This is the exact embedded text of the captured official document.
Snapshot 5b5be74152ab · verified 2026-06-10 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
Corporate Sponsorship Policy
Page 1 of 5
THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service
Area:
Communications and Customer Service
Policy No.:
Department:
Corporate Communications
Approval Date: April 22, 2014
Division:
Office of the City Clerk
Approved By:
CR109/2014
Effective Date:
April 22, 2014
Subject:
Corporate Sponsorship Policy
Procedure
Ref.:
Pages:
Replaces:
Prepared
By:
Jason Moore
Date:
1.
POLICY
1.1
The City of Windsor welcomes mutually beneficial sponsorships that enrich the lives of
residents by enhancing City properties, programs and services.
1.2
The Corporate Sponsorship Policy provides eligibility criteria to maximize partnerships and
revenue opportunities while safeguarding the corporation's values, image, assets, and
interests.
2.
PURPOSE
2.1
The purpose of this policy is to establish a consistent corporate sponsorship policy that:
2.1.1
Aligns with the City of Windsor's programs and services, and those
programs and services of the City's Agencies, Boards, Committees and
Corporations;
2.1.2
Aligns with the strategic priorities of City Council.
2.1.3
Identifies administrative roles and responsibilities for managing
sponsorship opportunities and contracts;
2.1.4
Creates a systematic approach to soliciting, managing and reporting on
sponsorships.
3.
SCOPE
3.1
For purposes of corporate consistency, this policy shall apply to all City departments and
Committees of Council.
3.2
The sponsorship policy does not apply to naming rights or advertising.
3.3
This policy is not applicable to philanthropic contributions, gifts, or donations in which
property is voluntarily transferred by a third party to the City without expectation of
return. In such instances, no valuable consideration is provided to, and no business
relationship exists with, the third party.
3.4
Grants obtained from other orders of government, foundations, trusts, etc. are exempt
from this policy.
Corporate Sponsorship Policy
Page 2 of 5
3.5
Sponsorship arrangements that pre-date this policy are not subject to it, but renewals
will be dealt with through this policy.
3.6
This policy does not apply to City of Windsor financial support of external projects
where the City may provide funds to an outside organization.
3.7
All corporate properties are subject to this policy.
3.8
Any sponsorship proposal which varies from the eligibility requirements of this policy
shall be subject to approval by City Council.
4.
RESPONSIBILITY
4.1
City Council is responsible for sponsorship approvals dealing with Committees of
Council.
4.2
City Council delegates responsibility for oversight and control of departmental
sponsorship dealings:
- up to $150,000 to the Chief Administrative Officer. (which aligns with the
Purchasing By-law)
4.3
The Chief Administrative Officer is responsible for issues regarding the interpretation or
application of this policy.
4.4
Department Heads or their designates are responsible for:
4.4.1
Securing CAO approval for sponsorships that do not exceed $150,000
4.4.2
Securing City Council approval for all sponsorship arrangements that are over
and above the delegated authority contained in the Sponsorship Policy.
4.5
Department Heads or their designates in consultation with the Communications
Department, the Legal Department, the Purchasing Department and the Finance
Department are responsible for:
4.5.1
Approving the terms and conditions that form part of a sponsorship
arrangement. If the agreement involves more than one department, approval
must be obtained from each Department Head (or designate).
4.5.2
Ensuring the appropriate Corporate Leadership Team members are aware of
sponsorship arrangements prior to finalizing them.
4.6
Departments in consultation with the Communications Department, Finance
Department, Purchasing Department and Legal Department are:
4.6.1
Free to solicit and negotiate sponsorships, subject to the governing rules and
regulations of this policy.
4.7
Departments will:
4.7.1
Review the effectiveness of their sponsorship agreements to ensure that the
respective parties are adhering to the terms of the written agreement;
4.7.2
Bring an annual report to City Council on sponsorship activity;
4.8
The Senior Manager of Communications or his/her designate will:
4.8.1
Be responsible for championing the City's sponsorship growth.
Corporate Sponsorship Policy
Page 3 of 5
5.
GOVERNING RULES AND REGULATIONS
5.1
Sponsorship must be for purposes consistent with the receiving department's mandate
and must be considered to be in the public interest of the city;
5.1.1
Charitable tax receipts shall be issued by the CFO/Treasurer only in accordance
with the Income Tax Act and the policies of the Canada Revenue Agency;
5.1.2
The City shall retain ownership and control over any sponsored property;
5.1.3
Potential sponsors must not be canvassed in a manner that uses or implies
coercion. Prospective sponsors that decline solicitations for contributions shall
not be penalized;
5.1.4
The City does not endorse the products, services, or ideas of any sponsor;
5.1.5
All sponsorship relationships shall be confirmed in writing or by contract in
consultation with the Legal Department and Finance Department;
5.1.6
Sponsorships are to enhance City property, programs and services, a
department's normal funding must not be displaced by the sponsorship
arrangement;
5.1.7
Subject to the agreement, proceeds received from a sponsorship in respect of a
property or service shall be applied to the property or service intended.
5.2 In order to expedite partnership development and recognize the uniqueness of sponsorship
opportunities, a formal competitive process is not required when soliciting sponsorship
opportunities. Opportunities will be presented to at least three potential sponsors in an
effort to maximize contributions and opportunities for contribution. If it is not possible to
solicit at least three offers for a given opportunity, the circumstances, limitations and
reasoning must be included in the report prior to acceptance of the sponsorship.
5.3 Sponsors shall not be canvassed during any active procurement process in which they are or
reasonably may be participating.
5.4
Sponsorship Criteria:
5.4.1
The City will consider all sponsorship proposals but has no obligation to accept
any of them. The City reserves the right to refuse any proposal, including, but
not limited to, those submitted by third parties whose activities are perceived,
at the sole discretion of the City, to be incompatible with the City's goals, values
or mission;
5.4.2
Any renewals of sponsorship agreements are at the sole discretion of the City
of Windsor, with responsibility for renewals consistent with section 4 of this
policy. The City reserves the right to cancel any sponsorship agreement at any
time should the arrangement no longer meet the eligibility requirements of the
Sponsorship Policy or should the arrangement no longer be considered
compatible with values, image, assets or interests of the City of Windsor;
5.4.3
The sponsorship must not confer a personal benefit, directly or indirectly, to
any particular City employee, volunteer, elected official or member of the
City's related ABCs. City staff and volunteers are governed by the City of
Windsor Employee and Volunteer Code of Ethics and Conflict of Interest
Policy;
Corporate Sponsorship Policy
Page 4 of 5
5.4.4
The sponsorship must not create an ongoing financial obligation for the City;
5.4.5
Sponsorships shall conform to all applicable federal and provincial statutes,
and to all applicable City bylaws, policies and practices;
5.4.6
The sponsorship must not interfere with existing contractual obligations;
5.4.7
The sponsorship must not unduly detract from the character, integrity, aesthetic
quality or safety of property or unreasonably interfere with its enjoyment or
use;
5.4.8
The sponsorship must not result in, or be perceived to result in preferential
treatment for the sponsor outside of the sponsorship agreement.
5.5
Sponsorship Eligibility and Restrictions:
5.5.1
To protect the privacy of Windsor's residents, sponsors are not to have access
to personal information held by the City;
5.5.2
No form of indemnification will be provided to any sponsor without the
express approval of the City Solicitor;
5.5.3
Sponsors are prohibited from implying that their products, services or ideas
are sanctioned by the City of Windsor;
5.5.4
There shall be no actual or implied obligation for the corporation to purchase
products or services from the sponsor.
5.6
Definitions:
"Advertising" denotes the sale or lease of advertising or signage space on City-
owned property. Unlike sponsorship, it involves the use of public advertising
contracted at pre-determined rates for a set period of time. Advertising does not imply
any reciprocal partnership arrangement since the advertiser is not entitled to any
additional benefits beyond access to the space.
"A donation" (gift), as defined in the Income Tax Act, is a voluntary transfer of real
or personal property without valuable consideration.
"Naming rights" is the right to name a piece of tangible property or an event in
exchange for financial considerations, documented in an agreement signed by all
parties.
"Municipal property, buildings and park elements" include City-owned buildings,
rooms and elements within those buildings, parks and elements of parks including
walkways, bicycle paths, fountains, squares, gardens, landscape features, bridges, etc.
"Sponsorship" is a mutually beneficial business arrangement wherein an external
party, whether for profit or otherwise, provides cash and/or in-kind services to the
City in return for commercial advantage. This may take the form of publicity,
promotional consideration, merchandising opportunities, etc. Because of these
marketing benefits, a sponsorship does not qualify for a tax receipt.
"Value-in-kind" is a sponsorship received in the form of goods and/or services
rather than cash.
5.7
The following City of Windsor Policies apply to this policy:
Corporate Sponsorship Policy
Page 5 of 5
5.7.1
Donations Policy;
5.7.2
Code of Conduct for Members of Council;
5.7.3
Code of Ethics/Conflict of Interest Policy;
5.7.4
Naming/Renaming or Dedicating of Municipal Property, Buildings and
Park Elements;
5.7.5
Coat of Arms Policy;
5.8
The City's Communications Standards are available upon request.
6.
RECORDS, FORMS AND ATTACHMENTS
6.1
Documents and records generated as a result of this policy will be maintained in
accordance with the City of Windsor Records Retention By-law 21-2013.