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Subject Above
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THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service Area:
Office of Parks, Recreation, Culture and
Facilities
Policy No.:
Department:
Parks
Approval Date: January 16, 2018
Division:
Parks Development & Forestry & Natural
Areas
Approved By:
Council
Effective Date:
January 16, 2018
Subject:
Commemorative Bench & Tree
Program
Procedure Ref.:
Review Date: January 16, 2023
Pages:
Replaces:
Prepared By:
Yvan Mantha & Paul Giroux
Date:
1.
POLICY
1.1 The Corporation of the City of Windsor is committed to the greater good of the
community and responds to the public's high demand of commemorations by
administering a municipal commemorative park bench and tree programs through its
Parks Department. These programs allow for private commemorations on memorial
benches and in front of memorial trees.
2.
PURPOSE
2.1 The purpose of the Parks Commemorative Bench and Tree programs are to provide a
means for members of the community to recognize and honour a person,
organization, or significant event. The contributions made through these programs
will also benefit the City's parks, urban forest, green spaces, the natural environment
and the community as a whole.
2.2 This policy shall provide a framework for the consistent decision-making process
related to the acceptance, placement and long-term maintenance of bench and tree
donations.
3.
SCOPE
3.1 The Commemorative Bench and Tree programs are intended primarily for the
donation of a single bench or tree.
3.2 This policy applies to all applicants of both the Commemorative Bench and Tree
programs, as well as those who administer the programs on behalf of The Corporation
of the City of Windsor.
3.3 Both programs do not include benches or trees at other City Facilities, streetscapes or
Business Improvement Areas (BIAs). They also do not include lands under the
ownership or jurisdiction of the School Board.
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4.
RESPONSIBILITY
4.1 The Corporate Leader of Parks, Recreation & Culture and Facilities shall be
responsible for:
4.1.1
Directing a review of this policy annually;
4.1.2
Ensuring the successful implementation of this policy;
4.1.3
Shall carry out the role as decision maker under this policy in good faith
and in a timely and expeditious manner.
4.2 The Manager of Parks Design and the Manager of Parks Operations shall work
together to design, acquire and install approved plaques and benches.
4.3 The Manager of Parks Operations shall be responsible for:
4.3.1
Implementing, monitoring and evaluating this policy as it relates to the
Commemorative Bench program.
4.3.2
Installing, monitoring and maintaining the Commemorative plaques and
benches.
4.4 The City Forester/Manager Forestry & Natural Areas shall be responsible for:
4.4.1
Implementing, monitoring and evaluating this policy as it relates to the
Commemorative Tree program
4.4.2
Planting, monitoring and maintaining the Commemorative Trees and
Installing, monitoring and maintaining the plaques relating to the Tree
program.
5.
GOVERNING RULES AND REGULATIONS
5.1 Definitions
Donor - The original purchaser of the commemorative bench.
Eligible Parks - City parks and trails that are identified to have available sites for
commemorations on any existing bench or new sites as parks are developed or
redeveloped.
Exterior Path - sidewalks and walkways intended to provide a functional route
from Point A to Point B, rather than those paths that are intended to provide a
recreational experience.
Lifecycle - benches will be exposed to natural elements, general public and other
wear and tear that may cause deterioration and damages.
May - denotes an option or alternative.
Natural Trail - a public pathway constructed of woodchip, grass or soil to reduce
the impact on the natural environment. Typically winds through natural areas in a
park to allow people to participate in recreation and leisure activities such as
hiking and enjoying nature. Due to the rugged surface area the trail is not
accessible and the use is limited.
Parks - Corporation of the City owned parks and trails.
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Paved Trail - a concrete or asphalt public pathway that winds through parks to
allow people to participate in recreation and leisure activities, such as walking,
biking, rollerblading, and other roller sports.
Primary location - eligible commemorative bench locations are situated along
accessible paved trails or pathways.
Promenade - a paved public walk, typically one along the waterfront.
Rest area - a portion of an exterior path that allows people to move out of the
flow of pedestrian traffic to rest before continuing on towards their desired
destination.
Shall - denotes a mandatory.
5.2 Fees
5.2.1
All costs associated with these programs are the responsibility of the
contributor. Both programs are intended to be operated on a full cost
recovery basis.
5.2.2
All trees, benches and any accompanying plaques will be purchased by the
City and charged at the rate contained in the Parks user fee schedule, as
amended.
5.2.3
Fees are reviewed annually by Council and are subject to change.
5.3 Commemorative Bench Program
5.3.1
Processing
5.3.1.1 Benches will be mounted to an existing promenade, resting area or
existing bench pad along trails or pathways. Locations that do not
have an existing suitable surface area to anchor the bench, will
require the installation of a new bench pad where the costs will be
charged to the donor.
5.3.1.2 Where bench pads are required, an accessible pad shall be installed
along accessible trails or pathways. Or where a bench is approved
outside of the primary locations a standard bench pad shall be
installed along unpaved trails or isolated areas with no trails or
pathways.
5.3.1.3 Completed request form is required prior to the donation being
processed. Upon approval, full payment is required prior to bench
installation. Once installed donor will be contacted with
confirmation and date of installation.
5.3.1.4 The donation of a commemorative bench to the City of Windsor
Parks Department does not constitute ownership of the item, the
land upon which it is situated, or the surrounding area.
5.3.1.5 Once purchased, the bench becomes the property of the City of
Windsor Parks Department
5.3.1.6 The City may limit the number of plaques or benches dedicated to
an individual or group to provide more commemorative
opportunities to others.
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5.3.2
Term and Maintenance
5.3.2.1 Applications for the commemorative bench program are accepted
year round and benches are installed as climatic conditions permit.
5.3.2.2 Bench commemorations are provided for the natural life span of
the bench to a maximum of ten (10) years. They will be
maintained at the discretion of Parks Operations staff in
accordance with the lifecycle analysis of the item.
5.3.2.3 Benches are not refurbished on an annualized basis and will remain
on site for the lifecycle of the bench to a maximum of ten (10)
years. The lifecycle of the bench has passed when it is deemed by
Parks Operations to be at the point in time at which the bench
becomes unsafe or unusable.
5.3.2.4 Plaques maintained to a maximum of two (2) years. Should the
plaque be vandalized or stolen, the City of Windsor will pay for
one (1) replacement plaque. Anything thereafter would be an
additional cost and at the sole discretion of the donor.
5.3.2.5 At the expiry of the bench term, Parks will make all reasonable
efforts to contact the donor and return the plaque. It is the
responsibility of the donor to inform Parks of any changes to
contact information.
5.3.3
Location
5.3.3.1 This policy permits commemorative benches in eligible City
Parks.
5.3.3.2 Locations within parks are subject to Parks approval. Bench
installation is based on proposed future development, underground
utilities, maintenance efficiencies and other site restrictions.
5.3.3.3 Parks at full capacity, donors may be put on a waiting list. The
waiting list is on a first come, first served, basis for each park.
5.3.3.4 Primary locations of benches within parks are along accessible
paved trails and pathways.
5.3.3.5 Locations outside of the eligible parks may be permitted on a case
by case basis, subject to review by Parks Operations.
5.3.3.6 Parks reserves the right to temporarily or permanently relocate
benches (i.e. bench is subject to recurrent vandalism, the park is
scheduled for re-development, servicing upgrades, and other
circumstances). In such cases, Parks will make all reasonable
efforts to consult with the donor or representatives prior to any
relocation or alteration.
5.3.3.7 Since the locations are outdoors within City parks, benches will be
exposed to natural elements, general public, and other wear and
tear.
5.3.4
Benches
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5.3.4.1 Bench are restricted to the options provided by the City of Windsor
Parks Department. The Parks Commemorative Bench Program
options are:
o Standard Commemorative Bench will be pressure treated
wood slats, square tube powdered coated frame
o Metal Commemorative Bench - Powdered coated steel
slats welded to tubular steel, bronze plaque *2 year term
and installation
5.3.4.2 All benches shall be surface mounted on hard surface such as a
bench pad, rest area or promenade.
5.3.4.3 All new benches along pathways requiring a new bench pad will
be installed on an accessible bench pad.
5.3.4.4 Benches that are approved that are not along pathways will be
installed on a standard bench pad.
5.3.4.5 Bench styles are reviewed and are subject to change based on
manufacturer availability, feasibility and other circumstances.
5.3.5
Restrictions
5.3.5.1 Any alternations done by donors to the bench, the land upon which
it is situated, or the surrounding area are prohibited (i.e. painting,
staining, planting, etc.)
5.3.5.2 Placement of memorial wreaths, flowers, mementoes or any other
item in the vicinity of any bench is prohibited.
5.4 Commemorative Tree Program
5.4.1
Processing
5.4.1.1 Completed request form is required prior to the donation being
processed. Upon approval, full payment is required prior to tree
installation. Once installed donor will be contacted with
confirmation and details of installation.
5.4.1.2 The donation of a commemorative tree and or plaque to the City of
Windsor Parks Department does not constitute ownership of the
item, the land upon which it is situated, or the surrounding area.
5.4.1.3 Once purchased, the tree becomes the property of the City of
Windsor Parks Department.
5.4.1.4 The City may limit the number of commemorative trees dedicated
to an individual, event or group to provide more commemorative
opportunities for others.
5.4.2
Term and Maintenance
5.4.2.1 Applications for the commemorative tree program are accepted
year round and the planting of trees will occur during the spring
and fall seasons
5.4.2.2 Newly planted trees and plaques will be maintained for a period of
five (5) years. They will be maintained at the discretion of Parks
Forestry staff in accordance with the best management practices
for the care of trees.
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5.4.2.3 Trees and plaques will be replaced once in the first five (5) year
maintenance period if necessary. Should the tree die or the tree and
plaque be vandalized or removed following the fifth year, all
replacement costs will be the responsibility of the donor.
5.4.2.4 It is the responsibility of the donor to inform Parks of any changes
to contact information.
5.4.3
Location
5.4.3.1 This policy permits commemorative trees in eligible City Parks.
5.4.3.2 Locations within parks are subject to Parks approval. Selection of
the planting site is based on proposed future development, the
availability of open space, sightline limits, underground utilities,
maintenance efficiencies and other site restrictions.
5.4.3.3 Locations outside of the eligible parks may be permitted on a case
by case basis, subject to review by Parks Forestry.
5.4.3.4 Parks reserves the right to permanently relocate a tree (i.e. tree is
subject to recurrent vandalism, the park is scheduled for re-
development, servicing upgrades, and other circumstances). In
such cases, Parks will make all reasonable efforts to consult with
the donor or representatives prior to any relocation or alteration.
5.4.3.5 Planted trees are part of the local environment and trees are
exposed to a list of environmental factors such as drought, extreme
heat, insect or disease pressures or flooding. Tree replacement will
only occur one time within the 5 year maintenance period.
5.4.4
Restrictions
5.4.4.1 Any alterations done by donors to the tree, the land upon which it
is situated, or the surrounding area are prohibited.
5.4.4.2 Placement of memorial wreaths, flowers, mementoes, ornaments or
any other item on the tree or in the vicinity of the tree is prohibited.
6.
RECORDS, FORMS AND ATTACHMENTS
6.1 The following forms are associated with the Commemorative Bench & Tree policy:
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6.2 These forms may be amended by the Corporation as required from time to time.
6.3 Records will be retained in accordance with the record retention requirements of the
Municipal Freedom of Information and Protection of Privacy Act and The City of Windsor's
Records Retention Disposal By-Law #21-2013.