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HomeMy WebLinkAbout2023-077 - Res. Adopting a Facilities and Parks Memorial and Donations Policy Resolution No. 1023-0---- A RESOLUTION ADDING A CHAPTER TO THE MASON COUNTY CODE TITLE 2 ADMINISTRATION AND PERSONNEL ADOPTING A FACILITIES AND PARKS MEMORIAL AND DONATIONS POLICY WHEREAS,it is necessary to establish guidelines,standards,and procedures for installation and care of donated facility or park improvements for Mason County.This policy does not apply to donations of buildings or land.The County desires to encourage donations while at the same time managing aesthetic impacts and mitigate on-going maintenance costs. WHEREAS,the development of public facilities is expected to be the result of careful planning and quality construction. In addition,public facilities are expected to be maintained to a standard acceptable to the community. WHEREAS,guidelines established by this policy will apply to all donations made after the effective date of this policy.Donations made prior to the adoption of the policy shall be subject to any sections of this policy that may be applicable. WHEREAS,standards established by this policy will apply to purchased equipment, installation techniques,donation acknowledgment,and long-term care of all donations made after the adoption of this policy NOW,THEREFORE,BE IT RESOLVED,that the Board of County Commissioners of Mason County hereby adopt the Facilities and Parks Memorial and Donations Policy(Attachment A)and add to Title 2 of Mason County Code. DATED this. day of cam,2023. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON McKenzie Smith,Cle of the Board Sharon Trask,Chair APPRO AS TO FORM: X _-O� Randy eatherlin,vi -Chair Tin hief Deputy Prosecuting � Attorney Kevin SW, issioner MASON COUNTY, WASHINGTON PARK/FACILITY MEMORIAL AND DONATIONS POLICY Adopted November- 24 2023 December 5, U23 JAPolicies\Facility and Park Memorial Donations Policy\Facility and Park Memorials—Donations Policy.docx INTRODUCTION Purpose: The purpose of this policy is to establish guidelines, standards and procedures for the installation and care of donated facility or park improvements for Mason County, either because of a cash or physical property donation. These donations may include, but are not limited to, park benches, bicycle racks, picnic tables, monuments (by exception only), drinking fountains, flags, and other types of accessories. This policy does not apply to donations of buildings or land. The County desires to encourage donations while at the same time managing aesthetic impacts and mitigate on-going maintenance costs. The development of public facilities is expected to be the result of careful planning and quality construction. In addition, public facilities are expected to be maintained to a standard acceptable to the community. Guidelines established by this policy will apply to all donations made after the effective date of this policy. Donations made prior to the adoption of the policy shall be subject to any sections of this policy that may be applicable. Standards established by this policy will apply to purchased equipment, installation techniques, donation acknowledgements, and long-term care of all donations made after the adoption of this policy. GUIDELINES FOR EXISTING DONATIONS Definition of an Existing Donation: For this policy, existing donations are those donations installed prior to the adoption of this policy. Appearance and Aesthetics: The County and the community have an interest in ensuring that existing donations remain in the best appearance and aesthetic quality. Maintenance: Existing donations are to be maintained by the County until removal and/or relocation is necessary (See CONDITIONS Section). STANDARDS FOR NEW DONATIONS Definition of New Donation: New donations are those made after the adoption of this policy. JAPolicies\Facility and Park Memorial Donations Policy\Facility and Park Memorials—Donations Policy.docx Purchase and Installation: County staff will be responsible for the purchase and installation of all facility/park elements. Appearance and Aesthetics: The County and the community have an interest in ensuring the best appearance and aesthetic quality of their public facilities.Donations should reflect the character of the park or facility.All donations will be installed in such a manner that will not substantially change the character of a facility or its intended use. Maintenance: Upon donation, facility/park elements and/or their associated donation acknowledgement become County property.Accordingly,the County has the duty to maintain the donation until removal and/or relocation is necessary(See CONDITIONS Section). If information on file continues to be current or is updated by the donor,the donor will be informed and given the opportunity to have input before the removal and/or relocation of donation. Repair: The community has an interest in ensuring that all facility/park elements remain in good repair. In addition,the public has an interest in ensuring that the short-and long-term repair costs are reasonable.Repair parts and materials must be readily available. Donated facility/park elements must be of high quality to ensure a long life and be resistant to the elements,wear and tear, and acts of vandalism. Cost: The County has an interest in ensuring that the donor covers the full cost for purchase and installation. The County also has an interest in ensuring that on-going maintenance costs do not negatively impact the resources available for maintenance of other County facilities. Consequently,the County may assess, at the time of donation,a charge sufficient to cover anticipated on-going maintenance of donated elements during their expected life expectancy. PROCEDURE FOR MAKING A DONATION The County Parks and Trails Manager and Facilities Manager or their designee will manage all donations located on County property,with the assistance of staff. JAPolicies\Facility and Park Memorial Donations Policy\Facility and Park Memorials—Donations Policy.docx Application: The donor must contact the Parks and Trails Manager or Facilities Manager to determine whether a donation is acceptable based upon criteria contained in this policy. If a donation can be accepted,the donor will complete an application form. Applications are available on the County's website—www.masoncogptywa.gov or by contacting the Parks or Facilities Department. The Parks and Trails Manager or Facilities Manager will bring forward the request to the County Commission. The County Parks and Trails Advisory Board may review requests for donations made to the parks system. Once approved, donors will be contacted, and payment must be made to the County Treasurer prior to purchase or installation of the donated element. ACCEPTANCE OF A DONATION Criteria: To accept a donated park element, the donation must meet certain conditions. The donations shall: 1)Meet a true need of a park or facility. 2)Not interfere with the intended current or future use of a park or facility. 3)Not require the relocation of other equipment or infrastructure. The County reserves the right to determine whether a park or facility is fully developed and therefore,no donations would be accepted for that park or facility. PLAQUE/MEMORIAL ACKNOWLEDGEMENTS Plaque Definition: A flat tablet or metal,plastic, stone, or other appropriate material which includes text and/or images commemorating a person or an event and/or providing historical text or information relevant to its location. Such tablet shall be affixed to an object, building or pavement. Memorial Definition: An object established in memory of a person or event. Categories: Subjects for plaques and memorials will be limited to the following: 1)An individual or association that has contributed significantly to the cultural, political, or social aspects of Mason County development. 2)An individual or association strongly linked to the County and its history. 3)A significant anniversary of an event unique to Mason County history and development. 4)Historical or other information relevant to the site/location of the plaque. 5)An individual or association that has financially contributed significantly to either the Mason County Parks or Facilities System or designated entities. Plaques and memorials will represent and acknowledge the diverse makeup of our community. JAPolicies\Facility and Park Memorial Donations Policy\Facility and Park Memorials—Donations Policy.docx Applicants should nominate a preferred site (general location) for the placement of the plaque or memorial. Only sites that have relevance to the person, group or event being commemorated should be nominated. Approval for a particular site will only be granted if consistent with the County's Master Plan or strategic development framework for that site and the proposed plaque or memorial is relevant to the site.The donor will also consider the number of existing plaques and memorials, artworks, fountains, and other objects in the vicinity of the proposed new plaque or memorial.The County has final approval of appropriate sites and will determine the exact location of any plaque or memorial. The plaque or memorial shall be located at the designated site for a period of not less than five(5)years from the time of installation with the following exceptions: • The area in which the item is sited is to be redeveloped. • The use of the area in which the item is sited changes significantly in character and the item is not deemed suitable for the site. • The structure or support on which the item is located is to be removed or permanently altered. The County does not guarantee the retention of the plaque or memorial after a period of five(5)years. These types of plaques and memorials must conform to the intent of this section.To prevent obscene or potentially offensive text from being displayed on County property,the County must approve all text for donation acknowledgements/plaque or memorial. Notification: This criterion is a requirement for both existing(at the expiration of its life-cycle period) and new donations. It shall be the responsibility of the donor to provide the Parks&Trails Department or Facilities Department with a current address for purposes of notification regarding donations.For the purposes of notification,the County will send a letter to the donor, notifying the donor of changes related to the status of the donation, such as a need to remove,relocate or comply with other conditions set forth in this policy. PARK BENCHES,BICYCLE RACKS,PICNIC TABLES AND PLAYGROUND COMPONENTS Park benches,bicycle racks,picnic tables and playground components may be sited in locations approved by the County. .Items donated must be of a product approved by the County and these items become County property at the time of acceptance. TREES AND SHRUBS Landscaping and plant selection for parks or facilities is critical due to the JAPoliciesTacility and Park Memorial Donations PolicyWacility and Park Memorials—Donations Policy.docx environment in Mason County.Accordingly,the location, size and species of trees and shrubs donated shall be limited to those predetermined by the County. MONUMENTS Upright monuments or monuments resembling those typically found in cemeteries may not be installed at any County park or facility. Exceptions to this policy are the Veteran's monuments installed with approval of the County Commission, commemorating the history and/or dedication of a Veteran monument. FLAGS Flags may be sited in locations approved by the County .Flags deteriorate quickly when exposed to the elements and the size of a flag is determined by the type, size, and configuration of the pole on which it is to be mounted. Consequently, donated flags must be of a size and quality suitable for the site and the environment in which they are to be located. Flags may be subject to replacement,which are to be paid by the donor at the time when the County determines replacement is needed. INTERPRETIVE SIGNS Interpretive signs may be installed at sites that are appropriate for describing the history, geology, environment, flora, and fauna of a particular area. Interpretive signs shall be of a size that is in keeping with the character of the site. Interpretive signs shall be designed to meet requirements for access to the disabled. Interpretive signs shall be designed in a manner that is consistent with other interpretive signs on the site. Interpretive signs shall be constructed of materials that are of high quality, vandal resistant, and able to withstand harsh environmental conditions. OTHER DONATIONS Donations other than those expressly listed or contained within this policy may be possible. The County may accept such donations, subject to a review by the County Commission. BUILDINGS. STRUCTURES AND PUBLIC ART Donated buildings, structures (including playgrounds) and public art are subject to full review and approval of the County Commission and are not considered to be part of this policy. CONDITIONS Installation: Installation of donated elements, including the donor acknowledgement, memorial, or plaque,will be completed by County personnel. If County personnel are unable to install the donated elements,then the County will hire a contractor to perform the installation.The installation will be scheduled at a time and date as determined by JAPolicies\Facility and Park Memorial Donations Policy\Facility and Paris Memorials—Donations Policy.docx the County so as not to unnecessarily interfere with routine maintenance activities. Removal and/or Relocation: This section applies to both existing and new donations.The County reserves the right to remove and/or relocate donated elements and their associated donation acknowledgements/memorial plaques when they interfere with site safety, maintenance, or construction activities. In accordance with previously stated procedures in this policy,the County will send a letter to an identifiable donor notifying the donor of any action related to the disposition of the donation.In certain situations, such as safety or emergency situations,the notification may be made after the action has been taken. In the event a donation must be permanently removed,the County will seek an alternative location consistent with this policy. MAINTENANCE AND REPAIR The long-term care and maintenance of donated elements is important to both the donor and the County.The County has the duty to maintain the donation until removal and/or relocation is necessary. The County reserves the right to remove a donated element if the maintenance and repair cost become too high. At the end of the life-cycle term,the donor may choose to extend the life-cycle term by paying the current value of a new donation.The County reserves the right to seek a new donor for the donation at the end of the established life cycle should the original donor choose not to renew the donation or if the County has not been able to contact the original donor. JAPolicies\Facility and Park Memorial Donations Policy\Facility and Park Memorials_Donations Policy.docx