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8.4. SR 02-01-2021Request for Action To Item Number Mayor and City Council 8.4 Agenda Section Meeting Date Prepared by General Business February 1, 2021 Michael Hecker, Parks and Recreation Director Item Description Reviewed by Parks and Recreation Donation Policy Cal Portner, City Administrator Reviewed by Action Requested Approve, by motion, Parks and Recreation Donation Policy Background/Discussion The donation policy was discussed several times and then recommended by the Parks and Recreation Commission January 13, 2021. The policy was reviewed by the city attorney. Staff has received a few requests the past year for a bench memorial. We currently have a request for a bench at Bailey Point Nature Preserve. Staff researched several other cities with the intention to make the policy comprehensive and the portion regarding memorial trees and benches more streamlined. We plan to add this to our city website after approval by City Council. Financial Impact N/A Mission/Policy/Goal Opportunity to live, work, and play Attachments ■ Donation Policy Draft The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires pi ospei ly. M TUREJ Updated.• August 2020 Parks and Recreation Donation Policy Standards Purpose: To establish guidelines, standards, and procedures for the installation and care of park and recreation donations (donations) whether cash or physical property. This relates to, but is not limited to: ■ Land ■ Park benches ■ Trees ■ Picnic tables ■ Plaques ■ Bicycle racks ■ Monuments/sculptures ■ Drinking fountains ■ Interpretive Signage ■ Flags/flag poles ■ Sporting equipment ■ Lighting ■ Cash ■ Program Scholarships Flowers (annuals or perennials), shrubs, and bushes shall not be accepted for donations. Quality: The city and the community have an interest in ensuring that donations are high quality as related to style, appearance, durability, and ease of maintenance. Approval. All donations, except for tribute benches and memorial trees shall be reviewed and recommended for approval by the Parks and Recreation Commission. All donations, per state statute must be approved by the City Council. Cost- The donor shall cover the full cost (vendor price plus 15%) for the purchase and installation of the donation. Installation may include labor costs by park maintenance staff. Any additional costs by the city will be reviewed by the Parks and Recreation Commission prior to City Council action on the proposed donation. On,,nership: Donations become the property of the City of Elk River. Installation: The city will be the responsible party to install or oversee the installation of donations. Park Stewards, if assigned to a park where a donation is requested, may be involved regarding donation location. Maintenance: The city will be obligated to maintain the approved donations only for the expected life cycle of the donations, after which time the City may dispose of the donated property. Volunteering for maintenance is encouraged and volunteers may maintain donations but need to be approved through the City Volunteer Program. Replacement: The city shall not be responsible for the replacement of any donation if it is stolen, vandalized, damaged or destroyed, or has exceeded its expected life cycle period. Decorations: Donations may not be decorated with portraits, ornaments, flags, figurines, or other decorations. Decorations will be removed and disposed of without notice or warning. Criteria for acceptance Park Plan: Donations must follow the approved park plan. If a plan does not exist, the donor must propose the placement of the donations under the following conditions: 1. Provides a legitimate community -wide benefit, 2. does not interfere with current or future use of the park facility, and 3. does not require the relocation of other equipment o .x fras \1tureccommodate the donation. } Memorial Tree Tree Selection: Tree species will depend on the park. , "will assist in identifying a suitable tree for the desired placement area. The size will be based on the city landscaping ordinance. Placement location is at the sole discretion of city staff and is based on park use and maintenance. Preferred tree sizes are 8-12 feet tall and approximately two inches in diameter. Tree Care: The city shall be responsible for tree care and will replace damaged/dying donations for five years from the date of planting. Replacement may be deferred to the next growing season (mid -April to early June or the fall) at the city's sole discretion and at no cost to the donor. Trees may be replaced up to two times if stolen or damaged. Tree donation/memorial plaques are not permitted. Donors may receive a medallion and certificate suitable for framing. Accessory Plantings: The city will not plant or maintain flowers, bulbs, shrubs or other accessory plantings (Plantings). Plantings must be approved by city staff before setting the Plantings. If not properly maintained, the city shall remove the plantings without notice at its sole discretion. Tribute Bench "%,�", The city has sole discretion regarding placement of new benches. Bench placements shall coincide with master plans or renovation of parks. There are no current opportunities for tribute bencbes at Rivers Edge Commons Park Bencb Design: Memorial benches have a standard design (pictured). On occasion, the bench design may differ if it is a newly installed bench as a part of a park redesign or planning project. Installation Season: Benches and plaques are installed between April and October, weather permitting. Bench Terms: The guaranteed term of a tribute bench is ten years. Bench installation and maintenance will be handled by the Parks and Recreation Department staff. After ten years, the bench will no longer be guaranteed or maintained. Plaque: Benches may come with include a tribute plaque. Plaque location, size, materials, text and graphics shall be approved by the Elk River Parks and Recreation Director. 2 Memorial Statues, Fountains, Plazas, Observation Decks, Gardens, etc. To the extent that projects of this nature are consistent with the park master planning processes, they may be considered on a case -by -case basis and recommended by the Parks and Recreation Commission. The City Council has final approval. Donors should contact the Parks and Recreation Director to discuss their ideas. All costs associated with the construction and installation of such memorials will be the responsibility of the donor. The expected life cycle of donation shall be mutually agreed upon by the donor and the city in advance of the project. Tax Deduction IM Donations to the city are typically tax deductible. Please consult a tax 8.4 Donation Policy History ■ Previous policy discussed but never approved ■ Most requests for memorial trees and benches ■ Existing process time consuming ■ Patrons lose interest with long process Research ■ Researched several cities including Minneapolis and Eden Prairie ■ Most cities offer streamlined bench and tree memorial process with pre-existing forms and online systems ■ Other donations go through Commission for consideration Memorial Trees ■ Tree species will depend on the park. ■ Staff assist to identify a suitable tree. ■ Size based on city ordinance landscaping section. ■ Sizes are between 8 and 12 feet and two inches in diameter. Memorial Trees ■ Price: $500 ■ City responsible for the care of the tree. ■ Trees guaranteed for five years from the dates of planting. ■ If the tree fails to thrive, it will be replaced the next appropriate planting season at no additional cost. Memorial Trees ■ Tree replaced up to two times if stolen or damaged. ■ Planting seasons are mid -April to early June or the Fall. ■ Donation plaques are not permitted. Donors will receive a medallion and certificate suitable for framing. Tree Medallion ■ Medallions are $23.66 each, 5" round gold and black with 2 holes for hanging 9 C.. {Ik ', k nie m n7 of _ gAnderson kiaJoy Buich-SensQTA 0M, dear friend who stands tall (Buggy greeting us each time { Our kl c f o o-a we walkthe lake will continue t rol'e helOW rbelovedhome r r� �mgs tare ready a f y N 3r • w City of Elk - River .r Tribute Benches ■ City makes all decisions regarding placement of new benches. ■ New bench placements coincide with master plans or renovation of parks ■ No current opportunities for tribute benches at Rivers Edge Commons Park Tribute Benches ■ Price: $2,800 ■ Donor shall cover the full cost for purchase and installation of donation. ■ Installation includes labor costs by parks maintenance staff. ■ Additional costs by the city will be reviewed by the Parks and Recreation Commission prior to City Council action. Tribute Benches ■ Memorial benches have a standard design (newt slide). ■ Bench design may differ if it is a newly installed bench as a part of a park redesign or planning project. �•�� � - � ate_ 6 a� 'r— so- �y u + •i,{,N"fr yy C �_ a a I } .^ ' / a 'f "•' }tom,+ va _ c e \' , •� - � �' �-:�_ .—ram � .a w • � %` i • .� .. �...:�" ,�-ar,,..'�-'fir . t 0 Tribute Benches ■ Benches and plaques are installed between April and October, weather permitting. ■ Guaranteed term of tribute bench is ten years. ■ Installation and maintenance by the Parks and Recreation Department staff. ■ After ten years, the bench will no longer be guaranteed or maintained. Tribute Benches ■ Benches may come with a tribute plaque. ■ City must approve all text and graphics on plaques. ■ Metal bench plates are gold with a black background. ■ Size 8" x 3" with raised letters like on buildings and flagpole memorials, poly -coated. '� Ar .ri Action Requested Approve, by motion, Parks and Recreation Donation Policy