Attachment “A” POLICY MANUAL POLICY TITLE: Amenity Donations

POLICY MANUAL

PURPOSE:

To establish a policy for the donation of dedicated amenities.

DEFINITIONS:

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POLICY:

1.0 The Town of View Royal will accept donations for the purchase of amenity items such as benches, picnic tables, bicycle racks, and trees. Donors will be responsible for the total cost of administration, purchase and installation of items. The Town will maintain each amenity item for a fixed term (see Schedule “A”).

2.0 The Town will accept monetary donations which will be directed to either the Parks Acquisition Fund or the Parks Equipment Fund at the discretion of the donor.

3.0 At the time of donation, and six months prior to the expiry of the first fixed term, donors will be notified of their ability to retain their designated location and renew their donation for a maximum of one additional term. Renewal charges will be concurrent with the fee schedule of the year in which the renewal occurs.

4.0 This policy will be supplemented with a list of pre-approved items and locations (see Schedule “A”). A summary of approximate cost which takes into account purchase, administration, and installation of each item accompanies this list.

PROCEDURES:

1.0 Donors will be required to submit an application form (Schedule “B”) to the Director of Engineering stating the desired item and location.

2.0 Total costs, including costs related to items not specifically noted in this policy or related documents, will be determined by staff. A response detailing the total cost of administration, purchase and installation of the amenity item will be forwarded to the donor who, if in agreement, will provide funds in the amount specified prior to purchase and installation of the amenity item.

3.0 A plaque may accompany amenity items, as noted in Schedule “A”.

4.0 Staff reserves the right to determine the location and style of the donated item and to approve wording on plaques.

5.0 Upon purchase, amenity donations are the property of the Town and are for the use and enjoyment of the general public. The donation of a tree, bench or other amenity to Town does not constitute ownership of the item, the land upon which it is situated, or the surrounding lands.

6.0 The Town will accept only those amenity donations that are in alignment with the Town’s organizational mission and purpose. The Town reserves the right to determine the suitability of all amenity donations and expressly reserves the right to refuse any amenity.

7.0 Placement of memorial wreaths, flowers or other items or any modifications to the amenity donation are not permitted.

8.0 Items donated prior to the adoption of this policy will be maintained for a period of ten years from the date of adoption.

9.0 Costs will be reviewed every two years to ensure the long-term viability of the Amenity Donation Program.

10.0 The Town will issue an income tax receipt for every donation of greater than or equal to $25.00.

ATTACHMENTS:

Schedule “A” and Schedule “B”.

DISTRIBUTION:

Electronic file Y:\Administration\0340 Circulars, Directives, Orders, Manuals, Policies\50 Policies and procedures\Policies - Final\6000 - Parks