- Policy On Approval of Adjacent Events
- Gift Acceptance Policy and Procedures
- FRSM’s Statement of Fundraising Ethics
POLICY ON APPROVAL OF ADJACENT EVENTS
POLICY FOR MANAGING REQUESTS FOR USE OF SPACE ADJACENT TO AND, IN THE CASE OF THE PARKING LOT, A FACILITY OF THE ROYAL SASKATCHEWAN MUSEUM (RSM).
Purpose
Upon occasion, members of the public may wish to hold events or rallies on property adjacent to the RSM. The process in these cases is for them to apply for permission to do so to the Wascana Centre. Assuming that permission is granted – and it generally is – it is subject to the RSM granting permission. The purpose of this policy is to ensure all users are treated equally.
Policy
Upon notification from Wascana Centre that it has approved an event pending RSM approval, the Director will consider the application. If the Director has any concerns, they will first be raised with Wascana Centre and the ministry will be notified. When granting approval, the Director will correspond to the applicant approving the event under the following conditions:
- There is an expectation that visitors to the RSM will not be unduly disturbed by any noise from the event;
- Use of a public address system will be consistent with Wascana Centre guidelines (95 decibels maximum) and that neither the noise nor participants in the event will interfere with staff of or visitors to the RSM;
- There is an expectation that signage for the Royal Saskatchewan Museum will be respected and not used in a manner that associates the museum with the event;
- All event activities must maintain a respectful distance – a minimum of 40 meters - from entrances to the RSM;
- Access to the RSM must not be impeded or intimidated.
- Event participants are welcome to use washroom facilities at the RSM but any signage, including handouts or pamphlets related to the event must be left outside the RSM and at least 40 meters from its entrances.
- the RSM should not be referred to in advertising for the event.
- Event participants are reminded that the parking area is designated for use by RSM staff, visitors and any paid parking customers.
- Event organizers are cautioned that future use by organizations not meeting these expectations may be limited as a result of any inconsistencies with these expectations.
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GIFT ACCEPTANCE POLICY AND PROCEDURES
I. Purpose
Our Mandate: The Royal Saskatchewan Museum (RSM) furthers an understanding of Saskatchewan's natural history and aboriginal cultures, past and present. It communicates that understanding through all available media, especially exhibits and publications, in a culturally and scientifically sensitive manner for the purposes of education and enjoyment. The RSM’s principal means of understanding and communicating is through acquisition, conservation and research of appropriate material evidence of human and natural history.
To further the understanding of Saskatchewan's natural history and aboriginal cultures the RSM
- collects, studies and preserves specimens, artifacts and information that illustrate and contribute to knowledge of Saskatchewan's natural history and aboriginal cultures;
- interprets and communicates knowledge about Saskatchewan's natural history and aboriginal cultures through exhibits, demonstrations, lectures, publications, films and special programs; and,
- actively supports other scientific, scholarly or amateur groups or individuals involved in the study of Saskatchewan's natural history and aboriginal cultures.
II. Policy Statement
a) The RSM welcomes donors to make charitable contributions through the Friends of the Royal Saskatchewan Museum (FRSM) in accordance with the FRSM’s Policies and Guidelines.
b) The RSM will work with the FRSM to ensure donors are recognized in accordance with their agreements with the FRSM and to ensure prior agreement on the style, fashion and presence of such recognition.
c) The head or acting head of the RSM retains the right at all times to decline a gift or donation if, in their view, do so would risk the reputation of the RSM.
d) The Director or designate Director of the RSM will work with the FRSM to ensure consistency of policies and procedures.
III. General Practices
The policies in this document are designed to provide consistency in treatment of gifts and to protect the interests of contributors and the RSM.
Generally, gifts to the RSM through the FRSM fall into two categories – donations and contributions. Each gift must be scrutinized to determine whether it is a donation or a contribution.
a) Donations
A charitable donation is a philanthropic gift involving no benefit to the donor outside the scope of donor recognition policies. A charitable tax receipt is normally issued for donations.
b) Contributions
A contribution is often a business gift, typically arising from a sponsorship opportunity. Since sponsorship gifts are made under contract (implied or explicit) and generally involve benefit to the donor in terms of advertising and promotion value, sponsorships would be considered contributions. Contributions also include the proceeds of sales and other business activities, lotteries, raffles and auctions. A charitable receipt cannot be provided for contributions. A non‑charitable receipt statement may be provided for sponsorship expenses to businesses as required.
The RSM may directly accept gifts of artifacts to add to its collection or display in an exhibit. All other gifts to the RSM shall be through the FRSM and shall be subject to the policies in this document.
IV. Review
The RSM and FRSM will inform each other immediately should any changes be made to either of their policies through review.
V. Authority
The Director of the RSM is responsible for ensuring that there are policies and procedures in place to safeguard the integrity of the RSM. The RSM management team is responsible for developing, administering and monitoring Gift Acceptance procedures.
VII. Guiding Principles
a) All donations are to support the RSM and must be consistent with the RSM’s Mission, Vision and Mandate. Any offer of gift that does not meet these requirements will not be accepted.
b) Beyond meeting all legal requirements, gifts may need to be assessed to see that their acceptance brings no risk of harm, reputational or otherwise, to the RSM or incurs other liabilities.
c) Any gift that presents potential risk to the RSM shall be discussed with the FRSM Executive Director.
h) The acceptance of all gifts must be done at arm’s length. This means that the donor will have no ability to influence the decisions of the RSM in accepting the gift.
d) The RSM commits to the highest ethical standards in its engagement with donors.
e) The RSM shall honour requests from donors for anonymity around their donation.
f) Donors shall at any time have the right to raise concerns regarding the treatment they have received in the handling of their donation by directing their concerns to the FRSM to ensure that donor concerns are resolved. The RSM will deal with any donor concerns through the FRSM rather than directly with the donor.
VI. Authorization Policy
The RSM is authorized to encourage donors to make gifts - both immediate and deferred - through the FRSM. The FRSM will be strongly encouraged to only accept gifts that are consistent with the policies of the RSM and do not compromise the values and mission of the RSM.
It is recognized that the solicitation, planning and administration of a gift is often a complex process involving philanthropic, personal, financial, tax, and estate planning consideration.
The interests of the RSM remain paramount.
The RSM expects that gifts received by the FRSM will be administered in a manner consistent with all applicable legal and regulatory requirements, and in an ethical standard.
All information concerning gift donors, including names and addresses, amount of gift, names of beneficiaries, nature and value of estate, amounts of provisions etc., will be kept strictly confidential unless permission is granted by the donors to release such information.
1.1 Gift Refusal Policy
Acceptance of any contribution, gift or grant is at the discretion of the RSM. The RSM will not accept any gift unless it can be used or expended consistently with the mandate of the RSM.
Reasons for the refusal of a gift could include:
i. has benefits that are directed to a specific individual or individuals;
ii. is too narrowly restricted to be used within a reasonable time;
iii. has an attached liability that could create an undesired financial burden;
iv. is from an individual or organization whose philosophy and values are inconsistent with the overall philosophy and values of the RSM;
vi. is determined to be something other than a charitable gift; or
vii. in any way violates federal and provincial laws or regulations.
1.2 Policies
The RSM recognizes that the Executive Director of the FRSM or his/her designate, and other persons from time to time as authorized, may negotiate gift agreements with prospective donors, following policies and guidelines approved by the FRSM Board. The RSM also maintains the final say on which donations it receives.
Policies and Guidelines
The foregoing policies and guidelines are provided to establish the basis and framework for the acceptance of different types of gifts and do not represent an exhaustive list and are not intended to be inflexible rules. The policies and guidelines are expected to evolve and/or change over time. The circumstances surrounding a particular gift will determine the RSM's requirements. The RSM reserves the right not to accept a gift at any time, whether or not it is in compliance with the existing policies and guidelines.
Applicable Law
These policies and guidelines shall be governed by and construed in accordance with the laws of the Province of Saskatchewan and the laws of Canada applicable therein.
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FRSM’s Statement of Fundraising Ethics
FRSM’s fundraising officers shall:
1. Act according to the highest standards defined by FRSM, their profession and sense of good judgment.
2. Avoid even the appearance of criminal offence or professional misconduct.
3. Be responsible for advocating, within their own organizations, adherence to all applicable laws and regulations.
4. Work for a salary or fee and shall not be paid on a percentage or commission based compensation.
5. Not pay, seek or accept finder’s fees, commissions or percentage-based compensation for obtaining philanthropic funds and shall, to the best of their ability, discourage their organizations from making such payments.
6. Effectively disclose all conflicts of interest; such disclosure does not preclude or imply ethical impropriety.
7. Accurately state their professional experience, qualifications and expertise.
8. Adhere to the principle that all donor and prospect information created by, or on behalf of, FRSM, is the property of FRSM and shall not be transferred or utilized except on behalf of FRSM.
9. Not disclose privileged information to unauthorized parties and shall keep constituent information confidential.
10. Not alter or otherwise edit any approved solicitation materials such that words or images depicting the organization’s mission, vision and values, use of funds or community investment outcome measurements are inaccurate.
11. Ensure that reported results are accurate and consistent with Canadian Accounting Standards.
12. To the best of their ability, ensure that contributions are used in accordance with donors’ intentions and shall seek explicit consent by the donor before altering the conditions of a gift.
13. Ensure, to the best of their ability, proper stewardship of charitable contributions, including timely fulfilment of any commitments on the use and management of funds
14. Ensure to the best of their ability, that donors receive informed and ethical advice about the expected tax receipt value of potential gifts.
All of the above notwithstanding, the FRSM’s fundraising officers shall comply with all applicable local, provincial, federal and international civil and criminal laws, and particularly in the context of fundraising, the Charitable Fund-Raising Act of the Province of Saskatchewan.