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HomeMy WebLinkAboutCC AG PKT 2013-04-22 #A-. mr. r, r. =1 ra & By=* Lez7j L4 M M FROM: Sean P. Crumby, Assistant City Manager/Public Works SUBJECT: MEMORIAL TREE PROGRAM AND MEMORIAL BENCH PROGRAM SUMMARY OF REQUEST: It is requested that the City Council receive and file this report related to the Memorial Tree Program and the Memorial Bench Program. At the April 8, 2013, City Council meeting, Councilman Shanks requested that the City's Memorial Bench and Memorial Tree programs be brought to the City Council for review. Memorial Bench Program The City of Seal Beach has had a Memorial Bench Program that has been extensively utilized since 2005. The program has been budgeted for annually since that time and approximately 70 benches have been installed throughout the City. The City utilizes one vendor and can typically have a bench installed within 90 days of a resident completing a Memorial Bench application. The cost of the benches installed is currently approximately $1,600. Memorial Tree Program The City of Seal Beach has had a Memorial Tree Program in place since 2001. Although there have been numerous tree plantings funded by the public, they have not utilized the City's Memorial Tree Program. Those plantings have predominantly been funded by "Trees for Seal Beach". On April 3, 2013 an update to this program was presented to the Tree Advisory Board (TAB) as an informational item. The TAB members expressed a concern about including an option for the placement of a plaque at the base of a tree. Based upon the TAB input, staff has removed that component from the program. The location of both trees and benches has been determined based upon a variety of factors. Typically, City staff works with the applicant to find locations that are both suitable to the applicant and meets the City's concerns. Some of Agenda Item A the concerns include: ensuring adequate access, ensuring recreational features are not impacted, code compliance (e.g. Americans with Disabilities Act), and ensuring that the location can be maintained, etc. At the Tree Advisory Board meeting on April 3, 2013 and City Council meeting on April 8, 2013, concern was expressed regarding the Recreation and Parks Commission's role as a reviewing body for the Memorial Bench Program and Memorial Tree Program. Staff is in the process of developing a list of available locations citywide for benches and trees. Staff's recommendation is that the list be presented to the Recreation and Parks Commission for approval. The list for the trees will include locations and appropriate species based upon the Tree Master Plan. The list can be updated periodically by the Recreation and Parks Commission as opportunities arise. Both program documents have been revised to reflect that the only locations that will receive a bench or tree are those included on the list approved by the Parks and Recreation Commission. ENVIRONMENTAL IMPACT: There is no Environmental Impact related to this item. A legal analysis is not required for this item. FINANCIAL IMPACT: There is no financial impact related to this item. The ongoing programs are included within the existing budget. It is recommended that the City Council receive and file this report related to the Memorial Tree Program and the Memorial Bench Program. :Kelp Ant 0 Attachments: A. Memorial Bench Program B. Memorial Tree Program IngraWm,C4`j 9 CITY OF SEAL BEACH ADMINISTRATIVE POLICY MEMORIAL BENCH PROGRAM HEIRTeo-UA This Administrative Policy shall establish the "Memorial Bench Program" for resident purchase of benches to serve as a living reminder of special people in their lives. The bench program provides friends and family with a place to visit their loved ones. Until now, the City has had an unwritten policy regarding the placement of memorial benches. The City has received numerous requests for individual benches. The purpose of this policy is to establish guidelines for the placement of memorial benches and/or plaques. Its intent is to formalize the process by which a resident can purchase and dedicate a bench in honor of a loved one. This policy is also intended to prevent the proliferation of memorials that would change the nature of our City Parks and right-of-way (R.O.W). The "Memorial Bench Program" should be of benefit to the general public and provide opportunities to all individuals regardless of income. This program should apply to parks and right-of-way, Citywide. 3. POLICY • The Department of Public Works will administer this program. • The Director of Public Works, or an appointed designee, will determine the type of bench to be purchased. • Placement of benches will be pre-determined by the Department of Public Works with the applicant having the option to choose which general location the bench will be located. • All costs associated with purchasing and installation of the bench, including staff time, will be borne by the applicant. The price will match the cost for installation of the bench. This cost provides the bench and maintenance for the life of the bench. Cost for the bench includes the [(Procedural Rules for the Memorial Bench Program) plaque and concrete pad. The maintenance of the benches will be the responsibility • the Public Works Department. • Order time for benches is approximately 6 weeks to 3 months. Upon receipt of the bench, the Public Works Department requires a minimum of two weeks to arrange installation. • Plaques can be ordered by the donor and will be installed by the Public Works Department. All plaques must be located on the bench and not on the bench base. The maximum allowable size for a plaque is 6" x 10" or 1" x 10", depending on choice of bench. Plaques are included in the cost of the bench. Donors will be required to complete an application for the Memorial Bench Program. • The Director of Public Works, or appointed designee, will determine the date and time the bench will be installed, and applicant will subsequently be notified. • When bench site opportunities are exhausted, no further benches will be added. • All bench installations located within a City Park can only be chosen from a list approved by the Recreation and Parks Commission. Application information will include sponsor name, address, phone number, and for whom the bench is in honor/memory of. This form will stay on file with the Department of Public Works Office at City Hall and will include the following: 1. Request details; 2. Location; 3. Applicant Information (Name, Address, Phone Number, Date of Request, and or affiliated organization information); 4. Request Approval/Denial; 5. Confirmation of memorial approval with installation date, or denial with explanation and alternatives; 6. Installation Date; and 7. Department Signature, Title, and Date. [(Procedural Rules for the Memorial Bench Program) 3 • Maintenance of the benches will be the responsibility of the City according to current procedures. The City will maintain the bench throughout the useful life. Once the bench can no longer be maintained, it will be removed. The City will contact the owner and offer to allow replacement of the bench. • When a City park is schedule for renovation, no plaques or amenities may be placed until park design standards and selections are finalized. • In the event that an area containing Memorial Bench sites is re-developed, the applicant will be notified as to the location of the alternative site and/or replacement bench. • If a bench must be removed, the City will bear the responsibility for removal of the existing bench and installing of the replacement per city standard • The City will not bear responsibility for replacement of lost, stolen, or vandalized benches or plaques. [(Procedural Rules for the Memorial Bench Program) CITY OF SEAL BEACH ADMINISTRATIVE POLICY MEMORIAL TREE PROGRAM 1. SCOPE This Administrative Policy shall establish the "Expand the Forest Program" for resident purchase of trees to serve as a living rerninder of a special person or event in their lives and will be applied to City Parks. 2. PURPOSE AND INTENT Since 2001, the City has had the planting policy regarding the placement of memorial trees. The City has received numerous requests for individual plantings, and a local resident has also collected money for the purpose of planting trees. The purpose of this policy is to establish guidelines for the placement of memorial trees and /or plaques. Its intent is to formalize the process by which a resident can purchase and dedicate a tree in honor of a loved one or special event. This policy is also intended to prevent the proliferation of memorials that would change the nature of our City Parks. The "Expand the Forest Program" should be of benefit to the general public and provide opportunities to all individuals regardless of income. This program will apply to parks City -wide. 3. POLICY GENERAL PROVISIONS • The Department of Public Works will administer this program. • The Deputy Director of Public Works /Maintenance and Utilities, or an appointed designee, will determine variety, size, location, and price of trees annually. • Placement of trees will be pre- determined by the Department of Public Works with the applicant having the option to choose which pre- determined location(s) the tree(s) will be planted in. • All costs associated with purchasing and planting of the tree(s), including staff time, will be borne by the applicant. Any changes to program costs will be addressed through regular budget procedures. • Donors will be required to complete an application for the Expand the Forest Program. [(Procedural Rules for the Memorial Tree Program) • The Deputy Director of Public Works /IVlaintenance and Utilities, or appointed designee, will schedule the date and time the tree will be planted in conjunction with the applicant's desire to be present when the tree(s) is planted. • A memorial certificate from the City Council will be provided to all applicants. • A tax receipt for the charitable donation will be provided. • When tree site opportunities are exhausted in an individual park, no further plantings will be added unless at which point a new planting area has been created due to the removal of an existing tree. • All tree plantings located within a City Park can only be chosen from a list approved by the Parks and Recreation Commission. 4. PROCEDURES The Expand the Forest Application will be made available through the Department of Public Works and the City's website. Application information will include sponsor name, address, phone number, and for whom or what special event the tree is planted for. The application will also include: 1. Tree quantity 2. Tree species 3. Preferred park and location 4. Sponsor information APPLICATION TRACKING FORM This form will stay on file with the Department of Public Works at the City Maintenance facility and will include the following: 1. Request details including tree size and type; 2. Location; 3. Applicant Information (Name, Address, Phone Number, Date of Request, and or affiliated organization information); 4. Request Approval /Denial; 5. Confirmation of memorial approval with installation date, or denial with explanation and alternatives; 6. Installation Date; and 7. Department Signature, Title, and Date. Public Works Staff will document and track the Tree Memorial Program from application through planting. [(Procedural Rules for the Memorial Tree Program) MAINTENANCE OF MEMORIAL TREES • Routine maintenance of Expand the Forest Trees will be the responsibility of the City. • When a City park is scheduled for renovation, no plaques or amenities may be placed until park design standards and selections are finalized. • In the event that an area containing Expand the Forest Trees is re-developed, the applicant will be notified as to the location of the alternative site and/or replacement tree. • If a tree must be removed, the City will bear the responsibility for removal of the existing tree and planting of the replacement per City standard. • The City will not bear responsibility for replacement of lost, stolen, or vandalized plaques. • While the City will maintain the memorial tree, the City does not guarantee the health of the tree. If the tree dies, it will be removed and the applicant will be notified. [(Procedural Rules, or the Memorial Tree Program)