councilincommittee7/28/2014 item6

GoQuitlam
For Committee
July 22, 2014
Our File:
Doc#:
12-6260-01/000/2014-1
1706929.V4
To:
City Manager
From:
Acting General Manager Parks, Recreation & Culture Services
Subject:
Corporate Donation Policy and Giving Program
For:
Council-ln-Committee
Recommendation:
That Council receive the report of the Acting General Manager Parks,
Recreation & Culture Services dated July 22, 2014 entitled "Corporate
Donation Policy and Giving Program" for information and feedback.
Report Purpose:
The purpose of this report is to provide Council with information on a
proposed new Corporate Donation Policy and Public Giving Program for
Council feedback, which if endorsed will be scheduled for approval and
implementation in Fall 2014.
Strategic Goal:
The necessary update of the current Gift Program Policy and the
development of a new Giving Program for Parks, Recreation & Culture is an
"A" Priority item on the Business Improvements & Customer Services 2014
Work Plan. The proposed Corporate Donation Policy supports the City's
strategic goals through the development of sustainable assets and
optimized resources, increased service value, improved processes and
services, and enhanced customer relations.
Executive Summary:
For several years. Council and staff have recognized the need for an updated
Donation Policy and Gift Program that governs donations t o support the
strategic goals and directions of the City and that continues to add value
and benefit to the community through enhancement and enjoyment of
public spaces and recreational opportunities. Despite some success in the
historical administration of the Gift Program, staff have identified some ongoing challenges in the program which prevent the City from maximizing its
public value without major amendments. Staff have undertaken a review of
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best practices in this area, and the changes proposed to the program, as well
as the draft new policy, reflect best municipal practice.
The Corporate Donation Policy (Attachment l ) is proposed to replace the
Gift Program Policy (Attachment 2) and includes the three categories of
giving programs: l ) Park Amenity Donations, 2) Donations of Artwork and
Other Items and 3) Financial (Cash) Donations.
Should Council support the direction advocated in this report, staff will
proceed w i t h steps towards the implementation of the program, including
bringing back the final policy for Council consideration and procedural
actions t o administer the new program.
Background:
For many years, the Park Gift Program has provided citizens with the
opportunity to contribute to the enhancement of Coquitlam parks primarily
through the donation of park benches and trees. While it was designed as a
park gift program to add amenities for the enjoyment of the general public
and not intended as a memorial program, it has allowed donors t o honor
deceased friends and family or celebrate an event w i t h an inscribed plaque
on a donated amenity.
This program has been administered by the Parks, Recreation & Culture
Department under the Gift Program Policy, which was last revised in 1997,
and included guidelines for financial, in-kind and park gifts, however, public
interest has focused on the donation of park benches, trees and picnic tables
(Attachment 2). The general approach under the policy involves a donor
funding a gift, w i t h the condition that the City will maintain the asset for 10
years. After 10 years, the City will continue to maintain the gift asset, but is
not obligated to do so. The current donation amounts are very low, (i.e.
$1,500 for a picnic table) and do not cover the current and realistic life cycle
costs of the donated asset.
The current inventory of donated benches and picnic tables is approximately
160 w i t h the majority being located in Town Centre Park (40); Como Lake
Park (31) and Robinson Memorial Park (25). Donated amenities are also
located at Mundy (19), Deboville Slough (11), Blue Mountain ( l l ) , Poirier
Grounds (6), Maquabeak (4), Mackin (4), Hoy Creek (2), Bramble (2),
Coquitlam River (2), Dawes Hill ( l ) , City Hall Grounds ( l ) , and Victoria ( l )
parks. Donated trees are located at parks throughout the City, including 48
memorial trees planted on Chiiko Boulevard.
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In the absence of an updated policy and program, the continuing popularity
of the park gifts program has posed a number of challenges in recent years:
•
The most preferred park sites are reaching their practical capacity on
the number of donated benches that can reasonably be installed and
maintained. There has been a moratorium on donation benches at
Como Lake Park and around Lafarge Lake since the late I990's to
address a public perception that these sites were at capacity.
•
There is currently a lack of clarity about the renewal or
decommissioning of donations once the current policy term of 10 years
expires.
•
General feedback from the community suggests that the concentration
of memorial plaques at some park sites detracts from broad public
enjoyment. Donors are asked to avoid plaque wording suggestive of a
memorial such as birth and death dates although donors frequently
decorate benches with flowers and tokens.
•
Donation amounts listed in the 1997 policy do not reflect the current
costs to purchase, install, and provide basic maintenance to donated
amenities, and as a result the regular maintenance schedule for
donated amenities may be inadequate.
Staff therefore recommend that the existing program be updated to reflect
best practices, and have identified this as a 2014 priority. Following an in
depth review, staff are presenting a proposed new Corporate Donation
Policy for Council consideration to address the challenges of the current
program. The Policy also includes updated guidelines for donations of
artworks and other items, as well as financial gifts t o the City.
Discussion/Analysis:
Municipal Scan and Best Practices
A review of other cities and jurisdictions in the Lower Mainland (City o f
Vancouver, City of Burnaby, City of Surrey, City of North Vancouver, City o f
Port Moody, City of Port Coquitlam, Pacific Parkland Foundations - Metro
Vancouver Regional Parks) revealed a variety of approaches t o donations.
The observed municipal best practices for park gift programs include:
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•
Park sites f o r donated amenities are preselected. It i s co m m o n fo r
popular parks in most cities to reach capacity for donated amenities;
therefore many cities are now predetermining appropriate locations
for new donations to ensure options are available when donation
requests are received. The City of North Vancouver provides on-line
maps showing sites that are both donated and available for
donation.
•
Policies have been developed and communicated f o r the
decommissioning or renewal of donated assets, including a 10 year
donation maintenance period. Most cities allow a 10 year term for
donated park amenities. At the end of the term, the donor can
renew the gift and pay an additional donation amount. If a donor
does not wish to renew, the amenity and/or site becomes available
to a new donor.
•
Memorial messaging on plaques, while allowed, is being discouraged.
While some cities continue to allow memorial plaques on donated
park amenities, many are trying to encourage other kinds of
messages. Several local jurisdictions have policies that do not permit
memorial language on plaques.
•
Establishment of an amenity donation catalogue. Several
municipalities have developed donation catalogues w i t h
photographs, descriptions and donation amounts t o improve the
service for donors and ensure gifted amenities meet city standards.
•
Generally, amounts f o r donated amenities are set to cover the costs to
purchase, install and provide basic maintenance o f the amenityf o r 10
years. Donation amounts follow general principles of lifecycle cost
recovery, however, total costs may vary from one city to another due
to different amenity and maintenance standards and site
requirements. In some cases, costs have not been updated in city
bylaws as is the case with Coquitlam.
"Donations" include all gifts offered to the City voluntarily and
unconditionally, without expectation of any benefit beyond what the
program specifically provides, which is generally an inscribed plaque on or at
the site of a donated amenity. The City may accept or decline any type of
donation at its sole discretion. When accepted, donors are recognized with a
letter and/or certificate of gratitude and where appropriate, an official
charitable donation tax receipt. The policy excludes real property, which
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would follow a separate and more rigorous review process on a case-by-case
basis.
It is important to note that donations are distinct from other types of
arrangements between the City and third parties, such as sponsorship or
marketing partnerships, and commemorative naming. Policies for these
types of arrangements are being developed separately and will be brought
forward for Council consideration later in the year.
Proposed Corporate Donation Policy and Giving Program
The Corporate Donation Policy is organized into three distinct donation
programs: the Park Amenity Donation Program; the Donations of Artwork
and Other Items Program; and the Financial Donation Program. A webpage
devoted to Corporate Donations and Giving is being developed and will be
available on the City website when the program is launched. The webpage
will provide an overview of the three programs, with guidelines for potential
donors, links to supporting information such as a catalogue for park
donations (Attachment 3), interactive park maps w i t h site locations for
donated amenities (see example in Attachment 4) and a financial gift
application form.
I. The Park Amenity Donation Program
The goal of the Park Amenity Donation Program is to provide opportunities
for the community to contribute to the enhancement of Coquitlam parks
through the gifting of functional, engaging and attractive amenities that
increase the enjoyment of all visitors. The Policy is intended t o ensure that
this goal is achieved.
Like many municipalities, Coquitlam's Park Gifts Program has been used as
an opportunity for individuals or families t o memorialize deceased persons
and relatives. Municipal best practice has recognized that this issue
presents a limitation to public enjoyment of parks and therefore the new
approach seeks to separate donation programs from memorial
opportunities in order to focus on the broad community benefit t o be gained
through enhanced park amenities. This focus is supported by Coquitlam
residerits who have expressed concern that memorial amenities in public
parks create a cemetery-like environment. As such, the new guidelines in
the draft Corporate Donation Policy do not allow memorial language and
birth/death date inscriptions on plaques. Examples of plaques with a more
celebratory focus will be featured on the Donation webpage when the
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program is launched (i.e., celebrating graduations, anniversaries, and
personal achievements). It should be noted that Coquitlam continues to
provide a variety of opportunities to commemorate deceased individuals at
Robinson Memorial Park and on Chiiko Boulevard.
To ensure a variety of park amenity options for donors, two levels of
donations will be available: Standard and Legacy Amenity donations.
Standard Amenities, such as benches, picnic tables, trees, chairs and tables,
will be available in the majority of Coquitlam parks and are generally priced
below $5,000. The specific donation amounts, which include purchase,
installation, repair and basic maintenance, will be listed in the Fees and
Charges Bylaw and may be updated annually to ensure the donation
amount covers the ongoing costs.
The term for each donation is set at 10 years, beginning at the date of
installation. At the end of that period, donors will have the option to renew
the donation with the renewal donation amount adjusted to include
another 10 year period of maintenance. Donors can also elect to replace the
plaque, the amenity or both. Amenity replacement applies primarily to
benches; staff will not replace larger items that are in good condition or
healthy trees. The replacement price will reflect the market cost to
purchase, install and maintain the item for an additional 10 years.
If a donor chooses not to renew or replace the amenity, or the donor cannot
be reached, the plaque will be removed and the amenity or site will become
available for a new donor. For donations received prior to the date of the
new policy, beginning in 2015 staff will endeavor to contact the donors at
the end of their 10 year term.
Legacy Amenities are more significant donations generally worth over
$5,000. This category will include traditional amenities, such as picnic
shelters, but will also highlight opportunities that reflect new or current
trends in outdoor recreation and are growing in popularity, such as table
tennis tables, foosball tables, adult exercise equipment, and innovative
playground components. It could also include more substantial park
amenities such as sport courts or playgrounds. Amenities of this scale will
be available in selected parks, and a range of prices, rather than a fixed price,
will be provided as the actual cost will depend on the type and location of
the chosen amenity.
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A catalogue, w i t h color photographs and descriptions of the various park
amenities with their donation amounts will be available on the updated
webpage (Attachment 3).
To ensure that proposed amenities are appropriate for the various park sites,
and that popular parks do not become over-supplied, staff will pre-select
park locations for each type of donation. To ensure this program can be
practically implemented, staff are initiating this process in four parks (Glen
Park, Blue Mountain, Mundy and Marguerite Parks) which reflect a
geographic distribution for the entire City. Staff will conduct a full
assessment of donation opportunities in these parks, and in September,
maps for these four parks, indicating both donated and available sites will
be available on the webpage. An example of the map for these parks is
included in Attachment 4. Other park maps will be added when the parks
are assessed for gift amenities or new parks are designed.
II. The Donations of Artwork and Other Items Program
Individuals or groups may own personal articles, assets, or items that they
wish to donate to the City. Any item considered for donation must be
compatible with City's strategic goals and be appropriate for use in a public
space. This program includes t w o levels:
•
Donations of program-specific items such as sports equipment, program
supplies, animal care supplies are received by the City from time t o time.
Once these donation requests are received, staff review the proposal with
the appropriate City Department's General Manager to either accept or
decline the donation based on the needs of the department and space
available for storage or display, and long term costs and implications of
ownership.
•
Donations of artworks, heritage items, furnishings and equipment may
require a more comprehensive assessment process by the City involving
more detailed reporting and lifecycle costing. General criteria t o consider
when assessing a piece for acceptance are included in the Policy.
The donor will be made aware that if the item or piece is accepted,
depending on its type and value, a legal agreement may be developed that
identifies each party's responsibilities for installation, maintenance, repairs,
and decommissioning (the process whereby the piece is removed from the
City's collection).
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In-kind donations of time are covered by the City volunteer programs and
are not part of this policy, Also, documentary heritage is governed by
archival related policies and not included in this Policy.
III.The Financial Donation Program
Although the City does not often receive large financial donations,
individuals and organizations have in the past donated at various levels to
support City facilities, programs or services. Donations can be made for
general community benefit or toward a specific program or project.
Donations of $10,000 or more will be documented through a legal
agreement outlining the terms and conditions of the gift. It should be noted
that these donations are not marketing, sponsorship or reciprocal
agreements; the only benefit accrued to a donor in the case of this donation
is a charitable donation tax receipt. Any donation that results in an
enhanced benefit, such as a marketing opportunity, is not eligible under this
program, but will be covered in the future Corporate Sponsorship Policy.
Implementation and Administration
Implementation of the program is scheduled for Fall 2014 should Council
support the new Corporate Donation Policy. At that time, a Donation and
Giving webpage will be launched to provide the necessary public
information including donation site maps, an amenity donation catalogue
and an application/contribution form.
The Parks, Recreation & Culture Department, specifically the Customer
Service Section under the Parks Division, will manage the program and be
the primary contact for donors, as is the case today. Staff will administer
the program according to a set of operating procedures, but a variety of
other City Departments and staff may be involved in the following
circumstances:
•
Significant financial gifts will be discussed w i t h the Finance
Department for coordination. Legal staff will be involved if a legal
agreement is required. When donated funds are allocated for a
specific purpose, the City department or departments managing the
project will be responsible for administering the funds.
•
Potential donors offering artworks and heritage items will be
referred t o the Community Recreation and Culture team. If a
significant piece of art is accepted by the City, a donation
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information package may be requested, w i t h the Legal staff assisting
w i t h the development of an agreement.
•
Offers of significant gifts (over $10,000 in value) will be detailed in a
report to Council to ensure the potential benefits and/or
consequences of accepting the gift are fully considered and endorsed
by Council.
•
Offers of other types of gifts, such as furnishings, equipment, and
program-specific items will be referred to the appropriate City staff.
Council will be informed of any significant financial gifts or donations of any
kind through the normal reporting process, as appropriate.
Next Steps
Should Council support the direction in this report, staff will incorporate
Council feedback on the draft Policy and program and in the Fall 2014, staff
will bring a report to Council with the final Corporate Donation Policy and all
final program elements for approval.
The proposed Park Amenity Donation amounts will be included in the 2015
Fees and Charges Budget submission for Council consideration.
Financial Implications:
There are no immediate financial implications associated w i t h this initiative,
although there are long term financial benefits of an updated donation
program. There are no increased resources or costs of administering the
new donation program, as administration and implementation can be
absorbed into the existing staff work in this area and improved efficiencies
are expected under the new program.
The donation amounts currently charged for parks gifts under the Park Gift
Policy (1997) are well below the cost to purchase, install, repair and
maintain the gifted item for the 10 year term. The amounts for the donated
items under the new policy and Park Amenity Donation Program are based
on the principle of full cost recovery and have been updated based on
current estimated costs. The proposed donation amounts are included in
Attachment 5. Staff have compared the proposed donation amounts to
those of other municipalities and believe they fairly reflect what other cities
charge for this type of program. Moreover, the donation amounts will be
included in the Fees and Charges Bylaw so that they may be periodically
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reviewed and updated to ensure that the City continues t o recover the costs
associated w i t h the program.
Conclusion:
The current (1997) Park Gift Program is outdated and presents numerous
challenges, including historical procedures and donation amounts that no
longer provide an optimal and effective service for donations. Staff have
reviewed best municipal practices in gifting and donations, and a new draft
Policy and donation program is presented for Council feedback.
The Corporate Donation Policy includes three distinct programs through
which individuals or groups can contribute amenities and items to the City,
as well as financial gifts. The Policy updates and clarifies processes and
costs for both donors and staff, and provides new ways for community
members t o enhance, support, and experience public spaces and
opportunities. Should Council support the recommended policy and
approach, staff will bring forward a final policy for Council consideration
and implementation in Fall 2014.
Raul Allueva, RPP
Attachments:
Attachment
Attachment
Attachment
Attachment
Attachment
1:
2:
3:
4:
5:
Proposed Corporate Donation Policy
Gift Program Policy (1997)
Amenity Donation Catalogue
Amenity Donation Map
Park Amenity Costs and Proposed Donation amounts
This report was prepared by Pam Bailey, Leisure Services Research Analyst,
and reviewed by Michelle Hunt, Director Planning & Business Services,
Kathleen Reinheimer, Manager Parks, Mary Morrison Clark, Manager
Community Recreation and Culture, Sheena MacLeod, Manager Financial
Services, Stephanie James, Assistant City Solicitor and Jay Gilbert, City Clerk.
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Attachment 1
CITY OF COOUITLAM
Policy and Procedure Manual
Corporate Donation Policy
chapter:
Council Adoption Date:
Revision Date:
Reference
This policy supersedes:
• Gift Program: Council Resolution Res. No. 547 97/04/21, No. 547 of93/05/03, amending
Res. No. 1436 of 91/11/18
.?> Vll
Reason for the Policy
,>r •
The Corporate Donation Policy identifies ways thatthe public can voluntarily contribute
community benefits to the City. The Policy does not include donation of real property.
This Policy:
• Identifies three types of public donation programs;
' ~
• Provides donor conditions and guidelines including a general description of the donation
process, parameters for donor recognition and decommissioning protocols, where
applicable.
The Parks, Recreation and Culture ServicesiDepartment is responsible for administering the policy
related to donations of park amenities, artworks and other donated articles, assets and gifts.
The Finance department provides icoordination of cash donations; Where donated funds are
allocated for a specific purpose, theiCity departmerit or departments managing the project are
responsible for administering the funds.
Policy . i i l i p ^ * ^ * ' * « i | ^ ^
Citizens^icommunity groups- businesses or visitors may donate to the City for the community's
benefit through contributions of park amenities, artworks, heritage artifacts, equipment, or
financial gifts.', these opportunities are evaluated at the City's own discretion, and are identified
under the following three distinct programs:
I.
The Park AmenitysDonation Program includes two levels of specific donations of park and
recreation amenities:
•
Standard Amenities: donation opportunities that are available in the majority of
Coquitlam parks and generally priced below $5,000.
•
Legacy Amenities: donation opportunities that are available in selected parks and
are generally priced higher than $5,000. These amenities generally require more
consultation and coordination between staff and the donor.
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CITY OF COOUITLAM
Policy and Procedure Manual
cash donations. These donations are not reciprocal agreements, therefore, the donor can
receive no benefit from the donation.
Donor Conditions
Donations must be given unconditionally and voluntarily. City employees and officials cannot
receive personal benefit from any donation, nor can the donor expect benefit beyond what the
program specifically provides.
The City cannot accept gifts from potential donors knovyn ^to be involved in activities that
contravene laws. City Bylaws or City values.
'
r%
Donors of significant gifts ($10,000 or more in value) must discloselp writing to the City if they
or their organization or company is currently or has recently been involved (in the previous 12
months) in a planning approval or procurement process with the City or one of its related
organizations. In such a case, the City may, depending on the circumstances, refuse the
donation, request a waiting period, or take steps toinsulatepinformation about the donation
from decision-makers involved in the planning or procurement process.
Offers of significant gifts will be detailed in a Report to Council to ensure that the potential
benefits and consequences of accepting the gift are fully considered.
A donor may wish to rernain anonymous; however, the City would require the donor's name and
contact information to issue a tax receipt. The donors' private information will be treated with
confidentiality within the extent of the law, unless the donor authorizes release of such
information for a specific,purpose. .
Donors will be acknowledged by a, letter or certificate of gratitude. An official tax receipt will be
issued toiiddnors of park amenitiesithrough the Park Amenity Donation Program, for accepted
financialidpnations of $2b and above, and for accepted donations of items when a tax receipt is
requestediancj where appropriate.
The City may accept or decline any donation in its sole discretion.
CITY OF COOUITLAM
Policy and Procedure Manual
General Guidelines
I.
Park Amenity Donation Program
Public park amenities are intended to enhance the use and enjoyment of all visitors of the
City's parks and therefore:
•
•
•
Donated park amenities should not serve as memorialstto deceased persons. Wording
cannot include birth/death dates, "in memory of"ori::0ther memorial language.
Donated amenities should not be embellished with wreaths or other items which may
discourage public use and/or interfere with regular maintenance.
It is expected that plaques on donated amenities include wording that is positive in tone
and generally understandable to the public. Where plaque suppliers have additional
alphabets and language characters available, it may be possibleio.accommodate other
languages.
'H^' ^
Opportunities to commemoratedeceased individuals iorigroups are available at Robinson
Memorial Park. Chiiko Boulevardiis also available foridonations of memorial trees.
a) Types of Amenities and Donation: Amounts
Parks, Recreation and- Culture Services are responsible for coordinating the Park Amenity
Donation Program. Potential donors can refer to the Amenity Donation Catalogue ("ADC")
or contact the Parks & Facilities Customer Service for the step-by-step process. The ADC will
be available on the City website and include examples of the available amenities, locations
and prices.
•
•
Standard Ahifenities ($5^000 or less) niay include, but are not limited to: park benches,
M picnic tables, specimen trees (varieties chosen by Parks staff), chairs and tables.
Legacy Amenities (morelthan $5,000) may include: table tennis and foosball tables, adult
exercise equipment, picnic shelters, playgrounds or playground components, and sport
courts. Otliver suggestionss^rom donors will be considered.
The specified doii'ation amduint, as identified in the City ADC, includes the cost to purchase
and install the amenityiwith^n inscribed plaque, as well as the City's cost of basic
maintenance to ensure the amenity remains in good condition for a ten-year term. The term
begins on the date of installation.
Prices for standard amenities are listed in the Fees and Charges Bylaw and may be updated
annually to reflect current costs. For some legacy amenities, a range of amounts will be
provided to the potential donor as the actual cost will depend on the specific amenity and
location chosen.
CITY OF COOUITLAM
Policy and Procedure Manual
b) Locations of Donated Amenities
City staff assess each park to determine the most appropriate sites for each type of donated
amenity and the maximum number accepted at that location. In cases where a suitable site
for the proposed type of amenity is not available, the donation may be declined.
The donated amenity is the sole property of the City of Coquitlam, and the donor has no
legal interest in the amenity or any real or other property to .which it may be affixed. The
City may relocate the amenity for any reason, includirigfor safety, maintenance or
redevelopment of the park lands. The City will make reasonable effort to notify donors of
any significant changes to the amenity. (It is donors' responsibility to keep their contact
information current with the City.)
2'
"'^ \
c) Term
•igi'Sjiiii;:;;:;;:.
sil^i;
At the end of the ten-year donation term, the donor will have the option to discontinue the
donation, renew the existing donation, or replaceithe plaque and/or amenity. Amenity
replacement applies primarily tosbenches. The Citylwill not replace larger iteVhs that are in
good condition or healthy trees. If the tree dies within the ten-year donation term, the City
will replace it.
'
' i '
If the donor does not contact the City or chooses not to renew or replace the donated item,
the plaque will be removed and the amenity will become available for new donors, either for
renewal or full replacement. The plaque will be returned ifthe donor contacts the City.
II.
DonatlQn|||<|| A ^
Indiv/i^te or grbups may own articles that they wish to donate to the City for indoor or
outdoor sites. Items will be considered for acceptance by the City only should these be
deemed cpmpatible with'Gity's strategic goals and/or operations and if appropriate for use
in a public space. The Citylrriay accept or decline any offered item, at its sole discretion.
a) Program Specific Gift Items
Individuals niay approach the City with gifts that are specific to a service area or
program such as sport's equipment, recreation program supplies and animal care
supplies. The potential donor will be referred to the appropriate department and
division. The Departhient General Manager will have the discretion to either accept or
decline the donation based on the needs of the division and space available for storage
or display, and other considerations pursuant to public ownership.
b) Artworks, Heritage and Other Items
Individuals may approach the City with significant works of art, heritage items,
furnishing and equipment that they wish to donate to the City. Depending on the type
and value of the piece, the City may ask the donor to submit a proposed donation
package, to include a description, with appraisal, insurance, maintenance, and
ownership information, where applicable. The donation package will be evaluated to
CITY OF COOUITLAM
Policy and Procedure Manual
determine whether the proposed gift is appropriate for the City's collection. In some
cases, a legal agreement may be developed that identifies each party's responsibilities
for installation, lifecycle maintainenance and repairs, transfer of legal ownership and
intellectual property rights, donor recognition, decommissioning, and any other
provisions the City deems necessary.
If a tax receipt is requested, the Canada Revenue Agency requires evidence of fair
market value of eligible gifts in-kind. If the piece has hot been appraised recently, a
qualified appraiser should be consulted. The donor is responsible to obtain an appraisal,
and all related costs.
, • A significant artwork may be removed from the City's collection due to safety issues,
costly ongoing repair, or if other uses are deemed more important for the space. The
City will endeavour to contact and consult with the donor, who will have an opportunity
to recover the work if desired.
\
III.
The Financial Donation Program
Individuals or organizations maytehoose to make a cashidonation to the City to support City
facilities, programs or services. These financial donatiorisiare not marketing partnerships or
reciprocal agreements and the donorwill nbtireceive any benefit beyond a charitable
donation tax receipt.
a) Eligible Financial Donations
•
Cash donations madetathe City for^igenera 1 community benefit will be
incorporated into the general revenue of the City, and allocated for capital,
operating or potentially both.
• J Donors may wish to designate their gift to support specific approved programs and
services, pr;oj'ects, facility development; asset improvement, restoration or
maintenance:; t h e City will, at its sole discretion, decide whether a donation to a
specific program is accepted^
•
These donations must be consistent with the goals of the City and its capacity to
meet any associated costs or ongoing obligations.
b) Ineligible Financial Donations
•
The City cannot accept donations from potential donors who represent a
reputational risbto the City, e.g. individuals or organizations known to be involved
in activities that contravene laws. City Bylaws or City values.
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TheCity will not accept donations for endowments.
Attachment 2
CITY OF COQUITLAM
Policy and Procedure Manual
GIFT PROGRAM
Chapter:
Section:
Issue Date:
Revision Date:
4
4
1991 Nov 18
1997 Apr 21
POLICY:
Citizens, community groups, businesses or visitors may donate funds or assets to the City
for the enhancement of public parks and recreation facilities. Donors may either indicate a
preference for a gift type, donate a lump sum towards the cost of a capital project, or they
may make an "in-kind" donation.
REASON FOR THE POLICY:
The reasons for establishing and implementing a leisure and parks gift program policy are to
•
provide a vehicle by which individual members of the public, community and businesses
wishing to donate monies, or donations in-kind, may formally do so;
•
encourage citizens to express a sense of civic pride and involvement in their community;
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enhance the City's current and ftiture capital development abilities;
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add amenities to City parks and leisure facilities, which may serve as legacies to the future for
the enjoyment and enhancement of the leisure and parks system;
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provide formal recognition and acknowledgment for all donations accepted; and
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provide guidelines to donors regarding the kinds of capital improvements that are acceptable.
REFERENCE:
Council Resolution No. 547 of 93/05/03, amending Res. No. 1436 of 91/11/18.
Revenue Canada Interpretation Bulletin IT-110R2.
Related City Policies:
Advertising Signage in City Parks, Buildings & Facilities
Naming of City Parks, Buildings and Facilities
Corporate Sponsorship - Special Events and Celebrations
C I T Y OF COQUITLAM
Policy and Procedure Manual
DEFINITIONS:
Standard Gifts / Fixed Costs: People wishing to donate standard type park assets such as park
benches, drinking fountains or trees may do so by paying a fixed fee. The Leisure & Parks
Services Department will specify, select and arrange to install such item to ensure consistency
with existing standards. The proposed fee structure is as follows:
Drinking Fountain
Hawse (Model 3380) wlieelclaair accessible drinking fountain
complete with dedication plaque. Cost: $2,600.
Park Bench
Francis Andrew wood slat on a painted metal frame, installed
in concrete pad, complete with bronze dedication plaque.
Cost: $1,600.
Memorial Trees
Memorialization of existing oak tree on Chiiko Boulevard bronze dedication plaque. Cost: $250.
Deciduous Shade Tree: minimum 6.0 centimetre caliper.
Coniferous tree: minimum height of 2 metres. Includes bronze
dedication plaque. Cost: $575.
Picnic Table
Wheelchair accessible picnic table and pad, including bronze
dedication plaque. Cost: $1,500.
Specialized Donations: Items in this category may include specialized park or facility feature
signage, play structure components, contribution toward park and facility development,
specialized equipment, furnishings, etc. Each request shall be reviewed by staff to determine the
cost of design, layout, installation, plaque and associated administrative cost. The potential
donor is then advised of the cost to establish a mutually agreeable gift value.
In-Kind Donations: These donations could include heritage furnishings or equipment which
would be of value to a park or facility. City staff or an independent appraiser shall determine the
value of such donations prior to acceptance to establish a mutually agreeable gift value.
CITY OF COQUITLAM
Policy and Procedure Manual
PROCEDURES:
1.
Gift Criteria
Gift items must contribute to the City's objectives. The items shall therefore
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be capital in nature;
have permanence;
have community and political support;
have aesthetic appeal;
have location appeal and be appropriate to the location.
Note: Memorial benches are not accepted at Como Lake Park at this time.
Specialized donations and In-Kind donations shall be reviewed by the General Manager
Leisure & Parks Services. Generally, such donations shall be evaluated in reference to
the City's long range Capital Plan (items not in the plan shall be subject to detailed
review) and in reference to the maintenance and operating costs associated with the
donation.
2.
Applications
All donation proposals shall be submitted to the Leisure & Parks Services Department on
the standard application form available from the Leisure & Parks Services Administration
Office. Applications will be reviewed for compliance to gift criteria.
All applicants will be notified by the Manager of the appropriate division of Leisure &
Parks Services, or his/her delegate, of the disposition of their application.
Persons wishing to appeal a rejected application proposal may do so by writing to the
Leisure, Parks & Cultural Services Committee.
Although preferences may be indicated, the City retains authority regarding disposition of
all donated funds.
3.
Administration
The Manager Parks & Open Spaces Services shall be responsible for the coordination
and management of this program. The program will be implemented by the Parks &
Open Spaces Services Division; tasks will include the following:
C I T Y OF COQUITLAM
Policy and Procedure Manual
4.
•
forwarding all applications for gift donations to the City Clerk and to the General
Manager Corporate Services for information;
•
referral of all applications for Specialized and In-Kind donations to the General
M^fwflger Leisure & Parks Services for evaluation;
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generating and maintaining list of standard gift items and prices;
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receiving inquiries and processing applications for gift donations;
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working with a donor on specific details surrounding both standard and specialized
donations;
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providing regular status reports to the Leisure, Parks & Cultural Services Committee;
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implementing standard project management techniques to ensure the future of the
legacy and for maintenance purposes;
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coordinating the promotion of the program.
Recognition Program
The Manager Parks & Open Spaces Services or designate shall notify the City Clerk of
all accepted gifts so that the Mayor may send a letter of thanks to the donors (Res. No.
547 of 93/05/03).
A certificate of appreciation will be issued and a bronze recognition plaque may be
displayed near or installed on items such as benches, fountains, and play structures.
Note: Plaques will not be attached to trees but may be installed at the base of the tree.
The cost of the plaque will be refiected in the overall price of the gift. Plaques may be
bronzed and will be a minimum of 2" X 8" and a maximum of 2" X 14". Larger plaques
for specialized donations may be approved by the Leisure, Parks & Cultural Services
Committee.
Where warranted, recognition of larger scale special projects may include participation in
an opening ceremony or public unveiling when such is approved by resolution of Council.
C I T Y OF COQUITLAM
Policy and Procedure Manual
5.
Maintenance
All gifts accepted under this program will become the sole property of the City.
The City shall maintain all gift items and will repair and/or replace vandalized items for a
period of ten (10) years from the date of the receipt of the donation. After this time, the
City will continue to maintain the items but will not be obliged to repair or replace
damaged or deteriorated gifts.
6.
Tax Receipts
All monies donated as a gift or bequest will be deposited with the Director of Finance and
disbursed in accordance with the terms of the gift or bequest and in compliance with the
local Government Act.
The City may issue tax receipts for a gift or bequest to the City provided the following
conditions are met:
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the gift or bequest has been transferred to the City without any expectation of return;
the City has an unfettered right to use the gift or bequest (but a particular park, room,
building or facility may be specified by the donor); and
the donor will not receive any valuable consideration or benefit of any kind from the
gift or bequest.
City of Coquitlam
DRAFT
Attachment 3
Parks Amenity Donation Catalogue
Proposed Donation Amount
Park Bench
A steel frame bench
with wood slats and
arm rests; mounted on
a pad.
$2,500
Item /Description
Proposed Donation Amount
Adirondack Chair
$2,500
A steel frame chair with
wood; mounted on a
pad
Games Table with
Two Seats
$4,000
Hardwood pedestal
table with game board;
mounted on a pad
Foosball Table
$5,500
Sealed concrete with
heavy-duty chromeplated steel rods and
players
Table Tennis Table
Sealed, green, concrete
table with steel net
$10,500
Item /Description
Picnic Shelter
Proposed Donation Amount
$20,000-$50,000
depending on size
Timber frame picnic
shelter with wood roof
Playground
or
playground
components
Variety of play
opportunities available
Determined at time
of donation
Item /Description
Adult Exercise
Equipment
Proposed Donation Amount
Determined at time
of donation
Variety of components
available for outdoor
fitness
Sport Court
Full or half court for
basketball and roller
hockey
Determined at time
of donation
For more information about donation opportunities, please call: 604-927-6300 or email [email protected]
Available Site for Donated Standard Bench
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Already Donated Bench
CoQuitlam ^
Available Site for Donated Picnic Table (Old Table Must be Removed)
Available Site for Donated Tree
Available Site for Donated Table Tennis and Foosball Tables
Parks, Recreation and Culture Gifting Program
Blue Mountain Park
Park Donation Amenity Costs and Proposed Donation amounts
A m e n i t y Costs
Donation Amenity
(Purchase, plaque
and
installation)
Total Maintenance Cost
Our Current Donation
Other Municipalities'
Proposed N e w A m e n i t y
(for 10 year term)
amounts
Donation amounts
Donation a m o u n t s
Park Bench
Avg.$2,200
$400
$1,600
Range $1,200 - $4,500
$2,500
Picnic Table
$4,000 (new standard)
$600
$1,500
Range $2,000 - $5,000
$4,500
$1,000
Trees
Avg.$750
$500
$575
Range $350-$1,300
Adirondack Chair - steel
$2,200
$400
new
Not available
$2,500
$3,400
$600
new
Not available
$4,000
Foosball Table
$4,600
$700
n/a
e.g. Indoor foosball table
$5,500
Table Tennis Table
$10,000
$400
n/a
e.g. Table tennis
frame with hardwood
Games Table w i t h 2 seats
- hardwood, t w o seats
$3,000
$10,500
equipment $12,000
Picnic Shelter
$20,000- $50,000
Dependent on size and
covering 2-3 or 7-8 tables
location
n/a
e.g. $25,000 (size not
$20,000- $50,000
specified)
(depending on size and
location)
Playground (or
Dependent on scope
Adult Exercise Equipment
Dependent on size and
n/a
scope
components)
Approx. $28,000 for 3
Dependent on scope
n/a
Dependent on size and
To be determined at time
scope: $25,000 - $300,000
of donation
Not available
To be determined at time
pieces - approx. $10,000 a
of donation
piece (2011)
Sport Court - full or half
Approx. $40,000 for half
Dependent on size and
basketball/roller hockey
court (2012)
location
n/a
Not available
To be determined at time
of donation
court
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