Donor Recognition PolicyCITY OF SHOREWOOD DONOR RECOGNITION
POLICY
Section:
1) Purpose
2) Definitions
3) Recognition Methods
4) Process for Donation & Recognition Submittals
5) Donor Agreement Guidelines
6) Methods of Payment — Donor Responsibility
7) Naming
8) Stewardship
I. PURPOSE FOR DONOR EC GNITI N
The City of Shorewood seeks to recognize donors who wish to support the City through
distinguished effort or substantial gift. These guidelines have been developed to give
staff a benchmark when individuals or business' approach the City and would like to
provide a gift or donation.
This policy determines procedures for recognizing financial contributions, donated
amenities or projects, also noted in this policy as a "Substantial Gift ", found within
Shorewood.
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For the purposes of this policy, "Substantial Gift" is defined as a contribution of at least
50% of the estimated cost of an amenity or project for:
(a) new construction, remodeling, field improvements or renovation of
facilities within City parks or infrastructure;
(b) developing new real property, i.e. park buildings, structures
(pavilions, warming houses, shelters, plazas, etc.), architectural
elements, real estate, etc.; or
(c) replacement of an existing, unnamed facility or landmark that
requires substantial renovation at the time of the gift.
3. RECOGNITION METHODS
Recognition may be in honor of individuals, groups of individuals, or corporations
"Method of donor recognition must be agreed upon and formally approved by
City Council p rior to signing the donor agreement.
(a) The nature of the donation will assist in determining the type of
recognition.
(b) A plaque, or other negotiated signage, may be placed on a building, room,
or facility to recognize a Donor. The design, wording, size, and location
of the plaque require the approval of the City Council.
(c) A donor recognition or memorial plate may be affixed to routine furniture
items. The City shall specify the size and location of the donor plate and
the donor will pay for the plate and engraving. The City shall approve the
wording of the donor plate and affix the plate to the furniture.
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(d) Plaques or markers will not be placed for tree donations.
(e) Donations of a routine nature (e.g., park benches and other furniture)
shall be reviewed and approved, if appropriate, by the Public Works
Director and /or the Park Commission.
(f) The donor shall pay for the delivery and installation of the amenity and /or
donor recognition plaque or plate.
(g) The option of funding the amenity for life will include a built -in
maintenance reserve of up to 50% of said value to be put in an endowment
for the ongoing care, upkeep, and maintenance of said amenity.
(h) There is no exclusive right to sole recognition in cases of expansion or
other structural modifications.
Recognition/Donation carries no power of direction to the City on matters of
schedule, design, furnishing, or priority of use.
4. PROCESS FOR DONATION RECOGNITION SUBMITTALS
Any proposal for recognition and donation shall be made through a formal submission
process via the Donation Acceptance and Indemnification Request Form to the City.
Proposals must have the written approval of the person or corporate representative for
whom the recognition is to be given. If the person is deceased, the approval of the family
or designated representative should be obtained. If the person is deceased and there is not
family or a designated representative, recognition can proceed through the submission
process.
Procedures governing approval of recognition proposals, of a non - routine nature, are set
forth below. Exception's from policy requirements must be authorized by the City
Council in advance of the donation.
Step One: A Schematic design and details will be submitted to the City of
Shorewood and shall include the following elements:
(a) A scaled architectural drawing or plan drawn to scale to be
completed by a landscape architect or civil engineer, registered in
the State of Minnesota, and would include:
1. site plan
2. architectural details
3. landscape plan
4. tree preservation plan
5. sign or memorial detail
.Please note: The Schematic design phase cif the submission process will be overseen by
the appropriate departments of the City oaf Shorewood according to established
procedure.
Step 'Two: After submission of the schematic design, the individual, group, or
corporation will formally present their request to the City.
Step 'Three: Upon approval by City Council, the Donor Agreement will be signed and
kept on record with the City of Shorewood.
Donors or donor representatives must sign a donor agreement that delineates terms of the
contributions, unless donor wishes to remain anonymous. The Donor Agreement will
include the following:
(1) In the event of demolition of a structure, its recognition or any
part of it shall be subject to new recommendations.
(2) The style of recognizing structures and facilities should adhere
to City ordinances.
(3) The Director of Public Works or designated staff person is
responsible for overseeing compliance with full policy
requirements.
(4) Plans for groundbreaking, dedication, or other ceremonies
relating to gifts, shall be reviewed by the Park Commission and
approved by the City Council.
(5) The City Council reserves the right to decline a donation for
any reason.
(6) Improvements will be considered and evaluated based
on ongoing maintenance requirements that accompany the
request: A base level of service will be provided — (Example;
maintaining fields, which includes, but is not limited to,
mowing the grass, dragging fields daily, lining fields, aerating
and fertilizing fields annually). Additional ongoing care and
maintenance or funding the amenity for life requires an
accompanying endowment.
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6. M ETH OD OF PAYM ENT AN D RESPONSIBILITIES OF DONATION
7. NAMING
The City of Shorewood reserves the ability to commemorate long -term service to the
community or to a distinguished person, if desired, and such recognition is contingent
upon Council review and approval.
The City of Shorewood will consider naming opportunities for outstanding contributions,
such as a parcel of land or new donation. Donations of this nature will follow all city
ordinances and guidelines from an operations perspective.
Naming a building in honor of a person who has given extraordinary distinguished
service to the city will not normally be considered until after his /her substantive formal
relationship with the city has ended.
The name used should normally be the family name, or in the case of a corporate entity,
the shortest possible name. Unless the City Council determines otherwise, a name may
be used only once. Shorewood City Council has final approval on any naming
designations.
Thank you for your donation.
CITY OF SHOREWOOD
Process for Creating a Successful Partnership between the City of Shorewood and its
U ser/ Donors
1) Communicate: User /Groups will meet with Representatives of Shorewood staff to discuss proposed donations
& improvements. Upon review and City Council approval of the request, the City will execute the Acceptance &
Indemnification Agreement.
2) Recognize Supply & Demand: A Donation will be Considered if it Serves a Population or demand that is not
currently being met. Once Approved an Improvement/Donation will become the sole Property of the city of
Shorewood and under their care.
3) Donations /Improvements will be Considered and Evaluated based on ongoing Maintenance Requirements that
accompany the Request: A Base Level of Service will be Provided - (Example; Maintaining Fields, which includes,
but is not limited to, mowing the grass, dragging fields daily, lining fields, aerating and fertilizing fields annually)
4) Ask Questions: Understand the Limitations and responsibilities placed upon an Organization or Donor
providing the Improvement (See Statement of Facts within the Acceptance and Indemnification Agreement) Add'I
levels of service will require a maintenance endowment of up to 50% of said donation value
5) Once the Acceptance and Indemnification Agreement has been approved and executed by each party, it shall
be in force from Date of execution and automatically renew annually
Company or Group Name
Contact or Individual Name
Address
City
State
Zip Code
or one
Home Phone
E -MAIL ADDRESS
I/We would like to make the following donation /improvement/contribution:
Quantity Description Unit Price Total Price
The uses and expenditures mf these funds shall be consistent with the City n{ Shorewood policies and ordinances.
Donor or Donor Representative
City ofShorewood City Administrator
mm
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j755 Country Club Road ° Shorewood, Minnesota 5533l°952474-323h
Fax: Q52-474'O128-vwww.ci.ohorewood.mnuo-dtyhaU&iahorowood.mnua
ACCEP ANCE AND INDEMNIFICATION AGREEMENT
A. Donor desires to donate to the City the following park improvements which
have been constructed at /installed at /provided in connection with
in the City:
(hereinafter, the "Donation ").
B. The City at its regular council meeting on ,
adopted a resolution (the "Resolution ") accepting the Donation (a copy of
such resolution is attached hereto as Exhibit A).
C. As evidence of the City's acceptance of the Donation and intent to
indemnify Donor, the City desires to enter into this Agreement.
NOW, THEREFORE, solely in consideration of the Donation, the City and Donor
declare, covenant and agree as follows:
1.) Acceptance The Donation was formally accepted by the City pursuant to
the Resolution.
2.) Donor's Representation Immediately preceding the City's adoption of the
Resolution, Donor owned the items included in the Donation free and clear
of all encumbrances, claims and liens.
3.) Indemnity The City shall forever indemnify, defend and hold Donor
harmless from any loss or damage arising out of or incurred by Donor as a
result of the use or operation of the Donation (excluding any such loss,
damage, expense or cost arising out of a misrepresentation by Donor of the
representation provided in Paragraph 2 above).
4.) The Donor shall provide up to a 50% built -in maintenance endowment to
offset expenses or costs arising out of or incurred as a result of maintenance,
use and ownership of the Donation at a higher than base level of service and
general maintenance.
- For Example, General Maintenance level for fields include, but
is not limited to, mowing the grass, dragging the fields daily, lining
fields, aerating and fertilizing fields annually.
S.) Miscellaneous, This Agreement is made and delivered in, executed with
respect to, and shall in all respects be construed pursuant to and govemed by
the laws of the State of Minnesota, This Agreement shall bind City and its
successors and assigns and shall inure to the benefit of Donor and its
successors and assigns.
IN WITNESS OF THE FOREGOING, the City has caused this Agreement to be
executed as of the above date.
CITY:
CITY OF SHOREWOOD
By:
Its: Mayor
By:
Its:
I 11OX U]
am
Its:
6/23/09
data/parks/resolutioti/donoragrmilt