CC 02-07-2023 Item No. 13 Bench Dedication Policy Written CommunicationsCC 02-07-2023
Item No. 13
Supplemental
Memo to
Council
Questions
Written Communications
City of Los Altos
Recreation & Community Services Department
97 Hillview Avenue, Los Altos CA 94022
Office: 947-2790 ⚫ www.losaltosrecreation.org
Commemorative Park Amenity Guidelines
The City of Los Altos provides opportunities for citizens to commemorate and recognize a person, event, group
or organization with the purchase and placement of a tree, bench or other park amenity approved by the City.
Each purchase is considered a donation and gift to the public, to be maintained by the City of Los Altos for the
lifetime of the amenity unless otherwise specified and determined by the City. The City has a right to deny any
request based on the information provided in a completed application, including but not limited to the
wording, amenity, perceived maintenance and overall alignment with the intent of the program and mission of
the City to foster and maintain the City of Los Altos as a great place to live and to raise a family.
The donor will receive confirmation from the City once the installation has been complete. It is the intention
that the Commemorative Park Amenity policy cover the broad sense of memorials but is not meant to be
exhaustive. Commemorative requests outside the scope of this policy will be considered. The City will attempt
to accommodate the wishes of an applicant at all times. All park improvements must conform to the ADA
(American Disabilities Act) and provide the minimum requirements for accessibility.
Website access will be provided to the donor, including a full description, details and a photo , upon
completion of the installation and payment of the donation.
Commemorative Bench Program: The Commemorative Bench Program provides for new and replacement
benches in City parks, public areas or trails.
•The cost for the purchase and installation of a memorial bench that is $3,500 for an 8ft bench and
$3,200 for a 6 ft bench. This cost includes the concrete bench footing or concrete pad, procurement
and installation of the bench and plaque/plate, and anticipated maintenance costs for the lifetime of
the bench. New and replacement bench installation is subject to the guidelines of the City of Los Altos
Commemorative Park Amenity Program and the discretion of City staff, in cooperation of the donor.
•The commemorative bronze plaque will be in a scale appropriate for the size and style of bench.
•The bench standard is Bench #58 – black, plaque-ready, made of black cast steel with powdered
coating, manufactured by Dumor Inc.
•Memorial benches will be positioned to maximize benefit to an area.
•The number of benches in each park or public area will be limited at the discretion of City staff and will
not interfere with normal park use or maintenance operations and shall not detract from the intended
use of an area.
•The City accepts no liability for damages to any bench from vandals or third parties.
•The City reserves the right to
remove any bench that is damaged,
and been determined to be beyond
repair, at the discretion of City staff.
•All commemorative benches will be
recorded on the City website and
monitored to include the following
information: status; location; bench
type; size; donor; commemorative
plaque text and photos, accessible to
the donor.
•Once the lifetime of the bench has been determined complete, the donor will be contacted with the
option to replace the bench or retire the current bench in which the commemorative plaque will be
made available for pick-up. A retired bench will not be available to the donor and will be recycled. It is
the responsibility of the donor, or their designated representative to retrieve the removed plaque. The
City will mail at the expense of the donor. Plaques must be picked up within 60 days of removal.
Commemorative Tree Program: The Commemorative Tree Program provides for the dedication of an existing
tree, replacement or new planting of additional trees in City parks, public area or trails.
•The cost to commemorate a tree is $300 (Three Hundred Dollars), depending on the type.
•The tree type, species and location will be subject to the City’s tree management program and
discretion of City staff. Trees will be purchased by the City, at a minimum of fifteen gallons in size. City
staff will plant the tree. With permission, donors are welcome to participate.
•Plaques are not available for commemorative trees. The cost to the donor includes the purchase of
the tree, planting and staking of the tree.
•No plaques, rocks or other engraved recognition items are permitted on or around the donated tree.
•Dedicated trees will be located to maximize benefit to an area and minimize the impact on intended
uses and maintenance operations.
•The number of tree dedications within the city may, at any time, be limited or temporarily placed on -
hold based on season, climate, available maintenance resources such as City staff, contract services,
water restrictions, or other factors.
•All tree dedications will be recorded and monitored on a website to include the following information:
status; location; species; size; donor; and photos, accessible by the donor.
Application
Applications for the Commemorative Park Amenity Program may be picked up at the Recreation Office
located at the Los Altos Community Center, at 97 Hillview Avenue or downloaded at
www.losaltosrecreation.org and clicking on Commemorative Park Amenity Program. Upon receipt of an
application, the City staff will work with the donor to identify the most current costs and location for the
installation of the requested improvements.
City of Los Altos
Commemorative Park Amenity Application
Please complete application. You will be contacted by the City to determine current costs and location for the
installation for the requested improvement, in order to determine donation amount to the City of Los Altos.
Contact Name ______________________________________________________________________________________
Address ___________________________________________________________________________________________
City _________________________________________ State _________________ Zip _________________________
Home phone ________________________________ Mobile phone _________________________________________
Email address ________________________________________________ Fax # ________________________________
1.Amenity: 6 ft Bench 8 ft Bench Tree, suggested type___________________________________
Other: _________________________________________________________________________________________
2.Requested Location: ______________________________________________________________________________
3.Requested Installation Date: _______________________________________________________________________
Payment Type: Check Cashier’s Check Money Order Credit Card
Please direct applications and questions to:
Los Altos Recreation & Community Services
Attention: Casey Jensen-Richardson
97 Hillview Avenue, Los Altos 94022
(650) 947-2726
crichardson@losaltosca.gov
City Staff Approval: Cost: $______________________________________________________
Recreation & Community Services Department _____________ ________________________
Initial Date
Municipal Services Department _____________ ________________________
Initial Date
Notes: ____________________________________________________________________________________
Payment must be mad e in full prior to bench in
installation. Paym ent and add itional a menity program
arrange ments will be coordin ated by Casey Jensen-
Richardson.
Check s can be m ailed or deliv ered in person; credi t card
paym ents must be processe d in pers on or on CivicRec.
ATTACHMENT A
City of Los Altos
Recreation & Community Services
97 Hillview Ave.
Los Altos, CA 94022
(650) 947-2790, FAX (650) 947-2738
WEB SITE: www.losaltosrecreation.org
Memorial Bench and Tree
Dedication Policy
The City of Los Altos supports the needs and principles of allowing memorials in parks and
green space areas, but it is also mindful that these facilities have many uses and are enjoyed by
a wide range of people. Therefore, the City desires to manage and regulate memorial s for the
mutual benefit of all.
Applications for memorial bench or tree dedications may be picked up at the Hillview
Community Center or downloaded by going to www.losaltosrecreation.org and clicking on
Memorial Donations.
Memorial Benches
The cost for a memorial bench sponsorship is $500 (Five Hundred dollars) made payable
to the City of Los Altos. This cost is for a 10-year sponsorship of a currently existing
bench. This includes the procurement and installation of the plaque/plate, and one
replacement within that time period, if necessary.
The cost for the purchase and installation of a memorial bench that is not currently in
place is $3,500 (Three Thousand, Five Hundred Dollars). This cost includes the concrete
bench footing or concrete pad, procurement and installation of the bench and
plaque/plate, 10-year sponsorship of the donated bench and plaque/plate and
replacement of the plaque/plate within that time if necessary. New bench installation is
subject to the City of Los Altos Public Bench Program and the limits and restrictions on
bench placement on City-owned locations.
Donors of NEW benches will receive a letter confirming the donation of the bench to the
City.
Once the 10-year sponsorship period has lapsed, the sponsor will be contacted and the
memorial plate will be made available for pick-up. It is the responsibility of the donor,
or their designated representative to make arrangements to retrieve the removed
plaque/plate, the City will not mail. Plaques/plates must be picked up within 60 days of
removal.
The bench style and location of new benches must conform to the ADA (American
Disabilities Act) resting bench program and the City Public Bench Program.
ATTACHMENT A
Memorial benches will be positioned to maximize benefit to an area. The City will
attempt to accommodate the wishes of an applicant at all times.
The number of memorials will be limited based on the City Public Bench Program , must
not interfere with normal park use or maintenance operations and shall not detract
from the prime recreational purpose of an area.
The City accepts no liability for damages to any memories from vandals or third parties.
The City reserves the right to remove any memories that have been damaged, and is, in
the view of city staff, beyond repair.
All memorial benches are added to a special data base with status, location, bench type,
donor, the person memorialized and photos.
Tree Dedications
The City of Los Altos Tree Dedication program allows members of the public to purchase
trees for dedication purposes. Trees that are dedicated through this program are placed
on City property, in City parks or along Los Altos trails.
The cost of a tree purchased through the dedication program is $300 (Three Hundred
Dollars). This cost is for the purchase and installation of the tree.
No plaques/plates, rocks or other engraved recognition items are allowed on or around
the donated tree that falls outside the City’s Memorial/Dedication Policy.
The tree type, species and location will be subject to the City’s tree management
program and the recommendations of City staff.
Donated trees will be located to maximize benefit to an area and minimize the impact
on normal park use and maintenance operations. The City will attempt to
accommodate the wishes of an applicant at all times.
The number of tree dedications within the city may, at any time, be limited or
temporarily placed on-hold based on available maintenance resources such as staff,
contract services, water restrictions, or other factors.
All tree dedications are added to a special data base with status, location, species,
donor, and the person dedicated to.
For both the Memorial Bench and Tree Dedications the donor will receive confirmation
from the City once the installation has been complete. It is the intention that the memorial
policy covers the broad sense of memorials but is not meant to be exhaustive. Memorial
proposals outside the scope of this policy may still be considered.
ATTACHMENT A
Memorial Bench/Tree Dedication Application
Please fill out this application and include your check, money order, cashier’s check, or credit
card information made payable to The City of Los Altos. If desired, donations can also be
mailed to the address below along with the completed application form.
Name ________________________________________________________________________________
Address _____________________________________________________________________________
City ________________________________ State ______________ Zip _______________________
Home phone ____________________________ Mobile phone ________________________________
Email address ________________________________________ Fax # ___________________________
1. Requested Location: _____________________________________________________________
2. Requested Installation Date: ______________________________________________________
3. Memorial Bench Inscription Request (75 characters or less, including spaces):
______________________________________________________________________________
_______________________________________________________________________________
______________________________________________________________________________
4. Payment Type: Check Money Order Cashier’s Check Credit Card
Please mail with enclosed payment to:
Los Altos Recreation & Community Services Phone: (650) 947-2790
Attn: Manny A. Hernandez Email: mhernandez@losaltosca.gov
97 Hillview Ave.
Los Altos, CA 94022
CREDIT CARD PAYMENT (check one)
Card Holder Name: _______________________________________
Card Number: ___________________________________________
Exp. Date: ______________________________________________
Signature: ______________________________________________
City of Los Altos
Recreation & Community Services Department
97 Hillview Avenue, Los Altos CA 94022
Office: 947-2790 ⚫ www.losaltosrecreation.org
Commemorative Park Amenity Program
This form is to confirm wording for both the commemorative plaque and the City’s Commemorative Park Amenity
Program webpage. Please complete all applicable fields below, checking carefully for completeness and accuracy.
PLAQUE INSCRIPTION
(max 3 lines, 75 characters, including spaces)
Plaque Inscription: __________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
WEBSITE DEDICATION
Bench Honoree Name: _______________________________________________________________________________
Bench Donor Name: _________________________________________________________________________________
Plaque Inscription: __________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
Bench Location: _____________________________________________________________________________________
The dedication date will be included in your listing on the webpage.
Please check if applicable:
Do not feature my commemorative amenity (and its details) on the City’s website.
Do not include a picture of my commemorative amenity (with its details) on the City’s website.
The above information is required for the City’s database of Commemorative benches, even if you do not w ish to be featured on the City’s website.
Please refer all questions and/or this (completed) form to:
Casey Jensen-Richardson, (650) 947-2726, crichardson@losaltosca.gov
City Staff Approval:
Recreation & Community Services Department _____________ _______________________________
Initial Date
Notes: ____________________________________________________________________________________
PLANT-A-TREE MEMORIAL BENCH
PROGRAM INFO
The City of Napa Plant-A-Tree/ Memorial Bench Program provides individuals and organizations a
means to enhance our City Parks or trails while memorializing a person or special event. The program
provides an opportunity for citizens to provide funds for a tree or bench that honors family members
or friends who have passed on or the celebration of a special achievement or event.
By planting trees or installing new benches, City Parks and trails are beautified and the donations act
as a lasting memorial and remind the donors of those being honored. The Parks & Recreation
Services Department works with donors to help in the selection and location of either the tree or
bench. A specific list of trees for planting and a standard bench style has been designated for these
areas. Final approval of tree species and location, however, is the responsibility of the Department.
A certificate acknowledging the donation including the reason for the donation, the date the tree was
planted or bench installed and the location is presented to whomever the donor wishes. Permanent
plaques are only allowed for benches and must be supplied by the donor. Signs or markers are not
allowed for trees under this program.
If you or your organization wishes to participate in this program, please fill out the attached form and
return it to the Parks & Recreation Services Department. Parks Division staff will evaluate the desired
park location and contact you about your choice of available locations.
Once the City has approved the location, applicants will need to pay the appropriate fee in order for
the City to Purchase the tree or bench. The standard tree will be a 15-gallon container size. If desired,
a larger (24” box) may be selected for an additional fee if there is adequate planting space. Parks
staff will deliver the tree to the planting site. Staff will prepare the planting hole. If the donor wishes to
plant the tree, staff can assist or leave the entire planting to the donor. The donor will be contacted to
coordinate a planting date by staff. City staff will perform all bench installations.
Parks staff will maintain the tree by watering, staking, and pruning the tree when necessary.
Volunteers who wish to help with tree maintenance are always welcome. Please contact the Parks &
Recreation Services Department if you wish to volunteer to water or help with tree maintenance.
For more information on the Plant-A-Tree/ Memorial Bench Program, contact the Parks & Recreation
Services Department at 257-9529. Business hours are Monday through Friday, 8:00a.m. -5:00p.m.
Mail or Fax Application to: No FEE Application
Parks & Recreation Services Department
1500 Jefferson St.
Napa, CA 94559
Phone (707) 257-9529
Fax # (707) 257-9532
Plant-A-Tree/ Memorial Bench
Program Application
1. Location: First Choice:
Second Choice:
Third Choice:
2. 15- gallon tree $274 per Tree Park Bench $1,269 Downtown -Per Bench $1,269
3. In Honor of:
3. Number of Trees Benches
4. Donated by:
5. I wish to have City staff: (check all that apply)
Plant tree
Dig planting hole only
Other:
6. Donor/Contact Person:
Address:
City State Zip
Daytime Phone: ( )
You will be contacted by Department staff regarding the tree selection and approved planting location.
Once approved you will need to pay the appropriate fees prior to installation
For Office Use Only
Approved Denied Modified as Follows:
Approved Date
Parks Manager/Supervisor
Total fees required to complete process $ (code)
Paid Date
Ordering and purchasing plaque is the responsibility of the applicant
City of Napa - Memorial Bench Plaque Standards
Must be -Cast Brass or Bronze – Blind mount threaded
Can accommodate
4 lines of text
3”
8 ”
Option 1 - Standard – covers 1 bench slat
Joe Smith Community Volunteer
Alston Park
In Honor of
Can accommodate
6 lines of text 5”
Option 2 - Standard – covers 2 bench slats Maximum
Size
11”
IN HONOR AND MEMORY OF
BILL WHATLEY
WITH NAPA PARKS & REC
PLANTED THIS “GROVE” OF TREES
IN 1973
Park Bench Downtown Bench
Made from recycled plastic Cast Iron and steel powder coated Finish
Parks Bench example
Plaque example – on seat back
DT -Backless – Riverfront/promenade only
Plaque on seat
DT -with back -Parks, plazas
Plaque on seat back
The City of Palo Alto Adopt‐a‐Park Memorial Bench Program
Application
Thank you for inquiring about the City of Palo Alto’s Adopt-a-Park Memorial Bench Program.
There are various park locations to choose from throughout Palo Alto and our staff is prepared
to assist you when you are ready to proceed.
*Please note: No new applications will be accepted for Foothills Park
General Information
Cost
$4,000.00 donation is collected for a memorial plaque to be placed on an existing park bench
Approximate Order Time
Order time for benches is approximately 6-8 weeks. Upon receipt of the plaque/bench, the Open
Space and Parks Division require a minimum of 2 weeks to arrange an installation.
Maintenance
The maintenance of the benches will be the responsibility of the Open Space and Parks
division. Maintenance (graffiti removal, sanding/staining, and periodic cleaning) will be provided
by the City for the life of the bench.
There is a ten-year (10) guarantee of furniture maintenance and plaque replacement. The
furniture will be kept in place as long as it is serviceable beyond the 10 year period. When a
bench is no longer serviceable, applicants will be advised and given the opportunity to purchase
a new bench under the terms and conditions then in effect.
Ordering Process
1.Upon receiving the signed Adopt-a-Park memorial bench application, City staff will
contact the donor to discuss bench location options. Forms could be emailed or mailed
directly to:
Jeanette Serna
Program Assistant, Open Space, Parks & Golf Division
3201 East Bayshore Road
Palo Alto, CA 94303
Email: Jeanette.Serna@CityofPaloAlto.org
Phone: 650-496-5916
2.City staff will provide donor with a plaque proof.
3.Once a bench location and plaque proof is approved by City staff, donor will submit
payment.
4.Upon receipt of payment, City staff will order the plaque/bench.
5.City staff will contact the donor when the plaque/bench is received to discuss the
installation timeline.
6.City staff will email the donor a photograph of the memorial bench after installation.
7.City staff will provide the donor with a donation recognition letter.
I understand and agree to all of the terms and conditions above
Signed..................................................................
Date.................................
Please provide the following information so that we can better serve you.
Name: _________________________________________________________________
Address: _______________________________________________________________
City: _________________________________ State: _______________ Zip: __________
Home phone: ___________________________ Work phone: ______________________
E-mail address:__________________________________
Requested Locations:
*Please note that staff will do their best to accommodate your request for a bench location, but
you may be required to select a location based on park needs.
*No new applications will be accepted for Foothills Park
Bronze plaques measure 8” wide by 4” tall. Standard lettering is ¼”. One
line may use 3/8” letters. All lettering is upper case.
Periods, commas and hyphens count as one character. Each line will be
centered on the plaque.
Line 1: ¼”
Line 2: 3/8” or ¼” (Circle the size preferred)
Line 3: ¼”
Line 4: ¼”
TREE $500
PLAQUE 4 x 6 @ $280 – three to four lines with 20 characters/spaces across
5 x 7 @ $330 – three to five lines with 24 characters/spaces across
6 x 8 @ $390 – four to six lines with 28 characters/spaces across
(CAN ONLY BE PURCHASED ON A NEW DEDICATED TREE)
BENCH $1650 – Plaque size for bench 10" x 2" @ $165 – up to 3 short lines
APPLICANT:
Name: ______________________________________________
Address: ____________________________________________
Phone: (H) _______________________ (W) _______________
Desired Placement of Tree/Bench: ________________________
Desired Dedication Inscription: (4 lines maximum-for tree/rock plaques)
STAFF USE ONLY:
Check # _______ Cash ________ Account Numbers:
Location: ___________________ Tree: 421 9212 001 46512 $
Work Order: Bench/Plaque/Rock: 111 5301 46511 $ _____
Issue Date: __________
Completed Date: ____________ TOTAL: $
CITY OF SARATOGA
13777 FRUITVALE AVENUE
SARATOGA CA 95070
TREE/BENCH DEDICATION
PROGRAM
1. The point of contact for the tree/bench dedication program is the Public Work’s office
Joan Smith
City of Saratoga Public Works Department
19700 Allendale Avenue
Saratoga, CA 95070
Phone: (408) 868-1245
Fax: (408) 868-1278
Email: jsmith@saratoga.ca.us
2. City staff will determine the bench site and bench type, tree species, and tree location.
3. Appropriate engraving on the plaque will be in the style and size specified by the City.
4. All checks will be made payable to the “City of Saratoga”.
5. City st aff will perform routine maintenance. Vandalized tree/benches will be repaired at City
expense, including the plaque.
6. The City cannot guarantee the future condition of trees/benches. When a bench can no longer be
repaired the donor will be called and given the option to replace the bench. If the bench is not
replace the City has the right to remove it and will send the plaque to the donor.
7. The tree or bench is only a marker and is not a place of worship, a cemetery or official gathering
place. Flowers and other memorabilia are not permitted and will be removed by maintenance
staff.
8. The Public Work’s Office will maintain a record of all donations.
GUIDELINES
TREE AND BENCH
DEDICATION PROGRAM
Information subject to change. Revised September 2018
City of Union City Memorial Bench Program
Union City has many beautiful parks that are enjoyed by the community. The
Community & Recreation Services Department has developed a Memorial Bench
Program to provide an opportunity to recognize residents who have passed
away, or to honor those who have made an impact in the community. Family and
friends can join together to donate an attractive, personalized park bench in one
of Union City parks to remember their loved one. The donation of a memorial
bench includes the purchase and installation of the bench, an engraved plaque,
as well as any needed site preparation by the Public Works Department.
Bench and Engraved Plaque Design and Message:
Memorial Benches are a classic design, 4’ in length, black powder coated steel, and includes
an engraved 4”x10” bronze plaque. Plaque engraving can be up to 4 lines with a maximum of
25 words. Plaques may include the name of the individual being memorialized as well as
important dates and a saying or poem.
Application Process:
Once an application for a memorial bench has been received, City staff will review and contact
applicant within 30 days. Application will be approved after City staff and applicant meet to review
location and plaque language. City staff will try to accommodate all bench requests, but reserves the
right to limit locations, placement and total number of memorial benches at any City location. After an
application is approved, payment will be collected, plaque and bench will be ordered.
Payment:
The cost for purchasing and installing a memorial bench is $2,000. Once an application has been
approved and location confirmed, the donor needs to submit full payment. Payment can be made in
cash, checks (made payable to the City of Union City), Visa, Mastercard or Discover cards. There are
no refunds after the bench has been ordered.
Information subject to change. Revised September 2018
Installation of the Bench and Plaque:
Once location has been agreed upon, and the application and payment have been received, the City
will order materials necessary to complete the project. It is estimated to take up to 12 weeks for bench
delivery and installation. Lead times vary depending on the time of year, equipment ordered and
supplier inventory. Donors will be notified 2-4 weeks prior to scheduled installation.
Responsibility of City:
Union City Community & Recreation Services Department along with the Public Works Department are
responsible for the selection and location of memorial benches. The City shall be responsible for bench and
plaque installation. The City reserves the right to determine the level of general care depending on budget
availability. The benches have an expected 10-15 year life span. The City is not responsibility for loss or damage
from causes beyond its reasonable control, including damage caused by the elements, theft, or vandals. The
bench and plaque remain the property of the City. The City reserves the right to determine if the bench is
damaged beyond usability. If a bench is damaged or destroyed, the City will attempt to contact the donor, as they
have the option to purchase a new bench. The City reserves the right to relocate the bench if unforeseen
circumstances arise due to its location or setting such as Park renovation. It is the donor’s responsibility to
update their contact information with the City Memorial Bench Program.
If you are interested in the Memorial Bench Program, please complete the application below or
contact the Union City Community & Recreation Services at (510)675-5495. Please PRINT!
**********************************************************************************************************
Donor Name: ______________________________________________________________
Mailing Address: _____________________________________________________________
Day Phone #: ______________________ E-Mail: _______________________________
Name of person being honored with a bench: ______________________________________
Requested Parks: 1.______________________________________
2. ______________________________________
Plaque Engraving - The inscription may be up to four lines with 16 spaces per line, maximum
of 25 words. Punctuation marks and spaces between words count as spaces. Please fill in the
blanks below with the inscription you would like. Donors will need to sign off on final proof of
inscription prior to plaque engraving.
Return completed application to:
Chris Valuckas, Union City Community & Recreation Services Department, 34009
Alvarado-Niles Road, Union City CA 94587 or Chrisv@unioncity.org.
Guidelines for Donation, Memorial and Sponsorship Contributions
15
APPENDIX B-Revised April 1, 2010 and February 6, 2014
COMMEMORATIVE BENCH DONATIONS
1. BENCH DONATIONS -- The Parks Department will accept donations for benches to
recognize or memorialize individuals, groups, or significant historical individuals or events
provided that such individuals or events were related to the park unit or local community, and
provided that all other provisions of the Guidelines for Donation, Memorial and Sponsorship
Contributions are met. The Director has the authority to approve or deny any bench donation
based on the appropriateness of the donation to the park unit, the relationship between the park
and the person, group or event to be honored or memorialized, and the effect of the donation on
the natural features, aesthetics, historical and/or cultural nature of the requested location.
1. A. Bench donations commemorating commercial products, political parties, activist groups,
or non-profit corporations involved in lobbying at any level of government, for profit
corporations, or memorials containing endorsements of products or services, or that otherwise
may be construed to be advertising or commercial promotion are prohibited.
1. B. Only one bench shall be dedicated to any single person, family, group, or historical person
or event within the units of the San Mateo County Parks Department, unless there is a
compelling reason for additional dedications as shall be determined by the Director.
2. TYPES OF BENCHES -- Benches must be of a size, design and construction which, in the
opinion of the Director, are complementary to the general architectural design, natural features,
historical and/or cultural traditions of the park unit, the area within the park, in which it will be
installed, and the nature and subject of the commemoration.
2. A. The benches should be limited to clear heart redwood. The sizes and styles of benches
should be standardized throughout the Department, to reduce costs associated with obtaining
and/or maintaining a large stock of diverse replacement parts or hardware.
2. B. Wooden benches should be constructed of clear heart redwood. All metal work should be
finished with dark brown powder-coated paint.
2. C. All bench designs and specifications are subject to the review of the Parks Superintendent
and approval of the Director.
2. D. The Department will develop a list of approved bench styles and manufacturers for
approval by the Director that can be selected by prospective donors. This information may be
included in a donation or gift catalog developed by the Department.
2. E. Benches will have a brass-tone acrylic plaque no larger than 3” by 12” x ¼” attached to the
backrest of the bench on the second from the top rail by epoxy and/or concealed through-bolts.
Alternatively, the plaque may be mounted in the center of the bench backrest when the bench is
Guidelines for Donation, Memorial and Sponsorship Contributions
16
of solid construction. Plaques shall be inlayed into the wood or plastic members so that there are
no projecting edges or corners to snag clothing or cause injuries.
2. F. Plaque wording should follow one of the following three formats:
In Memory of
John Doe
1998
In Memory of
The Doe Family
1998
Dedicated to
John Doe
1998
After adoption of standard plaque wording by the Commission, other wording may be approved
by the Director on a case by case basis. In cases where non-standard wording is requested by the
donor, the Director may decide that such changes are appropriate and provide one or more
alternative compositions acceptable to the Department for the donor’s selection.
The Director may submit the wording commemorating a historical event to the San Mateo
County Historical Association for review and comment. The Director has the discretionary
authority to accept, reject or edit the content of any commemorative plaque as he or she may
deem necessary.
2. G. The Director may accept other types and configurations of benches at his or her discretion
on a case by case basis, providing that there is a compelling reason for such variance from these
guidelines.
3. LOCATION OF BENCHES -- Benches will be installed within the individual park units in
accordance with the park’s Development Plan, Master Plan or an approved list of suitable bench
locations as developed by the Department.
3. A. Benches should only be located in those areas where they will serve as an appropriate
resting place, i.e., at the summit of a steep trail, at an interval along a trail, walkway or
esplanade, or at a scenic overlook or other vista point, etc. Benches should not provide the focal
point of an area, rather they should offer a comfortable place to enjoy the natural, historical or
other features by the area or park.
3. B. Benches should be placed at an interval appropriate to the park, or the specific area within
the park. For example, benches placed around a turf area in an urban park could be spaced closer
than those placed along a trail through a wilderness area. Generally, benches in a natural setting
should be placed at an interval where only one bench at a time can be seen.
Guidelines for Donation, Memorial and Sponsorship Contributions
17
3. C. Benches should not be placed where they might attract traffic or activity that would
damage natural resources, such as in a location to which visitors would make a new path through
a pristine or sensitive area, or in a location at which litter might cause particular maintenance
problems for a pristine or sensitive area. Benches should also not be placed where they may
create an unsafe condition, such as offering a platform for children to stand on in order to climb a
tree, or too close to walkways or other traffic lanes.
3. D. All benches should only be placed upon review of the Parks Superintendent, and the
approval of the Director for conformity with these guidelines, except that approved bench
designs may be installed at sites on a list of approved bench locations by the Department without
further review.
4. TERM OF DONATION -- Commemorative benches shall be maintained for a period of 10
years. After 10 years the original donor may rededicate the bench after contributing an additional
minimum donation, for a second 10 year term. Should the original donor decline to rededicate an
existing bench, or fail to notify the Department of an intent to rededicate an existing bench
within 60 days of the expiration of the original 10 year term, the bench site may be offered to the
public for dedication or withdrawn from the commemorative bench inventory if desired by the
Parks Superintendent.
During the 10 year term, the Department will provide regular maintenance of the bench which
may include staining the bench boards, repairing and replacing boards or hardware and the
plaque. In addition to maintenance, the Department will make repairs that are necessary due to
vandalism to the bench or plaque.
4. A. Benches with expired dedication terms shall have the board bearing the plaque replaced
with a plain board until such time as another donor is found. The original plaque will be returned
to the donor, or retained at the administrative office for a period of one year after expiration. If
not claimed by the donor after one year, an unclaimed plaque may be recycled. Benches offered
for rededication shall be refurbished and have a new plaque installed if necessary.
4. B. The maximum term for any single memorial bench is 20 years, after which the bench site
shall be offered to the public for dedication.
4. C. All bench memorials donated prior to the original adoption of these Guidelines are subject
to sunset after five years has passed from the date of adoption of these Guidelines. The donor
will be invited to rededicate the commemorative bench. All such bench memorials may be
renewed, or upgraded as provided for in Section 5. The Director, Parks Commission, or Board of
Supervisors may waive the sunset provision of these Guidelines for any existing bench.
5. QUALIFYING DONATIONS -- The Director shall annually review and recommend the
donation structure for dedicating commemorative benches. Generally, there shall be two levels of
donations and one opportunity for re-dedication:
3 There will be a minimum qualifying donation which provides a 10 year term of dedication
for a bench within a County park.
Guidelines for Donation, Memorial and Sponsorship Contributions
18
3 Sustaining donations will provide for a 20 year term of dedication.
3 To rededicate a bench, a minimum qualifying donation will provide an additional 10 years of
dedication.
The Director may annually review and adjust the required minimum donation for dedication of a
bench, or alter or otherwise change the terms of dedication after notifying the Parks Commission.
Any change will only affect bench donations made after such changes become effective.
6. RE-DEDICATION
After a period of 10 years, the donor will be asked if they wish to continue their support of the
commemorative bench. If the bench is abandoned by a donor, the Parks Department reserves the
right to maintain, re-dedicate, or remove the commemorative bench at its sole discretion. As a
courtesy, donors would be notified of the intent to rededicate or remove a memorial and allowed
a two-month grace period to rededicate the bench.
A rededication of the bench covers the costs of replacing bench boards and provides for 10
additional years of maintenance and materials. The donor is also offered an opportunity to
change the wording on the plaque.
Financial Process for Commemorative Bench Program Donations
I. New Commemorative Bench
After a donor and Supervisory Park Ranger have agreed upon a location from the approved
available bench site list for installation of a commemorative bench and a letter has been received
by the Department from the donor clarifying their understanding of the specific bench location,
wording on the plaque and terms of the donation, payment can be submitted. The terms of the
donation explain that the donation pays for the bench purchase, delivery freight, sales tax,
plaque, and installation by Department staff as well as 10 years of maintenance of the bench.
The current minimum donation level for a new commemorative bench is $5,000. If the donor
wishes to do two 10 year dedications initially, the cost would be $8,500. This donation and any
other Bench Program donations are deposited into the BENCH Program trust fund. When full
payment for the bench donation has been received by check, money order or credit card, it will
be deposited into the 04074 BENCH Program Trust Fund.
The Supervisory Park Ranger is then notified by Parks administrative staff that the bench can be
ordered. The bench is ordered by the Supervisory Park Ranger. Once the bench has been
received and the packing slip has been approved for payment, the invoice is paid and charged to
the BENCH Job Org.
Guidelines for Donation, Memorial and Sponsorship Contributions
19
Installation, labor and materials during the 10 year maintenance period for the bench will also be
charged to the BENCH Program Job Org. In addition, any repairs or replacement of parts due to
vandalism will be undertaken by the Department.
Annually, the Department’s fiscal officer will journal funds from the 04074 Trust Fund to the
BENCH Program Job Org to reimburse the Parks General Fund Budget for bench installation or
maintenance activity during the year.
II. Rededicated Commemorative Bench
Unless a donor has secured the commemorative bench for two 10 year bench dedications
initially, after 10 years, a donor will be asked if he/she wants to dedicate the bench for an
additional period of 10 years. The rededication donation will cover the cost of ordering and
replacing the redwood bench boards and an additional 10 years of maintenance and materials. At
the beginning of the rededication, the donor can change the wording on the plaque.
If the donor does want to rededicate, he/she is given an opportunity to pay by check, money
order or by credit card. The current minimum donation for a rededicated commemorative bench
is $5,000.
Once the new donation has been received, the Supervisory Park Ranger will be asked to order a
new set of redwood boards and attachment hardware from the manufacturer. The plaque will be
removed and reinstalled on the new boards or replaced if in poor condition.
If the donor does not want to rededicate, there are two choices for the Department to consider.
1) The Department may want to remove the plaque and offer the bench site for a new
commemorative bench.
2) The Department may want to remove the bench from potential commemorative bench
dedication if the site is no longer suitable.
If the donor does not want to rededicate, the Department will remove the brass plaque and
replace any board(s) on the bench. The plaque will be offered to the donor.
III. Commemorative Bench Program Tracking
Parks administrative staff will maintain a list of all dedicated benches and sites available for
dedication. This list will be updated periodically. Administrative staff will also coordinate
correspondence such as thank you letters and re-dedication letters.
The Department’s fiscal officer will review and approve all expenditures from the BENCH
Program Trust Fund.
Midpeninsula Regional Open Space District
Board Policy Manual
Site Naming, Gift, and Special
Recognition Policy 5.01
Chapter 5 – Historical/Cultural
Effective Date: 8/25/93 Revised Date: 9/12/18
Prior Versions: 8/25/93, 9/14/94, 6/24/98, 9/12/01, 10/8/08, 1/13/10, 10/27/10, 11/13/13
Board Policy 5.01 Page 1 of 4
I. SITE NAMING
All District site names and signs should be kept as simple and functional as possible. When a
property is acquired, either as an addition to an existing preserve or for the establishment of
a new preserve, a name will be recommended in the Preliminary Use and Management Plan.
In most cases, "open space preserve" is appropriate as part of the name; however, there
may be circumstances when another designation may be used. In some cases, a temporary
name may be retained until the next Comprehensive Use and Management Plan review.
A. Open Space Preserves
The name given to each open space preserve should be general enough to remain suitable if
the site is enlarged, but specific enough to give its location some significance. Properties
added to an open space preserve may not always be contiguous with that preserve.
1. Preserves shall be named after:
a) Geographical features of broad, general significance to the
preserve;
b) Historical persons, cultural names, uses, or events broadly
associated with the locale.
2. Preserves shall not be named after any individuals other than
historical persons as noted above.
B. Preserve Areas, Trails, Site Improvements, Historic Sites and Unnamed Natural
Features
This designation refers to specific locations, land formations, trails, natural and physical
features, staging areas and other site improvements, and areas of significance within
open space preserves. Recognition of significant land gifts, including "bargain" purchases,
will be negotiated at the time of the gift or bargain purchase.
1. Preserve areas, trails, site improvements including benches and
bridges, historic sites and previously unnamed natural features shall ordinarily be named
after:
Board Policy 5.01 Page 2 of 4
a) Geographical, botanical or zoological identification;
b) Historical persons, uses, or events associated with the site, or
persons and organizations listed in Section III: “Special Recognition”.
2. Preserve areas, trails, site improvements, historic sites and unnamed natural
features may in rare instances be named after a living individual who has made an
outstanding contribution to the District, subject to approval by the Board of Directors.
II. GIFT RECOGNITION
The purpose of the gift recognition policy is to provide an opportunity for the District to
recognize and commend individuals or groups that have made significant contributions of
cash, equipment, materials, goods or professional services toward the enhancement of the
District, its programs, and its facilities.
A. Unsolicited Cash Gifts:
Up to $25 Postcard of thanks
$26 to $499 Letter signed by General Manager
$500 to $1,999 Letter signed by President of the Board
$2,000 to $4,999 Letter signed by President of the Board and District gift
item (note cards, etc.)
$5,000 to $9,999 Letter signed by President of the Board and framed
photograph of favorite District preserve
$10,000 or more Letter signed by President of the Board and Resolution and
framed photograph of District preserve and mention in a
District publication*
*These items will be provided only if desired by the donor.
III. SPECIAL RECOGNITION
The Legislative, Funding and Public Affairs Committee (LFPAC) shall be the committee
designated to discuss all requests that meet the criteria of the policy for special recognition
made by members of the Board of Directors, and after deliberation shall forward a
recommendation to the full Board for a vote.
The General Manager or his/her designee will review constituent bench dedication requests to
determine eligibility based on the policy guidelines outlined below in Section III D.
Constituent bench requests may be brought to LFPAC if there exists ambiguity regarding
whether the request meets the requirements below.
The District places benches in its preserves for three distinct purposes:
A. District Rest Benches
Board Policy 5.01 Page 3 of 4
These benches provide constituents with a place to rest. District staff places these benches
without involving a District committee or the full Board. Regular benches must be either a
backed or a backless standard bench as described in Section V below.
B. Constituent Bench Dedications
These are benches which have been requested by constituents in order to honor or memorialize
a member of the public and are funded by the requestors who must pay $5,000 for a 10-year
term. Requests must be in reference to a significant supporter or a volunteer, as defined in
Section III D below. The General Manager or his/her designee reviews requests to determine if
they meet the eligibility definitions. Requests that are administratively declined because they
do not meet the eligibility definitions may be appealed to the General Manager for a second
review. Eligible requests will be administratively implemented.
a) Constituent bench dedications shall only be selected from and placed in
locations that have been pre-determined by the District and/or approved by the Planning and
Natural Resources Committee and/or by the full Board of Directors.
b) If a request for a constituent bench meets the eligibility requirements,
the requestor(s) shall pay for the cost of constructing, installing and maintaining a bench and
plaque by contributing $5,000 to cover the 10-year dedication term of the bench.
c) Bench plaques will be 2 x 6 inches in size.
d) Benches must be one of the two District standard bench designs.
e) Constituent bench dedications will have a term limit of 10 years. After
10 years, the original donor will have the option to contribute an additional $5,000 donation for
each additional 10-year term. Should the original donor decline to renew an existing bench, the
bench will be offered to the public for re-dedication.
C. District Bench Dedications
These are benches which are installed by the District in response to requests by members of
the Board of Directors to honor "Founders," "Significant Supporters", and “Volunteers”.
a) LFPAC can initiate a bench request and refer a decision to the full
Board or individual Board members can initiate a bench request which will be referred to
LFPAC for discussion before it is referred to the full Board for a final decision. Honorees must
be "Founders", "Significant Supporters", and “Volunteers” (per policy Section III D below).
b) For these benches there are no design specification limits or limits
on their location. The District will pay for the lifetime cost of the bench.
D. Founders, Significant Supporters, and Volunteers
"Founders", "Significant Supporters", and “Volunteers” are eligible for special
recognition, including memorials.
"Founders" shall be defined as an individual or group of individuals who participated in
the formation of the District, or were significant supporters of the formation of the
District.
Board Policy 5.01 Page 4 of 4
"Significant Supporters" shall be defined as individuals or group of individuals who have shown
conspicuous or noteworthy support for the District through extraordinary contributions of time
and effort to the advancement of the goals, philosophy and mission of the District.
“Volunteers” shall be defined as individuals or groups of individuals who donated a minimum
of 250 volunteer hours and 5 years of service to the District by working for the District’s docent
or volunteer program.
IV. RECOGNITION OF HISTORIC SITES
A. A recognition monument, normally in plaque form, may be considered by the
Board if it is in relation to a specific existing building or other remaining structure of
significant historic value. In such cases, the plaque will be affixed or in close proximity to the
structure itself. If there is no structure, then recognition may he considered for inclusion on
District informational materials or trail signage. Such a site, in the absence of a building or
structure, will ordinarily not be physically marked except as determined by the Board on a
case-by-case basis as part of the Use and Management planning process for the
corresponding open space preserve.
Any Board-approved memorial names shall be included in site brochures, maps, or
other informational materials.
V. STANDARD BENCH DESIGN SPECIFICATION
A. District Rest Benches and Constituent Bench Dedications, described in III (A) and
(B) above, are limited to either of the two following standard bench designs:
Backed bench:
Dumor - Bench 88, recycled plastic slates (color: CEDAR), steel leg supports
(color: BLACK, IMBEDDED)
6’ or 8’ lengths
Backless bench:
Dumor - Bench 103, recycled plastic slates (color: CEDAR), steel leg supports
(color: BLACK, IMBEDDED)
103-60PL 6' long, 3 supports
103-80PL 8' long, 3 supports
B. The General Manager or LFPAC can at any point bring designs to the Board
that differ from the District’s standard bench designs.
Commemorative Bench Program
Application Form
Bench recipients must be a significant supporter or a volunteer in order to qualify for a commemorative
bench.
A significant supporter is defined as a constituent who have made a significant contribution to
the District through displaying conspicuous or noteworthy support for the District through
extraordinary contributions of time and effort to the advancement of the goals, philosophy, and
mission of the District.
A volunteer is defined as a constituent who has volunteered a minimum of 250 volunteer hours
and 5 years of service to the District in the District’s docent or volunteer program.
------------------------------------------------------------------------------------------------------------------------------------------
Name of individual to be commemorated:__________________________________________________
Is the individual a significant supporter or volunteer ? Yes __ No__
Please describe how the individual has made a significant contribution to the District or qualifies as a
volunteer (use back if needed):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
------------------------------------------------------------------------------------------------------------------------------------------
Bench Requestor Information
Name:________________________________________________________________________________
Phone: ______________________________E-mail Address:____________________________________
Address:_________________________________ ____________________________________________
City: ___________________________State: ______________ Zip Code:___________________________
Relationship to Bench Recipient:
Please provide any additional notes or comments (use back if needed):
Complete the application form and submit to the District office:
Memorial Bench Program
Midpeninsula Regional Open Space District
5050 El Camino Real
Los Altos, CA 94022
Town of Los Gatos
Parks & Public Works Department
41 Miles Avenue
Los Gatos, California 95030
Counter Hours: 8am to 1pm
Phone Hours: 7am to 4pm
(408) 399-5770
Parks & Public
Works Department
Bench & Picnic Table
Donation Program
1. If you are interested in donating a
bench or picnic table, call the Parks
and Public Works Department.
When calling, explain the location
where you would like the bench or
picnic table installed.
2. Staff will notify you and confirm if the
location requested is available. Staff
will also schedule an on site visit to
help determine the best placement
location. At this time, staff will
provide a final cost estimate and will
also discuss plaque information, if
desired. Plaques can be ordered for
both benches and tables.
3. After payment is received for a bench
or table, staff will place the order.
This could take 6 to 8 weeks to
arrive.
4. Staff will contact the donor when the
bench or table has been installed.
Donation Program
Information
No larger than 2.5” height x 7” width
The following are the wording options
for bench & picnic table plaques:
The Town of Los Gatos recognizes
and appreciates ________ (name)
for their donation of this bench in
memory of ________ (name).
The Town of Los Gatos recognizes
and appreciates ________ (name)
for their donation of this bench.
The Town recognizes and appreci-
ates the donation of this bench in
memory of ________ (name).
In memory of ________ (name).
Plaque Requirements
Bench and Picnic Table Guide
When donating a bench, consider the type of bench you would like installed and the location.
There are two types — metal or recycled plastic. Both benches are six feet in length. Note the
location determines what type of bench is installed.
The metal benches are green and located
alongside the streets in the downtown
business district. These benches have
metal railings. Offered upon availability.
The recycled plastic benches are natural color
and located along parks and park trails or
pathways. These benches have no side railings.
The donation amount is determined by the actual costs of the bench or picnic table,
shipping and taxes, plus a fee for installation and future maintenance and repairs. Due
to the cost variances from the product manufacturer, the costs can change at any time.
Call the Parks and Public Works Department for more information at (408) 399-5770.
Below are some guidelines to consider
when selecting a bench or picnic table.
Picnic tables can seat up to
8 adults. They can be in-
stalled at various park loca-
tions throughout Town.
Picnic tables come with a
built in plaque at the top of
the table, which can be
inscribed.
Agency Duration Cost Bench Location
Mid Peninsula Open Space 10 years; After 10 years the original donor will have the
option to contribute an additional $5,000 for each
additianl 10‐year term. Shoul the original donor decline
to renew an existing bench, the bench will be offered to
the public for re‐dedication.
$5,000 Bench dedications shall only be selected and placed
in locations that have been pre‐determined by the
District and/or approved by Planning and Natural
Resources Committee and/or by the full Board of
Directors
Town of Los Gatos No term limits Staff will provide cost estimate Staff will schedule an on site visit to help determine
the best placement location.
City of Los Altos 10 years; Once the 10‐year sponsorship period has
lapsed, the sponsor will be contacted and the memorial
plate will be made available for pick‐up. It is the
responsibility of the donor, or their designated
representative to make arrangements to retrieve the
removed plaque/plate, the City will not mail.
Plaques/plates must be picked up within 60 days of
removal.
$3,500 for 8ft bench and $3,200 for 6ft bench New and replacement bench installation is subject
to the guidelines of the City of Los Altos
Commemorative Park Amenity Program and
discretion of City staff, in cooperation of the donor.
The number of memorials will be limited based on
the City Public Bench Program, must not interfere
with normal park use or maintenance operations
and shall not detract from the prime recreational
purpose of an area.
San Mateo County 10 years; After 10 years the original donor may
rededicate the bench after contributing an additional
minimum donation, for a second 10 year term. Should
the original donor decline to rededicate an existing
bench, or fail to notify the Department of an intent to
rededicate an existing bench within 60 days of the
expiration of the original 10 year term, the bench site
may be offered to the public for dedication or
withdrawn from the commemorative bench inventory if
desired by the Parks Superintendent. Maximum term for
any single memorial bench is 20 years, after which the
bench site shall be offered to the public for dedication.
$5,000 for 10 years or $8,500 for 20 years Benches will be installed within the individual park
units in accordance with the park's Development
Plan, Master Plan or an approved list of suitable
bench locations as developed by the Department.
Union City Benches have an expected 10‐15 years life span (What
happens after? Contact; Chris Valuckas, Union City
Community & Recreation Services Department, 34009
Alvarado‐Niles Road, Union City CA 94587 or
Chrisv@unioncity.org.)
$2,000 Union City Community & Recreation Services
Department along with the Public Works
Department are responsible for the selection and
location of memorial benches
City of Palo Alto There is a ten‐year (10) guarantee of furniture
maintenance and plaque replacement. The furniture will
be kept in place as long as it is serviceable beyond the
10 year period. When a bench is no longer serviceable,
applicants will be advised and given the opportunity to
purchase a new bench under the terms and conditions
then in effect.
$4,000 for a memorial plaque to be place on an
existing park bench
City of Napa No term limits $1,269 The Parks & Recreation Services Department
will work with donors to help in the selection
and location of the bench.
City of Saratoga No term limits 4 x 6 @ $280 – three to four lines with 20
characters/spaces across; 5 x 7 @ $330 – three to
five lines with 24 characters/spaces across; 6 x 8
@ $390 – four to six lines with 28
characters/spaces across; $1650 – Plaque size for
bench 10" x 2" @ $165 – up to 3 short lines
When a bench can no longer be repaired the donor
will be called and given the option to replace the
bench. If the bench is not replace the City has the
right to remove it and will send the plaque to the
donor.
RESOLUTION NO. 17-102
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
ESTABLISHING A POLICY FOR ACCEPTING DONATIONS
WHEREAS, Government Code Section 37354 permits the City Council of a City to
accept or reject any donation, gift, bequest or devise (hereinafter "Donation") made to or for
the City for any public purpose, and further empowers a City Council to hold and dispose of
such property and funds for such uses as are prescribed in the terms of the Donation;
WHEREAS, if the terms of a Donation do not prescribe or limit the uses to which the
property or funds received or their income or increase may be put, Government Code Section
37355 permits a City Council to prescribe the designated uses of said Donations;
WHEREAS, the administration of the City's programs and activities occasionally
provide opportunities for the City to receive Donations of property or funds;
WHEREAS, the Cupertino City Council wishes to establish a policy setting forth the
circumstances under which Donations may be accepted, and the rules and protocols to be
followed by City staff and potential donors;
WHEREAS, the experience of the City is that contributions are made under a variety of
circumstances, including those received anonymously, with restrictions as to their use, and in
other cases unrestricted as to their use and purpose;
WHEREAS, the timely acceptance, use, and handling of Donations is a critical
component of a program involving contributions, and the City wishes to encourage Donations
and the administration of City programs that occasionally provide opportunities to receive
Donations;
WHEREAS, the City Council further wishes to provide for the effective and legally
sufficient means to abide by Donor intentions without compromising the City's ability to
manage resources and deliver services;
WHEREAS, the Cupertino City Council finds and determines that the above recitals are
true and correct and material to the adoption of this Resolution.
Resolution No . 17-102
Page2
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino
adopts and approves the Donation Policy attached and incorporated herein by this reference,
as the official donation policy of the City of Cupertino.
PASS ED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino
this 17th day of October, 2017, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Members of the City Council
Paul, Chang, Scharf, Sinks
None
Vaidhyanathan
None
APPROVED:
Grace Schmidt, City Clerk
2
Resolution No. 17-102
Page3
I. PURPOSE
CUPERTINO
DONATION POLICY
This policy establishes the Cupertino City Council's policy for accepting donations
and provides guidelines to govern the management and disposition of donations.
II. BACKGROUND
Donations of every type are offered to the City of Cupertino (City) for general or
specific purposes. This policy establishes uniform criteria and procedures for
accepting donations and determining whether the City has adequate resources to
administer the donations.
III. SPECIFIC OBJECTIVES
1. To establish an effective and efficient way to manage donations and provide
guidelines to donors and City staff;
2. To generate revenue to fund or supplement new and existing programs and
activities for the benefit of City and its residents;
3. To work with individuals, organizations and non-profits who support City's
mission and goals.
IV. DEFINITIONS
For purposes of this policy, the following terms shall mean as follows:
1. Donation: An offer by a donor of any tangible or intangible item which the
City is prepared to accept under this policy and guidelines. This includes a
3
Resolution No . 17-102
Page 4
monetary ( cash) contribution, endowments, personal property, real property,
financial securities, equipment, in-kind goods, services and any other asset for
which the donor has not received any goods or services in return.
2. Donor: An individual or legal entity making a Donation to the City.
3. Restricted Donation: A donation restricted by the Donor for a particular
purpose, program, location or City department.
4. Unrestricted Donation: A donation without any limitations imposed on its
intended use and which the City can use for any public purpose.
5. Park and Public Improvement Donation: Real property or items, such as
drinking fountains, tables, benches, and equipment that are traditionally
intended to improve public areas in parks, in or around public buildings,
streets, walkways and trails.
V. TYPES OF DONATIONS
1. Donations may be from a single individual, group, organization, business,
corporation, or anonymous sources.
2. Donations may be restricted or unrestricted.
3. Donations may be offered in cash, financial securities, or personal property.
4. Donations of real property or any estate in real property may only be accepted
as prescribed by state law, including Government Code section 27281, if
applicable.
5. The following are subject to other laws or policies and are not governed by this
Policy:
a. Donations of public art are subject to the General Guidelines for the
Selection of Public Art, Resolution No. 05-040.
b. Sponsorships, including personal and financial support for a City event
are governed by the City's Sponsorship Policy.
c. Contributions intended to benefit a City elected official, appointed
official, or employee are governed by state and federal laws.
d. Land, real property, concessions, appurtenances, rights of way, street
improvements, easements and the like, which are obtained under City
authority through regulatory means, negotiations, or as part of a public
improvement project, a development project or agreement.
4
Res olution No . 17-102
Page5
VI. AUTHORITY TO ACCEPT/REJECT DONATIONS
The City at all times shall have the right to accept or decline any Donation, at its sole
discretion. Unless otherwise required by federal, state, or local law the City Council
authorizes as follows:
1. Donations of any kind, restricted or unrestricted, which are valued above
25,000 must be presented to the City Council for approval and acceptance,
pursuant to a resolution.
2. The City Council delegates the authority to approve and accept Donations
valued at or below $25,000 to the City Manager.
3. The City Manager is authorized to delegate authority to accept Donations
valued at or below $10,000 to the Director/Head of the Department for which
the donation is intended.
All Donations are subject to the City Council's budget appropriation rules and must
support programs and activities established by or supported by the City.
VII. DONATION EVALUATION GUIDELINES
The following criteria should be considered in evaluating Donations and determining
whether City should accept or reject said Donations.
1. Donations must be consistent with City interests and support a public purpose;
2. The fair market value of non-monetary donations;
3. Whether the net benefit of a donation outweighs the cost to the City. Net
benefit includes all lifecycle costs of ownership, maintenance, repair, clean-up,
administration, and the liability, risk, and expense th.at may be associated with
the donation;
4 . Donations may not be used to implement new programs or services that are
ongoing, unless the City Council approves the necessary funding to cover the
costs of initiating and sustaining the new program or service;
5. Real and projected costs should be considered when a donation requires an
immediate or initial expenditure, matching donations, or supplemental
funding;
6. Potential costs and liabilities should be considered for donations that exclude
indemnification, insurance, bonding, or other warranties that the City would
5
Resolution No. 17-102
Pag e 6
normally receive or require through the procurement process;
7. Consistent with state law, real property will be evaluated based on its physical
condition, market value, and any claims, liens, or encumbrances clouding title
to the property or reducing its value; and
8. Park and Public Improvement Donations and similar physical items must meet
warranty conditions and City standards, if any, to ensure a long life as well as
resistance to the weather, wear and tear, and possible vandalism. These
donations must cover the cost of purchase, installation, and basic maintenance for
the life cycle of the accessory, unless otherwise agreed by the City. The City
reserves the right to modify, remove, or relocate these items, as appropriate.
VIII. DONATION FORMS AND AGREEMENTS
All donors are required to submit the Standard Donation Form to the City Manager's
Office or, in the case of a department-specific donation valued at or below $10,000, to
the appropriate department head. The City Manager's Office will be responsible for
drafting the Standard Donation Form.
Donations requiring Council approval/acceptance may require a donation agreement
outlining the respective obligations of the donor and the City. Restricted Donations
may also be subject to an agreement if either the donor or the City deem it necessary
or appropriate.
The City Manager's Office will review all donation agreements which, at a minimum,
should include:
1. Contact information of the donor and a designated representative;
2. The type, amount, and value of the donation;
3. The purpose and any use restrictions for the donation, if any;
4. Appropriate recognition of the donor, if desired; and
5. Waiver, Release, and Disclosure provisions outlining the procedure the City
will follow to handle restricted donations that cannot be implemented.
IX. DONOR RECOGNITION GUIDELINES
In determining the appropriate recognition for a Donor, the following guidelines apply:
1. City will provide Donors an acknowledgement of acceptance of the donation.
2. No City building, facility, structure, equipment or furnishing can be named after a
6
Resolution No. 17-102
Page 7
Donor.
3. The City Council may recognize a donation by a plaque affixed to the appropriate City
building, facility, structure, equipment or furnishings . The wording, size, type and
location of the plaque shall be determined on a case by case basis.
7
RESOLUTION NO. 17-103
A RESOLUTION OF THE CUPERTINO CITY COUNCIL
RESCINDING RESOLUTION NO. 03-162 AND ADOPTING AN AMENDED
NAMING OF CITY FACILITIES POLICY
WHEREAS, on September 2, 2003 the Cupertino City Council adopted
Resolution No. 03-162 adopting the Naming of City Facilities and Recognition of
Donors Policy;
WHEREAS, on October 17, 2017 the Cupertino City Council adopted Resolution
No. 17-102, which established the City's Donation Policy;
WHEREAS, Sections 3, 4, and 5 of Resolution No. 03-162 are redundant and
similar provisions are included in the new Donation Policy of the City of Cupertino
established by Resolution No. 17-102;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Cupertino hereby takes the following actions:
Section 1:
Section 2:
Rescinds Resolution No. 03-162
Adopts and approves the Naming of City Facilities Policy
attached.
PASSED AND ADOPTED at a regular meeting of the City Council of the City
of Cupertino this 17th day of October, 2017 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST :
Members of the City Council
Paul, Chang, Scharf, Sinks
None
Vaidhyanathan
None
APPROVED:
Grace Schmidt, City Clerk Darcy Paul, V,
City of Cuperul'W_,_
Re so lution No . 17-103
Page 2
CUPERTINO
NAMING OF CITY FACILITIES POLICY
I. PURPOSE
The purpose of this document is to define the policies, procedures, and responsibilities
associated with the naming of city facilities, portions thereof, structures, equipment
and furnishings thereof.
II. POLICY GUIDELINES
1. Naming Policy
City buildings and facilities should be named in a manner that will provide an
easy and recognizable reference.
City buildings, facilities or portions thereof, structures, equipment and
furnishings may be named :
a) For their geographical location, e.g., neighborhood, major street
regional area or the city itself.
b) To honor or recognize individuals, including but not limited to,
retired elected officials or community volunteers, who have made
extraordinary non-monetary contributions to the City of Cupertino,
the region, or to the general public.
2. Procedure for Naming:
a) The naming of any city building, facility or portion thereof, structure,
equipment or furnishing, based upon the above described guidelines,
is subject to the approval of the city council, upon recommendation
of the city manager and after the conduct of at least one public
hearing.
Resolution No . 17-10 3
Page 3
b) The city council may refer a particular naming issue to an appropriate
commission for the purpose of making a recommendation to the
council.
c) The city council may remove a name from a city building, facility or
portion thereof, structure, equipment or furnishings when deemed
by the city council to be in the best interests of the city.
RESOLUTION NO. 03-162
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
ADOPTING POLICIES AND PROCEDURES FOR THE NAMING OF CITY
FACILITIES AND FOR RECOGNIZING DONORS
WHEREAS, the City Council has determined that there is a need for policies and
procedures for the naming of city facilities and for recognizing financial donors;
NOW, THEREFORE, BE IT RESOLVED:
That the following policies and procedures are hereby adopted.
City of Cupertino
The Naming of City Facilities and Recognition of Donors
Policy and Procedure
Purpose
The purpose of this document is to define the policies, procedures, and
responsibilities associated with the naming of city facilities, portions thereof, structures,
equipment and furnishings thereof and to provide a process for the recognition of private
donations and in-kind contributions to the city.
Policy Guidelines
1) Naming Policy
City buildings and facilities should be named in a manner that will provide an
easy and recognizable reference.
City buildings, facilities or portions thereof, stxuctures, equipment and furnishings
may be named:
a) For their geographical location, e.g., neighborhood, major street
regional area or the city itselfi
b) To honor or recognize individuals, including but not limited to,
retired elected officials or community volunteers, who have made
extraordinary non-monetary contributions to the City of Cupertino,
the region, or to the general public.
2) Procedure for Naming:
a) The naming of any city building, facility or portion thereof,
Resolution No. 03-162 2
structure, equipment or fumishing, based upon the above
described guidelines, is subject to the approval of the city council,
upon recommendation of the city manager and after the conduct
of at least one public hearing.
b)The city council may refer a particular naming issue to an
appropriate commission for the purpose of making a
recommendation to the council.
c)The city council may remove a name from a city building,
facility or portion thereof, structure, equipment or furnishings
when deemed by the city council to be in the best interests of
the city.
3) Recognition of Financial Donations and In-Kind Contributions
a)No city building, facility or portion thereof, structure, equipment or
furnishing shall be named after an individual, group, organization
or business as a result of a financial donation or in-kind
contribution to the city.
b)A donation or in-kind contribution which is accepted by the
city council may be recognized by a plaque affixed to the
appropriate city building, facility or portion thereof, structure,
equipment or furnishings which shall read as follows:
This [identification of facility] was made possible in part
by the generous contribution of and
his/her family; or
This [identification of facility] was made possible in part
by the generous contribution of
business or organization]; or
This [identification of facility] was made possible in part
by the generous contribution of in
the name of .;
or similar language.
c)The size, type and location of the plaque shall be determined, on a
case by case basis, by the city council upon recommendation of the
city manager.
d) The city council may also cause to be designed a plaque or other
object to be affixed to the city building, facility, or portion thereof,
Resolution No. 03-162 3
structure, equipment or furnishings which recognizes a group of
donors and contributors to the city.
e)A copy of these guidelines will be given to any donor or
contributor prior to submission of the donation or contribution to
the city council for acceptance unless these guidelines are amended
by the city council. The acceptance by the city council
of any donation or in-kind contribution is expressly conditioned
upon adherence to these guidelines.
4) Recommendation by City Manager for acceptance of a gift
a)Prior to acceptance by the city council, a donation or in-kind
contribution shall first be submitted to the city manager for
recommendation to the city council.
5) Maintenance of recognition plaque, tree or other girl
The city will make reasonable efforts to preserve any
recognition plaque or other dedicated object. If necessary, due
to repair of surrounding areas, construction or redesign of a
building or facility, the plaque may be relocated. If the plaque or
other dedication object cannot continue to be reasonably
maintained, it may be removed by order of the city council
b)If the dedication includes a gift of a plant or tree, the city will
provide its regular standard of landscape care for the plant or tree.
If the plant or tree does not survive, the city is not obligated to
provide a replacement. If the dedication includes the gift of an
object such as a bench, picnic table, play equipment, etc., the
city will provide its regular standard of care and maintenance for
the object.
c)Any plant, tree, or object donated to the city and any plaque
recognizing the donation may be removed at the discretion of the
city council when it deems that such removal would be in the best
interests of the city.
Resolution No. 03-162 4
PASSED AND ADOPTED at a special meeting of the City Council of the City of
Cupertino on the 2nd day of September 2003, by the following vote:
Vote
AYES:
NOES:
ABSENT:
ABSTAIN:
Members of the City Council
Chang, James, Kwok, Sandoval, Lowenthal
None
None
None
ATTEST:PR~OVE : i ,
Wfa~'~r,-~Fty of Ou~rtino x~
CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:115-0880 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:5/14/2015 City Council
On agenda:Final action:6/2/2015
Title:Subject: Request from Mrs. Marcia Alicea to sponsor a bench in memory of her mother, Mrs. Virginia
Logan at Memorial Park adjacent to the Cupertino Senior Center.
Sponsors:
Indexes:
Code sections:
Attachments:Staff Report
A- Resolution No. 03-162
ActionByDate ActionResultVer.
CityCouncil6/2/20151
Subject:RequestfromMrs.MarciaAliceatosponsorabenchinmemoryofhermother,Mrs.
Virginia Logan at Memorial Park adjacent to the Cupertino Senior Center.
AcceptabenchwithaspecialplaqueinmemoryofVirginiaLoganfromherdaughter,Mrs.
Marcia Alicea.
CITY OF CUPERTINO Printed on 5/27/2015Page1of1
powered by Legistar™157
RECREATION AND COMMUNITY SERVICES DEPARTMENT
10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3110 www.cupertino.org
CITY COUNCIL STAFF REPORT
Meeting: June 2, 2015
Subject
Request from Mrs. Marcia Alicea to sponsor a bench in memory of her mother, Mrs.
Virginia Logan, at Memorial Park, adjacent to the Cupertino Senior Center.
Recommended Action
Accept a bench with a special plaque in memory of Virginia Logan from her daughter,
Mrs. Marcia Alicea.
Description
Mrs. Virginia Logan was a long time resident of Cupertino for 44 years. She loved
Cupertino and was proud of her beautiful neighborhood, fantastic schools and
wonderful open spaces. Over the years, Mrs. Logan was actively involved at the Senior
Center taking classes, going on trips and attended many of the special events. She was
an active volunteer at the Senior Center for many years and developed life-long friends
through community activities and in her neighborhood.
When the Cupertino Veterans Memorial was opened in 2007, Mrs. Logan honored her
husband, Jess Logan, a WWII Navy Veteran, by sponsoring an engraved tile to be
placed by the Navy emblem. The family now has a nice place to go and sit and
remember him.
Mrs. Alicea and their family would also like the same opportunity for their mother and
have a place to remember her in the environment she loved.
Discussion
Cupertino Resolution No. 03-162 has adopted policies and procedures for recognizing
donors. A donation which is accepted by the City Council may be recognized by a
plaque affixed to the appropriate structure or furnishing. In this case, if the City
Council accepts the bench donation from the family of Mrs. Virginia Logan, a plaque in
recognition of Virginia Logan would be placed on the bench.
158
If accepted, the bench will be located at a designated place at Memorial Park near the
Senior Center. The City will make reasonable efforts to maintain the bench and the
plaque.
Fiscal Impact
The bench will be maintained at no additional cost to the Memorial Park maintenance
budget.
Prepared by: Carol A. Atwood, Director of Recreation & Community Services
Approved for Submission by: David Brandt, City Manager
Attachment:
A –Resolution No. 03-162
159
RESOLUTION NO. 03-162
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
ADOPTING POLICIES AND PROCEDURES FOR THE NAMING OF CITY
FACILITIES AND FOR RECOGNIZING DONORS
WHEREAS, the City Council has determined that there is a need for policies and
procedures for the naming of city facilities and for recognizing financial donors;
NOW, THEREFORE, BE IT RESOLVED:
That the following policies and procedures are hereby adopted.
City of Cupertino
The Naming of City Facilities and Recognition of Donors
Policy and Procedure
Purpose
The purpose of this document is to define the policies, procedures, and
responsibilities associated with the naming of city facilities, portions thereof, structures,
equipment and furnishings thereof and to provide a process for the recognition of private
donations and in-kind contributions to the city.
Policy Guidelines
1) Naming Policy
City buildings and facilities should be named in a manner that will provide an
easy and recognizable reference.
City buildings, facilities or portions thereof, stxuctures, equipment and furnishings
may be named:
a) For their geographical location, e.g., neighborhood, major street
regional area or the city itselfi
b) To honor or recognize individuals, including but not limited to,
retired elected officials or community volunteers, who havemade
extraordinary non-monetary contributions to the City of Cupertino,
the region, or to the general public.
2) Procedure for Naming:
a) The naming of any city building, facility or portion thereof,
160
Resolution No. 03-162 2
structure, equipment or fumishing, based upon the above
described guidelines, is subject to the approval of the city council,
upon recommendation of the city manager and after the conduct
of at least one public hearing.
b)The city council may refer a particular naming issue to an
appropriate commission for the purpose of making a
recommendation to the council.
c)The city council may remove a name from a city building,
facility or portion thereof, structure, equipment or furnishings
when deemed by the city council to be in the best interests of
the city.
3) Recognition of Financial Donations and In-Kind Contributions
a)No city building, facility or portion thereof, structure, equipment or
furnishing shall be named after an individual, group, organization
or business as a result of a financial donation or in-kind
contribution to the city.
b)A donation or in-kind contribution which is accepted by the
city council may be recognized by a plaque affixed to the
appropriate city building, facility or portion thereof, structure,
equipment or furnishings which shall read as follows:
This [identification of facility] was made possible in part
by the generous contribution of and
his/her family; or
This [identification of facility] was made possible in part
by the generous contribution of
business or organization]; or
This [identification of facility] was made possible in part
by the generous contribution of in
the name of .;
or similar language.
c)The size, type and location of the plaque shall be determined, on a
case by case basis, by the city council upon recommendation of the
city manager.
d) The city council may also cause to be designed a plaque or other
object to be affixed to the city building, facility, or portion thereof,
161
Resolution No. 03-162 3
structure, equipment or furnishings which recognizes a group of
donors and contributors to the city.
e)A copy of these guidelines will be given to any donor or
contributor prior to submission of the donation or contribution to
the city council for acceptance unless these guidelines are amended
by the city council. The acceptance by the city council
of any donation or in-kind contribution is expressly conditioned
upon adherence to these guidelines.
4) Recommendation by City Manager for acceptance of a gift
a)Prior to acceptance by the city council, a donation or in-kind
contribution shall first be submitted to the city manager for
recommendation to the city council.
5) Maintenance of recognition plaque, tree or other girl
The city will make reasonable efforts to preserveany
recognition plaque or other dedicated object. If necessary, due
to repair of surrounding areas, construction or redesign of a
building or facility, the plaque may be relocated. If the plaque or
other dedication object cannot continue to be reasonably
maintained, it may be removed by order of the city council
b)If the dedication includes a gift of a plant or tree, the city will
provide its regular standard of landscape care for the plant or tree.
If the plant or tree does not survive, the city is not obligated to
provide a replacement. If the dedication includes the gift of an
object such as a bench, picnic table, play equipment, etc., the
city will provide its regular standard of care and maintenance for
the object.
c)Any plant, tree, or object donated to the city and any plaque
recognizing the donation may be removed at the discretion of the
city council when it deems that such removal would be in the best
interests of the city.
162
Resolution No. 03-162 4
PASSED AND ADOPTED at a special meeting of the City Council of the City of
Cupertino on the 2nd day of September 2003, by the following vote:
Vote
AYES:
NOES:
ABSENT:
ABSTAIN:
Members of the City Council
Chang, James, Kwok, Sandoval, Lowenthal
None
None
None
ATTEST:PR~OVE :
i ,
Wfa~'~r,-~Fty of Ou~rtino x~
163
CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:116-1867 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:7/21/2016 City Council
On agenda:Final action:9/6/2016
Title:Subject: Request from Mr. Leon Chen to sponsor a bench in memory of his son, Erik Chen, at
Creekside Park
Sponsors:
Indexes:
Code sections:
Attachments:Staff Report
A- Resolution No. 03-162
ActionByDate ActionResultVer.
CityCouncil9/6/20161
Subject:RequestfromMr.LeonChentosponsorabenchinmemoryofhisson,ErikChen,at
Creekside Park
AcceptadonationforabenchwithaspecialplaqueinmemoryofErikChenfromhisfather
Mr. Leon Chen to be placed at Creekside Park
CITY OF CUPERTINO Printed on 8/31/2016Page1of1
powered by Legistar™181
RECREATION AND COMMUNITY SERVICES DEPARTMENT
10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3110 www.cupertino.org
CITY COUNCIL STAFF REPORT
Meeting: September 6, 2016
Subject
Request from Mr. Leon Chen to sponsor a bench in memory of his son, Erik Chen, at
Creekside Park.
Recommended Action
Accept donation for a bench with a special plaque in memory of Erik Chen from his
father, Mr. Leon Chen to be placed at Creekside Park.
Description
Mr. Leon Chen frequently visits his daughter and family who live in Cupertino and like
to take walks with his grandchildren to Creekside Park. In memory of his son, Erik
Chen, who passed away accidently in July 2015, Mr. Chen and his daughter would like
to make a donation towards a bench at this park.
Discussion
Cupertino Resolution No. 03-162 has adopted policies and procedures for recognizing
donors. A donation which is accepted by the City Council may be recognized by a
plaque affixed to the appropriate structure or furnishing. If the City Council accepts the
bench donation from the family of Erik Chen, a plaque in memory of Erik Chen would
be placed on the bench.
If accepted, the bench style decided by the City’s Public Works department to match
other benches in the park, will be located at a designated place at Creekside Park. The
City will make reasonable efforts to maintain the bench and the plaque.
Fiscal Impact
The bench will be maintained at no additional cost to the Creekside Park maintenance
budget. There will be no direct fiscal impact to the City. The Chen family will incur the
costs for the bench, plaque and all applicable tax and shipping fees at a not to exceed
cost of $1,500.
Prepared by: Christine Hanel, Acting Director of Recreation & Community Services
Approved for Submission by: David Brandt, City Manager
182
Attachment: A –Resolution No. 03-162
183
RESOLUTION NO. 03-162
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
ADOPTING POLICIES AND PROCEDURES FOR THE NAMING OF CITY
FACILITIES AND FOR RECOGNIZING DONORS
WHEREAS, the City Council has determined that there is a need for policies and
procedures for the naming of city facilities and for recognizing financial donors;
NOW, THEREFORE, BE IT RESOLVED:
That the following policies and procedures are hereby adopted.
City of Cupertino
The Naming of City Facilities and Recognition of Donors
Policy and Procedure
Purpose
The purpose of this document is to define the policies, procedures, and
responsibilities associated with the naming of city facilities, portions thereof, structures,
equipment and furnishings thereof and to provide a process for the recognition of private
donations and in-kind contributions to the city.
Policy Guidelines
1) Naming Policy
City buildings and facilities should be named in a manner that will provide an
easy and recognizable reference.
City buildings, facilities or portions thereof, stxuctures, equipment and furnishings
may be named:
a) For their geographical location, e.g., neighborhood, major street
regional area or the city itselfi
b) To honor or recognize individuals, including but not limited to,
retired elected officials or community volunteers, who havemade
extraordinary non-monetary contributions to the City of Cupertino,
the region, or to the general public.
2) Procedure for Naming:
a) The naming of any city building, facility or portion thereof,
184
Resolution No. 03-162 2
structure, equipment or fumishing, based upon the above
described guidelines, is subject to the approval of the city council,
upon recommendation of the city manager and after the conduct
of at least one public hearing.
b)The city council may refer a particular naming issue to an
appropriate commission for the purpose of making a
recommendation to the council.
c)The city council may remove a name from a city building,
facility or portion thereof, structure, equipment or furnishings
when deemed by the city council to be in the best interests of
the city.
3) Recognition of Financial Donations and In-Kind Contributions
a)No city building, facility or portion thereof, structure, equipment or
furnishing shall be named after an individual, group, organization
or business as a result of a financial donation or in-kind
contribution to the city.
b)A donation or in-kind contribution which is accepted by the
city council may be recognized by a plaque affixed to the
appropriate city building, facility or portion thereof, structure,
equipment or furnishings which shall read as follows:
This [identification of facility] was made possible in part
by the generous contribution of and
his/her family; or
This [identification of facility] was made possible in part
by the generous contribution of
business or organization]; or
This [identification of facility] was made possible in part
by the generous contribution of in
the name of .;
or similar language.
c)The size, type and location of the plaque shall be determined, on a
case by case basis, by the city council upon recommendation of the
city manager.
d) The city council may also cause to be designed a plaque or other
object to be affixed to the city building, facility, or portion thereof,
185
Resolution No. 03-162 3
structure, equipment or furnishings which recognizes a group of
donors and contributors to the city.
e)A copy of these guidelines will be given to any donor or
contributor prior to submission of the donation or contribution to
the city council for acceptance unless these guidelines are amended
by the city council. The acceptance by the city council
of any donation or in-kind contribution is expressly conditioned
upon adherence to these guidelines.
4) Recommendation by City Manager for acceptance of a gift
a)Prior to acceptance by the city council, a donation or in-kind
contribution shall first be submitted to the city manager for
recommendation to the city council.
5) Maintenance of recognition plaque, tree or other girl
The city will make reasonable efforts to preserveany
recognition plaque or other dedicated object. If necessary, due
to repair of surrounding areas, construction or redesign of a
building or facility, the plaque may be relocated. If the plaque or
other dedication object cannot continue to be reasonably
maintained, it may be removed by order of the city council
b)If the dedication includes a gift of a plant or tree, the city will
provide its regular standard of landscape care for the plant or tree.
If the plant or tree does not survive, the city is not obligated to
provide a replacement. If the dedication includes the gift of an
object such as a bench, picnic table, play equipment, etc., the
city will provide its regular standard of care and maintenance for
the object.
c)Any plant, tree, or object donated to the city and any plaque
recognizing the donation may be removed at the discretion of the
city council when it deems that such removal would be in the best
interests of the city.
186
Resolution No. 03-162 4
PASSED AND ADOPTED at a special meeting of the City Council of the City of
Cupertino on the 2nd day of September 2003, by the following vote:
Vote
AYES:
NOES:
ABSENT:
ABSTAIN:
Members of the City Council
Chang, James, Kwok, Sandoval, Lowenthal
None
None
None
ATTEST:PR~OVE :
i ,
Wfa~'~r,-~Fty of Ou~rtino x~
187
From:Peggy Griffin
To:City Council
Cc:City Clerk
Subject:2023-02-07 CC Agenda Item13-Commemorative Bench Dedication Policy and free waiver
Date:Monday, February 6, 2023 10:32:02 PM
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you
recognize the sender and know the content is safe.
Please include this email as part of the Written Communication for this agenda item.
Dear City Council,
I don’t understand why this item is back when the city is so overworked. That said, I’m glad you are
developing a policy to clearly specify the requirements and appreciate the work that went into
comparing and researching various surrounding cities.
Regarding the Bench Dedication Policy:
1. LOCATION OF BENCH: The decision should involve/include the Parks and Rec department or
the Parks to make sure it doesn’t get in the way of activities/uses of the area.
a. If it’s Memorial Park, what happens to the bench when the park is re-designed?
2. VERIFICATION: The policy states that the dedication must be for someone who has a direct
connection to the City of Cupertino but no where is there any verification of that. Who’s going
to verify that?
3. APPLICATION FORM:
a. The form should state “The City will only accept bench donations that commemorate,
memorialize, or recognize an individual or family by name who has a direct connection
the City of Cupertino. No organizations or groups will be considered.
b. The form should have a place to state how the person is connected to Cupertino.
Regarding the fee waiver: DENY IT. Please require them to pay the full fee.
When people see a bench with a plaque on it, it’s assumed that the donor paid for that bench. Do
not allow a plaque to be placed on a bench that the donor did not pay for. Our existing benches
were paid for with taxpayer dollars, not a donor. It is misleading. Allow the donor to pay the full fee
for a new bench to honor their loved one.
I’m appalled that right off the bat you want to make an exception and waive the fee? What kind of
policy is this if you can’t even follow it the very first time? Please stick to the rules. That’s why you
have them. It also shows no favoritism. Consistent, equal enforcement of this policy will make it
stronger! Waivers means the rules can be bent.
Sincerely,
Peggy Griffin