlines may be applied to ensure that donations are received in time to be receipted in the current tax year. Receipts cannot be backdated. 

Support Your Library Webpage

The Library website will provide information about how to Support HPL.

Publish Date

May 2025