item 22 - sponsorship policy€¦ · sponsorship policy item 22 september 11, 2015 ... "naming...

Sponsorship Policy

Item 22September 11, 2015

Resident Services Committee

To: Resident Services Committee Report: RSC:2015-27

From: Interim President and Chief Executive Officer

Date: May 15, 2015 of 3

Strategic Plan Priority

Vibrant Communities:

Economic Opportunities

Strengthening Communities and Resident Leadership

RECOMMENDATIONS:

It is recommended that the Resident Services Committee accept this report for review and forward it to the Board of Directors for approval.

REASONS FOR RECOMMENDATIONS:

Background & Rationale

Sponsorship activities offer Toronto Community Housing (TCHC) the opportunity to leverage its finite resources for a higher return on investment and the enrichment of programs, properties, and the lives of residents. Over the years, TCHC has entered into sponsorship arrangements but has done so in the absence of a Board Policy.

The main purposes of the Sponsorship Policy is to:

Articulate the circumstances under which Toronto Community Housing may engage with external organizations in sponsorship agreements;

Provide a framework and accountabilities that facilitate, support and foster opportunities for sponsorship arrangements; and,

Delineate core principles for vetting, implementing and evaluating these arrangements.

Implementation of the Sponsorship Policy will facilitate the ability of Toronto Community Housing staff to pursue sponsorship agreement with greater accountability, less corporate risk, and more explicit emphasis on the proposed return on investment.

Sponsorship Policy

Report: RSC:2015-27 of 3

Anticipated Impact

This Policy will support the ability of Toronto Community Housing to solicit and consider sponsorship opportunities (both as the Sponsoree and as the Sponsor).

It is anticipated that implementation of the Sponsorship Policy will quickly result in greater return on investment from sponsorship agreements.

Consultation

In preparing the Sponsorship Policy, a total of twenty-five (25) staff across ten Toronto Community Housing Divisions were invited to provide input into draft version. Of those who provided feedback, some gave feedback through in-person discussions, some reviewed draft documents, and some delegated the review of documents. In addition, relevant policies from a number of external organizations were consulted.

IMPLICATIONS AND RISKS:

Implementation

The Board’s Sponsorship Policy will be supported by an operational procedure approved by TCHC’s Executive Leadership Team (ELT). A copy of the procedure which has been adopted “in principle” by the ELT is attached to this report as reference information (see Attachment 2). Subject to the Board’s approval of this Policy, the procedure will be revised, as necessary, and formally approved by the ELT.

Following approval of the Sponsorship Policy, the following measuring will be taken over two months to facilitate implementation of the Policy:

Review of existing resource structure; initiate implementation of any necessary changes;

Establish a Sponsorship Review Committee;

Facilitate a meeting with relevant staff to walk through the key elements of the Policy and Procedure, and Q & A;

Communicate the Policy via email to all staff; and

Hold an open information session for staff on the Policy and Procedure.

Resource Implications

Following approval of the Sponsorship Policy, Resident and Community Services will review its resources that currently support sponsorship activities to ensure that it has a structure/resources in place to provide for a robust sponsorship program. In the short term,

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Report: RSC:2015-27 of 3

this may result in a realignment of roles & responsibilities, and will focus on doing so within existing resources.

Risks

The Policy will reduce risk by setting out explicit criteria for disallowing sponsor arrangements with types of organizations that could result in a negative impact on the corporate reputation of Toronto Community Housing.

“Greg Spearn”

Greg Spearn Interim President and Chief Executive Officer

Attachments: 1: Sponsorship Policy 2: Sponsorship Procedure

Staff Contacts:

Glenys Babcock 416-981-4083Senior Manager, Planning & Business Support [email protected] Lenna Bradburn 416-981-4440Vice-President, Resident & Community Services [email protected]

Item 22 – September 11, 2015 RSC Meeting

Report: RSC:2015-27 ATTACHMENT 1

[Sponsorship Policy /Effective Date]

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Sponsorship Policy

Policy Owner: Resident and Community Services

Approval: Board of Directors

First Approved: n/a – new Policy

Effective Date: July 2015

Policy Statement

Toronto Community Housing welcomes mutually beneficial Sponsorships that create new value, a higher return on investment, and/or enrich programs, properties, and the lives of residents, while at the same time safeguarding the organization's corporate values, reputation, assets, and interests.

This Policy establishes a Sponsorship protocol for Toronto Community Housing to accept from, or provide to, an external organization a financial contribution or in-kind goods or services in exchange for negotiated benefits.

The purpose of this Policy is to articulate the circumstances under which Toronto Community Housing may enter into Sponsorships and to outline the processes Toronto Community Housing has in place to support the Sponsorship, including:

Providing a framework that facilitates, supports and fosters Sponsorship opportunities;

Articulating the circumstances under which Toronto Community Housing may engage with external organizations in Sponsorships arrangements;

Delineating core principles for vetting, implementing and evaluating these arrangements; and,




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Outlining mechanisms to monitor all Toronto Community Housing Sponsorship arrangements for compliance with this Policy.

This Policy was created to support Toronto Community Housing’s desire to take a strategic approach to engaging in Sponsorship relationships and to reap the benefits of those relationships.

Further, the Policy was created, in part, to help ensure that Sponsorships support the goals, values, and mission of the corporation, and to ensure there are explicit and detailed agreements with all Sponsors.

The expected and desired outcome of this Policy is to establish a transparent process of engaging in Sponsorships and to leverage Toronto Community Housing resources to deliver additional benefits to Toronto Community Housing residents. Definitions "Donation" means a voluntary transfer of cash, goods, services or property that is made without expectation of any benefit of any kind accruing to the donor, or to any individual or organization designated by the donor. Donations do not constitute a sponsorship since no reciprocal consideration is sought.

"Estimated Value" includes both cash and in-kind contributions by the Sponsor over the entire agreement. The Estimated Value of a multi-year Sponsorship agreement is the total value over all years, and must be approved for the total value. For example, a Sponsorship agreement for $45,000 per year over three (3) years has an Estimated Value of $135,000 and must be approved for $135,000.

"Naming Rights" are a type of Sponsorship in which an external organization company, organization, enterprise, association or individual purchases the exclusive right to name an asset or venue (e.g., a scholarship, building, meeting room, laneway, event) under specific terms. The Naming Right maybe sold or exchanged for financial or other valuable consideration.

"Partnership" refers to a relationship that Toronto Community Housing has with external individuals or organizations that is characterized by both entities working




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together towards a common goal without consideration of any commercial, promotional, or other benefit that may or may not arise.

"Signage Rights" include a Sponsor’s trademark, name or logo appearing on event banners, posters, approved printed material, displays, souvenirs, websites, and direct marketing material in a design approved by Toronto Community Housing.

"Sponsor" refers to the individual or organization that provides a financial or in-kind contribution and receives promotional compensation for that contribution.

"Sponsoree" refers to the organization that accepts a financial or in-kind contribution in exchange for specified benefits to the Sponsor.

"Sponsorship" is a mutually beneficial business arrangement wherein an external organization or individual provides a financial or in-kind contribution of goods or services to another organization in exchange for specified marketing, promotion or other material or commercial benefits. Sponsorship is not a Donation, nor is it paid advertising. Scope

Sponsorships may include, but are not limited to:

Sponsorship by or of for-profit, governmental, academic, not-for-profit, and charitable organizations; and,

Financial contributions and through in-kind provision of goods or services made in exchange for Sponsorship opportunities.

Eligible Sponsorship activities for the Policy may include:

Marketing, media, and promotional arrangements with commercial and non-commercial entities;

Naming Rights or renaming of Toronto Community Housing assets, or components of Toronto Community Housing assets, including both tangible (e.g., property, buildings, structures) and intangible (e.g., programs, events, or parts thereof);




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Sponsorship of an event, program, activities or service;

Signage Rights;

Distribution of approved products or materials at a special event (e.g., soccer balls); and,

Making products and services available at an event (e.g., internet access, meals), or for ongoing purposes (e.g., donation of computers in resident community computer labs in exchange for promotional consideration).

This Policy does not apply to:

Donations, both financial and in-kind;

Grants;

Partnerships;

Financial and in-kind contributions stipulated in non-Sponsorship contractual agreements; and

City of Toronto Sponsorships. Principles

Sponsorship opportunities and activities must align with one or more of the following overarching principles:

Sponsorships must generate financial benefits (e.g., revenue or cost avoidance) that improve return on Toronto Community Housing investment;

improve efficiency and/or the impact of Toronto Community Housing’s operations, service delivery, assets, or communications;

improve the quality of Toronto Community Housing buildings and homes, foster healthier and more vibrant communities, enhance the quality of life of Toronto Community Housing residents, and improve Toronto Community Housing’s ability to deliver service excellence;




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enhance the reputation and/or profile of Toronto Community Housing;

Toronto Community Housing shall retain ownership and control over any sponsored property;

all Sponsorships shall be confirmed by agreement in writing; and,

benefits to Sponsors are limited to those benefits expressly stated in a Sponsorship agreement.

While this Policy is not subject to Toronto Community Housing’s Procurement Policy, it embraces the guiding principles of pursuing Sponsorship activities in a fair, open, and transparent manner, and without discrimination to any interested parties. Policy Details

Roles and Responsibilities

Toronto Community Housing has clearly delineated roles and responsibilities for the administration of this Policy.

Eligibility Criteria for Accepting Sponsorship Opportunities

Criteria for accepting Sponsorship opportunities

Whether Toronto Community Housing is acting as a Sponsor or a Sponsoree, the Sponsorship must be aligned with Toronto Community Housing’s goals, values and mission (as delineated in the Strategic Plan), be feasible to implement, and generate a good return on investment and other acceptable benefits, and is otherwise consistent with the Principles outlined above. As directed in the Shareholder Direction, Toronto Community Housing residents will be consulted regarding some levels and types of proposed Sponsoree activities that directly affect the residents.

All Sponsorships must not create an ongoing financial obligation for Toronto Community Housing beyond the term of the arrangement.




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Criteria for rejecting Sponsorship opportunities

Toronto Community Housing will consider all reasonable sponsorship opportunities and qualified proposals, but has no obligation to accept any of them. Toronto Community Housing reserves the right to refuse any proposal for any reason, including but not limited to, those submitted by organizations whose activities are perceived to be incompatible with the goals, values or mission of Toronto Community Housing, or from parties whose reputation could, in Toronto Community Housing’s sole opinion, prove detrimental to Toronto Community Housing’s image

Toronto Community Housing will also not accept Sponsorships (either directly or through third-party arrangements), and will reserve the right to terminate any existing Sponsorship agreements that Toronto Community Housing deems to:

result in, or perceived to result in any competitive advantage, benefit or preferential treatment for the Sponsor outside of the Sponsorship agreement;

contravene any Toronto Community Housing Policy or guidelines on the types of advertising that may be accepted;

promote or support involvement in the production, distribution, and sale of weapons and other life-threatening products;

promote alcohol or tobacco;

present demeaning, derogatory or stereotypical portrayals of individuals or groups, or contain any message that it is likely to cause deep or widespread offence;

promote religious or political messages that might be deemed prejudicial to other religious or political groups;

violate any federal, provincial or municipal law or regulation, or any other applicable Toronto Community Housing by-law or Policy;

interfere with any existing Toronto Community Housing contractual obligations;

be inconsistent with the goals, values or mission of Toronto Community Housing; or,




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confer a personal benefit, either directly or indirectly, on any particular Toronto Community Housing employee in contravention of Toronto Community Housing’s Conflict of Interest Policy.

Further, Toronto Community Housing will not accept Sponsorship opportunities or proposals that are not feasible to implement, in terms of timing and required resources, or that pose too many operational and reputational risks to Toronto Community Housing. Toronto Community Housing will also not engage in Sponsorship activities in cases when the total costs and risks outweigh the total benefits.

Unsolicited and solicited sponsorship processes

Toronto Community Housing adopts an open, equitable and efficient approach when reviewing and engaging in sponsorship activity. All sponsorship activities will be evaluated against Toronto Community Housing’s sponsorship criteria and principles.

Potential Sponsors must not be canvassed if they have submitted a bid for a Toronto Community Housing procurement call that has not yet been awarded.

Potential Sponsors must not be canvassed if it is known that they plan to bid on a current Toronto Community Housing procurement call.

Potential Sponsors must not be canvassed in a manner that uses or implies coercion. Potential Sponsors that decline solicitation for contributions shall not be penalized.

Approval Thresholds

The signing authority for a Sponsorship agreement depends on both the Estimated Value of the Sponsorship agreement and the estimated corporate risk associated with entering into the Sponsorship agreement. Approval thresholds are based on these two criteria, as delineated in the Sponsorship Procedure.

Sponsorship Agreement Terms

All Sponsorship agreements must be arranged for a fixed term.




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All external Sponsors must attest that:

they entered the Sponsorship voluntarily, without influence from any other party;

the Sponsorship is not made to influence any Toronto Community Housing procurement decisions for the benefit of the Sponsor or any other party;

the Sponsor has not submitted a bid for a Toronto Community Housing procurement call that has not yet been awarded; and,

the Sponsor is not planning on bidding on a current Toronto Community Housing issued procurement call.

Compliance and Monitoring

All Sponsorship agreements must be identified and documented. Annually, all active Sponsorship agreements will be reported to the Board of Directors.

Sponsorship arrangements that pre-date this Policy must be compliant to this Policy within twelve (12) months after the approval of this Policy. While it is desired that Sponsorship arrangements that pre-date this Policy will be grandparented in and become subject to this Policy as of 12 months from the date this Policy is activated, existing Sponsorship agreements and other arrangements will be honoured, if appropriate.

Related Policies and Procedures

Conflict of Interest Policy

Sponsorship Procedures

Procurement Policy

Employee Code of Conduct




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Commencement and Review

Revision Date Description of changes ApprovalFirst approval:

tbc New Board of Directors

[Revision #] [List change as major or minor and describe nature of change]

Last review:

Next Scheduled Review Date: July 2017



Sponsorship Procedure/ ELT “In Principle” (May 12, 2015)

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Sponsorship Procedure

Procedure Owner: Resident and Community Services

Approval: Executive Leadership Team

First Approved: tbc

Effective Date: tbc

Purpose The purpose of this Procedure is to set out the administrative actions to be taken by Toronto Community Housing to implement the Sponsorship Policy.

Scope This Procedure applies to all Toronto Community Housing employees who:

receive requests from, or initiate discussions with, external organizations to engage in a Sponsorship relationship;

solicit Sponsorships from external organizations on behalf of Toronto Community Housing, including the identification, cultivation, and stewardship of prospective Sponsors of the organization; and,

manage some aspect of acquiring, negotiating, or facilitating a Toronto Community Housing Sponsorship agreement.

The Procedure applies to all Sponsorships solicited by, offered to, and received by Toronto Community Housing.




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Definitions "Donation" means a voluntary transfer of cash, goods, services or property that is made without expectation of any benefit of any kind accruing to the donor, or to any individual or organization designated by the donor. Donations do not constitute a Sponsorship since no reciprocal consideration is sought.

"Estimated Value” includes both cash and in-kind contributions by the Sponsor over the entire agreement. The Estimated Value of a multi-year Sponsorship agreement is the total value over all years, and must be approved for the total value. For example, a Sponsorship agreement for $45,000 per year over three (3) years has an Estimated Value of $135,000 and must be approved for $135,000.

"Sponsor" refers to the individual or organization that provides a financial or in-kind contribution and receives promotional compensation for that contribution.

"Sponsoree" refers to the organization that accepts a financial or in-kind contribution in exchange for specified benefits to the Sponsor.

"Sponsorship” is a mutually beneficial business arrangement wherein an external organization or individual provides a financial or in-kind contribution of goods or services to another organization in exchange for specified marketing, promotion or other material or commercial benefits. Sponsorship is not a Donation, nor is it paid advertising. Roles and Responsibilities The Resident & Community Services Division ("RCS") is the lead for coordinating and establishing enterprise excellence for Sponsorship activities within Toronto Community Housing. Roles and responsibilities of RCS include:

reviewing and updating the Sponsorship Policy and Sponsorship Procedure to incorporate best practices and align with other internal processes;

working with business units to review and evaluate potential Sponsorship agreements and activities, including cost-benefit analysis and risk




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assessment, and to identify or maximize Sponsorship opportunities that create new value or a higher return on investment;

advising business units of Sponsorship strategies, processes, and approaches;

identifying any real, potential or apparent conflict of interest that may result from Toronto Community Housing’s role as Sponsor or Sponsoree and reporting such conflict to the CEO;

developing a standard Sponsorship agreement template, and assisting business units with the preparation of Sponsorship documents, including proposals and agreements;

liaising and negotiating with external parties involved in the proposed Sponsorship agreement, including agencies responsible for delivering Sponsorship consulting and/or brokerage services for Toronto Community Housing, as required;

tracking and recording Sponsorship agreements and activities in a central database;

conducting periodic reviews and audits of all Sponsorship agreements and activities to ensure compliance with all relevant Policies and Procedures; and,

reporting Sponsorship agreements and activities to the Toronto Community Housing Executive Leadership Team through the annual business planning process, budget reporting, and an annual report to the Board of Directors.

The lead business units within Toronto Community Housing are responsible for:

ensuring that all Sponsorship activities and executed agreements comply with compliance with all relevant Policies and Procedures; and that staff abide by its provisions.

ensuring that Sponsorship activities are in compliance with Toronto Community Housing’s Conflict of Interest Policy. To the extent that any real, potential or apparent Conflict of Interest is identified, the Business unit should immediately report the conflict to the Vice President of RCS.




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confirming Sponsorship opportunities align with Toronto Community Housing’s vision, mission and values;

estimating the level of risk of the Sponsorship opportunity;

developing specific evaluation criteria for the proposed Sponsorship opportunity;

leading development of a Sponsorship agreement;

ensuring that all Sponsorship activities and executed agreements comply with the Sponsorship Policy and that staff abide by its provisions;

identifying or proposing Sponsorship opportunities, including Estimated Value and other benefits and potential costs to RCS;

soliciting and incorporating input from residents, wherever relevant;

developing performance metrics for monitoring Sponsorship activities;

evaluating the impact of Sponsorship agreements and activities, according to established criteria and metrics;

leading all necessary consultations with internal stakeholders who are directly or indirectly impacted by the Sponsorship agreement;

approving and/or obtaining all necessary internal approvals;

preparing all Sponsorship documentation and reports and providing this information to RCS;

working with the Strategic Communications Division to prepare any communications plans for Sponsorship opportunities (as required); and,

executing, activating and implementing final Sponsorship activity benefits and agreements.

The Legal Services Division is responsible for:

approving new Sponsorships in accordance with the Approvals section below;

working with the Human Resources Division to assist in assessing and, when necessary, prescribing appropriate responses to any real, potential or apparent Conflicts of Interest reported by Toronto Community Housing employees;




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assisting in identifying any risks related to fairness, openness and transparency in the Sponsorship process and evaluation criteria;

assisting with identifying corporate legal risks; and,

assisting in developing a standard Sponsorship agreement, and negotiating legal terms, as required.

The Finance Services Division is responsible for:

approving new Sponsorships in accordance with the Approvals section below; and,

assisting business units in calculating the Return on Investment (ROI), as required.

The Human Resources Division is responsible for:

working with the Legal Services Division to assist in assessing and, when necessary, prescribing appropriate responses to any real, potential or apparent Conflicts of Interest reported by Toronto Community Housing employees.

The Strategic Communications Division is responsible for:

advising on available communication assets, marketing benefits, and stakeholder relations opportunities for Sponsorship activities;

assessing the impact of a potential Sponsorship agreement on customers, stakeholders, and the general public; and,

developing communications plans for Sponsorship activities (as required) with business units.

Sponsorship Review Committee

A Sponsorship Review Committee (“the Committee”) will be established with representation from: RCS (Chair), Strategic Communications, Legal Services, and Finance Services. The lead business unit and other internal stakeholders

impacted directly or indirectly may be asked to participate as needed.




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Terms of Reference

The Committee will review and approve Sponsorship opportunities as per the Approval Thresholds section below.

The Committee will ensure consistency in Toronto Community Housing’s Sponsorship agreements and activities, and in particular, confirm and approve:

the scope of the Sponsorship opportunity;

the suitability of Sponsorship opportunity, in terms of alignment with Toronto Community Housing’s strategic objectives and mandate;

the estimated level of financial, operational, legal and reputational risk estimated by the lead business unit;

feasibility of implementation (e.g., confirming availability of communication and advertising assets, realistic timelines);

the need to engage external expertise to help with the Sponsorship opportunity;

appropriate and sufficient input from residents has been solicited; and,

evaluation of ROI and analysis of other benefits associated with the Sponsorship activity for Toronto Community Housing.

RCS will call a Committee meeting on an as needed basis as potential Sponsorship opportunities are identified. The Committee may also meet and vote by proxy so as to remain responsive to new Sponsorship opportunities. Criteria for Accepting Sponsorship Opportunities

Unsolicited & Solicited Sponsorship Processes

Toronto Community Housing adopts an open, equitable and efficient approach when reviewing and engaging in Sponsorship activity. Whether Toronto Community Housing is acting as Sponsor or Sponsoree, and whether the proposal is unsolicited or solicited, all proposed Sponsorship agreements and activities will be evaluated against the values, principles, and criteria delineated in the Sponsorship Policy, and the Sponsorship Procedures, as well as against




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other any other specific criteria established by Toronto Community Housing of a business unit lead.

Criteria for Accepting Sponsorship Opportunities

The following criteria shall be evaluated by the business unit, in collaboration with RCS, Legal Services Division, Finance Services Division and Strategic Communications Division:

Criteria Description Evaluation Notes1. Alignment with Toronto Community Housing goals, values or mission

The Sponsorship agreement and activities further achievement of Toronto Community Housing's strategic goals, objectives, values, mission or strategic business priorities.

If one or more third-parties are involved in the Sponsorship agreement, there are no perceived reputational concerns in terms of Toronto Community Housing’s association with any of those parties.

The Sponsorship agreement and activities do not result in any real, potential or apparent conflict of interest.

The Sponsorship agreement and activities shall not have an adverse impact on the quality or integrity of any Toronto Community Housing property and/or assets, and should safeguard the organization's corporate values, reputation, assets, operations, and interests.

Toronto Community Housing’s existing contractual relationships, including any exclusive agreements, must not conflict with the proposed Sponsorship agreement.

Strategic Communications Division to advise, as required. Consider from a risk perspective (e.g., likelihood and impact). Can the risk be mitigated?

Business unit to determine with the Legal Services Division and any impacted stakeholders. Consider from risk perspective (e.g., likelihood and impact). Can the risk be mitigated?

Legal Services Division to advise, as required.

2. Feasibility of Implementation

Toronto Community Housing is capable of implementing the Sponsorship agreement and activities in terms of operational logistics, timing and resources required.

Business unit to determine with any impacted stakeholders.




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The timing of the new Sponsorship activity shall not interfere with other existing or planned Toronto Community Housing communication campaigns, programs or activities.

If a Sponsor/Sponsoree is actively involved in a current procurement with Toronto Community Housing, potential conflict of interest, or reputational risks should be reviewed. Considerations should include the value of the Sponsorship opportunity (e.g., the higher the value, the higher the potential risk), and relation the Sponsorship opportunity has to the business unit leading the Procurement. If it is determined that there is no conflict of interest and low reputational risk, then the Sponsorship agreement can proceed.

Strategic Communications to advise, as required.

Legal Services to advise, as required.

3. Return on Investment and Other Benefits

Benefits for when Toronto Community Housing is either a Sponsor or Sponsoree should be for business-related purposes.

Documentation of the disposition of benefits will be kept on file by the business unit and reported to RCS.

Quantitative analysis of benefits should include, but is not limited to the following:

Estimated Value of proposed public exposure for Sponsor or Sponsoree, compared to the cost of buying similar exposure with a similar target audience.

For in-kind exchanges, comparison of the estimated market value of each good/service being exchanged.

Estimated costs of doing a project or delivering a program in-house, and comparing it to the costs of activating a Sponsorship agreement.

Comparison of the total Estimated Value, including revenues, for Toronto Community Housing as a result of the Sponsorship agreement and activities to

Finance Services Division can assist with these calculations




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the baseline of revenues, if Toronto Community Housing were not to pursue the Sponsorship.

For all Sponsorship activities, the ROI must be calculated. The ROI formula is:

ROI= Total value received by Toronto Community Housing – Total costs to Toronto

Community Housing Total costs to Toronto Community Housing

Qualitative Analysis of Benefits should include, but is not limited to:

Strengthening of alignment with brand and target audiences;

Audience reach and Sponsorship profile;

Recognition and exposure in promotional and advertising materials;

Opportunities for staff to participate in the Sponsorship activity, without receiving any benefits that would be inconsistent with Toronto Community Housing’s Conflict of Interest Policy; and

Opportunities to build key relationships with residents, stakeholders, the public, and other participants of the Sponsorship activity.

The target ROI is a minimum of 25%.

Business units should also develop more specific criteria related to the nature of the Sponsorship opportunity, such as: credibility, relevance, leveraging potential, and experience of the Sponsor or Sponsoree. Also, business units may want to ensure Sponsorship alignment and “fit” with: business need, brand, target audience, customer experience, budget constraints, etc.




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Sponsorship Agreement Approvals

Agreement Terms and Conditions

Sponsorship agreements parameters include, but are not limited to the following:

Sponsorship activities must not interfere with existing contractual obligations;

Benefits to the Sponsor or Sponsoree must be limited to those expressly stated in the Sponsorship agreement and must be commensurate in size and scope to the Sponsorship activity;

Toronto Community Housing must retain ownership and control over its intellectual property (including any Sponsored property);

Toronto Community Housing must approve all references to the Sponsorship activity in press releases prior to any release of communications;

The Sponsorship agreement shall include provisions governing the use of Toronto Community Housing’s name, logo or trademark;

The Sponsorship agreement shall include a waiver from liability and an indemnity clause for damages or losses incurred by Toronto Community Housing;

The Sponsorship activity must be for a fixed term and must not create any ongoing financial obligation beyond the term of the agreement;

The Sponsorship agreement must include remedies for poor performance on the part of the Sponsor, including an exit strategy should the Sponsorship arrangement prove to be a reputational or financial risk to Toronto Community Housing;

The Sponsorship agreement must contain an acknowledgement that Toronto Community Housing does not endorse the products, services or ideas of any Sponsorship party; and,

All Sponsors must attest that:

- They entered into the Sponsorship voluntarily, without influence from any other party;




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- The Sponsorship is not made to influence any Toronto Community Housing procurement decisions for the benefit of the Sponsor or any other party;

- The Sponsor has not submitted a bid for a Toronto Community Housing procurement call that has not yet been awarded; and,

- The Sponsor is not planning on bidding on a current Toronto Community Housing issued procurement call.

Approval Thresholds

Approval and authorization for a Sponsorship agreement depends on both the Estimated Value of the Sponsorship agreement and the estimated corporate risk associated with entering into the Sponsorship agreement.

The Estimated Value/risk thresholds include all accumulated costs, revenue, applicable taxes, and/or value-in-kind trades over the life of the Sponsorship agreement, not Estimated Values/risk per year.

The lead business unit is responsible for identifying the Estimated Value and the risk threshold of the Sponsorship opportunity. Guidelines for identifying and measuring risk will be provided to all business units.

In addition to standard corporate risk assessments, Sponsorship risk includes consideration of whether the Sponsorship agreement is essential or non-essential contributor to a Toronto Community Housing program, event or other initiative: to what extent, would the unanticipated termination of the Sponsorship agreement result in Toronto Community Housing's inability or substantial reduction in its ability to carry out a program, event or other initiative with associated consequences.

The lead Business unit is responsible undertaking the appropriate consultation and for securing the appropriate approval level as set out below.

Estimated risk will be estimated by the lead business unit and approved by the Sponsorship Committee.




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Approvals for Sponsorships Agreements with Toronto Community Housing as the Sponsoree

Estimated Value

Estimated Risk Consultation Required

Highest Level of Approval Required

<$50,000

Low Not required

moderate Director Sponsorship Committee

High Division Head, Legal Services Division

$50k-$99,999

Low Not required Sponsorship Committee moderate Director, Division Head

High Division Head, Legal Services Division CEO

$100k-$499,999

Low Division Head

Finance Services Division Sponsorship Committee

moderate Division Head, Legal Services Division, Finance Services

Division CEO

High

$500k or more

Low Division Head, Legal Services Division,

Finance Services Division CEO

moderate

High CEO, Division Head, Legal Services Division, Finance

Services Division Board of Directors




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Compliance and Monitoring

a) Monitoring and Post-Sponsorship Evaluation

It is the responsibility of the lead or recipient business unit to review the Sponsorship activities and to ensure that the respective parties are adhering to the terms of the written agreement.

Following the completion of a Sponsorship agreement, or at the end of the fiscal year for a recurring Sponsorship activity, the lead or recipient business unit will draft a report outlining:

a process evaluation, including successes, challenges, and lessons learned;

a results evaluation against pre-determined output, outcome, and impact targets;

media impressions and/or stakeholder or resident feedback;

attendance, participation or adoption rates; and

re-evaluation or validation of ROI calculation and benefit analysis.

This report shall be submitted to RCS for inclusion in a central database for Sponsorship activities and to inform an annual report for Toronto Community Housing Board of Directors.

b) Documentation for Reporting

Sponsorship documentation will be consolidated in a central database by RCS, and to inform reporting to the Executive Leadership Team and/or Board of Directors. RCS will report semi-annually to the Executive Leadership Team and annually to the Board of Directors on all active Sponsorship agreements. c) Compliance

Failure to comply with the Sponsorship Procedure may result in disciplinary action.




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Other Related Policies/Procedures

Sponsorship Policy

Gift Distribution to Residents Procedures

Conflict of Interest Policy

Employee Code of Conduct

Commencement and Review Revision Date Description of changes Approval

First approval: TBD New Executive Leadership Team

Revision # 1 n/a

Last review: n/a

Next Scheduled Review Date: XX 2017

item 22 - sponsorship policy€¦ · sponsorship policy item 22 september 11, 2015 ... "naming...

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