ITEM NO. 16.
Title: Adoption of Assets on Town Owned Property
Page:
3 of 4
Policy Number:
X-xx
Plaques: A bronze dedication plaque with a personalized inscription will be mounted on or near each adopted asset. The standard dedication plaque dimensions are determined by the Director. Sentiment on the plaque shall be one of the following, selected by the donor:
The Town of Los Gatos recognizes and appreciates ________ (Donor Name) for their donation of this _____(type of asset) in memory of ________ (Honoree Name).
The Town recognizes and appreciates ________ (Name) for their donation of this ____ (type of asset).
The Town recognizes and appreciates the donation of this ___ (type of asset) in memory of ________ (Name).
In memory of ________ (Name).(Recommended for longer names) Upon installation, all assets and plaques will become the property of the Town of Los Gatos and will be maintained by the Parks and Public Works Department. The donor does not have any claim to ownership of the donated asset or the plaque.
Term of Dedication: The asset dedication will have a term of 10 years with 10-year renewal options. Should the original applicant decline to rededicate the asset or fail to notify the Department of Parks and Public Works of an intent to rededicate an existing asset within 60 days of the expiration date of the original 10-year term, the applicant will be contacted to pick up the commemorative plaque from the Town. The retired asset will not be available to the applicant and will be reused or recycled, or it will remain in service and be eligible for adoption by a new applicant.
It is the responsibility of the applicant or their designated representative to retrieve the removed plaque within 60 days after the end of the agreement.
Maintenance: During the adoption term, the Department of Parks and Public Works will provide the following routine maintenance of the asset as required based on the type of asset: Wash the donated item as needed; remove minor graffiti; replace broken or splintered boards; mow turf or remove weed growth as necessary; resurface and reseal as determined necessary by maintenance staff; touch up paint; prune as needed as determined necessary by maintenance staff; and make reasonable attempts to water trees during the establishment period (first 3 years). The Department will be under no obligation to repair or replace any donation item that has been damaged beyond reasonable repair, in the sole opinion of the Department. The Department will be under no obligation to replace vandalized, defaced, weathered, or stolen recognition plaques.
If Donor so elects, Donor is responsible for repairing or replacing a donation that has been damaged beyond reasonable repair during its life expectancy and/or replacing
ITEM NO. 16.
Title: Adoption of Assets on Town Owned Property
Page:
4 of 4
Policy Number:
X-xx
vandalized, defaced, weathered, or stolen recognition plaques. If the donor elects to fund the replacement of the adopted asset, the 10-year term of the adoption shall start again.
Fee:. The fee for the installation and maintenance of each asset for the 10-year adoption period shall be set by the Town Council through the Fee Schedule located here: https://www.losgatosca.gov/1252/Comprehensive-Fee-Schedule. The fee shall include all costs for procurement and installation of the asset and associated plaque, including concrete pads and footings (if required), material costs of the asset and plaque, and staff time to procure and install the asset, plus 10-year sponsorship of the donated asset. Additional ten-year terms can be acquired for a renewal fee as set by the Town Council at the expiration of the first ten-year agreement. Costs will adjust annually. No refunds will be given for payments made.
Approval Process: The applicant must submit an application to the Town’s Parks and Public Works Department. Applications are processed on January 1st and July 1st of each year.
Applications received between those times will be held for batch processing on the dates noted. The Director will review and approve or deny the proposed adoption and plaque.
Town staff will order the asset and plaque and perform the installation.
APPROVED AS TO FORM:
Gabrielle Whelan, Town Attorney
ITEM NO. 16.