Sponsorship Policy

Background/Ethical Scans are general searches of a potential Sponsor’s operations, background and reputation that are performed to determine if the Sponsor meets the requirements set out in this policy and the principles of the Library’s Procurement Policy.

Chief Librarian means the person appointed by the Vancouver Public Library Board as the Chief Librarian pursuant to the Library Act.

Indigenous Peoples refers to First Nations, Inuit, and Métis.

Library Asset(s) are events, programs, services or other wholly-owned and operated Library activities or assets which the Chief Librarian approves as being appropriate to receive Sponsorships. Examples of other Library activities or assets could include, but are not limited to vehicles, equipment, publications, websites and digital applications.
 
A Library Presenter is an individual or organization that showcases by way of the library their expertise, skills, or creative endeavors.  
 
A Library Program Partner is an individual or organization that contributes expertise, content, logistical support, presenters, or other elements in collaboration with the Library in order to produce or co-produce a program or series.

Maximum Contract Term means the maximum years (including all options to extend or rights of renewal) in respect of a Sponsorship Agreement.

A Philanthropic Gift or Donation is an arrangement where a donor contributes cash and/or in-kind goods or services to the Library without expectation or requirement of a reciprocal benefit. While most donors expect some form of recognition as a result of their gift, the recognition is marginal in value relative to the value of the gift as defined by the Canada Customs and Revenue Agency.

Sponsor means the other party to a contract with the Library for a Sponsorship.

Sponsorship is a mutually beneficial contractual relationship between the Library and a Sponsor whereby the Sponsor contributes cash, products or in-kind services/benefits to the Library in return for recognition, acknowledgement or other promotional considerations. Sponsorships involve an association between the Sponsor and the Library and/or the specific program, event, service or activity being sponsored. Tax receipts are not issued for cash, products, or in-kind services provided to the Library.

Sponsorship Agreement is the contract between the Library and Sponsor setting out their respective rights and obligations in relation to the Library Asset(s) and the Sponsorship.

Sponsorship Negotiator refers to the person or persons to whom responsibility has been delegated by the Chief Librarian in accordance with this policy to enter into a Sponsorship negotiation on behalf of VPL.

Total Value is the total amount of cash and the total fair market value of in-kind benefits to be received by the Library as a result of the proposed Sponsorship.

VPL will consider how any Sponsorship supports and furthers the Calls to Action of the Truth & Reconciliation Commission and the history of the Sponsor’s relationships with Indigenous Peoples. VPL will collaborate with Indigenous partners to determine the purpose, need and potential impacts of any Sponsorship being considered for Library programs, services and assets that may directly or indirectly relate to Indigenous communities.

1.  General

1.1.  Vancouver Public Library welcomes the business community and other organizations to support the Library through the establishment of Sponsorships that will provide the Library with the resources, including cash, products or in-kind contributions, to enhance events, programs, activities and services to the community.
 
1.2.  The Library will only enter into Sponsorships determined to be in the best interests of Library users and aligned with the Library’s values and strategic priorities.

1.3.  Vancouver Public Library is a cornerstone of the community. Sponsorships must not undermine the integrity of the non-commercial public space that the Library provides.

1.4.  In developing Sponsorships the Library will:

a) not compromise the public service objectives and practices of the Library or of the sponsored event, service, program or activity;

b)  protect its principle of intellectual freedom and equity of access to its programs, services, and collections;

c)  protect the confidentiality of user records;

d)  not permit Sponsors to have any undue impact on the policies and practices of the Library or information provided by the Library (e.g. materials selection, purchasing or web content) or to influence or alter the basic goals and objectives of Library programs;

e)  not allow corporate names and/or logos to have prominence over the Vancouver Public Library name and/or logo;

f)  not endorse the Sponsor or its products or services;

g)  not seek or accept Sponsorships for programs, events, services or activities with an intended audience of children from companies whose products cannot legally be sold or distributed to children or from companies whose products are inappropriate for use by children;

h)  not allow direct marketing of products to children, except where relevant educational material is promoted in conjunction with programs.

2.  Approval of Sponsorship

2.1.  A Sponsorship Agreement shall not be effective unless it has been approved by the Chief Librarian or the Library Board as follows:

a)  The Chief Librarian may approve Sponsorship Agreements which are:

• valued at $50,000 or less per year; and
• have a total, multi-year value of $150,000 or less; and
• are aligned with Library policies.

b)  Library Board approval will be required for all Sponsorship Agreements which do not meet all of the above criteria.

3.  Required Legal Terms and Conditions of Sponsorship Agreements

3.1.  All Sponsorships will be governed by Sponsorship Agreements as described in the Definitions section. Recognizing the Library’s obligation to be accountable as a public body, the terms of the Sponsorship Agreements will be made available to the public upon request.

3.2.  Sponsorship Agreements must be recorded on standardized templates with standard terms and conditions approved by the Director, Corporate Services and Facilities and Chief Librarian. Any deviation from the standardized terms and conditions or any material deviation from the approved use of such documents requires prior review and approval of the Chief Librarian.

3.3.  All Sponsorship Agreements must be on terms that expressly confirm that the Library does not endorse the products, services or ideas of any Sponsor, and that the Library retains full ownership and control over the Library Asset.

3.4.  The Sponsorship Agreement must clearly outline and set out the limits of the rights in and to the Library Assets being granted by the Library to the Sponsor in exchange for cash and/or value in-kind. All rights being granted need to be time-limited and scope-limited within the parameters set out within this Policy.

3.5.  Sponsorship Agreements will require the Sponsor to comply with the Library’s Procurement Policy.

3.6.  Sponsorship Agreements will provide for a termination right by the Library if a Sponsor breaches its obligations under the Sponsorship Agreement.

3.7.  Sponsorship Agreements will require the Sponsor to comply with all applicable laws including, without limitation, any laws that govern sponsorship or advertising and any laws that govern privacy or freedom of information including the Freedom of Information and Protection of Privacy Act (British Columbia) and the Personal Information Protection Act (British Columbia).

4.  Required Business Terms and Conditions of Sponsorship Agreements

4.1.  Rights and benefits to the Sponsor must not exceed the monetary value of the cash/in-kind benefits being provided to the Library. Adequacy of the arrangement must first be approved by the Chief Librarian.

4.2.  No exclusivity rights are permitted to be granted in any Sponsorship Agreement unless their duration is no more than the Maximum Contract Term and the full nature, scope and duration of the proposed exclusivity rights are first reported in detail to the Chief Librarian, and the Chief Librarian approves in writing the proposed exclusivity rights.

5.  Sponsorship Negotiator’s Responsibilities on Ethics and Integrity for Sponsorships

5.1.  The Sponsorship Negotiator must conduct Background/Ethical Scans on all prospective Sponsors proposing to provide a Total Value of more than $10,000, provide the findings to the Chief Librarian, and retain a record of the findings.

5.2.  The Sponsorship Negotiator is responsible for ensuring that there is no conflict or appearance of a conflict of interest created by the proposed Sponsorship, including without limitation and by way of example only, any conflict or appearance of a conflict with respect to any particular Library employee or official, any existing contracts between the Sponsor and the Library, any existing regulatory applications, enforcement proceedings, or other interactions between the Library and the Sponsor. If the Sponsorship Negotiator has any concerns in this regard, they must request advice from the Chief Librarian.

5.3.  The Sponsorship Negotiator must avoid any communications with prospective Sponsors that would create the impression that the Library intends to provide ongoing benefits (financial or otherwise) for the Sponsor beyond the terms of the Sponsorship Agreement, or which could be construed as interfering with existing contractual obligations.

5.4.  The Sponsorship Negotiator is responsible for ensuring that each proposed Sponsorship does not unduly detract from the character, integrity, aesthetic quality or safety of the Library Asset and does not unreasonably interfere with its enjoyment or use.

5.5.  The Sponsorship Negotiator will not recommend for approval Sponsors that could prove detrimental to the Library’s public image. If the Sponsorship Negotiator has any concerns, they should obtain the prior written approval of the Chief Librarian before proceeding.

5.6.  Pursuant to the Freedom of Information and Protection of Privacy Act (British Columbia), the Sponsorship Negotiator is responsible for ensuring that the privacy of the Library’s confidential information as well as the personal information of the Library’s patrons and staff is protected from disclosure to prospective and actual Sponsors.

5.7.  While the Sponsorship Agreement will expressly prohibit this type of activity, the Sponsorship Negotiator is responsible for monitoring and enforcing the Sponsorship Agreement so as to ensure that Sponsors do not breach the Sponsorship Agreement by implying that their products, services or ideas are endorsed by the Library or by taking advantage of the benefits conferred under the Sponsorship Agreement to a greater degree than expressly granted by the Sponsorship Agreement.

6.  Sponsor Eligibility and Restrictions

6.1.  Only organizations and arrangements deemed appropriate and compatible with the policies, goals and values of Vancouver Public Library will be considered for potential Sponsorships.

6.2.  The following types of Sponsors are not eligible for Sponsorships:

a)  Parties that are disqualified from doing business with the City of Vancouver and/or the Library due to ongoing litigation or prior litigation

b)  Parties (or any of their known affiliates) known to have previously violated

• any criminal law,
• the BC Human Rights Code, or
• any other laws of Canada

unless such violation is considered by the Chief Librarian to be of a minor nature and not prejudicial to the City’s, Library’s, or the public interest (for example a minor parking violation of the City’s Street and Traffic By-Law).

c)  Parties that are registered as local elector organizations, political parties, or religious organizations.

d)  Any person or party that engages in the following business is ineligible to be a Sponsor:

• manufacturing of armaments or weapons, or
• producing or selling pornography, or illegal sexual services, or
• any other categories as reasonably determined by the Chief Librarian.

e)    Sponsorship involving products and services that may be considered harmful to the health of the target audience will require explicit approval by the Chief Librarian.

7.  Rules on the Application of Revenue

7.1.  Sponsorship revenue will be used directly in support of the sponsored programs or indirectly to support other Library programs, services, events or activities.

Failure to comply with this policy by staff may result in disciplinary action up to, and including, termination of employment.

• Donor Recognition
• Endorsement and Advocacy
• Procurement
• City of Vancouver Sponsorship Policy (#COUN-029)