Naming and Recognition Policy

Naming and Recognition Policy

103.1 Purpose
This policy establishes a clear, consistent process at the Cranston Public Library (hereinafter the “Library”^[1]) for naming and recognition opportunities for significant financial contributions or exceptional service to the Library. It is intended to honor generosity and dedication while preserving the library’s public identity, institutional integrity, and mission.

103.2 Scope
This policy applies to all permanent and semi-permanent naming opportunities on Library premises^[2] including:

• The Library buildings and any future library locations
• Meeting rooms and major functional areas
• Exterior spaces, gardens, and entryways
• Individual furnishings, and equipment
• Designated plaques, signage, and nameplates

103.3 General Guidelines

1. All naming and recognition opportunities must be approved by the Library Board of Trustees (hereinafter the “Board”) unless otherwise noted in this policy.
2. Named recognition confers no property rights or interest on the person being recognized and nothing in this policy shall preclude or prevent the Board from modifying, changing, renovating or disposing of any Library facility, asset, space or program.
3. The Library retains the right to decline any naming opportunity that conflicts with its mission or values.
4. Naming rights are a recognition of generosity or service and are not a form of commercial advertising or endorsement.
5. Named spaces must include the function of the area (e.g. the “Children’s Room”, the “Local History Room”) in addition to the donor or honoree’s name.

103.4 Naming Categories

1. Financial contributions – Naming opportunities may be granted in recognition of significant contributions of money, securities, in-kind contributions, or real estate. Appropriate financial contributions for naming opportunities will be at the discretion of the Board.
2. Service contributions – Naming in recognition of service is reserved for individuals who have demonstrated extraordinary, sustained commitment to the Library through volunteer leadership, board service, advocacy, or community engagement. Active staff members, current board members, and anyone currently holding elected office are not eligible.

103.5 Naming Process

1. Step 1 – Proposal – All proposals must be submitted in writing to the Library Director and include: the proposed donor or honoree’s name and relationship to the Library; the specific space or item to be named; a description of the qualifying contribution; and for service nominations, a summary of the individual’s contributions signed by at least two community members or Trustees.
2. Step 2 – Review – The Library Director reviews all proposals for eligibility and prepares a recommendation for the Board. The Board will approve or decline the proposal. All decisions of the Board are final. A donor or honoree shall remain confidential during the Board’s review process^[3].  
3. Step 3- Agreement – Upon Board approval, the Library Director prepares a written Naming agreement that contains all conditions and terms.
4. Step 4 – Recognition – The Library arranges for appropriate signage and public acknowledgement. Signage design must conform to the library’s visual identity standards. The donor or honoree may be recognized at a public event at the library’s discretion.

103.6 Duration of Naming Rights
The duration of naming rights will be determined in the written Naming Agreement based on the following criteria:

1. Library Building – Twenty-five (25) years or the useful life of the building, whichever is shorter.
2. Other interior and exterior library spaces – Ten (10) years
3. For all other naming and recognition opportunities, recognition will remain in place for three years or the useful life of the item, whichever is shorter.
4. The Board reserves the right to renew any naming opportunity.

103.7 Removal of a Name
The Board reserves the right to remove a name if:

1. The donor or honoree is convicted of a felony or engages in conduct materially inconsistent with the Library’s values.
2. A monetary pledge is not fulfilled within the agreed timeframe.
3. The continuation of the name would cause significant reputational harm to the Library.

103.8 William Hall Library

1. All naming and recognition opportunities at the William Hall Library are under the authority of the William H. Hall Free Library Trust. Any proposals will be forwarded to the Trust for consideration.

103.9 Oaklawn Library

1. Due to its location in the Oaklawn Village Historic District, any naming and recognition opportunities that involve alternations to the exterior of the Oaklawn branch (ex. signage) must first be approved by the Cranston Historic District Commission^[4].

103.10 Arlington Library

1. Due to its location in the Cranston Senior Center, any naming and recognition opportunities that involve alternations to the exterior of the building will be considered in coordination with the city of Cranston.

103.11  Certificates of Recognition

1. From time to time, the Board may issue a certificate of recognition or other award to honor distinguished service and dedication to the Library.

103.12 Administration

1. The Library Director is responsible for maintaining a current register of all named spaces and items, associated agreements, and expiration dates.

_{² Includes the interior and exterior of any library building or structure, as well as the surrounding land.}

_{³ In accordance with R.I. Gen. Laws § 42-46-5 (a) (10).}