Community Partnerships

1. Purpose

The purpose of this policy is to provide staff with the necessary guidelines to assist them in the identifying, prioritizing and developing partnerships with community agencies, and to inform the public about the principles and criteria by which these deci sions are made.

2. Scope

Not applicable.

3. Definitions

"Community Partnerships" are defined as an arrangement between the Kingston Frontenac Public Library and one or more community partners in which all partners are working together to achieve identified, shared goals to benefit the community.

"Community Partner" refers to not-for-profit groups, agencies, institutions and organizations within Kingston and Frontenac County, or at a provincial or national level. 

4. Guiding Principles

Library Partnerships Statement 

In today’s world no organization is an island, nor should it be. We have always partnered with community organizations and suppliers to extend our service possibilities and maintain operational efficiencies. We will intensify our partnerships and collaborative relationships with a few organizations to design and deliver unique, highly needed services that no one organization can do alone, focusing always on how – together – we will best enable the people of Kingston-Frontenac to participate in the digital information-intensive world.

The Library welcomes requests for partnership from the community. Prospective partners are asked to submit a Partnership Request Form to the Chief Librarian.  

5. Policy

Assessment Criteria

Current and potential partnerships should be assessed based on the following criteria:

  • Goals of the partner and the partnership project are consistent with the Library's mission, vision, values and established strategic directions and service priorities, and existing policies. (See current strategic plan)
  • Supports the strategic directions of our funding partners – the City of Kingston, Frontenac County or the Townships of Frontenac, or the Province.
  • Meets an identified need within the community.
  • Creates a connection between the Library and a prioritized target group.
  • Raises the Library's profile in the community and/or among selected target groups.
  • Decision-making and resources contributed by KFPL are reasonable based on the contribution and resources of the partners.
  • The Library has sufficient resources to undertake the project.
  • The project has measurable outcomes.

Guidelines for partnership agreements

Consultative/advisory partnerships, in which the Library and a community partner share information, knowledge and skills, may be established informally by staff, though consultation with management is expected. Informal partnerships also include agencies providing guest speakers at Library events and Library staff offering programming at a partner site.

Partnerships that include work-sharing on a project, program or service require a written partnership agreement to ensure a common understanding of, and commitment to the purpose, goals and intended outcomes of the partnership. Partners will need to revisit the agreement over time as the partnership evolves and as needs and priorities change.

The agreement should outline:

  • goals of the partnership
  • goals of any joint projects / programs / services
  • community to be served / audience
  • contributions of each partner (cash and in-kind)
  • regular and transparent communication between partners
  • responsibility for promotion and for public/media relations
  • timeline for the partnership/project, and a process to end or expand the agreement based on changing needs or priorities
  • process for consensus/decision-making and conflict resolution
  • process and measures for evaluation of the partnership and joint programs/projects/services

Organizational Commitment to Partnerships

Formal partnership agreements must be endorsed by Library Directors, who will designate approp riate staff to represent the organization and provide adequate resources to support the commitment.

Senior leaders of community partners must similarly endorse the partnership and sign the partnership agreement.


Partnerships, and resulting projects, will be evaluated in terms of their success in meeting shared goals and the impact on the community. These goals and an evaluation process will be determined by the partners during the assessment phase, and will be outlined in the partnership agreement.

Further, the Library will inventory and review all partnerships annually and during strategic planning as new directions are identified.

Programs and services developed in through partnership must be in line with the KFPL Programming Policy and Volunteer Policy.

6. Appendices

  1. Partnership Request Form
  2. Partnership Agreement Template

7. Authorities

Not applicable

8. Document Control


Original Policy Date: 2017 October

Last Reviewed:

Changes made:

Next Review: 2021