HomeMy WebLinkAbout2003-08-18; Parks & Recreation Commission; 803-4; Memorial Dedication PolicyPARKS &
AB# 803-4
MTG. DATE: 8-18-03
STAFF: CARROLL
RECREATION COMMISSION - AGENDA BILL
TITLE :
MEMORIAL DEDICATION POLICY
D INFO
DD ACTION
RECOMMENDED ACTION :
That the Parks and Recreation Commission direct staff to return with a draft Memorial Dedication
Policy for the Commissions consideration. '<£-£> <-5f2>£P> ~fs>
ITEM EXPLANATION :
Recently, the Commission directed staff to evaluate a memorial dedication policy to
accommodate the influx of request of donated trees in City parks. Currently, the City does not
have a written policy for tree donations and/or other memorial contributions. Upon request from
citizens, staff will plant trees to recognize a special occasion or to honor a loved one's memory.
Many trees have received plaques that are mounted flushed to the ground with the honoree's
name on the plaque. The concern is that without a written policy in place the donated trees and
plaques could interfere with existing and proposed circulation and use patterns of the park sites.
The large quantity of plaques at a park site could also lessen the aesthetic appeal of the park
because it will begin to look like a "graveyard."
Staff obtained memorial dedication policies from several cities. Each one has its own unique
criteria for donating trees and accessories. For instance, the City of San Marcos has a program
called "Living Tree Donation." Anyone can choose a healthy tree from the City's tree list for
planting in a city park. The name of the honoree will be prominently displayed on a plaque at the
San Marcos Community Center. The cost of the program ranges from $100 for a 15-gallon tree
to $930 for a 48-inch box tree.
In the City of South Pasadena, anyone can purchase a tree for planting or donate funds for a
tree to be purchased by the City. When the tree is planted (planting sites are determined by the
park supervisor), a photo is added to the Dedicated Tree Planting page of the City's website.
Each donation is recognized by the issuance of a card of acknowledgement to both the applicant
and the honoree or the honoree's family when the tree is planted. The City of Escondido has a
comprehensive policy for placing plaques, monuments and memorials in city parks and open
space. The policy allows for anyone to donate simple plaques (those mounted flush to the
ground and cannot be larger than 12" x 18"), adorned plaques (i.e. pedestal mounts, plaques
affixed to boulders, etc.), sculptures, permanent art work, fountains, gardens and park
accessories (benches, picnic tables, trees and shrubs). The Director of Public Works or the
Director of Community Services approves the memorial request and its location. If the request is
not approved, the donor can appeal the decision to the Community Services Commission and to
the City Council for reconsideration of their proposal.
All three sample polices are attached hereto
EXHIBITS:
1. City of Escondido Policy for Placing Plaques, Monuments, and Memorial in City Parks and
Open Space ._._. .__
2. City of San Marcos Living Tree Donation Program I ^ !* ??*&(& ^I3. City South Pasadena DedicationrTree Policy $. ye*?
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DEDICATION TREE PLANTING POLICY
Introduction
The Public Works Department manages South Pasadena's urban community
forest. The community forest includes trees in City parkways, median strips,
public parks and other parkland areas. It is the policy of the City to enthusiastically accept
donations for planting dedication trees and to accept donations of trees that meet the City's
minimum requirements and conditions for planting. The park supervisor shall approve a location
for planting, taking into consideration the site requirements and desirable tree species as
described herein.
Dedication trees can be donated to celebrate the birth of a child, to celebrate a special event, to
honor a special person in your life, in memory of the deceased, etc. The planting of dedication
or donation trees is not limited to these purposes.
Anyone wishing to donate funds or to donate dedication trees shall first complete a Dedication
Tree Planting application. Applicants will be notified of available sites for planting and the
variety of tree(s) desirable at those sites. Applicants will be given an option to purchase a tree
for planting, or to donate funds for a tree to be purchased by the City. The park supervisor will
schedule tree planting upon approval of the application and acceptance of the donation.
Whenever a dedication tree is planted, information noting the planting site will be included on
the City's tree inventory and a photo will be added to the Dedication Tree Planting page of the
City's website. Each donation will be recognized by the issuance of a card of acknowledgement
to both the applicant and the honoree or the honoree's family when the tree is planted.
Tree Species
New street trees shall generally be of the same species as the predominate species on a street. If
the existing species type is determined to be inappropriate, then a similar, compatible species
shall be planted that preserves the aesthetic qualities of the existing trees located on the street.
Among other relevant factors, the size of the tree at maturity shall be a consideration for tree
species selection.
Minimum Planting Size
Trees shall be single stemmed trees, \Vin caliper (or larger) measured at breast height. Minimum
container size shall be a 24" box for trees specified ae IVJ' caliper. The standard tree size shall
be 6-10 feet in height.
The root ball of each tree must hold intact during planting and be sized to contain adequate roots
for good tree growth. Trees must not exhibit signs of being root bound from being in a container
too long. Additionally, all trees shall be disease free, have a symmetrical, well-balanced crown
and be capable of standing on their own without the nursery stake upon final inspection.
Planting Site
Planting sites shall be determined by the park supervisor. The planting site must meet the
following minimum requirements.
EXHIBIT 1
15
1.) Adequate spacing (both above ground and under ground) must be present to allow
healthy growth to maturity.
2.) Location must be conducive to good management practices and does not significantly
disrupt maintenance activities or utilities.
3.) Water must be reasonably available for the maintenance of the tree.
4.) Trees shall not be planted where they would interfere with the growth of other trees in the
immediate area or be overshadowed by an existing tree.
5.) Planting site shall allow five feet minimum distance from gas, electric or water meters.
6.) Location shall be fifteen feet from street lights, ten feet from fire hydrants, and five feet
from walkways, driveways or other hardscape features.
7.) Site shall not be within 75-feet of the point of intersection of streets (per Municipal Code
Section 34.6).
This Dedication Tree Policy supplements the City's Public Tree Management Policy, which
contains further information about selection of tree species and planting requirements.
(Dated: 12/21/00)
06/10/2803 11:50 760-752-1328 CITY OF SAN MARCOS 0 PAGE 02
PRESS RELEASE
SAN MARCOS COMMUNITY SERVICES
City of San Marcos Date: April 6,2001
3 Civic Center Drive Release: Immediate
San Marcos, CA 92069 Contact •: Frances Childs, Recreation Supervisor 744-9000 x3506
The City of San Marcos encourages everyone to recognize Arbor Day, April 27, with a
Living Tree Donation. This national holiday is celebrated on the fourth Friday in April.
Arbor Day was created by J. Sterling Morton of Nebraska City. The first Arbor Day was
celebrated in 1872. Mr. Morton wanted to encourage settlers to plant trees in the prairie
state of Nebraska in order to help "provide shade, shelter, fruit, fuel and beauty for residents".
He stated that tree planting is, "The cultivation of the good, the beautiful, and the ennobling
in man". A Living Tree Donation is a lasting gift that fulfills Mr. Morton's vision, of
positively impacting the environmental health of one's community through the planting of
trees.
Donors can choose from 20 different varieties of trees. These varieties have been chosen for
their adaptability to San Diego County's climate and maintenance requirements. Donated
trees are placed in various City parks. The donated tree's placement and location is
determined by a City arborist. Tree sizes range from a 6-8 foot tree for a $100 donation to a
12-14 foot tree for a $930 donation. All donations are tax deductible.
Sponsoring a Living Tree is not only a perfect way to celebrate Arbor Day, but is a perfect
way to recognize a special occasion or to honor a loved one's memory. The name of any
honoree recognized through a Living Tree Donation, will be prominently displayed on a
plaque at the San Marcos Community Center. For further information on the City of San
Marcos's Living Tree Donation Program, please call 744-9000.
-30-
EXHIBIT 2
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CITY OF ESCONDIDO
POLICY FOR PLACING PLAQUES, MONUMENTS AND
MEMORIALS IN CITY PARKS AND OPEN SPACE
The texture and cultural heritage of Escondido is enriched by appropriately designed and
appropriately sited memorials in public parks, hi a way, the parks themselves are
memorials to open space and the citizens who worked to preserve them as open space.
The primary use of a park or open space is to be open and usable by the public.
While appropriate memorials may enrich a park experience for park users, public open
space is also a very precious commodity, and new memorials should be carefully
reviewed to balance these two public benefits to protect the greater good. Future
memorial proposals should represent community values, and be mindful of future
generations.
The quality of timelessness should be considered in the significance of the person or
event being memorialized. Maintenance concerns should be primary consideration, with
adequate provision made for continued future maintenance. In all cases, memorials
should be made from durable materials that will stand up over time.
It is recognized that a particular location may reach a saturation point and it would then
be appropriate to consider limitations on future installations at that location.
Improvements made in public space become the property of the public.
The memorial donor is to pay for the design, installation, and manufacture of the
memorial.
Definitions:
• Historic Preservation Commission (HPC)- All plaques, tree plantings, monuments
and memorials that are proposed for placement in Grape Day Park must first be
reviewed and then approved by the HPC as Grape Day Park is a registered historic
landmark.
• A distinction is made between simple plaques and more elaborate memorials. The
basic types of memorials will be categorized as follows:
• Simple plaques are those mounted flush with the ground. The size should be a
maximum of 12"xl8".
• Adorned plaques are those installed as part of a larger, more intrusive setting.
Examples include pedestal mounts, and plaques affixed to boulders.
S\DonAnderson\MemorialsPolicy EXHIBIT 3
• Sculpture and other permanent artwork include representational and abstract
pieces.
• Fountains may be fairly simple or large and complex. They should be considered
separately because of the additional infrastructure required (plumbing and
electrical) and additional maintenance implied.
• Memorial gardens and plazas may include some of the objects listed above but go
beyond that to include a spatial experience.
• Other memorials is a "catch-all" category intended to cover proposals that may
not fit into any of the categories previously described.
• Basic park accessories include such typical park amenities as benches and picnic
tables, park settees, trees and drinking fountains.
APPROVAL CRITERIA:
As the above types of memorials vary greatly in the impact they have upon a park, the
review and process for allowing them to occur within a park should reflect those
differences.
Approval for the particular memorial and its' location shall be done administratively
by the Director of Public Works or the Director of Community Services.
For all proposed memorials, a description of the memorial, including size, type,
materials, etc., and any proposed working shall be submitted for review.
Those memorials, that are deemed by the Director of Public Works or Director of
Community Services, to be of a significant nature, may be referred to the Community
Services Commission and then to the City Council for review and approval.
All memorials, however, should be judged for appropriateness according to the
following criteria. These criteria are intended to serve as guidelines for the reviewing
body.
• The person or event being memorialized is deemed according to merit such an
honor. The person so honored must be deceased.
• The memorial represents broad community values.
• The memorial has timeless qualities and makes a statement of significance to
future generations.
S\DonAnderson\MemorialsPolicy
• The location under consideration is an appropriate setting for the memorial; in
general there should be some specific geographic justification for the memorials
being located in that spot.
• The location of the memorial will not interfere with existing and proposed
circulation and use patterns of the park or open space.
• The memorial is compatible with the park's current or historic master plan, if
existing. The location and design of the memorial is consistent with the character
and design intentions of the park.
• The quality, scale, and character of the memorial are at a level commensurate
with the particular park setting.
• The memorial contributes to the park setting from a functional or design
standpoint.
SIMPLE PLAQUES:
The installation of simple plaques will not change the character or use of park
settings. Depending on their placement, however, they may impact park
maintenance operations. As such, they should follow the following review
procedure.
1. A request to install a plaque will be submitted in writing to the Director of
Public Works. The proposal will include as much detail as possible, including
size and preferred location, time frame and wording.
2. The Director of Public Works will recommend accepting, rejecting, or
modifying the proposal, and review it with park operations.
3. If the memorial is accepted, the proposal with suggested modifications should
be reviewed with the donor, and a standard form agreement on maintenance
and responsibilities should be prepared. The donor is to provide a site plan of
the agreed on location.
ADORNED PLAQUES:
The installation of adorned plaques has more of an impact on the use and
maintenance of existing parks. Incorrectly placed, they can interfere with use
areas or circulation patterns. Therefore, one more step of review is required
before an agreement can be reached on its existence.
1. The intention to install an adorned plaque should be submitted in writing to
the Director of Public Works. The proposal should include as much detail as
possible, including size and preferred location, time frame and wording.
S\DonAnderson\MemorialsPolicy
2. The Director will review the proposal for concurrence with the park's master
plan. If no current master plan exists, or if there is some reason to question
the suggested location in light of circulation or use patterns, the proposal will
be delayed until an analysis can be done. Where a master plan exists and a
proposed memorial is a variance to the master plan, the proposal will be
processed as an amendment to the master plan. A response to the proposal
will be required within 120 days from the date the proposal is received by the
City.
3. The Director will recommend accepting, rejecting, or modifying the proposal,
and review it with park operations.
4. If the memorial proposed is accepted, the proposal with suggested
modifications will be reviewed with the donor, and a standard form agreement
on maintenance and responsibilities if deemed necessary will be prepared.
The donor is to provide a site plan of the agreed location.
SCULPTURE AND OTHER PERMANENT ART WORK:
The installation of sculpture in park settings calls for another layer of review. The
Public Art Commission will be consulted. As these proposals are more complex,
and can be more expensive, the donor is required to go through the entire process
twice; once at a conceptual.level and again when the design is developed. The
review process is as follows:
1. The intention to install sculpture will be submitted in writing to the Director
of Public Works. The proposal should include as much detail as possible,
including size and preferred location, time frame and materials. The donor is
required to go through the design review process with schematic designs for
the memorial. If the design is conceptually approved, the donor will be
required to provide a site plan and detailed design drawings.
2. The Director of Public Works will review the proposal for concurrence with
the park's master plan. If no current master plan exists, or if there is some
reason to question the suggested location in light of circulation or use patterns,
the proposal will be delayed until an analysis can be done. Where a master
plan exists and a proposed memorial is a variance to the master plan, the
proposal will be processed as an amendment to the master plan. A response to
the proposal will be required within 120 days from the date the proposal is
received by the City.
3. The Director will review the proposal with the Public Art Commission. The
Public Art Commission has jurisdiction over the acceptance of all art work
that is donated to the City. They will also advise the Director as to suggested
procedure for commissioning art work and getting approval from the Public
Art Commission.
4. The Director will review the proposal with park operations.
S\DonAnderson\MemorialsPolicy 4
5. If the memorial proposal is accepted, the proposal with suggested
modifications will be reviewed with the donor, and a standard form agreement
on maintenance and responsibilities should be prepared.
FOUNTAINS:
Fountains are in a category by themselves because of the added complexity of
utilities necessary for installation. As these proposals are more complex, the
donor is required to go through the entire design process twice: once at a
conceptual level and again when the design is developed.
1. The intention to install a fountain will be submitted in writing to the Director
of Public Works. The proposal should include as much detail as possible,
including size and preferred location, time frame and materials. The donor is
required to go through the design review process with schematic designs for
the memorial. If the design is conceptually approved, the donor will be
required to provide a site plan and detailed design drawings. The donor will
also research utility hook-up necessary for installation of the fountain, and be
responsible for permits and hook-up fees. This will be spelled out in an
agreement with the party.
2. The Director will review the proposal for concurrence with the park's master
plan. If no current master plan exists, or if there is some reason to question
the suggested location in light of circulation or use patterns, the proposal will
be delayed until an analysis can be done. Where a master plan exists and a
proposed memorial is a variance to the master plan, the proposal will be
processed as an amendment to the master plan. A response to the proposal
will be required within 120 days from the date the proposal is received by the
City.
3. The Director will review the proposal with park operations.
4. The Director will review the proposal with the Water Efficiency Program of
the City.
5. If the memorial proposal is accepted, the proposal with suggested
modifications will be reviewed with the donor, and a standard from agreement
on maintenance should be prepared.
MEMORIAL GARDENS AND PLAZAS:
These types of installations can be truly monumental in scale, and can change the
character of a park. Other impacts can include maintenance, traffic, and
circulation. For these reasons, the review procedure must be more extensive and
careful. As these proposals are more complex, and can be more expensive, the
donor is required to go through the entire process twice: once at a conceptual
level and again when the design is developed. Steps must include the following:
S\DonAnderson\MemorialsPolicy
1 . The intention to install a memorial garden should be submitted in writing to
the Director of Public Works. The proposal should include as much detail as
possible, including general size and preferred location, time frame and
materials. The donor is required to go through the design review process with
schematic designs for the memorial. If the design is conceptually approved,
the donor will be required to provide a site plan and detailed design drawings.
2. The Director will review the proposal for concurrence with the park's master
plan. If no current master plan exists, or if there is some reason to question
the suggested location in light of circulation or use patterns, the proposal will
be delayed until an analysis can be done. Where a master plan exists and a
proposed memorial is a variance to the master plan, the proposal will be
processed as an amendment to the master plan. A response to the proposal
will be required within 120 days from the date the proposal is received by the
City.
3. The Director will review the proposal with park operations.
4. The Director may review the proposal with the Community Services
Commission and City Council.
5 . If the memorial proposal is accepted, the proposal with suggested
modifications will be reviewed with the donor, and a standard form agreement
on maintenance and responsibilities should be prepared.
OTHER:
Any memorial that does not fit any of the categories previously described will be
reviewed according to the process outlined under "Memorial Gardens and Plazas."
PARK ACCESSORIES:
Basic park amenities (such as benches and picnic tables, trees and shrubs) that
meet park standards do not require an extensive review process. These may be
handled administratively by the Director of Public Works to ensure that the
location is appropriate within the park. The Director reserves the right to adjust
the location.
If the memorial meets park standards for construction and materials, the City will
assume maintenance responsibilities. If the donor requests materials and/or
design that is not standard, the donor may be asked to agree to maintenance
responsibilities.
APPEALS PROCESS:
If the donor's proposal is not acceptable, the donor has the right after the review
process is complete to appeal to the Community Services Commission and City
Council for reconsideration of their proposal.
S\DonAnderson\MemorialsPolicy
Conversely, if a memorial is approved and a citizen opposes the project, that
citizen also has the right to appeal to the Community Services Commission and to
the City Council for reconsideration of the proposal.
The decision of the City Council shall be final.
MAINTENANCE:
In general the majority of memorials will be maintained solely by the City.
However, those memorials that are considered to be significant may be required
to be backed by insurance, a bond or endowment fund, or a maintenance schedule
by the memorial donor adequate to ensure its care so that the gift will remain in a
condition satisfactory to the donor and the City. The posted insurance or bond
should also cover costs of installation. In those situations where maintenance is
required and the accepted level of maintenance is not maintained, the City
reserves the right to remove or modify the memorial or a portion of the memorial.
S\DonAnderson\MemorialsPolicy