HomeMy WebLinkAbout2009-R-01RESOLUTION 2009-R-
A RESOLUTION TO ADOPT A PARK MEMORIAL PROGRAM POLICY
JEFFERSONVILLE PARKS AUTHORITY
CITY OF JEFFERSONVILLE, INDIANA
WHEREAS, The Jeffersonville Parks Authority, created by The Jeffersonville
City Council Ordinance 2008- OR-4, desires to adopt a policy for a Park Memorial
Program to be administered by the Jeffersonville Parks Commission;
WHEREAS, The purpose of this policy is to establish guidelines, standards and
procedures for the installation and care of donated park improvements, either as the
result of cash or physical property donation by requests and applications;
WHEREAS, The Jeffersonville Parks Authority desires to provide opportunities
to all applicants who wish to observe, acknowledge or remember a historical event,
occasion or individual and to beautify its public parks and park owned land and facilities
by planting trees, and/or installing site furnishings or amenities;
WHEREAS, For the purpose of this policy, existing donations are those
donations or memorials installed prior to the adoption of this policy;
WHEREAS, This policy does not apply to buildings or land, it does not include
trails, and it specifically excludes any Open Space Reserves;
WHEREAS, Standards established by this policy will apply to purchased
equipment or amenities, installation techniques, donation acknowledgements and long-
term care of all donations made after the adoption of this policy .
THEREFORE, be it resolved that the following definitions, standards, guidelines,
criteria and procedures and responsibilities be adopted:
A. DEFINITIONS:
1. In this policy "PARK MEMORIAL PROGRAM" means those persons,
locations, objects, events or organizations who take part in and/or provide Park
Memorials in the following categories:
• Site Furnishing --- A park bench, picnic table, bicycle rack, water
fountain, certain monuments by exception only, and other types of
park or playground accessories.
• Tree ------ A tree or a shrub
• Amenity----A plaque or a sign
• Other -----additional donations or articles not expressly listed
2. "CITY" means the municipal corporation of the City of Jeffersonville, Indiana.
"AUTHORITY" means the Jeffersonville Parks Authority as created by the
Jeffersonville City Common Council.
4. "DONOR" means an individual, group or organization wishing to place a site
furnishing, tree or amenity in a City owned park.
"DEPARTMENT STANDARD" means the standard of acceptance for all site
furnishings, trees or amenities being considered.
6. "DIRECTOR" means the Director or Superintendent of the Jeffersonville Parks
and Recreation Department of the City.
"PARKS DEPARTMENT" means the Parks and Recreation Department of the
City.
"PARKS COMMISSION ADVISORY BOARD" means the advisory board to
the Parks Authority. The BOARD consists of the Mayor of the City of
Jeffersonville, two members appointed by the Mayor and one member each
from the four advisory boards which constitute the "PARKS COMMISSION".
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CITY OF JEFFERSONVILLE, INDIANA
PARKS AUTHORITY POLICY
POLICY: Park Memorial Program
PURPOSE: To provide a methodology for the control and management of memorial
requests in parks owned and operated by the City.
AUTHORITY: Parks Authority Resolution dated
PARK MEMORIAL PROGRAM POLICY
POLICY STATEMENT
The Jeffersonville Parks Authority believes in providing opportunities to all applicants
who wish to observe, acknowledge or remember a significant historical event, occasion
or individual and to beautify public parks by planting trees, installing site furnishings or
amenities.
RESPONSIBILITIES:
A. The Parks Authority shall:
(1) Establish the Park Memorial Program Policy and amendments thereto:
(2) Set the levels of service, guidelines and procedures
B. The Parks Commission shall ensure the implementation of the Park Memorial
Program Policy by:
(1) Accepting or rejecting submissions for memorials within City owned parks.
(2) Determining the location of a memorial within City owned parks.
(3) Allocating and scheduling Parks and Recreation resources
(4) Obtaining, allocating and scheduling privately held resources.
(5) Addressing public inquiries
(6) Managing the program.
(7) Maintain department standards for trees, site furnishings and amenities
(8) Recommending revisions to the policy on an as needed basis
GUIDELINES
(1) All applications for memorials to be located in public parks must be submitted
in writing to the Parks Department Director for consideration (Appendix A)
(2) Donors may choose to have a tree planted or a park furnishing or amenity
installed. Any item that is chosen must meet the city's department standard.
(3) The Parks Department will install all trees, site furnishings and amenities once
the donor has made the required donation to the Park Memorial Program. The
donation will cover the cost of the amenity and the donor shall enter into a Parks
Memorial Program agreement (Appendix B).
(4) The Parks Department will maintain trees, site furnishings and amenities
according to the maintenance schedule for the selected park. Trees will be
pruned and maintained to the same standard as other trees in the park.
(5) The Parks Department may repair vandalized or damaged trees, site furnishings
or amenities with full replacement occurring only once. Should repeat
vandalism occur, relocation of the amenity maybe suggested or the agreement
maybe cancelled.
(6) Requests are accepted year-round for memorials. Site furnishings and amenities
maybe installed May through October. Trees are planted in the spring.
(7) Memorials, plaque and upright monuments or monuments resembling those
typically found in cemeteries may not be installed at a City park facility.
Exceptions to this policy are monuments installed by the City commemorating
the history and/or dedication of a park facility.
(8) The Parks Authority has the obligation to maintain the donation only for the
expected life cycle of the donation. Donors may be required to enter into a
special maintenance agreement at donor's expense if requested by the Parks
Authority.
(9) A military memorial maybe authorized only to commemorate a war or a similar
major military conflict or a branch of the armed forces. A memorial
commemorating a lesser conflict or a unit of an armed force or an individual
may not be approved.
(10) Applications for memorials to pets or to scatter ashes of pets will not be
accepted.
(11) Should donors wish to participate in the planting of a memorial tree, or wish to
host a commemorative ceremony, they may make arrangements with the Parks
Department to do so. Donors are responsible for all ceremonial costs and
arrangements.
(12) All locations for donations under this policy shall be made by the Parks
Commission with recommendations from the donor and the Parks Director.
APPENDICES:
Appendix "A", Park Memorial Application Form
Appendix `B", Park Memorial Agreement
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Passed and adopted by the Parks Authority of the City of Jeffersonville, Clark
County, Indiana, this `~~%day of ~;~., , 2008.
President
ATTEST:
c~.~~
Pegg 'der, Clerk Treasurer
'resented by me as Jerk Treasurer to the Mayor of said City of Jeffersonville
this ~~ day of ~ ~ ~ , 200.
Pegg ilder, Clerk Treasurer
Approved and signed by me this ~ day of ~. , 200.
~~ ~
homas R. Gallig n, Ma or
Park Authority Policy: Park Memorial Program
March 2009
APPENDIX "A"
PARK MEMORIAL PROGRAM APPLICATION
How to arrange for a memorial tree, site furnishing or amenity.
1. Review the Park Memorial Program options and decide how you would like to participate.
Contact the Parks Department at 285-6440 to discuss your participation.
2. Select a tree, site furnishing or amenity you wish to donate. All trees, site furnishings or
amenities selected must meet the City's department standards. Plaques for trees will be a
maximum of 125mm by 125mm, suitable for outdoor application and will be installed on a
150mm by 150mm wooden timber that will be cemented into the ground adjacent to the tree.
Plaques for benches and other amenities will be a maximum of SOmm by 200mm, suitable
for outdoor application and will be appropriately attached to the amenity.
3. Choose the wording for the memorial plaque.
4. Completed application forms returned to:
Parks Department Director
500 Quartermaster Court
Jeffersonville IN 47130
5. The Parks Director will contact you to arrange for a meeting to discuss your choices, to select
a department standard tree, site furnishing or amenity and to select a suitable location and to
schedule your memorial request.
Requested information:
1. Name of official donor:
2. Name of contact person for this project:
3. Position (if donor is an organization):
4. Mailing address:
Park Authority Policy: Park Memorial Program
March 2009
5. Home telephone number:
6. Work telephone number:
7. Fax number:
8. E-mail:
9. Please select the amenity you wish to donate:
Tree: Bench: Picnic Table:
Other (please specify):
10. Which park are you requesting the memorial to be located in?
11. Location:
12. Plaque information:
This
(name of tree species)
Of
(memory/celebration)
(describe the person or event)
By
(name of donor) (month/date/year)
13. If you wish to customize your dedication message, please include it here (limit of 20 words).
14. Are you planning to conduct a dedication ceremony? Yes:_
Applicant's signature: Date:
Approved by: Date:
(Parks & Recreation)
was planted in
No:
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Park Authority Policy: Park Memorial Program
March 2009
PARK MEMORIAL PROGRAM AGREEMENT
APPENDIX "B"
This Park Memorial Program Agreement is made between the Jeffersonville Parks
Authority and ,the Donor, on
(donor's name)
The Donor,
(donor's name)
For installation at:
has agreed to donate
Both parties agree to the following responsibilities:
The Donor, ,shall be responsible to:
1. Make their Park Memorial Program donation to the City of Jeffersonville in advance of the
tree, site furnishing or amenity being installed.
2. Make all arrangements and assume any expenses related to any commemoration or
dedication ceremony.
3. Identify and hold harmless, the City of Jeffersonville, its agents, servants and employees
from and against all actions, suits, proceedings, or judgments taken against the City based on
the construction and installation of all amenities undertaken by the city, unless such action,
suit, proceeding or judgment was due to the negligent acts or omissions of the City of
Jeffersonville, its employees, agents or servants.
The City shall:
1. Be responsible for the purchase and installation of the agreed upon tree(s), site furnishing(s)
and/or amenities.
2. Be responsible for ensuring that tree(s), site furnishing(s) and/or amenities meet City
department standards.
3. Ensure that the installation of the tree(s), site furnishing(s) and/or amenities meet and are
properly carried out to the City's department standards.
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Park Authority Policy: Park Memorial Program
March 2009
4. Be responsible for any damage to any existing equipment or repairs necessary to the site due
to the activities carried out by the City, its agents, servants, or contractors while they are
installing the amenities or developing the site for this project.
5. Be responsible for the cleaning up and removal of construction fixtures and debris from the
site after the installation of the amenities.
6. Retain all the manufacture warranties in order that the City can ensure that the guarantees
under such warranties are carried out.
7. Be responsible for the installation of the amenities and any other work involved in the
memorial project. Such responsibility will include securing the construction site in a manner
that is safe for the people who are using the park.
8. Identify and hold harmless the donor, his/her agents, servants and employees from and
against all actions, proceedings or judgments taken against the donor based on the
construction and installation of the amenities undertaken by the City, unless such action, suit,
proceeding or judgment was due to the negligent act or omission of the donor, their
employees, agents or servants.
In witness whereof the parties hereto sign this Agreement on the day and year written below:
Donor's name (printed):
Donor's signature:
Parks and Recreation name/position (printed):
Parks and Recreation signature:
Date:
Date:
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