Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
072704 PK WS AgP
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION WORK SESSION CITY HALL TUESDAY, JULY 27, 2004 6:00 P.M. AGENDA 1. CONVENE PARK COMMISSION WORK SESSION MEETING A. Roll Call B. Review Agenda Davis Gilbertson Meyer Young Farniok Westerlund 2. DISCUSS POLICIES AND PROCEDURES FOR RECOGNIZING DONATIONS TO THE PARKS (Att. #2) 3. ADJOURNMENT .7 0 MEMORANDUM CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood mn.us TO: Mayor and City Council Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: July 23, 2004 RE: Draft of Update for Donation to the Park System At the July 13` Park Commission Meeting, a draft policy was presented regarding donations to the park system. During that meeting, the Commission stated their desire to conduct a work session to discuss this policy. i Attached to this memorandum is an updated draft, revised to reference the City of Shorewood, and the !� previous memorandum dated June 15, 2004 that was initially presented. Please review the draft policy, an be prepared to discuss changes, amendments or deletions at the work session that you would recommend to the City Council. • vs 1P. * 0 PRINTED ON RECYCLED PAPER -F' 40 DONOR RECOGNITION POLICY DONOR NAMING The City of Shorewood seeks to recognize donors who wish to support the City's park system through distinguished effort or substantial financial endowment, by naming facilities in their honor. This policy offers a guideline to determine when such cases are appropriate and which may be better served by a formal recognition by the City Council. For the purposes of this policy, "Substantial Gift" is defined as at least 50% of the estimated cost: (a) of new construction, remodeling, or renovation; (b) of developing a new real property, i.e. park buildings, structures, real estate, etc.; or (c) the replacement of an existing, unnamed facility or landmark that requires substantial renovation at the time of the gift. The policy determines procedures, for a fixed period or indefinitely, for naming of amenities found within Shorewood parks. Items under this policy include, but are not limited to, items of personal property such as park strictures (pavilions, warming houses, shelters, plazas, etc); real estate to be to be used for parks or open space, interpretive areas, or active recreation; or other large -scale projects as discussed with the City Administrator or Public Works Director. RECOGNITION The City of Shorewood will consider naming opportunities for outstanding financial contributions toward facilities, specifically those which enable the amenity to be initially built (i.e., without the donation the amenity would not be constructed). The City of Shorewood will give special recognition to commemorate long -term service to the community or to a distinguished person, and such recognition is contingent upon Council review and approval. DONORS AND DONATION "Donors" or "Donation" as defined by this policy, means a substantial financial contribution toward the cost of an amenity or project. This contribution is defined as at least 50% of the total estimated cost. Naming may be in honor of donor or donors, who may be individuals, groups of individuals, or corporations. (a) The nature of the donation will assist in determining the naming opportunity. (b) Donors or donor representatives must sign a donor agreement that delineates terms of the contributions, unless donor wishes to remain anonymous. (c) An amenity may be named in honor of a Donor that has contributed all or a substantial part (defined by this policy as 50 %) of the full costs relating to its establishment. (d) The option of funding the amenity for life of said amenity is negotiable and would require assurance of sufficient funding. There is no exclusive right to sole naming in cases of expansion or other structural modifications. (e) A plaque, or negotiated signage may be placed on a building, room, or facility to acknowledge a Donor. The design, wording, and location of the plaque require the approval of the City Council. (f) Donations of a routine nature (e.g., trees, park benches and other furniture) will be handled administratively by the Director of Public Works. For such routine donations, the donor shall pay for the delivered cost of the item to be installed. The City shall cover the installation costs. (g) A donor recognition or memorial plate may be affixed to routine furniture items. The City shall specify the size and size of the donor plate and the 40 donor will pay for the plate and engraving. The City shall affix the plate to the furniture. (h) Plaques or markers will not be placed for routine tree donations. Naming recognition carries no power of direction to the City on matters of schedule, design, furnishing, or priority of use. PROPOSALS (a) Any proposal for naming shall be made through a formal submission to the City Administrator and Director of Public Works. (b) A proposal for naming after a person shall be accompanied by a comprehensive citation. (c) The Park Commission will examine all formal proposals. The Park Commission will make a recommendation to Council on proposals. (d) Proposals must have the written approval of the person or corporate representative for whom the naming is to recognize. If the person is deceased, the approval of the family or designated representative should be obtained. If 2 • the person is deceased and there is not family or a designated representative, naming can proceed. PROCEDURE Procedures governing approval of naming proposals are set forth below and may also be supplemented by such operational guidelines as the City of Shorewood may adopt from time to time. Exceptions from policy requirements must be authorized by the City Council in advance of the donation. Before Donation: To be considered for naming, donation commitments must come during the schematic design phase of the project. Schematic design will be overseen by the appropriate departments of the City of Shorewood according to established procedure. (a) New construction, substantial renovation, or replacement projects will be considered for naming opportunities. (b) All negotiations for naming recognition will be conducted in the first instance by the City Administrator and the Director of Public Works. These steps should be followed: Step One: Contact the Public Works Department to discuss the procedure for donation. This will include a formal proposal submitted to the City Administrator and Director of Public Works. Step Two: The individual, group, or corporation will present their request to the Park Commission. The Park Commission will then make a recommendation to City Council. Perpetual naming will be at the discretion of the City Council. Step Three: Upon approval by City Council, the Donor Agreement contract will be signed and kept on record with the City of Shorewood. REQUIREMENTS (a) All donations to be considered for naming privileges must be approved by City Council. (b) Each donation must be memorialized in a donation agreement approved by the City Council and the donor or its representatives. The agreements shall be executed following final approval of the gift as specified by the City of Shorewood. No naming commitments shall be made to donors or other parties before final approval is granted by the City Council. Records of donation agreement will be kept by the City of Shorewood. • (c) The Director of Public Works or designated staff person is responsible for overseeing compliance with policy requirements, including completion of consultations and approvals, securing signatures on donation agreements by donor, donor representative, and City of Shorewood. (d) The City of Shorewood will be responsible for groundbreaking, dedication, or other ceremonies relating to named gifts, when appropriate. (e) Physical recognition of donors such as signs, placards, etc. will be reviewed and approved by City Council before being affixed to the amenity unless already provided for in the existing design guidelines established by the City of Shorewood. GENERAL, GUIDELINES (a) The name used should normally be the family name, or in the case of a corporate entity, the shortest possible name. Unless Council determines otherwise, a persons or corporations name may be used in naming a City facility only once. (b) Where the name of a corporate entity is used, the period of naming will be limited to the life of the corporate entity. (c) In the event of demolition or deconstruction of a structure, its name or any part of it shall be the subject of fresh recommendations. (d) 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. (e) The style of naming of structures and facilities should be consistent with the City's visual standards, or adhering to any City ordinances. (f) City Council may rescind a donor's name for just cause. (g) Facilities will not normally be named to honor persons who have no formal connection with the City of Shorewood unless they are substantial Donors. (h) The City Council will consider the naming of a facility in recognition of a corporation which is a benefactor when that corporation: • Provides not less than 50% of the capital cost of the building, or • Supports the City or the Shorewood Parks Foundation with endowments exceeding a specific dollar amount. 11 TIMING Proposed naming will come at the time of amenity design schematic. Naming may not be allowed after the amenity is operational except by Council review and approval. Method of donor recognition must be agreed upon and formally approved by City Council p rior to signing the donor agreement. METHOD OF PAYMENT (a) Donation associated with naming proposals can be made by the donor in cash or appreciated property, through legally binding pledges fulfilled within no more than five (5) years, or by the creation of an endowment. (b) Individual donors may gift a portion of their contribution though an irrevocable trust or a contractual bequest mechanism. (c) The City Council reserves the right to remove a naming opportunity when pledges remain unpaid beyond the agreed upon period. Should this occur, the City Council may consider and /or approve another naming opportunity, or seek another donation of the magnitude that is deemed substantial revocable. (d) Should the donor renege on any payment once the project has commenced and is the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and naming privileges shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. STEWARDSHIP Stewardship requires that the City of Shorewood honor the expectations of donors and abide by gift agreements, including naming provisions. Naming is generally expected to last the lifetime of the building, facility, unit, programs, or other endeavor. There may nonetheless be extraordinary circumstances that justify cessation of the use of a name, or "re- naming," such as change in use, substantial renovation, or demolition of an existing building, facility, or part thereof, major programmatic changes, failure of a donor to meet the financial commitment of the donor agreement, or other situations unforeseeable at the time of the original naming. When appropriate and feasible, when a name is retired, some form. of continuing recognition should be established. In all cases, the City Council must approve re- naming. 0 0 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mn.us • cityhall @ci.shorewood.mmus MEMORANDUM TO: Park Commission FROM: Craig W. Dawson, City Administrator DATE: June 15, 2004 SUBJECT: Recognition of Contributors for Park Facilities and Equipment At the Council work session prior to the June 14 regular Council meeting, everyone in attendance agreed that policies, guidelines, or standards should be established regarding the recognition of donors who have made contributions for equipment or facilities in the City's parks. As I mentioned during the meeting, practices varied widely among the cities that responded to our request for • information. Ultimately, it comes down to what a particular community believes is appropriate. There were some common threads among the respondents who did not follow a case -by -case basis: • Review by the Council's advisory commission was required; some used the word "approval ". Especially in smaller communities, City Council approval was the final step in the process. In larger communities, approval or denial by the commission and /or staff director was sufficient for smaller donations. • For contributions like benches, tables, and trees, a small plaque or nameplate would automatically be allowed, with the marker and material approved by the staff director. • For name recognition of larger contributions, the donor must have contributed a substantial amount (typically at least 50 percent) of the cost of the equipment or facility. • The City has no obligation to guarantee to the donors for the ongoing condition of the equipment or facility purchased, and repair or replacement of the recognition plaque, marker, or sign may be the responsibility of the donating party. I have attached the information from the cities of Eagan and Eden Prairie. Eagan has produced the most recent policy around, and appears to have done a good job of synthesizing good practices. It is also flexible to handle a wide range of circumstances. Eden Prairie has had a "gift book" for several years, and it is a good example of how donors can be encouraged to make specific contributions for equipment or facilities that would otherwise go unfunded. �z t PRINTED ON RECYCLED PAPER Park Commission Recognition for Contributions for Facilities or Equipment for City Parks June 15, 2004 Page Two A few issues of appropriateness seem especially sensitive: Sign As mentioned above, nameplates are non - controversial. Larger signs or plaques are appropriate for larger donations, but size is a concern. Some cities limit the signage to 225 square inches (e.g., 15 inches square). By comparison, the Shirley Rice Memorial sign at Manor Park is 600 square inches (15" x 40 "). The sign recognizing of the ongoing support of the American Legion Post for maintenance of the skate park facility at South Shore Community Park is 240 square inches (4" x 60 "). The Legion pledged $1,000 per year for five years and the City agreed to the sign to recognize that commitment. The Commission should also discuss whether and subject to what conditions a memorial monument would be permitted. • Recognition in Public Information Should the facility be listed with the donor's name in the City's publications? • Corporate Recognition Should there be any difference whether the donation is made by a business? For some cities, it doesn't matter they welcome all donors equally. • • Living or Dead ? : In terms of personal names, should their use be allowed only for people who are no longer living? The City's policies /guidelines /standards will clarify up -front what potential contributors can expect as recognition of any gifts they may wish to make. If a contributor sought more grandiose recognition, the Commission and Council could refer to these policies as what is considered appropriate to the community. These policies would apply to any contributor, either directly to the City or through the Shorewood Parks Foundation. It would be an efficient use of time to adapt the Eagan policy to reflect Shorewood's preferences. Any conditions related to the bullet - points above or resulting from Commission discussion would be incorporated in the final document. 0 Message Page 1 of 1 Craig Dawson • From: Beth Wielde Sent: Thursday, June 03, 2004 11:41 AM To: Craig Dawson Subject: FW: [mcma] Significant Gift Recognition Craig- Here is our current Donor Policy and Donor Agreement, per our conversation today. We have set a flexible financial threshold with the policy, stating that it must constitute 5034, + of new projects. It outlines procedure pretty clearly. We also have a donor agreement that delineates the type of recognition that will be given, to have it in �vri.ting so all parties understand what the recognition expectations are. Council seemed quite comfortable with the Donor Policy when they reviewed it this winter. I hope this helps Craig Dawson, and if he has any questions he can contact me, since this one is kind of my baby, with massive credit to Richard Pletcher and the rest of the APrC subcommittee. One thing we are still working on is a gift book for the smaller donations, like trees, park benches, tools and equipment, FF &E, that type of thing. We have a standard recognition for these smaller items, usually under a few hundred dollars, i.e. printing their name in the Discover Us brochure, a letter of thanks from the department, and APrC recognition. There are "big ticket" items in the gift book like water slides or playground structures in the gift book, though. These discretionary "big ticket' items would be subject to the Donor Agreement. Negotiating recognition for these larger items is the Director of Parks and Recreation's responsibility. We are about 90 %, done with the gift book, I just have to polish it up. BETH L- • 6/3/04 SUBJECT TO RECOMMENDATION /APPROVAL: DONOR NAMING POLICY Is Note: Draft has been reviewed by City Attorney. Revised 12 -09 -2003. Recommended for approval by ANC, Januarip 15, 2004 Reviewed by Council at ivorkshop on Januwy 27, 2004. .Approved on Februaril 3, 2004 DONOR NAMING The City of Eagan seeks to recognize donors who wish to support the City's Parks and Recreation department through distinguished effort or substantial financial endowment, by naming facilities in their honor. This policy offers a guideline to determine when such cases are appropriate and which may be better served by a formal recognition by the City Council. For the purposes of this policy, "Substantial Gift" is defined as at least 50% of the estimated cost: (a) of new construction, remodeling, or renov4 ion; (b) of developing a new real property, i.e. park buildings, strictures, real estate, etc; or (c) the replacement of an existing, unnamed facility or landmark that requires substantial renovation at the time of the gift. This policy determines procedures, for a fixed period or indefinitely, for naming of amenities found within Eagan parks. Items under this policy include, but are not limited to, items of personal property such as park structures (pavilions, warming houses, sun shelters, nature center, etc), real estate to be used for parks or open space, sports fields or courts, pools, nature centers, or other large -scale projects as discussed with the Director of Parks and Recreation. RECOGNITION The City of Eagan will consider naming opportunities for outstanding financial contributions toward facilities, specifically those which enable the amenity to be initially built (i.e., without the donation the amenity would not be constructed). The City of Eagan will give special recognition to commemorate long term service to the community or to a distinguished citizen and such recognition is contingent upon Council review and approval. Donors and Donation "Donors" and "Donation" as defined by this policy, means a substantial financial contribution toward the cost of an amenity or project. This is defined above as at least 50% of the total estimated cost. 0 -1- Naming may be in honor of donor or donors, who may be individuals, groups of individuals, or corporations. Naming guidelines detailed in the City of Eagan Parks Naming Policy will apply. (a) The nature of the donation will assist in determining the naming opportunity. (b) Donors or donor representatives must sign a donor agreement that delineates terms of the contribution, unless donor wishes to remain anonymous. (c) An amenity may be named in honor of a Donor that has contributed all or a substantial part (defined by this policy as 50 %) of the full costs relating to its establishment. (d) The option of funding the amenity for life of said amenity is negotiable and would require assurance of sufficient funding. There is no exclusive right to sole naming in cases of expansion or other structural modifications. (e) A plaque, or negotiated signage may be placed on a building, room, or facility to acknowledge a Donor. The design, wording, and location of the plaque require the approval of the City Council. Naming rights carry no power of direction to the City on matters of schedule, design, furnishing, or priority of use. PROPOSALS (a) Any proposal for naming shall be made through a formal submission to the City Administrator and Director of Parks and Recreation. (b) A proposal for naming after a person shall be accompanied by a comprehensive citation. (c) The Advisory Parks Commission (APrC) will examine all formal proposals. The APrC will make a recommendation to Council on proposals. (d) Proposals must have the written approval of the person or corporate representative for whom the naming is to recognize. 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, naming can proceed. PROCEDURE Procedures governing approval of naming proposals are set forth below and may also be supplemented by such operational guidelines as the City of Eagan may adopt from time to time. Exceptions from policy requirements must be authorized by the City Council in advance of completion of the donation. -2- Before Donation: To be considered for naming, donation commitments must come • during the schematic design phase of the project. Schematic design will be overseen by the appropriate departments of the City of Eagan according to established procedure. (a) New construction, substantial renovation, or replacement projects will be considered for naming opportunities. (b) All negotiations for naming rights will be conducted in the first instance by the City Administrator and the Director of Parks and Recreation, under the authorization of City Council. These steps should be followed: Step One: Contact the City of Eagan Parks and Recreation Department to discuss the procedure for donation. This will include a formal proposal submitted to the City Administrator and Director of Parks and Recreation. Step Two: The individual, group, or corporation will present their request to the Advisory Parks Commission. The APrC will then make a recommendation to City Council. Perpetual naming will be at the discretion of the City Council. Step Three: Upon approval by City Council, the Donor Agreement contract will be signed and kept on record with the City of Eagan. . REQUIREMENTS (a) All donations to be considered for naming rights must be approved by City Council. (b) Each donation must be memorialized in a donation agreement approved by the City Council and the donor or their representatives. The agreements shall be executed following final approval of the gift as specified by the City of Eagan. No naming commitments shall be made to donors or other parties before final approval is granted by the City Council. Records of donation agreement will be kept by the City of Eagan. (c) The Director of Parks and Recreation or an appointed staff person is responsible for overseeing compliance with Policy requirements, including completion of consultations and approvals, securing signatures on donation agreements by donor, donor representative, and City of Eagan. (d) The City of Eagan will be responsible for groundbreaking, dedication, or other ceremonies relating to named gifts, when appropriate. -3- (e) Physical recognition of donors such as signs, placards, etc. will be reviewed and approved by City Council before being affixed to the amenity unless already provided for in the existing design guidelines established by the City of Eagan. GENERAL GUIDELINES (a) The name used should normally be the family name, or in the case of a corporate entity, the shortest possible name. Unless Council determines otherwise, a persons or corporations name may be used in naming a City facility only once. (b) Where the name of a corporate entity is used, the period of naming will be limited to the life of the corporate entity. (c) In the event of demolition or deconstruction of a structure, its name or any part of it shall be the subject of fresh recommendations. (d) Naming a building in honor of a person who has given extraordinary distinguished service to the city will not normally be considered until after their substantive formal relationship with the city has ended. (e) The style of naming of structures and facilities should be consistent with the city's visual standards, or adhering to any city ordinances. 0 (f) City Council may rescind a donor's name for just cause. (g) Facilities will not normally be named to honor persons who have no fonnal connection with the City of Eagan unless they are substantial Donors. (h) The City Council will consider the naming of a building in recognition of a corporation which is a benefactor when that corporation: • Provides not less than 50% of the capital cost of the building, or • Supports the City with endowments exceeding a specific dollar amount. TIMING Proposed naming will come at the time of amenity design schematic. Naming may not be allowed after the amenity is operational except by Council review and approval. Method of donor recognition must be agreed upon and formally approved by City Council rip or to signing the donor agreement. • M METHOD OF PAYMENT (a) Donation associated with naming proposals can be made by the donor in cash or appreciated property, through legally binding pledges fulfilled within no more than five (5) years, or by the creation of an endowment. (b) Individual donors may gift a portion of their contribution though an irrevocable trust or a contractual bequest mechanism. (c) The City Council reserves the right to remove a naming opportunity when pledges remain unpaid beyond the agreed upon period. Should this occur, the City Council may consider and/or approve another naming opportunity, or seek another donation of the magnitude that is deemed substantial. revocable (d) Should the donor renege on any payment once the project has commenced and the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and naming rights shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. STEWARDSHIP Stewardship requires that the City of Eagan honor the expectations of donors and abide by gift agreements, including naming provisions. Naming is generally expected to last the lifetime of the building, facility, unit, program, or other endeavor. There may nonetheless be extraordinary circumstances that justify cessation of the use of a name, or "re- naming," such as change in use, substantial renovation, or demolition of an existing building, facility, or part thereof, major programmatic changes, failure of a donor to meet the financial commitment of the donor agreement, or other situations unforeseeable at the time of the original naming. When appropriate and feasible, when a name is retired, some form of continuing recognition should be established. In all cases, the City Council must approve re- naming. • -5- 4to l- _city of eagan DONATION AGREEMENT There is hereby established with the City of Eagan that has agreed to make a charitable donation in the amount of $ (amount) to be used for (brief description). Contact Name: Address: Phone: E -Mail: Project Background: (to be filled in at time of negotiation) PROCEDURES The City of Eagan and donor shall adhere to requirements and procedures detailed in the Donor Policy: • To be considered for naming, proposals must be submitted during the schematic design process. New construction, substantial renovation, or replacement projects will be considered for naming opportunities. • Step One: Contact with the City of Eagan Director of Parks and Recreation and City Administrator to negotiate terms of the donation. • Step Two: Presentation of proposal to the Advisory Parks Commission and City Council. Naming will be at the discretion of City Council. • Step Three: Upon approval, Donor Agreement will be signed and kept on record with the City of Eagan. Naming rights carry no power of direction to the City of Eagan on matters of schedule, design, furnishing, or priority of use. USES AND PURPOSES Project Intent: (filled in at time of negotiation) Method of Payment: (filled in at time of negotiation) Method of Recognition: (filled in at time of negotiation) +11 The uses and expenditures of these funds shall be consistent with the City of Eagan policies and ordinances. The funds shall be administered by the Director of Parks and Recreation or his /her designee. Should the donor renege on any payment once the project has commenced and the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and naming rights shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. dated this day of 20 Donor or Donor Representative City of Eagan Director of Parks and Recreation dated this day of 20 dated this day of 20 City Administrator, City of Eagan Mayor, City of Eagan dated this day of , 20__ • 0 Donor Bill of Rights As accepted by the American Association of Fundraising Council (AAFRQ) PHILANTHROPY is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not - for - profit organizations and causes they are asked to support, we declare that all donors have these rights: 1. To be informed of the organizations mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes. 2. To be informed of the identity of those serving on the organizations governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities. 3. To have access to the organizations most recent financial statements. 4. To be assured their gifts will be used for the purposes for which they were given. 5. To receive appropriate acknowledgement and recognition. 6. To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law. 7. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature. 8. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors. 9. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share. 10. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers. DONOR BILL OF RIGHTS DEVELOPED BY American Association of Fundraising Counsel (AAFRC) Association for Healthcare Philanthropy (AHP) Council for Advancement and Support of Education (CASE) Association of Fundraising Professionals (AFP) ENDORSED BY (In Formation) Independent Sector National Catholic Development Conference (NCDC) National Committee on Planned Giving (NCPG) National Council for Resource Development (NCRD) United Way of America • http://www.aafrc.org/choose—counseUdonor.htnil +j 0 CITY OF EAGAN VISION STATEMENT City Council 2003: Patrick Geagan, Mayor Peggy Carlson Meg Tilley Cyndee Fields Mike Maguire VIEW OF MISSION The City of Eagan exists to serve the needs and interests of its present and future citizens by providing duality public services, personal and property protection, a healthy environment, a stable tax base, attractive amenities, a sense of community and ethical representation. The City will endeavor to reflect community values in an effective, responsible, efficient and visionary manner. VIEW OF CONSTITUENTS 'The City of Eagan considers everyone with whom it interacts as a constituent and as a customer. First and foremost among these customers are its citizens. To serve its customers. -1 City is committed to equal representation, personal dignity, the value of diverse opinions, democratic participation and the i:inportance of honest feedback. In its interactions with citizens and all other constituents, the City of Fagan is committed to the qualities of fairness, openness and responsiveness. Quality customer service wvi11 be central to all interactions with the City. VIEW OF SERVICE DELIVERY The City of Eagan is committed to being responsive in meeting the needs of the community within the fiscal parameters the community will support. Services will. be provided effectively and efficiently for the quality and level of service desired by the public through the employment of highly-qualified, creative, dedicated employees and the application of the highest standards of responsible fiscal management. VIEW OF QUALITY OF LIFE The City of Eagan encourages the maintenance and enhancement of all aspects of its quality of life. This includes its commitment to economic opportunity, educational excellence, efficient service delivery, environmental integrity, recreational variety, attractive neighborhoods and community pride. VIEW OF THE ENVIRONMENT The City of Eagan will proactively protect its natural environment. The land, water and air, as well as the things which live in them and on them, are important assets to be preserved and enhanced for our own enjoyment and well - being and that of future generations. The City's role with respect to the envi.rornnent shall be that of active steward and conservator. Pollution, abuse of the environment and unnecessary modifications of the environment will be opposed. The City, collectively and individually, will endeavor to maintain the environment, mitigate impacts on it and enhance it to the extent possible. VIEW OF DEVELOPMENT The City of Eagan is committed to cncouracfing and fostering orderly, high - duality development and redevelopment. The City will maintain a balanced variety of housing types, diversity of commercial and industrial development and effective integration of land use types. Eagan is planned to be a fully developed city in the future; and efforts will be made to effect that growth in a rational, deliberate manner in the best interests of all residents, both present and future. The City will maintain its standards while recognizing the need to be sufficiently flexible and creative to permit duality development to occur. VIE1V OF ECONOMIC VITAI %:ITY 'IIlne City of Eagan recognizes the need to foster an attractive and desirable business environment in order to ensure employment opportunities for its citizens, a strong tax base, retail services for its citizens and economic opportunities for entrepreneurs. The City of Eagan will encourage the formation of head of household jobs, clean industries, economic diversity, commercial stability and effective relationships with the regional, state, national and international economies. VIEW OF ROLE, IN THE REGION AND STATE The City of Eagan recognizes the importance and value of intercommunity and intergovemmental. relationships in the advancement of the interests of its constitue.ats. In. this regard, the City is committed to active participation in activities and organizations which further these interests. The City is further committed to balancing its interests with the needs of the region and the state and will conduct its affairs in a manner that recogriizes the interests of its neighbors. VIEW OF IMAGE The City of Eagan will encourage community identity and connnunity and neighborhood pride by fostering an image of quality in its built environment and excellence �in its services and annenities. VIEW OF THE FUTURE The City of Eagan recognizes that its future is shaped by the decisions made today. It is also bounded by current circumstances and their dynamics over time. While growth and economic vitality continue, services must continually adapt over time to meet the changing needs of a diverse population, technological change and a global, service- based economy. To meet these needs, the City must plan with vision, encourage balanced services and welcome orderly change. • Jun, 4, 2004 8:12AN1 ep parks & rec 0 No, 0969 P. 1 City Center Phone: (952) 449 -8300 8080 Mitchell Road Fax: (952) 949 -5390 Ed en Prairie, MN 55344 -4485 TDD: (9 52) 449 -8399 Praiiiep Fax Transmission 0 • Date: June 4, 2004 From: Stuart A. Fox, Manager of Parks and Natural Resources To: ' Twila Grout, City of Shorewood Departmen Parks & Recreation Services Fax #: 952- 474 -0128 Office phone: 952- 449 -8445 Pages: 12 including cover Office fax ,: 952 -949 -84$0 Message Twila here is some older information about the City of Eden Prairie gift program that we used to distribute. The majority of gifts have been for special events such as our e of July celebration (ranging from $1,000 to $10,000) and a few other special activities. There have been other large donations for the purchase of the Zamboni's ($40,000) at the Community Center and a $140,000 (40% funding of the total cost) for a restroom, storage and concession building at Miller Park. The most common park gift is for the planting of trees or the purchase of a park bench. This donation amounts are $250. The only time we place a plaque is when a memorial bench is purchased and a small 11/2 by 4 inch plaque is attached to the back face of the bench. We have avoided markers and plaques for trees because they are subject to damage from maintelzazzee work. Call me if you have additional questions. Jun. 4. 2004 8,12AM ep parks & rec No. 0964 P. 3, TAUS A.RH FOP, MQPU .. ..a ... a �:w.a..:.a..aw....w..a...a. x...,., � L uc�rloN ............... . : « .. ,...1......... «:- x- : «..��..� F Af!FFTT IES ! ,.............a . wa aaaa.aa awawwwlww «+x«.w ex..a« x e.xar.axl!« ' f 1 1Gl/G1<1iW • .... ........wwaawaaa .a aa.ea ««r.x.««x x .a«..ax. x 7..w-•e - Yom SCHora ?PS . -. __... ww..w....aw....«...wa:w...a: ..:«a...w 5 ° PARKS . .....w L VoLM' ' mz p or��un� r :,.:..x.,x,,,,.:� .. .l :...... -a 7 CD G�II`�`ION PROGRAM •-- �... { «ww.a«. w.a.M. «: «ww..S D ONOR OPPOR'T'UNITY FO . w.«. a,...«.:..« a«. w..«» . «:»w...»..;....x:.x,. ». «...... MAC W A IX RHNa , aW:... ........ aw..« awaw. aaw ..a........awaw.a «. «........10 Jun. 4. 2004 8:120 ep parks & rec No, 0969 P. 4 f l .. • � Eden Prairie's park and recreation system represents the foresight of bur. predecessors, who purchased and designated land future leisure use. .Much of the finest lakeshpre and 'cieek valley property in the.City has' ' been preserved for all to enjoy. More than 1,100 acres cif wooded and scenic terrain �1us'600 acres'of developed parkland are included in the Bark and. . "open space .system,, • . - _ - " ' We inherit this .public trust and' are responsible for the parkland and facilities - so future generations may continue to enjoy these treasured legacies. With your support, we can carry vn the fine tradition set forth by previous Eden Prairie leaders by enhancing the developtnent'of of tho finest park ' - systems in: Minnesota. Excellence Through 'Gtv lig provides individuals, service organizations and corporations with a wide variety of opportunities= to make a commitment _ to �denPrairie parks, facilities and pr+ grgms: volunteer hour, every. - dollar contributed and all fhe'inany services provided t- irou this catalog -, improve - the . park and recreations system,• making Eden' Prairie a better place for everyone — now and in the future. Robert A. L - Director of Parks, recreation & Natural Resources Jun. 4 2004 8:13AM ep parks & rec `__ . �_.__.__._.__�Jo.0969 —._ 5___ E'xC., L •L E- , T H G , I VA iT _. residents and businesses . the City provide an 'idea book" that they ,den:Frairie have always :supported tlieir.park could share with their member's to generate stem, However, in our fast growing ' ides for giving: community, acquisition of.netty parkland has had priority over the development f Excellence 2wrogkh iv tig offers a cro ss existing parks. -Many srvice organizations section of . tai- deductible gift suggestions to _ and individuals have often, asked wha'f they etxable individuals, service organizations and can do to i'taprove:amenities within the` corporations the opportunity to finatice a , . — park system: _ program or facility, of their.choice. Through this special catalog, you y , mal�e,a personal Some of the - finest facilities within our park , . cont ri bution by fi entire of par - system have been provided,through generous tial cost of a catalog.item or by volunteering donations from Eden Prairie service, Qrganiza your time and talenxs. Let your gift be a tions. Several bf these groups have s- uggested.. er son 'I lega y to Ede Prairies future. Jug, 4. 2004 8:13AIM e parks & rec No, 0969 P. 6 hildren and adults alike discover the O'T DOOR . .' . agical world of water through the . C� I bm munity Cent er's swim lesson Programs, ti 12-15 l� Ser tars; user! model it presentable ` condition and roadworthy is acceptable $5,000 In addition to lessons, .mere than 1.36,000 ood rtainss o hang from 1 ' 0 80 people used the pool for recreation, last year. • Snowshoes Another. 125 000 laced u to skate on toe . p wood ruutex tool fo wood signs Smal power tools far wood shop, S O facility's ice rims, while more than 6,000 iacluciiisg cordless drill, grinding whee r `v, etc.; Used items acce tab 50 natu v rs Visited Staring La ke 's Outdoor f Center. Offer well =tt�ed cornmurilty fa.aties . - - incl e the Senior Center and the Staring SEWR G»tTl~R Lake hitheatre.' - Ceramics kiln Han& tools, worfc ben6hes, small $2,000 mower tls,to aotii plete workshop Bunn `Q',JVMatic with hot water hookup 1,500 865 - Ogghead projector Sewing inatl* 400 400 Treadmill - $2,040 Nordic Track 1,899 ' -' Enclosed bulletin board for lobby 1,000 Enclosed bulletin board For new arena 1,400 "I'�iT�ING LA.Kl; WHITHRATRI - ' `- Popeoin r4achine 900 Portable sound system 740 - Traveler curtain tleetric kay and syrsthasizer 52,000 1,500 ' R*ngmachitse' 699 Cotton candy machine - ¢00 l ?Ioodligl #s Follow Tpooth is (2) . 1,000 .1,000 each 1,000 each Hot dogwarmer 50Q Snp -Koze machine. 400 S* soisrx3 system (2) Xylophone 1 800 t - 19" calor set for training and ' Cu tarn for backdrop 600 - meeting room use 400. Video cassette recorder for=' et=' room use- 400 Mirrors for makeuprarea Road C 600 - 500, y . - 80" x V laAainated folding tables () 85 each - Portable coat racks (2) 75 each • Bass drani aid stand ^Miscellaneous drum gquipment r ` : 500 • - Orange f2 =15" cones for rinks 0 dozen) d0 ` Banhers to hang from theatre 400 200 22" stacking chairs (12) 20 each . - Curtains ar partiuon for tiressitxg area Speaker stands (4) . 100 each 3 r- Jun. 4, 2004 8:14AM ep parks & rec No.0969 P. 7 f - . 0 R A, : ' tam art to Zamb"s, the park and recrea- AraAwl'rv� 1 ti system offers 'a wide variety of classes Accessible van $36 :OOU z , ..... Count Me In''puppet package 8'S00 anel p rograms for people of ages. o whether Adjustable'basicetW11 hoop -299 your interests lie indoors or out, from Gershwin M ulti ai charger /200 to figure skating, there's a program for you., ,4erosl" gg, port able and adaptable'swing 184 ' Earth baA - _ 150 Activity tray 140 - REMATION ~ Safe$ockey 2 140 - Indoor batt ages'(2) 51,5.ofl ';� Institutional Bingo sat Pitching machines () 1,504 Puff poI'' 100 Basketball f a%x on portable star)ds '(2) 1,000 Paddle /tenpis games padding for frames 240 r Head floats for'adaptive swim lessons 90 Archery egisiprcienE 1,440 Big lied Button 8.0 Bats baseballs, softballs and helmets 800 Neckloop T-coil ctfupler 47 - gojnets, incictcling frames•, mats and balls'. 800. Big Bounce ' 40 Air hockey table 700 Dycem'pad , . a5 Table soccar 500 Bean bag ehair' .30 Indoor soccer goals, free standing (2) 5:00 Tennis racquets (12) 20 each Badminton equipmurrt 4f}0 Lightweight headphones 18 Indoor tennis tiet .400' Rechargeable batterkes 17' , Broomball equipment for ice arena ° ' 250 T -AaMle one - handed scissors (2) 16 each Floor hockey equipment A Dual loop training scissors {$) I0 each Volleyball equipment 175 Small IQOp-ta -loop scissors (6) 9 each .AQUAnC ; Pool itlE tables $�00 -8;000 Video.. 1,500 — 1 kusci Anne - 500 r Resusci. jr. 540 .3Q0 Ilesum Baby �; Poch basketball hoQp 500. Rniergenrt_cc�y+ telephone (poQI). 0 Water.palo eclat mesa �0 pp 4011 ..... Watervalleyballequipment _. Aqua loggers (5) �0 eats Jun, 4. 2004 8.14AM e parks & rec No, 0969 P. 8 - The Parks; Recreation & Natural Resources Since its inception, the program has t Department strives to make its programs and required additional annually as it classes available to all Eden Prairie youths.. continu to serve more children each year. To accomplish this, a Ybath Scholarship In 1993, allocated funds were almost Program was established in 1988 to help completaly distributed by the end of May, families in'need of financial assistance. with 93 scholarships awarded to 51 Eden ;. Prairie youths. After.meeting eligibility guidelines, scholar- ship recipients may attend one session of You can help ease the financial burden SWUT =g lessons per season free of charge facing some families in our community b and receive .S50'worth of p rograms.during donating money to, the. Youth' Sc'holairFhip one calendaf groan. Program. 1993 `HOLA 5HIPDIMI_BTI` ON Pro;dwol Pla yground - Yaufk &iseball Karaie $48 Activri}t -Gump x100 Afternoon Playground ,100 A fteinoon Advjnivres x . $114 . Gytnnastii5 - $140 ' swimming � bliscellaneot�s.Clas�es Wo? _ Youtk Trips , Skating $230 Jun, 4. 2004. 8:14AM ep parks & rec No 0969 P. 9. T hp secrets out We're not the ones wlio know. Eden Prairie is a great place ` to live. ' FabWous daces td,U§e Your Family" ranks our city as one 'of the best communities in the country According to the authors, "In Eden Prairie, the parks and preserves art vast and beautiful, offering everything from bike trails to beaches." , GMMA PARK NEEbs . Picnic shelters for community parks $20D,000, 14OM WARD PTiLLS PARK Play structure'Eor community parks 00,0 Do ' Play structure for nei 'hborhood parks.. 20,000 Sun for neighrhaod parks 15,000.. Slide ro ector, • : G� y naerie equipment :: $450 200 -400 - shelters Pla structure for mini parks 10,000 Wildlife viewing bliAd f& conservation parks 5,000 Microwave oven Video cassette recorder . Sma11 iefri erator Soo 250 250. Fitness station . . 8]OQ0 Small self sound system 1,500..: Storage cabinet for VCR and 7V antic mats 200 200 lnformatiorrklosks 1,000.' .' •. Park benches {fancy 6 Ion 800 each - Pei'manerit picnic concrete tables 800 each PARK _ Bike rack (large) 700 . Swing ' _Tv=IrR Scoreboards (8) - $2,000 each set .7Q0 . Hand -hod sound system 600 � , . S pp ' .animal . play equipment ' 600. 450 ROUND � . A M PARK _ Diggers playequtpmern Vinypicnic l clad pi tables 400 0-each •Fountain (cost will vary with designs . Gazebo (shelter) $8,0,000 - Biks rack (small) 350 Park benches (standard; E tong . 300 each , _ {cost will vary with design) _'ruts court viewing area. 60,000 56,000 Pedestal mounted barbecue grill = ' 300 Trees (deciduous, omamental and eve een) 250 each Scoreboa s { Sailboats 2,000 each. 2,2.00 each - Pedestal- mounted barbecue grill (small 150 Tulips and daffodils 50 ppe�rr100 3�ltoot Paddleboats f (2) Water kayaks (4 }. Wa 400 each - 2 00 each ADA rubber tiles layground surface) boardwalks 20 /foot eserveTB (25) oars 15-25 each Wetland Boat (10 pairs) 1545 6 h Jur,. 4. 2004 8:18AM ep parks & rep No. 0969 P. 10 . and electnt s s Lend�a hand at Cummins -Grill ljorneste�d ` ._events . + Harvest your gardening talents .whil.e restoring the Cummins -Grill Homestead peony garden, originally planted in the Carly 1924 . U ,•: bile donations' of money' Qf equipment l • + Here are a few st gg"flons: ' are welcome, the gift of time can't be • 'Distribute usher at the Staring f measured i.h dollars and cents, Volultteer In' Lake Amphitheatre Concert Series vsir.Rarks was established ta- encourage and • Collect trash throughout the park system .support theefforts of-volutteers who devote + patrol and maintain existing trails their time talents tb Eden Prairie ' + Remove brush, debris and trash from . t ` . Bem �a VjX. can zneati s " endin ��as little as . $ _ l'. g . Purgatory Creek - Build a - trail . gazebo at the end of Purgatory t vo assisting'stsff during an.Easter Trail Egg Hint, or it.can mean leh8 a ha' by • - Assist :with mass mailing and distribution _ building new segments to expand the walk/ of program - 0yers _ bike trail r etwork. your "green + Write Arid assemble basiq guidebooks for ' tliu perform seasonal weeding and outdoor activities transpla nting of-plants' and .f owers • Assist with adaptive programs out the park•system. Let your, creative side Volunteer for the Senior Transp - shine through and design displays for outdoor Program - kiosks: The,possibiliiies, are, a� endless .as your •' Restore the Cummins -gill Homestead.. talents azid imaginatorr. _ by using yo masonry, painting and electnt s s Lend�a hand at Cummins -Grill ljorneste�d ` ._events . + Harvest your gardening talents .whil.e restoring the Cummins -Grill Homestead peony garden, originally planted in the Carly 1924 . Jun. 4, 2004 8 :15AM ep parks & rec No, 0900 P. 11 I A P P R - E-4 C LA N- - _ "No Persan ±pus ever honored for what he be awarded for program izivalvernent an revived. Honor has been the reward for large scale. what he .go've. l — Calvin Coolidge Mounted #,eutes,o f A eciati ' a be presented for financial.ovnttibutions of 16 Maur interest is impgrtant "to us, Thank $I,O04- $x# service that sigi�ihcantly x . you for reviewing Excellence �"hrc wu h ' benefits the corizmunity ©i otststariding , •, Gtpxng. If y94 choose to donate a selected � achievement, that benefits or ". optribute's itei n' complete the Donor Opportunity Form, to the cor4munity., found ari the following page, and send it to - the. Gift Book Coordinator,. or call W-84k. : A Luer -Grit P't44e* t�ih suitahle engraving ` Additional ideas for giving are welcome and VAII be .g en to hoi�oz £inancaal contributions maybe discussed with `the.coardinator of more' than $5,000 or far ctutstariding one tune contri butions. All tlonatians will be recognized through a - fve- level, City - endorsed program:. Ft r'those deserving sp&W Tecognition, a Ivey. to the City, will be presented. . - A Tlianh YQn Letter, will be sent for mQn- , An, order to avoid - etary contributions c6ft icts.of rest, of less than $1,000. the City of Eden . .. reserVes the Unmotinted right to review all . Otti flPztes o f donation. rec juests- ° aiat'i'on or Farticipgticrn will _ V _Jun" 4. 2004- $: 15AML - ep parks & rec - - - - -. No. 0969 P. 12 D o N R P P OR T' T_N IT Y 0 R M Ike would like to �nake e l o46i s ng.contributio Qua ity 1�es riptia s LTteit 'Pri Toti�l Prig O'Check is encldsed. 0 Thank"y ; _but Ilwe wM riot be able to male a contribution, at this'time.. - . !7 I'lease'contact me /t�s. ,• . _ - • . ' Flease'm a4 ,c4e&s payaijle to City 9f. Eden Rxairie. Su iriif Maur contrib t oh'and donor opportunity form to. Gi fr Book fbordinatar 00 of Eden Prairie 8086 At hell Road Eden Prairie, MN 5534.4 a� I & July 10, 2004 To: Park Commissioners, Larry Brown, and Boyd Bailey From: Sue Davis, Howard Young Re: Summary of Meeting with Frank Molek, Director of Development & Communications, Minnesota Landscape Arboretum, July 9, 2004 We were treated to hospitality and information beyond my expectations. We met with him on the Morgan Terrace (see thought on "naming" at the end) for coffee and muffins for an hour followed by another hour touring the gardens, looking at various projects, discussing their funding, maintenance level and signage. I am a tour guide at the Arb and have heard him speak to our classes many times and always found him to be informative and entertaining, and indeed, we were not disappointed. It was very interesting and fun. Following are my notes; format will vary depending on how fast I am thinking and typing, so please excuse. Howard can fill in where I have missed something. And realistically, this entire topic might be more appropriate for a work session. is We explained briefly our current situation. First, we have a project for which our foundation has solicited immediate support and we have a group of donors who wish to build this project in memory of their friend. Second, we have other needs, including a very large project on the horizon, for which funds must be secured. It was time to formulate a policy for soliciting and directing gifts, as we had none. The fact that we already have a non- profit organization already set up to accept the funds answered his first question. Issues we touched on included, but were not limited to: Directing or redirecting the "gift" Setting the standards for recognition marking and signage Developing policies and procedures for soliciting future donations Assembling the "needs" list Parameters of what is acceptable Maintenance Support is of two types Donative intent (to help the institution or to honor a person) • Corporate sponsorship (marketing, community investment) Approach and signage are different for each • Endowment: Funding opportunities are in two areas New project, includes the construction and the maintenance components as well as a possible naming component Existing project, includes refurbishing and maintaining an existing entity as well as possible naming component We have to maintain it as part of the system or collection -the more grand it is the more maintenance it requires The donor wants us to maintain it (nothing worse than to see your garden or picnic area shabby and worn 3 or 4 years down the road) It wants to be maintained (kept clean, trash containers emptied, plantings maintained or replaced, etc) The arboretum invests 5% of the gift (5% being the average return on their investments) for the maintenance in perpetuity of the garden or property. The ingredients of the endowment include labor, plant replacement, repair, signage repair or replacement, etc. Frank called this the science of the endowment. They also have an endowment "tariff" based on the size, prominence or market placement of the property and he referred to this as the art of the endowment. • The Gift Itself He impressed upon us that these things take time. The fact that our project was so readily embraced by a group for funding is not the norm and we are lucky. When people or organizations come forward (whether on their own or through a campaign) it may take months to establish their capacity and interests. Once a potential donor has been identified and they prepare a "menu" of suggestions for them, listing 3 to 5 possibilities with a brief description of the garden, its purpose & vision and a dollar amount to do what the donor would like. They maintain an encyclopedia of wants and needs, naming opportunities (gardens with no endowments) and new things they want to do that are not in the budget. The encyclopedia includes the dollar amount for the various funding needs. is Signage: Honorific or Interpretive Honorific (Constructed & given by with a short quote or thought), they use a bronze plaque set into an appropriately sized boulder), not prominent, discreetly centered and easy to find /read but not the center of attention Interpretive (Message, thought, teachable moment), different look but same family Set up standards: size of plaque, font, preferred language, material, positioning (conformity, space), "fit" with existing signage, "green" considerations Maintain right of final approval, provide examples of wording that is acceptable as well as a selection of quotes or phrases for the "thought" Naming and/or Naming Rights The NAME on the plaque is not as important is that the gift has given the community. The Morgan Terrace is an example of this. Only the employees of the Arboretum and the tour guides know about the Morgan Terrace, and while it is part of our tour, most people don't care. To everyone else, it is the terrace or the patio. John Morgan was the original fundraiser for the Arboretum under Dr. Snyder. He single handedly raised the $1.5 million to build that building (The Leon C. Snyder Education and Research Building, or the main building) and thus the terrace was named for him. Lost in history but of immeasurable value to the organization. •