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PKC - Item 3A - Update to Memorial Bench and Tree Program R OSEMEAD P ARKS C OMMISSION M EMORANDUM TO: THE HONORABLE CHAIR AND PARKS COMMISSION FROM: TOM BOECKING, DIRECTOR OF PARKS & RECREATION DATE: JANUARY 7, 2020 SUBJECT: MEMORIAL BENCH AND TREE PROGRAM UPDATE SUMMARY At the June 4, 2019 Parks Commission meeting staff presented Administrative Policy 50-08, a Memorial Bench & Tree program, that had been approved by the City Council at the April 23, 2019 meeting. This program was developed to provide Rosemead the opportunity to commemorate or honor family, friends, and business professionals whom have passed away or who have had a positive impact on the community. The dedication helps enhance and beautify park, recreation and open space system. STAFF RECOMMENDATION Staff recommends that the Parks Commission receive and review the updated Administrative Policy number 50-08, the Memorial Bench and Tree Program to include the dedication of gardens. Staff recommends that the Commission make a recommendation of support to the City Council. DISCUSSION Staff developed a policy that will assist with the implementation of this program while safeguarding the ambiance of the parks as well as regulating participation. Establishing a policy on eligibility and placement of such memorials will provide guidance for those seeking the memorials. The policy establishes and limits the eligibility for a memorial bench or tree to those individuals who once resided in Rosemead at some time in their life, or those who provided a public service to the community of Rosemead. During the implementation of the program staff was approached regarding a dedication of a garden. Staff supports the addition of gardens to the policy. The addition will enhance the program and expand the opportunity for the community to honor deserving individuals. Parks Commission Meeting January 7, 2020 Page 2 of 2 FISCAL IMPACT All costs associated with the memorial Bench, Tree and Garden Program will be paid 100% by the donor. Public Works staff and Parks and Recreation staff will need to determine the type of bench and/or tree that will be utilized. Prepared by: __________________________________________ Tom Boecking, Director of Parks and Recreation 50-08 Policy Number: __________________ CITY OF ROSEMEAD Date: __________________________ Administrative Policy Manual City Manager Approval: ___________ SUBJECT: MEMORIAL BENCH, TREE AND GARDEN PROGRAM POLICY PURPOSE: To establish guidelines for the establishment of a Memorial Bench, Tree and Garden Program Policy. The City of Rosemead supports allowing memorial benches, trees and gardens in parks and green space areas, with the mindset that these facilities have many uses and are enjoyed by the public. The program is reserved for memorial purposes only for individuals who resided in Rosemead at some time in their life, or who provided public service to the community of Rosemead. The purpose of this policy is to establish guidelines with respect to the memorial bench, tree and garden program. The policy will ensure that appropriate oversight is provided in preserving our City parks, to protect park resources, and enhance the park visitor experience. Responsibilities with the City for services provided by this program will be assigned as follows: 1. The Director of Parks and Recreation or his/her designee (Hereinafter referred to as Director) shall work with other Departments within the City such as the Public Works Department to ensure compliance with this policy. 2. The Parks Commission shall have the authority to accept or deny memorial bench or tree applications and ensures all guidelines are met. The City Council will ratify all approvals or denials the first year and will revisit therefore after. DEDICATION GUIDELINES: 1. The policy establishes and limits eligibility for a memorial bench, tree and garden for individuals who resided in Rosemead at some time in their life, or who provided public service to the community of Rosemead. 2. The dedication of a bench, tree or garden will be acknowledged by an accompanying custom plaque. The plaque is symbolic of the dedication and does not entitle the donor to ownership of the particular donated item. 3. Memorials cannot have a commercial appearance or corporate label. The City of Rosemead will provide a plaque template and will have final approval of commemorative plaque, style, and wording. The donor will cover 100% cost of the bench/tree/garden and associated plaque. 4. The type and material of the bench, type and size of tree, and locations will be consistent with the City of Rosemead landscape plans, standards and policies. The donor, with the approval and guidance of the Director, will select the park and location for the memorial. Page 2 of 4 Memorial Bench and Tree Program Policy Policy 50-08 5. The dedication of a garden will only be given to existing garden spaces with in the City of Rosemead. Temporary Community Gardens are not eligible as dedication locations. 6. A ceremony or gathering at the time of dedication is permitted but must be arranged in advance with the City of Rosemead and must be done in accordance with City of Rosemead ordinances and policies. To ensure public use and safety; memorial wreaths, flowers and any other items placed for a private gathering or ceremony must be removed immediately following the dedication by the donor. PROCEDURES: 1. The potential donor will meet with the Parks and Recreation Department staff to share ideas and ask questions regarding rial Application and Agreement Form. 2. The potential donor will submit a completed Memorial Application and Agreement Form to the Parks and Recreation Department. As part of the application process the donor will also submit the potential wording of plaque to the Parks and Recreation Department who will work with donor and internal staff to approve. 3. Department staff will work with the donor to get internal approval with appropriate staff on final park choice and location of the bench/tree. 4. The Director will review and determine the appropriateness of the proposal. 5. Department staff will notify the donor in writing of results of City evaluation of proposal identifying any final conditions of approval. 6. With a positive review decision, department staff will finalize the Memorial Application and Agreement Form between the City and donor and submit to the Director for final approval. 7. e memorial. 8. Once location is agreed upon, donor will submit payment in full to: City of Rosemead Parks and Recreation Department Memorial Program 8838 Valley Blvd. Rosemead, CA. 91770 9. The complete fee payment must be received before the materials are ordered or construction is initiated. LOCATION: 1. While the potential donor is free to suggest the proposed location, certain location requirements shall apply. The appropriate members of Parks and Recreation and Public Works Departments shall make the final precise determination of location. Page 3 of 4 Memorial Bench and Tree Program Policy Policy 50-08 2. Benches or trees under this program shall be located in accordance with the following criteria: a. The location does not interfere with any active park facility; b. The location does not interfere with any components or displays; c. Sufficient space is provided for the proposed bench or tree and accompanying plaque; d. The bench will meet the facility accessible design standards; e. The tree will meet the current City guidelines for tree species and size that has been recommended by the City arborist and approved by the City. This will ensure the tree has the best chance at a successful lifespan within our climate and ; and f. The location is appropriate for a bench or tree installation. 3. The following are possible locations within the City for memorial installations: a. Garvey Park b. Guess Park c. Klingerman Park d. Jess Gonzalez Sports Complex e. Rosemead Park f. Rosemead Plaza g. Sally Tanner Park h. Zapopan Park INSTALLATION, MAINTENANCE AND OPERATIONS 1. Installation a. Once the bench or tree and plaque are received from the suppliers, the City will contact the donor. The timing of the installation will be determined by a variety of factors including the availability of City staff, weather, time of the year etc. b. The donor shall pay full cost for the purchase, supply, delivery, and installation of the bench or tree and plaque. The costs shall be established by the City, based upon the C, and shall be updated from time to time. c. The complete fee payment must be received before the process is initiated. d. The City will oversee the installation. 2. Relocation of Benches/Trees a. When the useful life of the bench or tree has expired, a new bench or tree may be installed but the existing plaque will not be replaced. b. The City reserves the right to relocate a bench or tree. In the eventuality that such a move is necessary the City will attempt to contact the donor for consultation prior to relocation to discuss alternative locations. The City of Rosemead will make the final determination. 3. Maintenance Page 4 of 4 Memorial Bench and Tree Program Policy Policy 50-08 a. The routine cleaning and general maintenance of the memorial bench or tree and plaques are the responsibility of the City of Rosemead. If any benches, trees or plaques are damaged, the City will attempt to make minor repairs with City forces. If this cannot be done, the bench, tree or plaque will be removed and not replaced. b. There is a ten-year (10) guarantee of bench maintenance and plaque replacement. The furniture will be kept in place as long as it is serviceable beyond the 10 year period. When a bench is no longer serviceable, applicants will be advised and given the opportunity to purchase a new bench under the terms and conditions then in effect. c. The City will not be responsible for acts of nature, survivability of trees, damage or vandalism to benches or trees. At the City's sole and absolute discretion, the City may replace memorial trees and make repairs or replacement of memorial benches.