Belleville General Hospital Foundation Donor Recognition

DONOR RECOGNITION POLICY

Thank

YOU! 1

Your

TOWN

Photo by Aaron Bell

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Table of

CONTENTS Overview .............................................................................................................................................

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Donor Recognition Levels ..............................................................................................................

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Donor Recognition Terms ..............................................................................................................

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Naming Opportunities Assets and Agreements ..........................................................................................................

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Guiding Principles ...................................................................................................................

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Terms ..........................................................................................................................................

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Eligibility ...................................................................................................................................

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Funds, Signage Standards ......................................................................................................

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In Memoriam Recognition, Special Recognition ...........................................................

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Estate Recognition, Gifts in Kind, Campaign Recognition .........................................

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Cheque Presentations ...................................................................................................................... 16,17 Our Team Responsibility & Commitment To You .................................................................. 19-22

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Your

FAMILY

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The purpose of this policy is to create a framework and standardized guidelines for the expression of appreciation to everyone who makes a gift to the BGH Foundation while allowing the flexibility sometimes necessary in unique circumstances.

Our vision of exemplary local healthcare can be achieved if we all pull together.

As a donor centric organization we seek to honour and recognize individuals and organizations in a way that is meaningful to them while serving to create or strengthen the bond between each donor.

This policy is approved by the Board of Directors of the Belleville General Hospital Foundation, as members of the community serving you, our donors. All donor recognition must conform to these policies, unless otherwise stated.

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Recognition levels for the

Humanitarian Grand Founder

$500,000 to $999,999

Partners in Health Care

Grand Benefactor

$250,000 to $499,999

Grand Patron

$100,000 to $249,999

Donor Wall

$1,000,000 +

Founder

$50,000 to $99,999

Benefactor

$25,000 to $49,999 Â

Patron

$10,000 to $24,999

Sponsor

$5,000 to $9,999

Friend

(recognition on the video monitor) 6

$1,000 to $4,999

Donor

RECOGNITION Annual Giving Recognition

Cumulative Giving Recognition Â

For the purpose of this document, Annual Giving is defined as the sum total of a donor's gifts as made to the Foundation, regardless of designation, in the calendar year.

For the purposes of this document, Cumulative Giving is defined as the sum total of all of a donor’s gifts ever made to the Foundation. Gifts are totalled at the end of the Foundation financial year (31st December), with donors then contacted by letter to inform of any movement to a higher level of recognition.

Thank you letters A thank you letter along with an attached receipt are issued for all gifts of $20 or more, and are available for lesser amounts at the request of the donor.

Tenets of the Donor Recognition Policy The Partners in Health Care donor appreciation wall is the focal point for donor recognition at Quinte Health Care BGH. This centralized system is designed to ensure fair, equitable and consistent recognition of donors.

First Time Donors For the purpose of this document, a first time donor is an individual, organization or community group who has not made a donation to BGHF in the past. In addition to all applicable entitlements bestowed through Annual and Cumulative Giving Recognition, First Time Donors will receive a welcome letter along with a personalized note from the Executive Director.

Cumulative gifts of $1,000 and greater will qualify donors for recognition on the wall.

All donors being recognized on the Partners in Health Care Wall will receive a letter of appreciation and have their name(s) placed at the appropriate level on the wall.

In addition to the entitlements bestowed above, donors may also qualify for physical on site recognition in the form of naming opportunities in and around the hospital. 7

Naming

OPPORTUNITIES Hospital Assets

Proposals & Agreements

For the purpose of this document, the following is limited to describing guidelines for naming physical assets such as facilities, equipment, programs and services. These are collectively referred to generally as “Hospital Assets.”

Prior to making any commitment to a prospective donor(s) regarding the naming of a Hospital Asset, a Naming Proposal conforming to this guideline must be submitted by the Belleville General Hospital Foundation to Quinte Health Care for consideration and approval.

For the purpose of this naming guideline, all gifts received by the Foundation are included in total giving, regardless of their designation. Recognition is given based on the total gift amount, regardless of the number of items purchased with the donation.

Unless otherwise specified, all proposals for naming opportunities must contain all relevant information including the following: • Classification of the naming opportunity

For the purpose of this Naming Guideline, the following definitions apply:

• Asset (with description) to be named

Hospital Assets: The term “Assets” includes and is limited to facilities, major equipment and programs & services.

• Consideration for the naming opportunity

• Proposed name for the applicable asset

• Name of donor or sponsoring entity

Facilities: The term “Facilities” includes, but is not limited to, all buildings, internal building spaces, major equipment and exterior grounds.

• Proposed term for the naming right • Reason for submitting the proposal • Any other details that would be reasonably required

by Quinte Health Care to assess the naming opportunity and make an informed decision with the Foundation

Major Equipment: The term “Major Equipment” includes but is not limited to single items with a unit value of $50,000 or more or multiple units of a single item with a combined cost of $50,000 or more.

Upon approval of a Naming Proposal, a Naming Agreement (generally as an addendum to a Donor Gift Agreement) will be drafted and signed by the donor(s) and the Foundation Executive Director.

Programs & Services: The term “Programs & Services” includes, but is not limited to, all programs, services and areas of care to the clients, patients and residents of the hospital.

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Guiding Principles

• Naming shall not be bestowed in honour of any individual, group or organization linked to causes that could compromise health, the mission, vision or values of the hospital or the wellbeing of their staff, physicians, volunteers or the patients, residents or clients it serves

• Belleville General Hospital Foundation shall be responsible for maintaining and updating an inventory of assets available for naming • Naming Fulfillment shall not exceed 2% of the value of the gift unless a bespoke option is created with the additional costs to be covered by the donor

• Ultimate authority to accept or decline any proposal to name through the BGH Foundation rests with the senior leadership team of Quinte Health Care

• Recognition signage will be installed upon receipt of 25% of the total pledged and will be removed if a portion of the pledge is written off or not fulfilled within 90 days of the dates agreed in the pledge agreement

• Ultimate authority to discontinue the designated name of an asset, or to transfer the name to another asset through the BGH Foundation rests with the senior leadership team of Quinte Health Care

• A naming right may be revoked at any time should circumstances arise that would sully the reputation of the Belleville General Hospital Foundation or Quinte Health Care

• The acceptance of any philanthropic donation, which involves a proposal to name, is conditional upon approval of the naming by the BGHF Executive Director

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Naming

OPPORTUNITIES

(CONT’D)

Term of Naming Opportunity The following will be used as a minimum guideline for the term of a naming opportunity.

External/Internal Facility:

Hospital Asset

The naming and recognition signage of a building shall remain for a maximum of 25 years at the current Belleville General Hospital site. Belleville General Hospital Foundation and Quinte Health Care reserve the right to review and revoke naming opportunities under the following circumstances only:

The naming and recognition signage shall remain in place under the following guidelines: • A maximum of 10 years for an equipment piece or the useful lifespan of that asset, whichever expires first • Internal signage in the form of a ‘recognition plaque’ shall exist under the same circumstances as an external/internal facility (25 years)

• Substantial building redevelopment at the existing site that expands the currently named area

An exception to the foregoing is a naming right based on a business alliance (sponsorship), which will be limited to the length of the applicable contract between the Belleville General Hospital Foundation & business partner.

• Hospital relocation Under these circumstances, the naming right would be downgraded to an appropriate level within the new facility within the 25-year term.

• Following expiration of a 25 year term the donor will be provided with an opportunity to renew the naming by making another gift through first right of refusal

Process to revoke a Hospital Asset or Facility naming right A naming right may be revoked at any time by Quinte Health Care Belleville General Hospital of its own volition and/or upon recommendation from the BGH Foundation.

Belleville General Hospital Foundation will provide the Quinte Health Care senior leadership team with the following information:

• Description of the naming right involved including the value of the naming right and the name of the donor • Reasons for recommending the revocation of the naming right • Financial impact to the Belleville General Hospital Foundation, if any 10

Eligibility

Donors of $1,000,000 or more (may be cumulative) will qualify to name a room or designated area chosen from an approved list provided by the BGH Foundation.

In the event that a named entity – i.e. building, department or other facility is taken out of service or otherwise is no longer an operating element of the hospital, the Executive Director shall make a best effort to contact the donor or other stake holder parties to develop a mutually agreed upon plan to continue the recognition of the naming gift.

All signage for named gifts will be consistent with the guidelines detailed in this policy (see Signage Standards).

A letter of commitment and intent must be signed by the donor and the Foundation to avoid potential misunderstandings or conflicts.

In the event of construction or renovations, plaques designed for a specific area may be relocated to the new development area. The Belleville General Hospital Foundation will review and approve removal/relocation of plaques before contacting the affected party.

When cumulative giving increases and a higher naming level opportunity is accepted, the original naming will be removed.

If a program or service ceases to exist, or is transferred to another facility, the Belleville General Hospital Foundation reserves the right to relocate recognition plaques to an alternative/equivalent location within the hospital.

Gifts from more than one donor may be combined to meet the established value of a named gift on agreement with the BGH Foundation.

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Naming

OPPORTUNITIES

(CONT’D)

Minimum gift thresholds for the creation of Named Endowments and Named Funds are as follows:

Named Endowments & Funds For the purpose of this document, the term “Named Endowment” refers to the principal amount of gifts and bequests that are accepted subject to a requirement that the principal be maintained intact and invested to create a source of income for the Belleville General Hospital Foundation. Donors may require that the principal remain intact in perpetuity, or for a defined period of time (minimum of 10 years), or until sufficient assets have been accumulated to achieve a designated purpose. The term “Named Fund” is similarly defined, however for the purpose of this document a Named Fund is held within a Named Endowment and has a lower monetary threshold for its naming than a Named Endowment does.

• Named Endowments

$100,000

• Named Funds

$25,000

An additional donor option includes the establishment of an Endowment Builder Fund: An Endowment Builder Fund is an agreement undertaken between the donor and the BGH Foundation whereby the donor will make minimum annual contributions over a maximum number of years to achieve the named endowment threshold mentioned above. Once the threshold is attained, annual investment income will be directed to the purpose outlined in the Endowment Terms of Reference.

The final authority to bestow naming on an Endowment and/or a Fund rests with the Belleville General Hospital Foundation Board of Directors.

Signage standards

Prior to making any commitment to a prospective donor regarding the naming of an Endowment or Fund, a Named Endowment (or Fund) Proposal must be agreed by both parties. Upon approval of a Named Endowment (or Fund) Proposal, a Named Endowment (or Fund) Terms of Reference will be drafted and approved by the Belleville General Hospital Foundation Board of Directors. The Terms of Reference stipulate the intent and purpose of the Named Endowment and any other items or conditions deemed necessary. Named Funds can only be created within Named Endowments and are governed by the Terms of Reference of the same. Alternatively, Named Funds can be created outside of existing Named Endowments with the stipulation that all generated earnings be fully unrestricted to be used at the discretion of the BGHF Board of Directors and Executive Director.

The design, plate finish and location of plaques will be consistent throughout the hospital. Signage elements are designed in coordination with the communications department at Quinte Health Care.

Typeface for recognition signs will be Ideal Sans Book with size and text standardized in order to reflect continuity of recognition across the hospital.

Naming plaques will be affixed to the left side of the entrance to the named room, whenever possible.

Gift plaque levels (Cumulative & Estate Giving)

($250,000 - $499,999) Recognition on a 12” x 24” sign ($500,000 - $999,999) Recognition on a 24” x 48” sign ($1,000,000 plus) – Recognition on a 24” x 72” sign 12

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Naming

OPPORTUNITIES

(CONT’D)

Special Recognition

In Memoriam

All proposed recognition that is not specifically included in this policy must be approved by the BGHF Executive Director. Staff proposals are to be discussed with the Executive Director prior to presentation to a donor. Final approval may be granted by the Board of Directors of the Foundation as necessary.

The In Memoriam recognition program provides families with the opportunity for lasting acknowledgement of departed loved ones.

Note: Except in extraordinary circumstances, plaques will not be allowed on donated items. This practice undercuts the goals of a centralized recognition system, giving disproportional recognition for lower value donations.

In Memoriam names will be published in newspaper adverts the month after the donation was made.

All In Memoriam names will appear in The Book of Remembrance which will be updated monthly.

Cumulative In Memoriam gifts of $1,000 and greater will qualify memorial names to be recognized on the Wall of Remembrance.

The In Memoriam wall will be updated annually. Next of kin will be invited to a ceremony of rededication to be held at an appropriate date. If requested, name plaques may be added to the wall at any time during the year.

Levels of In Memoriam Recognition COLLEAGUE

FRIEND (Cumulative donations of $1,000 to $2,499)

(Cumulative donations of $10,000 to $24,999) • Memorial name inscribed on a 3” x 4” plaque

• Memorial name on the Wall of Remembrance video monitor

FELLOW

(Cumulative donations of $25,000 or greater)

PARTNER (Cumulative donations of $2,500 to $4,999)

• Memorial name inscribed on a 2” x 8” plaque

• Memorial name inscribed on a 1” x 4” plaque COMPANION

All donors who make gifts to the BGH Foundation of $20+ will receive a tax receipt in addition to the standard letter of acknowledgement.

(Cumulative donations of $5,000 to $9,999) • Memorial name inscribed on a 2” x 4” plaque 14

Estate Gift Recognition

Gifts in Kind

For the purpose of this document, an “Estate Gift” is defined as any receipted gift received as a bequest through an individual’s last Will and Testament.

Donors of gifts in kind will be acknowledged for the “fair market value” of the gift. Recognition will be based on the perceived amount of the gift. Valuation for fair market value (as determined by a qualified appraiser if over $1,000 value) must be obtained prior to accepting the gift.

Estate gifts of $250,000 or more are recognized through special on-site physical recognition plaques to be agreed between the executor of the estate and the BGHF Executive Director with input from Quinte Health Care.

All gifts of art, with the intention of placement within the hospital, must be approved by Quinte Health Care before acceptance by the BGH Foundation.

Bespoke naming opportunities may also be considered by the BGH Foundation and Quinte Health Care on condition of the gift level and area of designation.

Gifts in kind will be recognized cumulatively at the appropriate level in accordance with this policy.

Estate Pledge Recognition — The Dr. Bruce Cronk Society

Campaign Recognition Campaign donors will receive all applicable entitlements bestowed through Annual, Cumulative and/or Estate Giving recognition described above as well as recognition on the BGHF Virtual Campaign Donor Wall and an invitation to the end of Campaign celebration.

The Dr. Bruce Cronk Society provides current recognition for future gifts. For the purpose of this document future gifts include (but are not limited to) bequests and deferred gifts (e.g. gifts of residual interest, insurance benefits, beneficiary gifts from investments, etc.)

Upon receipt of documentation of commitment intentions, future donor’s names are inscribed on a plaque and positioned on the Dr. Bruce Cronk Society Wall, located in the Sills Wing.

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Cheque

PRESENTATIONS Each year representatives of BGHF are asked to host numerous recognition events at which cheques are presented to the Foundation by donors and community groups.

In order to appropriately represent BGHF while making the best use of our volunteer and hospital staff time and to ensure consistency and equity in acknowledging donations, the following guidelines will be applied:

C A T E G OR Y 1

C A T E G OR Y 2

Gifts/Pledges of $1M +

Gifts/Pledges of $500,000 to $999,999

Required representatives in attendance include: Required representatives in attendance include:

• BGHF Executive Director • BGHF Board Chair

• BGHF Executive Director

• Campaign Chair (during capital campaign)

• BGHF Board Chair or Executive Committee member

• Quinte Health Care CEO/President or Senior Leadership Team representative

• Campaign Chair (during capital campaign) • Quinte Health Care CEO/President or Senior Leadership Team representative

• Respective Departmental Head • Dr. Max the Moose, BGHF Mascot

• Respective Department Head/ Program Manager / Representative

The donor will receive a personal thank you letter or phone call from the BGHF Board Chair or Campaign Chair in addition to the standard recognition.

• Dr. Max the Moose, BGHF Mascot The donor will receive a personal thank you letter or phone call from the BGHF Board Chair or Campaign Chair in addition to the standard recognition.

Local media contacts will be invited to this presentation.

Local media contacts will be invited to this presentation.

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C A T E G OR Y 3

C A T E G OR Y 5

Gifts/Pledges of $100,000 to $499,999

Gifts/Pledges & Community Event recognition (up to $9,999)

Required representatives in attendance include:

Required representatives in attendance include:

• BGHF Executive Director

• BGHF Executive Director

• BGHF Board member

• Dr Max the Moose, BGHF Mascot

• Campaign Cabinet member (during capital campaign)

The Donor will receive a letter of thanks from the BGH Foundation in addition to the standard recognition.

• Quinte Health Care CEO/President or Senior Leadership Team representative

Photography will be handled in-house by a BGHF representative.

• Dr Max the Moose, BGHF Mascot The Donor will receive a personal thank you letter from the BGHF Board Chair or BGHF Executive Director in addition to the standard recognition.

Local media contacts will be invited to this presentation.

C A T E G OR Y 4 Gifts/Pledges of $10,000 to $99,999 Required representatives in attendance include: • BGHF Executive Director • BGHF Board member • Dr Max the Moose, BGHF Mascot The Donor will receive a letter of thanks from the BGH Foundation in addition to the standard recognition.

Photography will be handled by an in-house BGHF representative. *Community Events with proceeds of $10,000 or more will follow the applicable guidelines above.

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Your

CARE

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Our Team Responsibility & Commitment TO YOU All Staff Our staff are trained under the following mandate: ‘To possess a passion and dedication to exceeding donor expectations.’ This is one of the most important responsibilities of everyone associated with the BGH Foundation.

Donor Appreciation A role shared through the whole team. Each member carries a responsibility to answer donor queries in a timely fashion and carry out the appropriate functions in relation to the stewardship and appreciation of individuals, community groups and organizations.

Executive Director

Office and Governance Coordinator

• Signature and recognition of thanks on all thank you letters

• All donors visiting the Foundation office are to be welcomed in a timely manner • In the absence of the Office and Governance Coordinator, all donors will be welcomed by a designated member of staff

Fundraising Staff • It is the primary responsibility of each team member to steward their donor relationships

• Prepare acknowledgement letters for next of kin and tribute honourees

• Our Christmas Angel Campaign is stewarded by the Marketing & Communications Officer • Christmas Cards – organized by the Office and Governance Coordinator

• Ensure all new GEM (Give Every Month) donors are added to the video monitor located on the Partners in Health Care Wall

• Thank you cards are sent to donors periodically to acknowledge gestures above and beyond our standard practices

• Ensure a thank you card (to be signed by a nominated ‘Hospital Hero’ thanking the donor) is included with the Hospital Hero certificate for donations of $5000+

• Staff keep accurate and up to date records of constituents on Raisers Edge NXT, our in house donor database

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To possess a passion and dedication to exceeding donor expectations.

– BGHF Staff Mandate 19

Our Team Responsibility & Commitment TO YOU

(CONT’D)

Hospital Hero Donors

Monthly Donors – GEM CLUB (Give Every Month). Make a donation directly through your back account or credit card monthly.

• A thank you letter with tax receipt to acknowledge your gift • Publication of your nomination through our digital platforms

• Thank you letter issued in February, inclusive of a tax receipt for the cumulative giving within the financial year

In Memoriam Donors

• Recognition on our Partners in Health Care Wall, located in the Sills lobby at the appropriate level

• Memorial names to appear in The Intelligencer newspaper the second Friday of the following month in which the donation was made

• Invitation to the Annual Donor Appreciation Evening (if applicable)

• An In Memoriam tribute letter informing the next of kin of tribute donations received in memory of a loved one

• A mailed copy of the Foundation Annual Report

• Literature issued to the family of the deceased with details of the Foundation’s In Memoriam program

• Recognition on the video monitor located on the Partners in Health Care Wall

• Annual Christmas Card

Last Donation

Major Gift Donors

Donors who have requested not to receive solicitations.

A single gift of $10,000 and greater.

• Hand written thank you card

• Thank you letter issued for your support

• Invitation to the Annual Donor Recognition Evening

• A non- solicitation code will be applied to your constituent record in our database

• Recognition on our Partners in Healthcare Wall located in the Sills Lobby at the appropriate level • Naming opportunities for gifts of $1,000,000 or greater • Priority early bird ticket options to our Annual Gala • Recognition through the Foundation’s media platforms as per the wishes of the donor • Annual Christmas Card • Inclusion in our Christmas Angel delivery drop for donations within the current financial year • A mailed copy of the Foundation Annual Report 20

Annual Recognition Events

Dr. Bruce Cronk Society Members

• DONOR APPRECIATION EVENING – An Annual event dedicated to our donors who have given within the previous 12 months, who’s cumulative giving enables them to move up a level on the Partners in Healthcare Wall. Historically held in October

• Thank you card on becoming a member of the Dr. Bruce Cronk Society – this is issued once we are notified of your plans to leave a bequest to the BGH Foundation • A naming plaque is created for recognition of your new status, to be placed on the Dr. Bruce Cronk Society Wall

• IN MEMORIAM EVENING - Held Annually as a service inside the hospital to recognize our donors who have transitioned through the In Memorial Wall.

Historically held in April

• Exclusive invitation to Planned Giving & Hospital events within the BGH Foundation calendar • A mailed copy of the Foundation Annual Report

All Donors

• A copy of our Planned Giving brochure

• Thank you letter with tax receipt ready for the mail within 14 days of the donation

First time Donors

• A thank you call for donations $5,000 and greater, made by the Foundation Executive Director

• A personal thank you note on your welcome letter from the Executive Director of the BGH Foundation

• Gifts of $500,000 or greater will receive a thank you call from the Foundation Board Chair

• Invitation to participate in our welcome survey as a first time donor to the BGH Foundation

• Recognition on The Partners in Health Care Wall for cumulative giving above the $1,000 threshold

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Staff Campaign Donors

Third Party Organizers

• Receive a branded ‘I’m In’ campaign t–shirt for payroll donations of $5+ per pay period across 1 year or a single one time donation of $100+

• Fundraising Tool Kit – bespoke advice from our Fundraising Events Officer to help plan and execute your initiative

• Thank you letter

• Media support – Event advertising through our marketing platforms and media partners

• Follow up letter in the Spring

• Recognition within our digital channels

• Branded ‘I’m In’ campaign button for all participants

• Recognition on the Partners in Health Care Wall at the appropriate level (if applicable)

• Opportunity to participate in draw prizes throughout the campaign

• Thank you letter

• Campaign correspondence regarding your support

• Christmas Card

• Christmas Ecard for email subscribers

• A mailed copy of the Foundation Annual Report 22

Your

FUTURE

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Visit us at bghf.ca 24