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HomeMy Public PortalAboutCommemorative Recognition and Dedications in Outdoor Public SpacesPage 1 of 3 COUNCIL POLICY Effective Date April 14, 2020 Page 1 of 3 SECTION: Public Works TITLE: Commemorative Recognition and Dedications in Outdoor Public Spaces PURPOSE: The purpose of this policy is to establish criteria for commemorative recognition and dedications in outdoor public spaces. GUIDING PRINCIPLE: Commemorative recognition and dedications in outdoor public spaces shall be designed and placed in order to help enrich the outdoor public space experience, while respecting the natural environment, maintenance considerations, and broader community interest in the space. The types of outdoor space amenities for public recognition or dedication may include a bench, picnic table, or a tree. DEFINITION: An outdoor public space is described as an outdoor space that is accessible to the public, and includes green spaces such as parks, public squares or space used for community gatherings, boulevards, beaches, and trails. POLICY STATEMENT: 1.Commemorative recognition and dedications in outdoor public spaces will only be allowed for the following reasons: a.To memorialize or honour individuals through placement of a plaque or outdoor space amenity such as a park bench, a picnic table, or tree (plaque mounted on a base at a tree). b.To acknowledge a major donation or sponsorship to the park or facility. c.To recognize a location of special historical significance. d.To recognize a contribution to the Town of historical significance and of particular importance to the community at large (e.g. war memorial). Commemorative Recognition and Dedications in Outdoor Public Spaces Page 2 of 3 2. Except as noted above, commemorative recognitions or dedications will not be installed to recognize: a. Social/ethnic/religious or groups, or b. Community events. 3. Placement of an outdoor space amenity or monument must not interfere with other uses in the outdoor public space and shall take into account maintenance and environmental considerations. 4. For each installation of an outdoor space amenity, an agreement will be signed with the person or group initiating the request. The agreement will include but is not limited to the location of the recognition, the term and renewal process for the agreement, what will be done with the recognition at the end of the term and who will bear the cost of maintenance and replacement if required. 5. The fees for an outdoor space amenity is borne fully by the applicant and set at the actual cost of materials, labour, installation, plus an administrative fee of 15%. Costs are reviewed and calculated on an annual basis. 6. The term for the outdoor space amenity is ten-years from date of installation. 7. Dedicators will have the opportunity to continue their sponsorship of the outdoor space amenity after the 10-year dedication period by paying the current fee for replacement. If the dedicator is not interested in continuing the dedication or cannot be contacted (within six months of the 10-year term expiring), the outdoor space amenity will be removed and the site will become available for a new dedication. It will be the responsibility of the dedicator to keep their contact information current with the Town of Oliver. 8. The wording and location of any commemorative recognition or dedication is to be approved by the Director of Operations or delegate. 9. The Town shall have final approval on the tree type and planting location following Oliver’s Tree Inventory and Management Plan. 10. Installation of an outdoor space amenity will occur twice per year; in the Spring and Fall (weather permitting). Exact dates cannot be specific due to weather, grower supply, park construction and special events. 11. A Town record will be established to record all outdoor space amenities. Commemorative Recognition and Dedications in Outdoor Public Spaces Page 3 of 3 12. The outdoor space amenity shall become Town property. Staff reserves the right to relocate or remove the outdoor space amenity whenever necessary. A reasonable effort shall be made to notify the dedicator of their outdoor space amenity is affected. 13. An outdoor space amenity dedication account shall be established for those unable to purchase the bench, picnic table or tree but who wish to contribute funds. No plaques shall be permitted in this case, but the Town will consider some type of recognition. 14. The placement of memorial wreaths, flowers or other items or any modifications to the outdoor space amenity will not be permitted. Agreement - Commemorative Recognition and Dedications in Outdoor Public Spaces Policy Terms and Conditions Date Name Address Telephone Email Type of Amenity Bench Picnic Table Tree 1. The term of this agreement shall be for ten (10) years, commencing on the date of installation. 2. The Town shall arrange for installation of the outdoor space amenity. The Donor and Town must agree on the donation location, and the Donor understands that not all outdoor space amenities are available in locations. 3. The Director of Operations (or delegate) must approve the plaque inscription that is limited to four lines with a maximum of 25 characters on each line. Donors are encouraged to choose a message that is uplifting, inspirational or promotes the enjoyment of the outdoor space. Use the spaces below for the plaque inscription: 4. The Town will maintain the amenity for ten years. The cost of replacement due to damage or theft during this ten-year period will be borne by the donor. Replacement of trees will be the responsibility of the Town following Oliver’s Tree Inventory and Management Plan. 5. At the end of the term, the donation may be renewed for an additional 10 years at the current price. It is the Donor’s responsibility to advise the Town of changes to your contact information so that the Town can keep the Donor informed. If the Donor chooses not to renew the contract, or the Town is unable to contact the Donor, the plaque will be removed and the site offered to a new donor. 6. The Town reserves the right to remove or relocate the donation for maintenance purposes. The Town will endeavor to contact the Donor at least 30 days prior to any permanent relocation. If the Town is unable to contact the Donor then removal or relocation will proceed, and the Town will keep any removed plaques for a minimum of 90 days. I, ______________________________________, the Donor, understand and agree to the Terms and Conditions of the Town of Oliver’s Commemorative Recognition and Dedication to Outdoor Public Spaces Agreement listed above and acknowledge this as the entire agreement. Donor’s Signature Date: Town Staff Signature Date: