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CCP133 Memorial Donations PolicyCITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number MEMORIAL DONATIONS 1 of 3 9/5/2017 133 PURPOSE: Establish a Consistent, Streamlined Process for Memorial Donations at City. BACKGROUND The City of San Juan Capistrano has received donations of time, money, materials, trees, and equipment, as well as requests for placement of dedication plaques, benches, and trees at City facilities. While the City has Administrative Policy #103, which establishes a policy for City Council to formally accept or decline donations, there is no formal process for considering donations associated with memorials to honor loved ones that have passed away. POLICY It is the practice of the City of San Juan Capistrano to receive donations by individuals, civic groups, and businesses for the purpose of improving City facilities, such as parks, trails, and public buildings. Any proposed donation of benches, picnic tables, or trees, can include a dedication plaque, to serve as a memorial for a loved one, and be considered a Memorial Donation. In an attempt to streamline the approval process, donation options have been developed to facilitate equipment selection, ensure the items meet safety standards, and promote consistency of equipment installed in parks, trails, or other open space. PROCEDURE Donors/applicants shall complete the Memorial Donation Application and submit it to the Community Services Director, along with the applicable funds to cover purchase, installation and removal of the requested amenity option (e.g. bench, picnic table, tree, dedication plaque) (Attachment 1). The Memorial Donation Application will be reviewed by the Community Services Director and the Public Works and Utilities Director, or their designees. If the Application is deemed complete, and the items proposed for donation are appropriate for the location, the Memorial Donation Application will be forwarded for consideration by the Parks, Recreation, Youth and Senior Services, Trails and Equestrian Commission at a regular meeting. If the Memorial Donation Application is recommended for approval by the Parks, Recreation, Youth and Senior Services, Trails and Equestrian Commission, Public Works staff will forward the proposed memorial donation request to the Council for approval and acceptance. If Council approves and accepts the proposed memorial donation, staff will procure the item(s) and make arrangements for installation. Staff will notify the donors/applicants of the approved location for the Memorial Donation and when the installation is to be complete. Public CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number MEMORIAL DONATIONS 2 of 3 9/5/2017 133 Works staff will track the donated items for inventory purposes. If the donation is not approved or accepted, the donors/applicants will be refunded. GUIDELINES Trees All donations of trees or other planting shall be in accordance with the site specific park- planting palette. Donated trees shall be a minimum 24” box-size. Donors/applicants may indicate a preference of type of tree, but staff will ultimately determine if it is appropriate for the location and will make the final tree selection. Benches and Picnic Tables All donated benches or picnic tables shall be of the type specified for that specific park or public space to ensure that the items conform to the ambiance/theme of the facility/location. The donated benches and picnic tables will be used to replace old benches and picnic tables at existing locations or placed at new locations, as needed. Staff will give the donors/applicants the choice of appropriate existing or new locations along with the type of items that would be suitable for said locations with the final location determination to be approved/made by the Public Works and Utilities Director or designee. The Public Works and Utilities Director, or designee, will also confirm that the item proposed for donation is appropriate for the selected location. Dedication Plaques Dedication plaques shall be bronze 6” x 8” rectangular plaques with standard wording to include, “Donated By”, “In Memory Of”, “In Loving Memory Of”, or “In Honor Of”. Plaques can accommodate a limited amount of text and will be installed on a concrete pad near the bench, picnic table, or tree donated, unless a wooden bench at Reata Park is selected. Plaques are only available as an accompaniment to tree, park bench, or picnic table donations and may not be purchased and/or installed on their own. Donated Items Donated items become City property. The City will install the donated item, and will maintain the donation for its useful life (i.e. 10 years or its useful life, whichever comes first). If a bench, picnic table, or plaque is vandalized, damaged, or destroyed, the City is not responsible for replacement. The City will send the donors/applicants a letter, using the contact information filed with the application, and give them an opportunity to restore or repair the item, if possible. If the City does not receive a response from the donors/applicants within 30 days, the City reserves the right to remove the item. The City will also remove donated items at the end of their useful life (as determined by Public Works, approximately 10 years depending on amenity, condition, and/or location). If a donated bench or picnic table must be relocated for City purposes, the CITY OF SAN JUAN CAPISTRANO COUNCIL POLICY Subject: Effective Policy Page Date Number MEMORIAL DONATIONS 3 of 3 9/5/2017 133 City will notify the donors/applicants of the new location and the City will bear the cost for relocation. ATTACHMENT Attachment 1- Memorial Donation Application ###     San Juan Capistrano Memorial Donation Application    Donor/Applicant Contact Information Contact Person  Phone   Address  Alt. Phone   City/Zip Code  Email     Memorial Donation Amenity Amenity Price (includes installation and  removal) ***    Check the Appropriate  Box(es) Below  to Indicate  Your Selection  Wooden Bench with Plaque Installed* $2,700   Mounted Pedestal Bench $1,800   Concrete Bench $1,600   Picnic Table $2,100   24” Box Tree $450   Bronze Dedication Plaque** $275   *Only available at Reata Park.  ** Dedication Plaques are only available if a bench, picnic table, or tree is also donated.  ***Pricing subject to periodic increases.    Proposed Memorial Donation Location Amenity Bench Picnic Table 24” Box Tree  Desired Location     Alternate Location**     Alternate Location**     ** Optional  Select heading for Bronze Dedication Plaque: