While public funding supports libraries, donations allow libraries to expand their core services, providing a better experience for everyone.

Acceptance of Donations
The Region of Waterloo Library gratefully receives monetary donations for library materials, programs and services. Donations may be made in-person at a branch, by mail, or online through the Library website. Books donated by local authors, or items of local historical significance, may be considered, provided they adhere to the Library’s Materials Selection Policy.

Donations will generally be accepted from individuals, partnerships, corporations, organizations, government agencies or other entities without limitations, unless acceptance of gifts conflicts with the values, mission, needs, goals, policies or best interests of the Region of Waterloo Library. The Library reserves the right to refuse donations it deems unsuitable.

Types of Gifts
The Library may accept the following types of gifts:

• Cash
• Publicly traded stock and securities
• Bequests
• Property of significant value, such as real estate or securities
• RRSP/RRIF
• Life insurance
• Gifts-in-kind or services-in-kind
• Library items, such as books, print materials, and audio-visual materials
• Art and photographic works
• Equipment or non-traditional collection materials, such as musical instruments, technology, makerspace items, etc.

Financial donations may be allocated for use at a specific branch or branches. However, donated books and circulating materials cannot be guaranteed to remain in a specific branch as the Library’s collections float to all locations. Acceptance of non-cash donations is at the discretion of the Manager, Library Services.

Donated funds should be accompanied by the RWL Donation Form, and may be used to purchase items or enhance programs and services. Cheques must be made payable to Region of Waterloo Library. Library staff will do their best to honour the donor’s wishes, while following the Library’s Material Selection Policy, or programming guidelines. Donated funds will not be used to pay for utilities, building maintenance, administrative expenses, or other expenses typically supported by the Library’s annual operating budget or recurring core capital budgets.

Programs or events funded by donations will be presented for public enjoyment a minimum of 12 weeks following receipt of the funds, to allow time for planning and promotion.

Local author donors should contact the Library Collections Coordinator via libhq@regionofwaterloo.ca. Whenever possible, the Library will offer to purchase books by local authors, in lieu of accepting a donation. Information on registering with local book vendors will be provided to the author.

Local History items will be considered according to the Library’s Local History Collection Policy. Please contact the Library Collections Coordinator via libhq@regionofwaterloo.ca for more information.

Refusal of Gifts
The Library reserves the right to refuse a donation or sponsorship opportunity if it is determined to be unsuitable or not beneficial to the Library.

Declining a donation or sponsorship opportunity will be done in writing, with consultation from Legal Services. Donors contributing to the Library’s circulating collection will not be notified of refused items.

Charitable Tax Receipts
Charitable tax receipts will be issued for monetary donations of $10.00 or more to donors, in accordance with the requirements of the Income Tax Act. Charitable tax receipts are not provided for the donation of physical items, regardless of donor, acceptance, or value.

For gifts-in-kind or services-in-kind, an official receipt will be issued for the fair market value or invoiced price. A copy of any such invoice must be provided before a receipt can be issued. An official receipt will be issued for the fair market value based on a written appraisal from a qualified appraiser or the Library’s assessment of fair market value. The Library reserves the right to require the donor to pay the cost of the written appraisal or to provide an appraisal that is satisfactory to the Library.

The Library will not issue official donation receipts for gifts (cash or non-cash gifts) it receives from other registered charities. The Library can acknowledge gifts received from other registered charities by way of a letter or ordinary receipt. The charity should still provide its registration number to the Library for reporting requirements.

Donor Records
The Library will maintain records of donors. The information contained in these records will remain confidential unless the donor agrees otherwise.

The privacy of donors will be respected in compliance with the Municipal Freedom of Information and Protection of Privacy Act of Ontario (MFIPPA).

The Library may use donor lists for the solicitation of future gifts (donations). The Library does not share, sell or trade donor lists.

Recognition of Support
The Library supports a formal recognition program to acknowledge donor contributions. The form, contents and duration of such recognition shall be at the discretion of the Library.

Donors shall be provided with a level of recognition commensurate with their contribution.

Donors will be notified of any recognition and given the opportunity of anonymity.

Items purchased with donated funds will be acknowledged with standard RWL bookplates as requested. Gift donations to the Library collection may be acknowledged with cards distributed to the donor.

Click here for more information about how to donate to the Region of Waterloo Library.