Title
Workshop to Review and Provide Comments on Banner Policy Update, New Proposed Policies for Park Amenity Donations and Park Storage Units.
Body
To: Honorable Chair and Members of the Recreation and Park Commission
From: Justin Long, Recreation and Parks Director
BACKGROUND
Alameda Recreation and Parks Department (ARPD) has various policies and procedures to administer the placement of banners at various park locations, the donation of park amenities, and a practice of allowing user groups to place storage units of various sizes in our parks.
DISCUSSION
There are three policies for review and comment, the Banner Policy, Park Amenity Donation Policy, and proposed Storage Unit Policy in parks.
The Banner Policy (Exhibit 1) identifies the process for Alameda non-profit organizations to place banners at specific locations in various parks throughout the city. ARPD receives many requests for banners annually. Please see (Exhibit 2) for proposed changes to the existing policy. The main changes reduce the banner display period from 60 days to 30 days and add additional locations at Leydecker Park and Longfellow Park.
ARPD has an existing Memorial Bench and Picnic Table Donation procedure (Exhibit 3) but does not have a policy to provide clarity for community members who participate in the program. ARPD is proposing developing a policy with the following:
Eligibility & Requirements
• Individuals, families, or organizations may apply to donate memorial amenities.
• Applicants must submit a Memorial Amenity Request Form that includes:
o Proposed plaque inscription
o Preferred park or location
o Amenity type (if applicable)
o Donor contact information
Locations & Availability
• Applicants may request preferred parks or sites, but final placement is determined by the Parks Division.
• Placement decisions consider:
o Safety, accessibility, and ADA compliance
o Park master plans and spatial limitations
o Maintenance and operational needs
o Aesthetic consistency and prevention of overcrowding
• Amenity locations must not interfere with normal park use, maintenance operations, or the recreational purpose of the area.
• Some parks may have limited or no available amenity sites; staff will suggest alternative locations as needed.
• The Parks Division may maintain a map or inventory of available amenity locations.
• Applicants will coordinate with City staff to finalize an appropriate amenity location.
• The City may remove amenities that are damaged beyond repair and is not liable for vandalism or damage caused by third parties.
Donation Terms & Costs
• Donors are responsible for all costs associated with the memorial amenity, including:
o Amenity purchase, delivery, and installation
o Site preparation (e.g., concrete pad if required)
o Plaque fabrication, with installation performed by City staff
• Costs vary depending on amenity type, materials, site conditions, and whether a new or refurbished amenity is used.
• Payment must be received before the amenity and plaque are ordered and installed.
Term / Duration
• The standard dedication period is 10 years or the useful life of the amenity, whichever occurs first.
• Existing amenities are grandfathered for a 10-year period beginning on the date this policy is approved.
• After the dedication period expires:
o Donors may renew the dedication at the current rate.
o If the donor cannot be contacted or chooses not to renew, the amenity may be re-dedicated or removed at the City’s discretion.
• If an amenity becomes unsafe, severely damaged, or repeatedly vandalized within the 10-year term, the City may:
o Remove or replace the amenity if feasible, or
o Relocate it to another site or park if frequent vandalism occurs.
Plaques
• Plaques must be professionally engraved and made from durable, weather-resistant materials (e.g., bronze, stainless steel).
• Plaques must follow the City’s standard size (9 7/8” x 1 7/8” x 1/4” thick) and be installed using City-approved mounting methods.
• Wording must be respectful and appropriate; the City may request edits or deny inscriptions that do not meet policy standards.
• The City does not guarantee plaque permanence; donors are responsible for replacement costs if a plaque is lost or damaged.
• Donors must provide the plaque within 6 months of approval.
Inscription Rules
• Inscriptions must be respectful, concise, and appropriate for a commemorative setting.
• Messages may include a brief dedication such as “In Memory of…,” “In Loving Memory of…,” or “Dedicated to…,” and may include the date of dedication.
• Inscriptions must not include political, commercial, or religious content.
• Text must fit within the approved character limit based on the plaque size.
Maintenance & Removal
• The City will maintain the amenity during the dedication term, including cleaning, painting, repairs, and safety inspections.
• Amenities are subject to wear, weathering, and natural imperfections; reasonable repairs will be made, but perfect condition cannot be guaranteed.
• The City reserves the right to relocate amenities due to park redesigns, infrastructure projects, or safety concerns, and to retire benches that have reached the end of their useful life.
Application & Timeline
• Submit Application: Donor completes the Memorial Amenity Request Form, including proposed text, preferred park, and contact information.
• Review & Approval: City staff reviews the application for appropriateness, compliance, and site availability.
• Payment & Ordering: Upon approval, the donor submits payment and the amenity and plaque are ordered (if applicable).
• Installation: Installation is scheduled based on seasonal constraints, staff availability, and delivery times.
The typical timeline from payment to installation is 8-16 weeks, depending on supply and weather conditions.
Approval Process
• Once the request is submitted, City staff will meet with the applicant to review and discuss potential amenity locations.
• The City will then approve or deny the proposed amenity location and plaque wording.
• Upon approval, City staff will complete the installation.
Renewal or Termination
• Donors will be contacted before the end of the 10-year dedication term regarding renewal option.
• Renewal Option: amenity is in good condition, and a 10-year term can be renewed for $1,000 for ongoing maintenance.
• If the donor cannot be reached or chooses not to renew, the City may re-dedicate the amenity to another honoree or remove it and repurpose the site.
Additional Considerations
• Amenity must not obstruct walkways, sightlines, or accessibility routes.
• All installations must comply with ADA and safety standards.
• City staff will coordinate plaque delivery, installation, and mounting methods.
ARPD allows user groups who rent our facilities to place storage units of various sizes in our parks to support their programs. ARPD has no policy in place to guide user groups related to duration, condition, and who is responsible for removal if a group is no longer utilizing our facilities. Staff prepared a draft policy for review (Exhibit 4).
ARPD will return to the Recreation and Parks Commission in spring of 2026 with revised policy drafts incorporating comments and feedback received from commissioners.
FINANCIAL IMPACT
This item is for review and has no financial impact.
RECOMMENDATION
Workshop to Review and Provide Comments on Banner Policy Update, New Proposed Policies for Park Amenity Donations and Park Storage Units.
Respectfully submitted,
Justin Long, Recreation and Parks Director
Exhibits:
1. Banner Policy
2. Banner Policy Revised
3. Memorial Bench and Picnic Table Donation Form
4. Storage Unit Policy