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Home My WebLink About4D, Park Bench Donation ProgramE E �p E � �;� E N HILLS � . . � Re uest for Counc�l Act�on ; � E E � � i � � Prepared By: Michelle Olson, Parks and Recreation Council Meetin Date: November 30 2009 Manager g � � Adoption of the Park Bench Donation Program Policy Budgeted Amount: Actual Amount: Funding Source: n/a n/a n/a Recommendation: i. Motion to adopt the Park Bench Donation Program Policy .......................................�..._.._..--.---------............................_............................--.--.---..�_._............----.............._..................�..�...-----.--._._�............._...--.---._............._.....---------.�---,--...................---..............................--.-------._................_._..._.............-.--------....................__..__............---------._............._._.__.._......�....---.-----------....._...._........ Supporting Documents: 1. See the attached memo from Michelle Olson, Parks and Recreation Manager 2. Proposed Park Bench Donation Program Policy 3. Program Brochure 4. Informational flyer for donated bench and plaque _ _ . . _ __ _ _ _ __ _ ��T ILL MEMORANDUM DATE: November 30, 2009 TO: Honorable Mayor and City Council Members Ron Moorse, City Administrator FROM: Michelle 01son, Parks and Recreation Manager SUBJECT: Park Bench Donation Program Policy Back�round Staff presented a Memorial Park Bench Program Policy for review and approval at the October 26, 2009 City Council Meeting. The City Council was supportive of the program. However, they asked staff to make some changes to the program. Council tabled the item and asked for staff to bring the item back with the suggested changes at a later meeting. Below is a summary of Council comments from that meeting: • The Council was supportive of a bench donation program. However, the direction was to change the program to a general park bench donation program, with the option for the donation to be in memory/honor of someone. • The memorial program should not be limited to those who have passed away. It should be opened up also to include the option to honor individuals. • The Council felt that $700 seemed too high of a price and asked staff to look at either lowering the cost or offering two different levels of . onatlons. • The selected style of bench should be durable and hold up in weather. • The selected bench should be a style that would �t along a trail or park. • The style of bench, if at all possible should be one that is standard and one that does not become discontinued. This will help keep the City park system more uniform. In addition, the bench should be somewhat comfortable. Staff revised the program and listed changes below: • The name of the program has been changed to the "Park Bench Donation Program" • The donations can be anonymous, in honor of a loved one or to recognize someone's special achievement. I IMetro-anet. us l ardenhalls IPRc.�PWlParks IMemos I Council Memos 1113009 Park Bench Donation Program I'olicy. 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 placement. The style seems appropriate for a park or trail. • The style chosen is a comfortable 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 at multiple vendors and should be available for years. However, if it is ever discontinued, it is a standard design that can be replaced by a similar model. • The plaque is now offered as an option. The fee of $150 did not change from the last draft. If a donor chooses to order a plaque, it can be designating who the donation was from or used to honor a loved one or recognize an individual. As a review of the program, below are a few details: The recycled materials used for the chosen benches provide low maintenance and UV protection. The benches would be installed by our Public Works Staff by utilizing concrete footings versus a concrete slab. This method is much more cost effective. The bronze plaque proposed is a 10" x 3" plaque that can have up to 4 lines of text, 24 characters per line. Included for Council review are the revised donation policy and the updated informational flyer (attachments A& C). The fees chosen for the bench and plaque are intended to cover the cost of the materials but do not include the installation. This would be a cost that is covered by the City. The brochure created (attachment B) is intended to promote the program to interested residents. This information would be posted on our website and would also be available at City Hall. Recommendation The Parks Trails and Recreation Committee (PTRC) at their November 16, 2009 meeting reviewed the revised program and had a couple of suggestions. Staff had offered an additional bench option at a higher fee, upon request. This was the same bench that was presented with the original draft of the Memorial Bench Program. However, the committee felt that it would be better to have one standard bench and to not offer choices. They were comfortable with the chosen Uptown style. The comments were that it would fit in most settings in parks and along trails 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 expensive plaque would be available. Staff researched different options during this process and feels a brass plaque is the most durable and quality product for this type of program. Other materials such as brass have proven to tarnish over time. The PTRC made a motion to recommend the adoption of the proposed Park Bench Donation Program Policy with the elimination of one bench option. The motion passed unanimously (8-0). Staff recommends adoption of the attached Park Bench Donation Program Policy as presented. I IMet�o-inet. us l ardenhills IPR�PWI Pa�ks IMemos I Council Memos 1113009 Park Bench Donation Program �oti�y. doc 3 Requested Council Direction Motion to adopt the Park Bench Donation Program Policy. Attachments A— Proposed Memorial Park Bench Program Policy B — Proposed Program Brochure C— Informational flyer for donated bench and plaque I IMetro-inet. us l ardenhills IPR�PW1Pa�ks IMemos I Council Memos 1113009 Park Bench Donation Program Poticy.doc • • Proposed Park Bench Donation Pro ram Polic g y _ _ _. _ .. HILL � ,�. El� S City of Arden Hills Park Bench Donation Program Policy Pro�ram Purpose: The Park Bench Donation Program is designed to increase public enj oyment and participation in the City's parks. The Program also provides an excellent opportunity to honor a loved one or to recognize someone's special achievement. General: 1. Park benches may be donated anonymously. 2. Park benches may be donated to honor a loved one or to recognize someone's special . achlevement. 3. A park bench may be dedicated in/along the donator's park or trail of choice. 4. Donor may choose the general placement within a park or along a trail. However, the exact location of the bench is dependent upon existing site conditions and shall be determined by the Parks and Recreation Manager. The final placement of the bench will discussed with the donor before installation. 5. The City of Arden Hills will order, assemble and secure the bench with concrete footings in the approved location. 6. The City will perform general maintenance and upkeep around the bench area. 7. The City accepts no liability for damage to any bench from vandals or third parties. 8. The City reserves the right to remove any donated benches that have been damaged, and are, in the view of the Parks and Recreation Manager, beyond repair. The City will replace the damaged memorial for the useful life of the 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 . UV protectlon. 10. The cost of a park bench is $500. A hand out with photo and specific style information is available with the brochure. Exact model/style is subj ect to change/availability. 11. For those wishing to honor/recognize someone or have their donation acknowledged with the donated bench, A 10" x 3" bronze engraved plaque is available for purchase and can be affixed to the backrest of the bench. The cost of the 10" x 3" engraved plaque is $150. A hand out with photo and specific style information is available with the brochure. 12. In the event that the plaque is damaged, defaced, and/or removed, the City will replace it for the useful life of the bench. \�Metro-inet.us\ardenhills�R&I'W�Parks�Bench -Donation Program�Park Bench program policy .doc Procedures: 1. Park Bench Donation Program brochures and order forms are available at City Hall or online at wvvw.ci.arden-hills.mn.us. 2. Donor will fill out a form and submit with full payment for the bench. The City accepts cash, check or credit card. Credit card payments can be made by going to our website at v�►�►�vw. ci . arden-hi 11 s. mn. us . 3. Once form and full payment have been received, the Parks and Recreation Manager will call to confirm order. � 4. Staff will confirm order details with donor before processing order. 5. Bench will be placed 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 thr�ough Ramsey County - Friends of the Parks. Brochures and forms are available in late winter and will be posted to our website at www.ci.arden-hills.mjz.us or call 651-792-7800 to have a brochure mailed to you. 2 \�1Vletro-inet.us\ardenhills�PR&PW�Parks�Bench -Donation Program�Park Bench program policy .doc • • Proposed Park Bench Donation Program Brochure � n � � O _. .� C'� � � � � � N � Cp v�,_,c�� o �n�' � -0 � CD � O � � � = '� 'z � 7C' �, C!� O � tD � � oo _. . _ � ,!„�, tD CD � � _ � �. n._. ,�.�. � � — � — — tl� Cp Z � ��5 N W`SII!H uapa`d 96 �C�M� fi! H�SaM ��bZ � . . • . S'I'IIH .�I� � �w� � � !'�' �. � • . .• � � � � r r Cl.� Q O � � � � � �. � � <D � ? � � � � � n •..� �� . �a� � ��C vt�.��y� � V � � ' � y �Nsv�GO�s� �. '�1 � O � .� U c`� � �� 4 "'`�`�� O�`��n��Z O � �. � tn = �. 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CD � � r-�- - � O � n _. � X (D � � �� I r • • Informational flyer for bench and la ue donations p q i�� EN HILL S PAl�►�� BENCH DONATION PROGl�;Al��I Bench a�nd Plaque Information UPTOWN BENCH - �500 • Well built bench - good looking, and affordable • UV-protected, recycied plastic construction (guards against splinters, rotting, cracking and peeling), including frame • Cedar Color with Black Frame OPTIUNAL: CAST BRONZE PLAQUE - $150 • Elegant and durable cast bronze plaque • Dark oxidized pebble textured background • Attractive beveled-edge border • All upper case characters in font style as shown • Letter heights determined by amount of text � 10" x 3" plaque: up to 4 lines of text, 24 characters per line