Item No. i7
AGENDA REPORT
DATE: July 28, 2025
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services3C- i \"43 SUBJECT: Memorial Dedication Policy
RECOMMENDATION:
That the City Council review and approve a Memorial Dedication Policy.
BACKGROUND/DISCUSSION:
On April 23, 2025, City staff presented the Memorial Dedication Policy for the Park and Recreation Commission's (Commission) consideration. Feedback provided by the Commission was gathered and incorporated into the policy and presented to the Commission on May 28, 2025. After further review, the Commission requested additional changes to the document, which was then presented for final review at the June 25, 2025 Commission Meeting. The Commission approved moving the item forward to City Council for review and approval.
The proposed Memorial Dedication Policy outlines the Memorial Bench and Tree Dedication Program, providing a comprehensive overview of its offerings and the guidelines associated with memorializing loved ones within the City of Yucaipa's public spaces. This program aims to enhance the community's parks while allowing people to honor the memory of individuals who lived in the City of Yucaipa.
FISCAL IMPACT:
The recommendation does not result in a fiscal impact.
Attachments:
1. Memorial Dedication Policy
Approved by:
ATTACHMENT 1
City of Yucaipa
Memorial Dedication Policy (Policy)
This Policy is to provide people with an opportunity to recognize someone who resided in Yucaipa for a minimum of one year by purchasing a memorial bench or tree.
Memorial Bench Dedications
Memorial Bench Sponsorship (Existing Bench):
• Cost will vary based on market rate. The cost to customers will include:
o Procurement and installation of a plaque/plate.
o One plaque replacement during the 10-year period if necessary. o CSD User Fee for staff time.
• The cost covers a 10-year sponsorship of an existing bench.
Memorial Bench Purchase (New Bench Installation):
• Cost will vary based on market rate. The cost to customers will include:
o Concrete footing or pad installation.
o Procurement and installation of the bench and plaque/plate. o CSD User Fee for staff time.
o One plaque replacement during the 10-year period if necessary. • New bench installation is subject to availability within the City of Yucaipa's Public Bench Program, and placement is based on approved locations and ADA (American Disabilities Act) compliance.
• The cost covers a 10-year sponsorship of a new bench.
General Guidelines for Memorial Benches:
• Donor Recognition: Donors of new benches will receive a letter of confirmation following installation.
• After 10 Years: The sponsor will be contacted when the 10-year sponsorship period ends. The plaque will be made available for pick-up. The donor (or their designated representative) must arrange to retrieve the plaque within 60 days of removal. The City will not mail plaques.
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City of Yucaipa
Memorial Dedication Policy (Policy)
• Bench Style & Location: New benches must adhere to the City's Public Bench Program and comply with ADA standards. The City will attempt to accommodate specific requests for style and location, but this may be subject to availability and local requirements.
• Liability: The City of Yucaipa is not responsible for any damage to memorial benches or plaques due to vandalism or third -party actions. Damaged items beyond repairwill be removed at the City's discretion. It is the responsibility of the purchaser to pay for the repair/replacement should there be damage due to vandalism or third -party actions. Once the purchaser is notified of the damage and the cost to repair, they will have 30-days to submit payment before the items are removed.
Memorial Tree Dedications
Tree Dedication Program:
• There will be three options of trees to help provide cost effective opportunities. In addition, the tree can include a plaque if desired.
• Cost will vary based on market rate. The cost to customers will include:
o Purchase and installation of a tree on City property, in parks, or along trails. o Purchase and installation of plaque.
o CSD User Fee for staff time.
• Restrictions:
o No plaques, rocks, or engraved items are allowed around or on the tree outside of the City's Policy.
o The tree species and location will be determined based on the City's tree management program and staff recommendations.
General Guidelines for Tree Dedications:
• Placement & Aesthetic Considerations: Trees will be placed in locations that maximize the benefits to the area and minimize interference with park use or maintenance. The City will make every effort to accommodate donor preferences, but location and species will be subject to City guidelines and available resources.
City of Yucaipa
Memorial Dedication Policy (Policy)
• Dedication Limits: The number of tree dedications may be limited or temporarily placed on hold due to factors like staffing, budget constraints, water restrictions, or other resources.
• Liability & Maintenance: The City of Yucaipa is not liable for damage to or loss of dedicated trees due to external factors such as vandalism or environmental conditions. Should a tree be damaged or die, the City may replace it at its discretion, though this is not guaranteed. Tree maintenance, such as watering and pruning, is managed by the City.
General Information for Both Bench and Tree Dedications • Confirmation of Installation: Donors will receive a confirmation letter once their memorial bench or tree has been installed.
• Policy Scope: This Policy provides general guidelines, but it is not exhaustive.
Memorial proposals outside the scope of this policy may be considered on a case - by -case basis, with the City's approval.
Additional Considerations
• Customizations: Plaques for memorial benches may be personalized. However, all designs, wording, and layouts must be approved by the City of Yucaipa before installation. The City reserves the right to request changes to ensure uniformity with the public space.
• Renewal Options: At the end of the 10-year term for memorial benches, sponsors will be contacted about renewing their sponsorship. If a renewal is not possible, the plaque will be removed, and the donor will be notified.
Frequently Asked Questions (FAQ)
• Q: Can I request a specific bench or tree location?
A: While the City will try to accommodate your request, all bench and tree placements are subject to approval based on available locations and ADA compliance.
• Q: Will I receive a refund if the bench or tree is damaged? A: The City is not responsible for damages caused by vandalism or environmental factors. Replacement or restoration of memorials is not guaranteed.
CITY OP
City of Yucaipa
Memorial Dedication Policy (Policy)
• Q: Can I add other items, like rocks or additional plaques, to the memorial.? A: Only the approved plaque for benches and a single tree dedication sign is permitted. Additional items, such as rocks or unauthorized plaques, are not allowed under the City's Policy.