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Fundrasing and Development Policies

Purpose and Scope

This policy ensures that Oakville Public Library (OPL) is compliant with all legislation related to contests and lotteries, and outlines the circumstances in which it is appropriate for OPL staff, board members, volunteers and/or family members to participate in OPL contests.


Definitions

According to the Competition Act, a promotional contest is defined “as any contest, lottery, game of chance or skill, or mixed chance and skill, or disposition of any product or other benefit by any mode of chance, skill, or mixed chance and skill, for the purpose of promoting, directly or indirectly, the supply or use of a product, or for the purpose of promoting, directly or indirectly, any business interest.”


Policy

Contests and Lotteries
In order to comply with applicable legislation, OPL commits to providing the following information to the public for each contest it runs:
  • Number and value of prizes
  • Geographic area(s) to which the prizes relate
  • Skill testing question requirement (if there is one)
  • Contest closing date
  • Any important information relating to the chances of winning (such as odds of winning)
  • Method of selecting winners (i.e. skill or random)
  • Method of no purchase entry
OPL also commits to contacting winners and/or distributing prizes as soon as possible after the contest closing date.

OPL, as a public library constituted under the Public Libraries Act, is not eligible for a lottery license, and therefore can not run a lottery to raise funds.  To be considered a “contest” and not a “lottery” the contest must be free for the public to enter and/or there must be a method of “no purchase entry” available to the public.

Participation in OPL Contests
The intent of promotional contests is to encourage increased awareness and/or use of an OPL program or service by the public.

In order that there be no perception of bias, OPL staff, board members and volunteers may not participate in any OPL contest open to members of the public. Even in the case where an OPL staff member, board member and/or volunteer may be considered to be participating as a customer (i.e. attending an adult program with a door prize), they are still not eligible to participate in the contest component of the program.

Immediate family members of OPL staff, board members and volunteers may only participate in OPL contests where the winners are chosen randomly.
 
Effective Date: April 27, 2017    Approved OPL Board:    Next Review Date:  2022
Supersedes Policy dated: November 28, 2013,
September 24, 2009, Jun 23/05, May 23, 2002,
Sept. 17, 1985    Motion #:13.11.115,
09.09.80, 05.06.75,
02.05.67, 85.63    Page 2 of 2
Manuals this policy is included in:  Board Manual, Public Service Manual (Sect. 5.6), HR Manual, added to Website

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.


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 citizens of Oakville.


Third Party Fundraising

The Library welcomes and encourages fundraising efforts by corporations, organizations, citizen groups, and individuals where it feels that they fit the Library's mission and objectives. In order to co-ordinate a variety of fundraising efforts and avoid duplication, the CEO and/or Director, Community Engagement must be informed of all proposed fundraising initiatives over $5,000 and/or fit the following criteria:  That will require the use of Library resources, including staff time, rooms, equipment and images that belong to the Library; and/or  That will be targeted at an audience outside the existing membership of the group that wishes to undertake the project.

View the complete policy document here (PDF)

The following guidelines and policies have been established to assure that gifts to the Oakville Public Library Endowment Fund (hereinafter referred to as “the Fund”) will be beneficial to the interests of the Donor, acceptable to the Canada Revenue Agency (CRA), and cost effective for the Oakville Public Library (hereinafter referred to as “the Library”). Wherever possible, policies and procedures have been worded so as not to conflict with those policies of the Oakville Community Foundation (hereinafter referred to as “the OCF”) in those areas where investment management would be implicated or where inconsistencies would compromise the relationship between the Library and the above organizations.

Income from the Fund is to be used for the purpose of enhancing the services that the Library provides for the citizens of the Town of Oakville. The Fund is a part of the overall fundraising strategy of the Library.

Relationship with the Oakville Community Foundation
The Fund is held with the OCF, according to the contract between the OCF and the Library.

The OCF is authorized to encourage donors to make both outright and deferred gifts to the Fund. All programs, solicitation plans, and activities shall be subject to review of the CEO and/or the Director, Community Engagement.

General Policies
The Board reserves the right to revise the General Policies listed here at any time.
  • Interest earned annually from the Fund may be drawn by the Library on an annual basis, as approved by the CEO. Any additional withdrawals above interest must be approved by the OPL Board.
Conflict of Interest
All parties acting on behalf of the Fund, including OPL Board members, and OPL staff, must announce any conflict of interest via disclosure to the OPL Board in order to ensure that no person will have any direct or indirect financial interest of any kind.

Donor Recognition
No donor shall be recognized, either internally or publicly, without his/her consent.


Effective Date: April 27, 2017    Approved OPL Board: April 27, 2017    Next Review Date:  2022
Supersedes Policy dated: November 28, 2013,June 28, 2007, November 27, 2003, March 26, 1998    Motion #:13.11.114,
07.06.70, 03.11.128, 98.19    Page 1 of 1
Filed in: Board Manual, Financial Authorities Manual, added to Website
 

The following guidelines and policies have been established to ensure that planned gifts to the Oakville Public Library (hereinafter referred to as “the Library”) will be beneficial to the interests of the Donor, acceptable to the Canada Revenue Agency (CRA), and cost effective for the Library. Income from all planned gifts is to be used for the purpose of enhancing the services that the Library provides for the citizens of the Town of Oakville. The Planned Giving Program is a part of the overall fundraising strategy of the Library.

Planned Giving is a philanthropic program by which a Donor can arrange a substantial gift to the Library for the future. The emphasis is on planning and is focused on matching the objectives of the Library with the needs and objectives of the Donor.

The Library encourages Donors to make both outright and deferred gifts. The types of deferred gifts to be encouraged include bequests, gifts of life insurance, and gifts of securities. It may include such other gift arrangements as the Board may from time to time approve.

General Policies

  1. All programs, solicitation plans and activities shall be subject to the review of the Director, Community Engagement.

  2. The CEO and Development Staff of the Library are authorized to negotiate planned gift agreements with prospective Donors in accordance with CRA regulations and the Library’s policies.

  3. Individuals acting on behalf of the Library in promoting the Planned Giving Program or in soliciting planned gifts will conduct themselves in accordance with accepted professional standards of accuracy, truth and integrity.

  4. In all cases the Donor shall be encouraged to discuss the proposed gift with independent legal counsel and/or tax advisors of the Donor's choice so as to ensure that the Donor receives a full and accurate explanation of all aspects of the proposed gift. The Library and its staff will not provide financial advice to donors.

  5. All parties acting on behalf of the Library, including Board members, and staff, must announce any conflict of interest via disclosure to the Director, Community Engagement to ensure that no person will have any direct or indirect financial interest of any kind.

Acceptance of Planned Gifts

  1. Planned gifts must support the goals and objectives of the Library.
  2. In accepting a planned gift, the Library agrees to abide by any conditions, restrictions or designations associated with the gift.
  3. Planned gifts shall be accepted by the CEO and/or Development Staff and processed in accordance with recommended policy.
  4. ​Depending on the nature or circumstances of the gift, a Donor may be asked to obtain an independent appraisal of the value of the gift. The responsibility for any fees will be determined by the CEO and/or Development Staff.
  5. Where the planned gift is other than a bequest, gift of life insurance or gift of securities, and/or where the gift imposes a financial obligation on the Library, it will be the Board’s responsibility to decide if the gift should be accepted.
  6. No gift will be accepted which may improperly jeopardize the charity status of the Oakville Public Library.


Donor Recognition
No donor shall be publicly recognized without his/her consent.


Effective Date: April 27, 2017
Approved OPL Board: April 27, 2017
Next Review Date: 2022
Supersedes Policy dated: June 28, 2007, November 27, 2003, March 26, 1998 Motion #: 03.11.128, 98.19
Filed in: Board Manual, Financial Authorities Manual