HomeMy WebLinkAboutLR Sponsorship of Minor Park Amenities Policy____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: October 17, 2022
Disposition: Resolution 15140
Agenda Item No: 4.g
Meeting Date: October 17, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library and Recreation
Prepared by: Craig Veramay, Assistant Library
and Recreation Director
City Manager Approval: ______________
TOPIC: SPONSORSHIP OF MINOR PARK AMENITIES POLICY
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ADOPTING
THE SPONSORSHIP OF MINOR PARK AMENITIES POLICY, AND RESCINDING
RESOLUTION 8923 DONATION OF PARK TREES AND BENCH GUIDELINES
RECOMMENDATION:
Adopt a resolution adopting the Sponsorship of Minor Park Amenities Policy and rescinding
resolution 8923 Donation of Park Trees and Bench Guidelines.
BACKGROUND:
The Library and Recreation Department and the Department of Public Works collaboratively
manage a wide array of minor park amenities such as park benches, picnic tables, drinking
fountains, trees, commemorative plaques and markers, and bike racks. The City routinely
receives requests from community members to make donations towards the purchase and
installation of park amenities. Community members typically want to install a plaque on the
amenity to commemorate an individual, group, or event that has special meaning to them.
Historically, the City has accepted donations for park benches and trees, and there are
commemorative park benches located throughout the park system. The City’s existing policy
that pertains to the donation of park amenities, the Donation of Park Trees and Bench Guidelines
(Attachment 3), was adopted in 1993 and no longer accurately reflects the current needs of the
City to effectively manage these types of requests. The policy includes outdated expenses and
sponsorship amounts and doesn’t accurately reflect the administrative process that would be
required for amenity sponsorship.
In recent months, multiple community members have expressed a desire to sponsor minor park
amenities and to make a donation to the City for the purpose. These community members want
to commemorate individuals or groups, and most have indicated they would specifically like to
sponsor the installation or replacement of park benches that include a commemorative plaque.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Additionally, the initial information the City has received as part of the Citywide Park and
Recreation Master Plan process indicates that some existing minor park amenities throughout
the park system are approaching the end of their service life. The City is in the process of
inventorying and better understanding the current condition of these amenities. A sponsorship
program may assist the City with supplemental funds to replace those end-of-life amenities.
The City desires to develop a robust sponsorship program that will provide community members
an opportunity to commemorate individuals or groups in a meaningful way, while contributing
valuable park amenities to the City that can be effectively maintained and managed. City staff
recommend adoption of a new ‘Sponsorship of Minor Park Amenities’ policy (Exhibit 1 to the
proposed Resolution). If adopted, staff will finalize and implement a minor park amenity
sponsorship program and application (Attachment 2) to administer the sponsorship process.
ANALYSIS:
The Department of Public Works and the Library and Recreation Department have limited funds
available to replace minor park amenities. This policy would provide these Departments with an
additional vehicle to receive funding to improve the amenities throughout our parks system and
would help offset the operating expenses associated with maintaining our parks.
The goals of this new policy will be to:
• Rescind the existing policy and replace it with a new policy that more accurately reflects
current City needs.
• Clearly define a framework for public sponsorship of minor park amenities.
• Encourage the community to donate towards sponsorship of amenities that will improve
the experience of park users in San Rafael.
• Develop opportunities to fund replacement or repair of aging minor park amenity
infrastructure system wide.
While there is an interest in accepting a variety of sponsorship donations in the future, staff
recommend that the program first focus on replacing existing park benches and picnic tables.
Through the Citywide Park and Recreation Master Plan process, the replacement of benches
and picnic table is emerging as a high priority need throughout the system. As the program is
further developed and the City builds capacity, other amenities, such as trees, drinking fountains
and bike racks, will be considered, and added as sponsorship options. These other amenities
have additional planning components that will be more challenging for staff to develop accurate
expenses and sponsorship program parameters and will require additional planning time.
Staff are also recommending allowing a limited number of plaques to be purchased for existing
amenities, specifically for low-income residents for whom the cost of a bench or picnic table
would be prohibitive. This is a pilot program and, depending on how many of these requests the
City receives, staff would work with the Park and Recreation Commission to determine the
appropriate number and placement of these plaques.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Other regional agencies maintain sponsorship or donation policies for minor park amenities, and
staff consulted several other agencies and reviewed their policy documents while drafting this
policy, including Mill Valley, Novato, Petaluma, and Marin County.
If the proposed policy is adopted, staff will finalize and implement an associated sponsorship of
minor park amenity program guidelines and application process. A draft application is attached
for reference (Attachment 2). This would be a flexible program document that would be updated
as program needs dictate to reflect priority amenities, expenses, and procedures.
COMMUNITY OUTREACH:
Staff have received several recent inquiries from community members wishing to sponsor park
benches or picnic tables. In response to these inquiries, staff developed a draft policy and
application, and presented the draft at the September 15, 2022, Park and Recreation
Commission Meeting for review. The Park and Recreation Commission recommended the policy
to City Council for approval.
FISCAL IMPACT:
There is no direct fiscal impact associated with adopting this policy. If approved, any sponsorship
donations received would offset the direct and staffing expenses associated with implementation
of the program. Staff estimate the City may receive between 5-10 sponsorship applications
annually.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the sponsorship of minor park amenity policy and rescind resolution 8923 ‘Donation
of Park Trees and Benches’.
2. Adopt the sponsorship of minor park amenity policy with modifications and rescind
resolution 8923 ‘Donation of Park Trees and Benches’.
3. Direct staff to return with more information at a later date.
4. Take no action.
RECOMMENDED ACTION:
Adopt a resolution adopting the Sponsorship of Minor Park Amenities Policy and rescinding
resolution 8923 Donation of Park Trees and Benches’.
ATTACHMENTS:
1. Resolution
a. Exhibit 1: Sponsorship of Minor Park Amenities Policy
2. Draft Sponsorship of Minor Park Amenities Application
3. Donation of Park Trees and Bench Guidelines, CC Resolution 8923
RESOLUTION NO. 15140
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ADOPTING THE
SPONSORSHIP OF MINOR PARK AMENITIES POLICY, AND RESCINDING
RESOLUTION 8923 DONATION OF PARK TREES AND BENCH GUIDELINES
WHEREAS, the City of San Rafael Library and Recreation Department and the Department
of Public Works collaboratively manage a wide array of minor park amenities such as park
benches, picnic tables, drinking fountains, trees, commemorative plaques and markers, and
bike racks; and
WHEREAS, the City adopted resolution #8923 ‘Donation of Park Trees and Bench
Guidelines’ in May 1993; and
WHEREAS, the 1993 policy no longer accurately reflects the needs of the park system, the
City, nor the community; and
WHEREAS, the City of San Rafael routinely receives request from community members to
sponsor minor park amenities; and
WHEREAS, the City wishes to develop a robust minor park amenity sponsorship program
to encourage the community to donate toward sponsorship of amenities that will improve
the experience of park users in San Rafael; and
WHEREAS, this new policy will clearly define a framework for public sponsorship of minor
park amenities, and develop opportunities to fund replacement or repair of aging minor park
amenity infrastructure system wide; and
NOW, THEREFORE BE IT RESOLVED, that the City Council adopts the Sponsorship of
Minor Park Amenities Policy, attached hereto as Exhibit 1 to this resolution; and
BE IT FURTHER RESOLVED that the City Council repeals Resolution #8923 Donation of
Park Trees and Bench Guidelines.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of the City of San Rafael, held on Monday, the 17th day of October 2022, by the
following vote, to wit:
AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: Councilmembers: None
ABSENT: Councilmembers: None
Lindsay Lara, City Clerk
Sponsorship of Minor Park Amenities Policy 1
Sponsorship of Minor Park Amenities Policy
Purpose
The purpose of this policy is to establish guidelines, standards, and procedures for the
acceptance of donations to fund the installation and care of minor park amenities in City of San
Rafael Parks and Open Space.
The City desires to encourage sponsorship while at the same time manage aesthetic impacts and
mitigate ongoing maintenance cost. The development of public facilities is expected to be the
result of careful planning and quality construction, and public facilities are expected to be
maintained to a standard acceptable to the community.
Guidelines established by this policy will apply to all donations made after the effective date of
this policy. Donations made prior to the adoption of this policy shall be subject to applicable
sections of this policy. Standards established by this policy will apply to purchased equipment,
installation techniques, donation acknowledgements, decoration, and long-term care of all
donations made after the adoption of this policy.
This policy does not apply to the naming of places on City Parks or Open Spaces, and does not
apply to the placement of public art. Those categories are covered under separate policies.
A. Program Administration
The Minor Park Amenity Sponsorship program will be administered by the Library and Recreation
Department in coordination with the Department of Public Works. The City will develop an
application form that establishes an annual application and installation schedule, outlines the
amenities and locations where the City is currently accepting donations, and provides specifics on
approved amenities and plaques. Donations will be accepted on an annual schedule and donors
must complete an application and release form.
B. Amenity Selection, Contribution Amounts and Ownership
The City will maintain and publish a list of standardized amenities that are available for
sponsorship. This may include amenities such as park benches, picnic tables, bike parking racks,
trees, or other amenities at the discretion of the City. The City will only accept donations for
amenities that are determined to be a current priority.
Minor park-amenity gift contribution amounts will reflect the full cost for purchase, installation,
routine maintenance, repair, and administrative costs.
Sponsorship of Minor Park Amenities Policy 2
Amenities will be purchased, installed, and maintained by City staff, contractors, or
subcontractors. Amenities become property of the City of San Rafael once they are purchased.
C. Amenity Placement, Maintenance, and Repair
The minor park amenity program will predetermine locations where amenities require
replacement or where placement is planned. Priority will be given to donations that help the City
replace minor park amenities that have exceeded or are approaching the end of their useful life.
Placement will align with existing systemwide planning documents or park-specific plans. In the
opinion of the City, a facility may be determined to be fully developed and the opportunity for
donations would not be available.
Placement of minor park amenities on City property or within the City right of way is controlled
by and limited to areas determined by the City. Amenities are to be part of the park landscape
and the final decision rests with the Library and Recreation and Public Works Departments.
The City reserves the right to reset or remove an amenity if it becomes a hazard, liability, or it
becomes inconsistent with park plans. The City will determine the level of maintenance required
for the sponsored amenity based upon available budget funding and the type of care needed to
reasonably maintain the amenity or until such time the City determines that it must be removed
and/or relocated.
Installation, maintenance, and repair of sponsored park elements, including the sponsorship
acknowledgement/commemorative plaques, will be completed by City staff or other qualified
personnel. Work will be scheduled on an as-needed basis at the City’s sole discretion, so as not to
unnecessarily interfere with routine park maintenance activities. Attempts to maintain, repair,
paint, stain, or lacquer park amenities without express permission from the City is not allowed.
D. Commemorative Plaques
A standard plaque template and size will be used for all commemorative plaques installed on
park amenities. The City will establish guidelines that provide simple language options
commemorating a person, group, or events the sponsor wishes to commemorate.
Commemorative Plaques cannot include language or messages that may be interpreted as
derogatory as to race, religion, sexual orientation, natural origin, or physical or mental disability;
any content considered obscene or indecent by community standards will be denied. Donors
wishing to remain anonymous may choose to install a small Friend of San Rafael Parks plaque
that does not identify an individual (i.e. “Donated by a Friend of San Rafael Parks”).
The City will attempt to restore to good appearance any commemorative plaque that has been
damaged, however, some plaques may be damaged beyond repair and require removal. The City
cannot use City funds to purchase a replacement of plaques that are damaged or stolen.
Commemorative plaques are merely symbolic of sponsorship; they do not provide the donor
ownership of the bench.
Sponsorship of Minor Park Amenities Policy 3
E. Term
The sponsorship term for most minor park amenities is ten (10) years or the end of the useful life
of the amenity, whichever comes first. The City has an interest in ensuring that ongoing
maintenance costs do not negatively impact the resources or staff time available for maintenance
of other City park facilities.
At the end of the sponsorship term, the commemorative plaque will be removed when the
amenity is replaced. Donors may request to renew their sponsorship of an amenity by contacting
the City’s Library and Recreation Department. If the donor chooses not to renew their
sponsorship, the City will attempt to return the plaque to the donor.
Once a sponsorship and acknowledgement has been implemented, the City cannot guarantee
notification of donors in the future if the amenity must be modified, relocated, or removed. This
notification policy applies to both existing and new sponsorships.
F. Low Income San Rafael Residents
A limited number of existing park benches will be available to low-income San Rafael residents
for the purpose of commemorating an individual honoree by installing a new commemorative
plaque on the existing amenity. In this instance, the donor would only need to purchase the
plaque. San Rafael residents may apply by completing and submitting an application, providing
documentation of residency, and providing proof of low-income status in alignment with existing
City of San Rafael recreation scholarship guidelines.
Sponsorship of Minor Park Amenities Program Information
The City manages a minor park amenity sponsorship program allowing community members to make
donations toward the purchase and long term care of a variety of minor park amenities such as park
benches, picnic tables, bike parking racks, trees, or other amenities at the discretion of the City. The City
will only accept donations for amenities that are determined to be a current priority.
For Calendar Year 2023, the City will consider sponsorship of Park Benches or Picnic Tables. In future
years, sponsorship of other minor park amenities may be possible. Minor park amenity sponsorship
amounts will reflect the full cost for purchase, installation, routine maintenance, repair, and
administrative costs. Amenities will be purchased, installed, and maintained by City staff, contractors,
or subcontractors. Amenities become property of the City of San Rafael once they are purchased.
Through this program, the City desires to encourage sponsorship while at the same time manage
aesthetic impacts and mitigate ongoing maintenance costs. The development of public facilities is
expected to be the result of careful planning and quality construction, and public facilities are expected
to be maintained to a standard acceptable to the community. The City has identified priority locations
and a standard bench and picnic table style for donors to choose from.
Anyone wishing to commemorate an event or recognize a loved one may sponsor the purchase of a pre-
approved bench or picnic table. To make a commemorative bench or picnic table request, the Donor must
complete an application form and submit it to the Library and Recreation Department. Staff will evaluate
the request, including the desired park(s), and contact you about your choice of available locations.
Once the City has approved the location, applicants will need to pay the appropriate donation amount
in order for the City to purchase the bench or picnic table. Applications are accepted from April through
September every year, with the amenities installed the following winter.
Mail or E-Mail Application to:
San Rafael Library and Recreation Department
c/o:
618 B Street
San Rafael, CA 94901
Phone (415) 485-3077 E-Mail: recreation@cityofsanrafael.org
Sponsorship of Minor Park Amenity Application
Sponsor Contact Information
Name: _____________________________________________________________________________
Address: ______________________________ City: ___________________ State: _____ Zip: ______
Phone #:___________________________ E-mail: __________________________________________
Name of Person/Event/Group being Commemorated: ______________________________________
Desired Amenity to be Sponsored
Bench (options to be provided)
Picnic Table (options to be provided)
Commemorative Plaque Language
Commemorative plaques on benches or picnic tables must adhere to language requirements and be
approved by the City prior to installation. In accordance with the Minor Park Amenity Sponsorship Policy,
the City reserves the right to reject commemorative plaque language deemed inappropriate.
Commemorative plaques should acknowledge an individual, group, or event, not commercial or other
advertisements. The plaque must use one of the following introductions:
o “Donated by A Friend of San Rafael Parks”
o “Dedicated to…”
o “Donated By…”
o “In commemoration of…”
o “In Honor of…”
o “Commemorating the ___th Anniversary of...”
o “In Recognition of…”
• Information on the plaque may include the following:
o Name
o Date – ex: 12/11/1981
Standard bronze commemorative plaques are 10.5” x 3”. All text will be centered top to bottom and left
to right, in all upper-case letters. The plaque can accommodate no more than four (4) lines of copy with
28 characters, including spaces.
Please fill in requested Commemorative Plaque Language here:
Line 1: INTRODUCTION… Line 2: _________________________________________
Line 3: ____________________________ Line 4: ________________________________________
Park Sites
We are currently accepting Commemorative Bench or Picnic Table sponsorship applications at the park
locations below. Please choose the top three (3) park locations that you would be interested in
sponsoring your chosen amenity:
• Albert Park
• Arbor Park
• Beach Park
• Bernard Hoffman Field
• Boyd Park
• Bret Harte Park
• Freitas Memorial Park
• Gerstle Park
• Hillview Park
• Jean & John Starkweather Shoreline
Park
• Jerry Russom Memorial Park
• Los Ranchitos Park
• Munson Park
• Oleander Park
• Oliver Hartzell Park
• Peacock Park
• Pickleweed Park
• Riviera Park
• Santa Margarita Park
• Sun Valley Park
• Terra Linda Park
• Victor Jones Park
Desired Location:
First Choice Park: _________________________
Second Choice Park: _________________________
Choice Park: __________________________
Please note: 1) All locations are subject to the approval of the Library and Recreation Department and
Department of Public Works. 2) The City will not be responsible to replace bench or plaques if they are
damaged or vandalized beyond reasonable repair. 3) Bench installation/location is based upon availability
and City prioritization of need. You will be contacted by Department staff regarding the approved location.
Once approved you will need to pay the appropriate fees prior to purchase and installation.
Acknowledgement
I am requesting the City of San Rafael to process this application to accept a donation towards the sponsorship of a
minor park amenity to be placed in a City of San Rafael Park. I understand that the City of San Rafael reserves the
right to remove the minor park amenity and/or the commemorative plaque at any time in accordance with the Minor
Park Amenity Sponsorship Policy, and that the park site selected for placement must be approved by the Library and
Recreation Department and the Department of Public Works.
Signature: _______________________________________________ Date: ____________________
For Office Use Only
Approved | Denied | Modified as Follows: ______________________________________________
Approved by: ___________________________________________ Date: ________________________
Library and Recreation Director or their designee
___________________________________________ Date: ________________________
Director of Public Works or their designee
Total fees required to complete process $ GL Code: ______________________
Paid ________________Date: __________________________________________________
Examples of Park Benches and Picnic Tables
Note – These costs and photos are shown for example purposes only, and City staff reserve
the right to select other equipment. Actual equipment selections will depend upon
availability, equipment costs, and suitability for desired park location.
TYPE OF AMENITY Estimated 2023
Cost*
Park Bench Style #1 – Wood Bench with Back $3,500
Park Bench Style #2 – Steel Bench with Back $2,300
Park Bench Style #3– Wood Bench with No Back $2,800
Park Bench Style #4– Steel Bench with No Back $2,700
Park Bench Style #5– Recycled Plastic Wood Bench with Back $3,300
Picnic Table #1 – Round Steel thermoplastic coated $2,300
Picnic Table #2: Rectangular steel and wood $1,600
Picnic Table #3: Square Recycled Plastic Wood, ADA $3,700
*Cost includes materials, labor, installation, maintenance for life of amenity, and
administrative program fees.
Park Bench Style #1 – Dumor 56-80D Douglas Fir Wood Bench with Back
Park Bench Style #2 – Steel powder coated finish Northgate Bench with Arched Back (8ft)
Park Bench #3 – Dumor Bench 105, 6 or 8ft. No seat back
Park Bench Style #4 – Metal Bench with No Back
Park Bench Style #5 – Recycled Plastic Wood Bench with Back
Picnic Table Style #1 – Stainless Steel thermoplastic coated
Picnic Table Style #2 – Stainless Steel and Wood
Picnic Table Style #3 – Recycled Plastic Wood Table with ADA Access and Center Post
Mounting
Plaque example #1: 10.5” x 3”
Can accommodate up to 4 lines of text, and no more than 28 characters per line
Resolution- 8 9 2 3
Establishing Guidelines for Donations
of Park Trees and Benches
WHEREAS, The San Rafael City Council desires to establish a gift policy
to assure that proposed donations are appropriate to park planning, design and
maintenance; and
WHEREAS, the Park and Recreation Commission recommends the
following guidelines to provide for the administration, design, placement and
maintenance of benches and trees in city parks and playgrounds throughout San
Rafael,
Now, therefore, be it resolved that the City Council of the City of San
Rafael adopts the following guidelines to establish a gift policy.
1) Consistency with existing policies, Master Plans and Park
Department Goals
Bench gift acceptance and placement should be in accordance with
adopted policy and land use plans for parks for which master plans
have been prepared. Benches should be in keeping with general Park
Department goals for specific parks, and should enhance the chosen
location in a way meaningful to park visitors.
2) Duration of Gift
The name recognition for the memorial bench would last through
the life of the bench. Routine maintenance and repair of vandalized
parts will sustain the normal life cycle of the bench (10 years). Donors
will have an opportunity to renew their contribution, at replacement
cost, after the ten year period.
3) Contribution
A gift contribution for a bench should be a minimum of $2000. A
gift contribution for a tree should be a minimum of $500 for a city
standard 24" box size tree. The donation acknowledges the donor and
covers the purchase, installation, routine maintenance and repair of the
bench or tree and the administrative costs of the program.
A sponsor's agreement will accompany each contribution
specifying the conditions of the donation, including replacement costs
should the bench or tree be severely damaged.
4. Administration
The Parks Department currently administers our memorial bench
program. All requests will be coordinated and approved by the Parks
Department and the Recreation Director.
5. Bench Design
The design criteria includes: compatibility with existing park
furniture, durability and low maintenance. Benches are typically 8 feet
long. The Memorial Bench Program will establish standard designs
approved by the Park Division.
6. Plaque Design for Benches
A standard bronze plaque measuring 5 inches high by 8 inches
long, with a plain, raised border and classic (or Claredon) raised letters
on a brown pebble background will be mounted on the bench seat back.
Guidelines for simple language suggestions for commemorative
messages will be provided. Plaques are not sanctioned for trees.
0RIGINA1,*89Z9
7. Bench/Tree Location
Although we welcome suggestions for a particular location, the
bench or tree is to be part of the park landscape and the final decision
rests with the San Rafael Park and Recreation Commission and the
Parks Department.
The program will predetermine the locations within parks where
new benches or trees are planned or are appropriate, or where existing
trees and benches need replacement. Donors will be consulted for
preference on the location of their gift.
Patrons will be informed that their preferred location may need to
change if the park plan is revised or if excessive vandalism occurs. The
Park Department will reserve the right to reset or remove a tree/bench
if it becomes a hazard, liability or it becomes inconsistent to any
revisions to park plans.
8. Bench/Tree Maintenance
Bench and tree installation and maintenance will be supervised
and performed by Park staff and charged to the Park Donation Fund.
The activity may be assisted by donors and volunteers.
I, JEANNE M. LEONCINI, Clerk of City of San Rafael, hereby certify that
the foregoing resolution was duly and regularly introduced and adopted
at a regular meeting of the City Council of said City held on the
17th day of Mav ,1993, by the following vote, to wit:
AYES:: COUNCILMEMBERS: Breiner, Cohen, Shippey, Thayer &
Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JE M. LEONC I
City Clerk
