Item 8CAGENDA ITEM # 8C
JANUARY 25, 2010
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Policy for Donation and Placement of Memorials in City Parks and
Other Public Areas
SUBMITTED BY: Rick Carper, P.E., Public Works Director /~G_
DATE: January 6, 2010
BACKGROUND: At the meeting on November 23~d, the Commission requested Staff
make changes to the draft Memorial Donation Policy and return to the
Commission. Attachment 1 is the revised draft policy for discussion/approval.
BUDGET: No City funds are budgeted for implementation of this policy. Staff
recommends that any policy adopted require that memorials be cost neutral to
the City.
RECOMMENDATION: Revised Draft Policy for Commission Approval.
ATTACHMENTS: 1. COAB Memorial Donation Policy (Revised Draft)
2. November 9`h Staff Report on Draft Memorial Policy
REVIEWED BY CITY MANAGER:
January 25", 2010 Regular Meeting
AGENDA ITEM # 8C
JANUARY 25, 2010
COAB MEMORIAL DONATION POLICY
It is the policy of the City of Atlantic Beach to accept donations for the purpose of planting trees
and installing benches or other standard furnishings within City Parks and other public areas,
including Beach Accesses, to memorialize a departed family member, friend or City resident, or
to commemorate a special occasion. Memorials must be for persons who have lived, worked or
otherwise been involved in Atlantic Beach community affairs through volunteering, club
membership or other related activity. All donations shall be in compliance with the following:
A. Donations for Memorials will be accepted only for the purpose of purchasing and planting of
trees, and for purchasing and installing furnishings approved by the City. Actual
purchase and installation shall be done by the City or by contractors working for the City,
not for a private entity.
B. Memorials shall be self supporting, e.g., all costs related to a memorial shall be at the expense
of a donor(s), including installation, repair or replacement, if necessary. The City will
perform simple routine maintenance (e.g., tree trimming) and cleaning of donations and
memorials.
However, the City is not responsible for replacing items, including plaques, due to
excessive wear, damage or loss. If a tree dies or furnishings age to the point of being a
visual eyesore or hazardous to use through wear or damage, the City will remove the
memorial. The City will attempt to contact the donor to inform them of the planned
removal. The donor may replace the item and/or plaque at their own expense.
C. Any native tree that is mutually agreed upon by the donor and City staff is acceptable. Use of
non-native trees is prohibited. (Native trees are listed in University of Florida IFAS
Extension Circular 833 -Native Trees for North Florida).
D. Memorial tree(s), bench(es) or other standard furnishings are permitted at appropriate park
sites or other public areas, provided that the location adds value to the public's use and
enjoyment of the park or public area and is mutually agreed upon by the donor and City
staff: Benches and other furnishings in City Parks and Beach Walkovers will generally be
limited to replacements for existing furnishings. New locations will be restricted to those
where a need has been identified by City Staff.
E. Memorial tree(s), bench(es) or other furnishings are permitted to memorialize a departed
family member or friend, or, at the discretion of the City Manager or Commission, to
commemorate a special event. Plaques, bricks or other labels listing commercial entities
that could be perceived as advertisement are not authorized.
F. Memorial donations may be recognized by use of a memorial plaque which will be displayed
near the donated tree(s) or on the donated furnishings.
G. A ceremony or gathering at the time of a tree planting or furnishings installation is
permitted, but must be arranged in advance with City staff.
AGENDA ITEM # 8C
JANUARY 25, 2010
H. The City does not guarantee tree survivability and is not responsible for replacement should a
tree die from any cause, including vandalism.
I. City staff shall maintain a record of each donation. The record shall contain all pertinent
information such as the name of the person being memorialized, location, and type of
tree, donor's name and contact information for use in the event the memorial requires
maintenance, etc.
J. Standard memorial plaques shall be used to promote consistency in cost, size, type, and
mounting, with plaque language approved by the City.
K. The City will provide residents with a list of recommended benches or other furnishings for
memorial use. This list shall include a description of each item and color photo. At the
request of staff or the City Commission, the list of recommended benches and furnishings
for memorial use will be reviewed and amended as deemed necessary. Requests for
proposed `equivalent' benches or furnishings will require approval by the City Manager.
J. Memorial Bricks for installation in Town Center, at adopted Beach Accesses or on other City-
owned properties will be purchased through and coordinated with the appropriate
adopting group. A written agreement with the City documenting the area approved for
brick installation and designating responsibilities for maintenance, etc., will be required.
Public memorials going beyond the simple plaque discussed above must be authorized by the
City Commission.
AGENDA ITEM # 8C
JANUARY 25, 2010
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Policy for Donation and Placement of Memorials in City Parks and
Other Public Areas
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: November 2, 2009
BACKGROUND: The City frequently receives requests from residents and others to
install memorials, including benches, trees, and plaques, (even a concrete lion)
in commemoration of individuals or events. There is no written policy or
gu'~deline regarding what is or is not acceptable for installation in Ciiy parks,
beach accesses or other public spaces. Attachment 1 contains a draft policy for
discussion.
Alternatively, the Commission may wish to consider a policy prohibi5ng any future
memorials for the foik~wing reasons:
(1) public areas are subject to change or redesign in the future;
(2) the memorials may detract from the aesthetic quality of the park;
(4) they may be subject to vandalism or theft, which may offend the donors;
(5) they may increase overall City tests for management and maintenance;
(6) memorials create the public expectation that they will remain and be
maintained forever, which is simply not possible given the ever changing needs
of the City; and,
(7) these areas decrease in significance to future residents with the passage of
time.
BUDGET: No City funds are budgeted for implementation of this policy. Staff
recommends that any policy adopted require that memorials be cost neutral to
the City.
RECOMMENDATION: Draft Policy for Discussion Purposes only.
ATTACHMENTS: 1. COAB Memorial Donation Policy (Draft)
REVIEYVED BY CITY
November 23i°, 2009 Regtder Meeting