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3.13 Park Memorials Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks and Recreation Director Demant September 27, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty City Planner Licht 3.13 – Park Memorials STRATEGIC VISION MEETS: THE CITY OF OTSEGO: X Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. Is a social community with diverse housing, service options, and employment opportunities. X Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends adoption of a resolution revising the Park Donation Policy and adoption of an ordinance approving corresponding fees. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Staff have been contacted by two separate individuals this summer about purchasing and installing a memorial bench at locations in the park system. The City’s current Park Donation Policy does not allow memorial bench donations. Staff have reviewed the Wright County bench donation policy along with other cities policies and developed a recommended procedure for proceeding with memorial bench installations. Staff is recommending a composite bench that will decrease long term maintenance and cost. The recommended fee is $1,600 which is estimated to cover the bench as well as time and materials to have City staff install the bench. The bench costs will be reviewed by staff annually with recommended updates being included in the City’s Fee Schedule. The revision of the Park Donation Policy was reviewed at the August 2021 Parks and Recreation Commission meeting where it was recommended to be approved by the City Council. SUPPORTING DOCUMENTS ATTACHED: • Ordinance 2021-17 • Resolution 2021-78 • Draft Park Donation Policy POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve adoption of Resolution 2021-78 amending the Park Donation Policy and to adopt Ordinance 2021-17 amending the fee schedule regarding park memorials. BUDGET INFORMATION FUNDING: BUDGETED: N/A N/A 1 ORDINANCE NO.: 2021-17 CITY OF OTSEGO COUNTY OF WRIGHT, MINNESOTA AN ORDINANCE AMENDING THE CITY CODE FOR FEES. THE CITY COUNCIL OF THE CITY OF OTSEGO DOES HEREBY ORDAIN: Section 1. Section 3-1-2 of the City Code (Fee Schedule) is hereby amended revise the following provisions: Engraved Bench Res #2021-78 $1,600 Section 2. This Ordinance shall become effective immediately upon its passage and publication. MOTION BY: SECOND BY: ALL IN FAVOR: THOSE OPPOSED: ADOPTED by the City Council of the City of Otsego this 27th day of September, 2021. CITY OF OTSEGO BY:_____________________________ Jessica L. Stockamp, Mayor ATTEST:______________________________ Audra Etzel, City Clerk 1 CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO: 2021-78 AMENDING THE PARK DONATION POLICY WHEREAS, the City previously adopted amendments of the park donation policy on June 11, 2018; and WHEREAS, the City has made certain revisions within the park donation policy regarding park memorial benches; and WHEREAS, the Parks and Recreation Commission reviewed the proposed amendment at their meeting on September 21, 2021. WHEREAS, the City Council considered the amended policy at their meeting on September 27, 2021; and WHEREAS, the City Council has determined that the proposed amended park dedication policy is consistent with City goals related to the park system. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, MINNESOTA: 1. That the amended Park Donation Policy as attached hereto is hereby adopted and effective immediately. ADOPTED by the Otsego City Council this 27th day of September, 2021. MOTION BY: SECONDED BY: IN FAVOR: OPPOSED: CITY OF OTSEGO __________________________________ Jessica L. Stockamp, Mayor ATTEST: __________________________________ Audra Etzel, City Clerk PARK DONATION POLICY ADOPTED: Draft XX, 2021 A. Purpose It is the purpose of this policy to establish guidelines for the donation of memorials at parks in the City of Otsego. This policy is intended to provide an administrative process for donating improvements for parks to the City while removing emotional considerations and to ensure consistency and equal opportunity. B. Memorials A. An individual or organization may pay tribute to a deceased Otsego resident (current or former) by donating a memorial. B. Donations will be accepted for the following: 1. A living memorial such as a tree, shrub or other planting of a type, size and location approved by City staff. 2. Park bench memorials size and design predetermined with the location approved by City staff. 3. Monetary donation to the City’s Park development fund to be used exclusively for the development of new park facilities or improvement of existing parks at the discretion of the City. C. Recognition: 1. A plaque shall be provided by the City recognizing the individual donation of a living memorial with “Donated in memory of __________” 2. Monetary or other donations shall be recognized on a plaque displayed at City Hall. D. Installation of the living memorial shall be supervised completed by City staff. E. The donor shall provide for the cost of the living memorial and plaque, plus installation and any future maintenance that may be required. At the end of the benches life cycle, the donor may choose to extend the life-cycle term by paying for the current value of a new donation and its associated maintenance cost. C. Acceptance A. Proposals for donation of a memorial for a City Park shall be submitted in writing to the Parks and Recreation Department along with any fees required by this Section. B. City staff shall review the proposed memorial for consistency with this policy. If the proposal is consistent with this policy, City staff shall prepare a resolution pursuant to Minnesota Statutes 465.03 requiring that all gifts and donations of real or personal property be accepted only by approval of the City Council. C. Acceptance of the proposed donation shall require adoption of the resolution by a majority vote of the City Council. D. PRAIRIE PARK VETERANS MEMORIAL: A. The City Council has established a memorial at Otsego Prairie Park to honor those people that have served or are currently serving in the United States military. B. All active, non-active, or veteran members of the Army, Navy, Air Force, Marine Corps, Coast Guard, Reserves or National Guard are eligible for recognition for their service; those recognized are not required to be a current or former resident of Otsego. C. Individuals are to be recognized on a paver brick inscribed with their name, rank, service, and conflict (if applicable) only. D. Paver bricks may be purchased through the Parks and Recreation Department which shall acquire and install the inscribed paver bricks. E. The paver bricks are the property of the City of Otsego to be maintained by the City; the City provides no warranty as to the condition of the paver brick including, but not limited to, legibility of the inscription. E. Other Donations Proposals for donation of improvements for a City Park other than provided for by this Policy or a monetary donation shall be reviewed by the Parks and Recreation Commission and subject to acceptance by the City Council by resolution as provided for in Section 05.04.03 of this Policy. F. Fees The City Council shall adopt annually a schedule of fees related to donation of memorials in Section 2-4- 2 of the City Code.