There are three different levels of partnership. Generally, the approach will be to demonstrate success and establish trust on demonstration projects before engaging in long term major commitments.
The level of oversight and reporting will be proportional to the level of commitment to the partnership.
While some flexibility in working with partners is understood and encouraged, we need to keep in mind that the levels have been developed to encourage mutually beneficial relationships with partners. The stronger the alignment and the greater the partner’s commitment will mean greater commitment from HPL.
Staff procedures specify reporting requirements for each and other requirements around communication.
Local Community Partnership
- A Local Community Partnership between library branches/departments and organizations/ groups located in their community. These partners may be local groups, organizations or service clubs that align with HPL and community priorities. These partnerships do not require a formal Memo of Understanding (MOU).
- HPL Commitment: Local Community Partners (pending room/staff availability) are allowed up to 4 free meeting room bookings a year and/or 4 Library provided programs.
- Authorization: A Branch/Departmental Manager is responsible for signing off on Local Community Partnerships.
A Collaborative Partnership also aligns with HPL and community priorities, however, they also work collaboratively with HPL to support Library program offerings and/or otherwise contribute to community initiatives the Library is formally participating in. For Collaborative partners, there is a shared commitment from both parties to shared project planning, evaluation and tracking.
- HPL and Partner Commitments: An annual MOU that outlines the goals and commitments of both parties will be completed. Examples of activities that could be included in an MOU are: shared programs, joint promotion, collaboration on community initiatives and joint grant applications. Generally, the focus will be on joint in-kind contributions, however, financial support for Library programs could also be included. The MOU will cover reporting accountability and a dispute escalation process that includes both parties.
- Authorization: A Library Director is responsible for signing off on Collaborative partnerships. Collaborative Partnerships will be included in the Annual Partnership Report to the Library.
A Strategic Partnership is distinguished by its long term duration and level of commitment between HPL and the partner. Strategic Partners involve either a long term commitment in terms of space, service alignment, program development or financial commitment. Existing examples of Strategic partnerships include the HWDSB & HWCDSB, Experience Annex and City School by Mohawk. Requirements for Strategic partners include:
- HPL and Partner Commitments: An annual Memo of Understanding (MOU) that outlines the goals and commitments of both parties will be completed. Examples of activities that could be included in an MOU are: shared programs, joint promotion, collaboration on community initiatives, financial commitments and joint grant applications. The MOU will cover reporting accountability and a dispute escalation process that includes both parties.
- Authorization: The Library Board will approve Strategic Partnerships. Strategic Partnerships will be included in the Annual Partnership Report to the Library.