The purpose of this policy is to establish the authority and process for naming and renaming Estes Valley Public Library District (Library) buildings as well as interior and exterior spaces associated with the Library, and major programs and collections. Consistent with this policy the specific recognition given to donors may include named spaces, furnishings or fixtures within the Library, placement on a donor wall, and other items that commemorate a gift.
The Library Board of Trustees has authority over naming. All commemorative naming proposals shall be approved by the Library Director prior to discussing the proposal with a prospective donor. The Library Director will refer naming proposals for an entire building, significant area or collection within the Library at any of its locations, to the Trustees for their consideration and review.
Trustees delegate authority to the Library Director to approve any commemorative naming proposal for spaces, programs and collections and report them to the Trustees, within the scope of these policies and any project specific and pre-approved naming scheme.
Development staff and the Board of Directors of the Estes Valley Library Friends & Foundation, Inc., shall have advisory rights to any naming plan prior to final adoption by the Library Trustees.
Criteria for Naming Buildings and Interior/Exterior Spaces
A building or significant area within and building occupied by the Library may be named for individuals, families or entities meeting one or more of the following criteria:
- Donors who have made a significant financial contribution to the Library including donors who have made a significant contribution toward the construction or operational support of a building or major renovation of an existing building or portion thereof, an endowment whether at the Library or at the Friends & Foundation, or other program or activity of the Library.
- Distinguished person who has provided extraordinary service to the Library or who otherwise merits special recognition;
- Extraordinary service to the Library as a staff member.
A building or significant area within a building shall not be named for an individual not otherwise qualifying under the donor exceptions as stated above, earlier than five years following the departure, death, or retirement of the person from the Library, the Town of Estes Park, Larimer County or the State of Colorado or the end of an elected official’s service in office.
When the naming opportunity concerns a new library building or renovation of the existing building, a donor will be required to provide a gift supporting a substantial portion of the funds needed to complete the project, or a predetermined gift to endowment. Appropriate naming opportunities and naming gift thresholds will be established and documented in a funding plan for each project. Naming a physical space requires a completed Gift Agreement detailing the terms of the gift commitment and of the naming, which shall in all cases be in compliance with this policy. Physical spaces will not be named in honor of a donor in return for an estate commitment. There shall be a due diligence review of each naming proposal to carefully consider the overall benefit of such naming to the Library, including whether the name is and will continue to be a positive reflection on the Library. Such due diligence shall include the following:
- Review of any possible conflict of interest issues affecting the Library;
- Evaluation of the impact on future giving by the donor and others;
- Any other factors that could reflect on the Library.
In order to avoid any appearance of commercial influence or conflict of interest, or any other potentially adverse consequence, additional due diligence shall be undertaken before recommending the naming opportunities that includes a commercial enterprise. Naming opportunities may be assigned that include a commercial enterprise only if the proposed name is appropriate in the public setting of the Library and will not detract from the Library’s use or the Library’s reputation as a public entity.
Duration of Names and Name Changes
Naming rights in honor of an individual or individuals, family or non-commercial entity are generally expected to last for the useful life of the building, interior/exterior space or program.
Naming in honor of a commercial enterprise will have a set number of years attached to the naming, which will be determined on a case-by-case basis and included in a signed gift agreement associated with the naming opportunity. The duration of a commercial enterprise name shall normally remain the same notwithstanding future changes in the commercial enterprise name; provided, however, in the event of a name change in the commercial enterprise, the Trustees may at their sole discretion elect to remove the established commercial enterprise name or to change the name, if either such action is determined to be in the best interest of the Library.
If a building or area within a building is substantially renovated (providing new useful life equivalent to a new building), or if there is a significant addition to a building, it may be renamed, subject to the terms, conditions or restrictions set forth in any gift agreement related to prior naming action.
Prior Procedures and Named Spaces
Building names or names of interior/exterior spaces in existence at the time of the adoption of this policy shall remain in effect, subject to future renaming consistent with this policy and subject to restrictions in any gift agreements related to prior naming action.
Removal or Change of Name
Naming recognition is provided to individuals, families and entities that exemplify the attributes of integrity and civic leadership. If an individual, family or entity for whom a naming commitment has been made violates these standards, the Library may elect to remove the individual, family or entities name from the naming opportunity. Before taking such action, the Library shall undertake due diligence, including consultation with counsel, as to any legal ramifications that the Library may have under any pre-existing agreement(s) related to naming opportunities or in regard to any other matter that may have legal bearing upon a proposed change in name. Any naming authorized by the Trustees can only be revoked by a vote of that body.
Alternatively, unforeseen circumstances may make it impossible for a donor to complete a gift commitment after that commitment has been recognized by placing a name on a building, interior/exterior space or major program. The Trustees, in cooperation with the board of the Friends & Foundation, will make reasonable efforts to work with the donor to create a plan for completion of the commitment. However, in certain circumstances it may be necessary in the best interests of the Library to remove the donor’s name from the naming opportunity.
Please refer to the Library Governance Policy set for more information.
The Estes Valley Library Naming Rights Policy was adopted and approved by the Estes Valley Public Library District Board of Trustees on March 21, 2016 and reviewed on May 15, 2017.
Don Bryson, President Bill Gerritz, Secretary