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Home My WebLink About4D Adoption of the Park Bench Donation Program Policy� � � fff f EN HILLS � Request for Council Action Prepared By: MichelIe Qlson, Parks and Recreation Council Meeting Date: November 30, 2009 Manager Adoption of the Parl� Bench Donatian Program Policy Budgeted Amount: Actual Amount: Funding Source: nla n/a nla Recomnr�endation: 1. Motion to adop� the Park Bench Danation Progra� Policy Supportin� Doc�lmenfs: 1. See the attached memo from Michelle Olson, Parks and Recreation Manager 2. Proposed Park Bench Donation Program PoIicy 3. Program Brochure 4. �nformatiozaal flyer for donated bench and plaque � �N HZLLS MEMORANDUM DATE: November 30, 2009 TO: Honorable Mayor and City Council Members Ron Moorse, City Administraiar FROM: Michelle Olson, Parks and Recreafian Managez SUBJECT: Park Bench Donation Program Policy Background Staf£presented a Memorial Park Bench Progra� Policy for review ar�d approval at the October 26, 2009 City Council Meeting. The City Council was supportive o�ti�e pzogram. However, they asked staff to rnake sozx�.e changes io the program. Council tabled the item ax�d asked far staff io bring f11e item back wiih the s�ggested changes at a later meeting. Below is a summary of Council comments from ihat meeting: • The Council was supportive of a bench donation progra�n. However, the direction was to change the program ta a general park bench donation program, watI� ihe option for the donation to be in memory/honor of someone. • The znemorial program should not be 1izx�ited to ihose who have passed away. Ii should be opened up also to include the opiion to honor individuals. � The Council felt that $700 seemed too high of a price and asked staff to Iook at either lawering the cosi or offering two different levels of donations. • The selected style of bench shauld be durable and hold up in weatk�er. � The selected bench should be a sty�e ihat would �it along a trail or park. ; The style of bench, if at ali possible should be one that is starzdaard and ane that does not become discontinued. This will help keep the City park systern more uniform. In addition, the bench should be somewhat comfortable. �taff revised the pxogram and lisied changes below: The name of the progxam has been changed to the "Park Bench Donation Program" The donations can be anonymous, in honor of a lov�d ane or to recognize someone's special achieve�nent. 4lMetro-inet.uslardenhills4PR&PWlParkslMemoslCouncil Memos1113009 ParkBench Donation Program Policy. doc 2 � The fee for a standard park bench donation has been changed to $500. ThE style was changed to allow for flexibility on bench piacement. The style seems appropriate for a park or trail. • The style chosen is a corn%rtab�e design made entirely of recycled materials, including the frames. This is an in-ground design, which makes it very sturdy and maintenance free. This particular bench is found ai rnultiple vendors and should be available for years. However, if ii is ever discontimued, it is a standard design that can be replaced by a simiiar mode�. • The plaque is now offered as an option. The fee of $150 did not change frorn the last draft. If a donor chooses ta order a plaque, it can be designating who the donation was fram or used to honor a lo�ed one or recognize an individual. As a review of the program, below are a few details: T�e recycled materials used for the chosen benches provide low maintenance and UV protection. The benches vvould be installed by our Pubiic Works Staif by utilazing concrete footings versus a concrete slab. This method is much more cost effective. The 3�ronze plaque proposed is a 10" x 3" plaque that can have up to 4 lines of text, 24 characters per linc. Included for Councii review are the revised donation policy and ihe updaied informational flyer (attachments A& C). The fees chosen for the bench and plaque are intended to cover the cost of ihe mater�als but do not include the installation. This would be a cost ihat is covered by the City. The brochure created (attachrnent B} is intended to promote the prograrn to interesfied resi�ents. This infor�nation wautd be posted an our website and would also be available at Ciiy Hall. Recom�nendation The Parks Trails and Recreation Coznmittee (PTRC} at their Novernber 16, 2009 meeting reviewed the revised prograxn and had a couple of suggestians. Staff had offered an additional bench ophon ai a higher fee, upon request. This was the same bench that was presented with the original drafi of the Memorial Bench Program. However, the cornrz�ittee felt �hat it would be better to have one standard b�nch and to not offer choices. They were comfortable with the chosen Uptown siyle. The co�xnents were that it would fit in most settings in parks and along trafls and it was nice to have an in ground version that is completely recyclable. In addition, a question was asked of staff if a less expenszve plaque would be available. Staff researched dif%rent options during this process and feels a brass plaque is the most durable and quality product for this type of program. Other materials s�ch as brass have proven to tarnish over time. The PTRC rnade a m.otion to recammend the adoption of ihe proposed Park Bench Donation Program Policy with the elimination of one bench option. The rnotion passed unanimously (8-0). Staff recoxnmends adoption af �he attached Park Bench Donation Program Policy as presented. 4lMetro-inet.uslardenhillslPRc?cPWlParkslMemoslCouncilMemos1113009 ParkBenchDonatzonProgram Policy. dac Reques�ed Councii Directian Moiion ta adopt �the Park Bench Donatian Program Policy. Attachments A— Paroposed Memorial Park Bench Program Policy B — �roposed 1'rogram Brochure C— Infarmational flyer for donaied bench and plaque llMett�o-inet.uslardenhillslPR&.PWIParkslMemoslCouncil Memos1I13009 ParkBench Doraation Program Policy. doc Attachnlent A : Proposed Park Bench Donation Parogram Policy � ��H�,Ls City of Arden Hills Park Bench Donation Program Policy Pro�ram Purpose: The Park Bench Do�ation Prog,ram is designed io increase public enjoyment and participation in the City's parks. The Program also provides an excell�nt opportunity to honor a Ioved one ar to recognize someone's special achievement. General• Park benches may be don.ated anonymously. 2. Park benches may be donated to honor a loved one or to recognize someane's speciat achievement. 3. A park bench may be dedicated inlalong the danator's park or trail of choice. 4. Donoz may choose the general placement within a park or along a trail. However, the exact location of the bench is dependent upan existing site conditians and shall be determined by the Parks and Recreation Manager. The final placement of the bench wi11 discussed with the donar befare installation. 5. The City of Arden Hills will order, assemble and secure tk�e bench with concrete footings in the approved location. 6. The City wilt perform general maintenance and upkeep around the bench area. 7. The City accepts no liability for darnage to any bench frona vandals or third parties. The City reserves the right to remove az�y donated benches that have been damaged, and are, in the view of the Parks and Recreation Manager, beyond repair. The City wi11 replace the damaged xnemorial for the useful life of ihe bench as soon as practical. A bench is guaranteed for a minimum of 10 years. 9. Benches are made from recycled materials in cedar color providing low maintenance and W protection. 10. The cos� af a pazk bench is $500. A hand out with photo and speci�c style information is available with the brochure. Exact modeUstyle is subject �o change/availability. 1 T. For thase wishing to honor/recognize someon� or have the�r donation acknowledged with ihe donated bench, A 10" x 3" bronze engraved plaque is availab�e for purchase and can be aff�ed to the backrest of ihe bench. The cost ofthe 10" x 3" engraved plaque is $150. A hand out with photo and specific style inforrnation is available with the brochure. 12. In the event that the plaque is damaged, defaced, ancUor removed, the City will replace it for the usefullife of the bench. 11Metro-inet.uslardenhii{s1PR&PWIPar[cslBench -Donation ArogramU'ark Bench program policy .doc Procedures: 1. Park Bench Donation Prograxn. bzochures and order forms are available at City Hall or online at www.ci.arden-hills.mn.us. 2. Donor will fill oui a fortn and submit with full payment for the bench. The Ciiy accepts cash, check or credit card. Credit card payrnents can be made by going io our website at www. ci. arden-hills.mn. us. 3. Once form and full payment have been received, the Parks and Recreation Manager wi11 call to confirm order, 4. Staf�will confirm order details with donar befare processing order. 5. Bench will be �laced in chosen location with concrete footings. If a bronze plaque is ordered, it will be attached to the backrest of the bench. Please note: The City has a tree giving program that is run through Ramsey County - Friends of the Parks Brochures and forms are available in late winter and will be posted to our wehsite at www.ci.arden-hills.mn.us or call 651�792-7800 to have a brochure rrrailed to you. 11Metro-inet.uslardenhi11s1PR&PW1ParkslBench -Donatinn FrogramlPark Bench program policy .doc Attachment B: Proposed Park Bench Donation Program Brochu�re ��- i I __..e ;,�. i - ..;,. ,..., , . ,.,� ,:..::, _�., _; :, _ . ._..:._.i_ __ . _ j, . , Q� �� Z� �v �� ;� N � z� � � � �S. D�EN HILLS Park Bench Donation Prog ra m Create a Special Connect�on with the Parks in Arden Hit�s with a Park Bench Donation± I �BOUT THE PROGRAM The Ciiy of Arden Hifls has over 145 acres of parks and apen space for the public to enjoy. The Park Bench Donation Program is designed to increase public enjoyment and participation in the City's parks. Benches make gr�at gifts to yaur favori#e park or #rail. Best of all, your donation helps support par[cs citywidef Gifts can �e anonyrnous or a p[aque is a�ailable to be ardered and would i�e placed an the bench to ha�e your donation acknowiedged, honor a lo�ed ane or to recognize someone's special achie�ement. Peaple of all ages visit our parks on a daily basis for park trails, sports, pfayground activitiss, concerfs, and other gatherings and neighbarhood acti�ities. Others corrEe to the parks to reEax and get away from the stress and pressure of e�eryday Eife. Your generous gift will be recognized and appreciated by al[ thase who use the parks and trail system. Please Nofe: The Cify has a free giving pragram fhat is run thraugh Ramsey County — Friends of fhe Parks. Brochures and farms are available in late winter and will be posfed to our website at www.ci.arden-hills.mn.us or ca!! 651-792-7800 fo have a brochure mailed to yau. ; _ , ;.. ORDERFORM � Etem Quantity Unit Price EN HII;LS Danatians #award park benches contribute to the beauty of aur City and provide valued enhanc�ments to the parks and #raiis system. THE CCTY OF ARDEN HIL�S WILL. BE RESPONSIBLE F'OR THE 1NSTALLATION AND MAINTENANCE OF YQUR GIFT Total Order Nam� Address The City o� Arden Hills wili provide concrete foatings for #he bench and a[so secure it for you. Benches are made from recycled materials in cedar color providing low mainfenance and UV protection. �xact style af bench will depend an availability. BENCH: *6 foot bench ��oo OPTlONAL: If yau are interested in placing a plaque on the bench to acknowledge the danation, ta honor a lov�d one, or to recognize someone's special achievement, below is the pricing and informatio� for adding this to your donation: Phone Method of Payment ❑ Check ❑ Cash (Paywith credit card online at www.ci.arden-hills.mn.usj Signature oPr►on►at; Plaque Infarmation: (Up to 4 lines of text — 24 characierslletters or less per 19ne (including spaces} -� prrnf or fype} PLAQU�: �`Bronze Er�graved Plaque $'I50 (10" x 3" - Inscription may be up to 4 lines of text — 24 characters per line (max) including space) *Information sheet with bench and plaque photas and specificatians availabie upan rec�uest. Exacf modellstyls is subject to char�gela�ailability. The Ci#y of Arden Mills wifl calf to confirm your order. City of Arden Mills 1245 West Highway 96 Arden Hills, MI� 55112 85�-792-7800 {phone) • 65�-634-5937 {fax) Attachment �: Informatxonal flyer for bench and plaque donations � EN HYLLS PARK BENCH DONATION PROGRAM Bench and Plaque Information UPTOWN BENCH - $SOD • Well buili bench - goad looking, and afforda�]e • UV-protected, recycled plastic canstruction {g�ards against splinters, rptting, cracking and peeling), including frame • Gedar Coior with Black Frame OPTIQNAL: CAST BRONZE PLAQUE - $15Q • Elegant and durah[e cast bronze pEaque • Dark oxidized pebble textured backgrpund • Aftractive beveled-edge border • All upper ease characters in font style as shown • Letter heights determined by amount ofi fext + 10" x 3" plaque: up to 4 lines of text, 24 characters per line