Page 1 of 7 CITY OF AIRDRIE MEMORIAL POLICY GUIDELINES INTRODUCTION These guidelines will formalize the process of recognizing and memorializing individuals. This can be done either through Council's Community Builders' Memorial Program or through the Citizen Memorial Program. GUIDELINES Community Builders' Memorial Program The following guidelines will apply to the Community Builders' Memorial Program: a. All awards are in memoriam. b. The individual must have lived in Airdrie. c. The individual must have volunteered 1n and/or contributed significantly to the community of Airdrie in the following ways: 1. through exemplary action and demonstration of an extraordinary commitment to making our City a better place in which to live and by enhancing the quality of life for Airdrie Citizens; ii. iii. iv. Application Process by being a leader in the community; by contributing to a lasting legacy in Airdrie; or by serving on Council or one of its boards, committees or commissions for no less than 15 years. a. An application to recognize a Community Builder will be completed and submitted to the Community Services Advisory Board. b. The Community Services Advisory Board will make a recommendation to Council with respect to the application. c. If approved, a tree with an accompanying plaque will be chosen by the nominating individual/body with final approval by the Parks department.
Page 2 of7 d. Wording on the plaque will be first submitted by the nominating individual/body which will be subject to Council approval. e. A tree will be planted with the plaque in the area of Nose Creek Park designated as the "Community Builders' Memorial Tree Grove" on the first available date by the Parks department. f. Final location of the tree(s) will be the responsibility of the Parks department. g. Ongoing maintenance of all trees and plaques will be the responsibility of the Parks department. Citizen Memorial Program: The following guidelines will apply for citizen memorialization: a. Memorializing is a way to celebrate a person's legacy. Messages must be presented in a positive, respectful and meaningful way. b. The sale of trees and benches shall be on a cost recovery basis. c. The City reserves the right to: i. approve the wording on plaques; ii. determine the type of tree and/or style of bench, taking into consideration maintenance requirements, the wishes of the memorializing group or individual and the design of the area; iii. approve the location of the tree or bench; iv. move the tree or bench to accommodate unforeseen future events; v. maintain the bench or plaque and complete necessary repairs or replacement that result from damages or vandalism within the term of the memorial at the owner's expense upon consultation with the owner; vi. remove a memorial bench at the end of the maintenance term; vii. allow the removal of any bench at the end of the bench term, should the memorializing group or individual desire; and viii. deny any memorialization. d. The memorializing individual or group is not permitted to tamper with or relocate the memorializing item or tamper with the area immediately surrounding it. e. The tree or bench will have a plaque mounted that meets City standards.
Page 3 of7 f. The replacement of a memorial plaque, for whatever reason, is the responsibility of the memorializing individual or group. g. Should a memorializing group or individual not contact the City to renew the term of the bench within the required timeframe, the rights to the location will be relinquished. Criteria Memorialization benches, trees or plaques can be placed in memory of an individual within a City park if the following memorialization criteria have been met. 1. The process is intended for the memorialization of individuals. 2. The memorialization should positively impact the public's enjoyment, use or understanding of the park. 3. Memorialization can be in a variety of forms including: Plaques Benches Trees 4. Memorial plaques can be placed with newly planted trees and on other amenities where the plaque will not damage the asset. Plaques can be placed in the ground at the base of a tree, on the back of a bench or may be free standing. 5. The memorialization must not result in additional cost to the City (i.e. the cost of the physical alterations required for the memorialization and additional ongoing maintenance is the responsibility of the individual or group applying for the memorial). An optional amenities agreement may be required. 6. Requests for park benches must be approved by the Parks department. 7. It is the intent that a memorial tree will be a permanent tree on public lands and will only be replaced by the Parks department if it dies within a reasonable warranty period. 8. Should the applicant request to move a memorial park bench, the applicant will assume all associated costs. 9. The memorialization will be for a fixed term and will be reviewed at the end of each term. 10. City of Airdrie cemeteries are exempt from these guidelines.
Page 4 of7 Application Process Individuals or organizations may apply for memorialization in any City of Airdrie park. The following procedures must be followed to memorialize within a City of Airdrie park: 1. Applicants are encouraged to contact the Parks department to discuss their proposed memorialization prior to preparation of documentation. 2. Applications will be received by the Parks department from any interested persons, groups or organizations. 3. The Parks department will evaluate the proposed memorialization on an as required basis, at least quarterly throughout each year. 4. The Parks department will determine any additional considerations as required. 5. After initial approval, the Parks department will meet with the applicant to review areas most appropriate for memorialization within City parks. 6. An appropriate memorial and wording will be agreed upon by the applicant and Parks staff. 7. Approval of the final wording proof will be by signature of the applicant prior to the order being placed with the supplier. 8. Payment for the memorialization must be paid at "proof approval" stage. 9. All suppliers will be pre-approved by the City of Airdrie. 10. Installation will be by Parks staff in the agreed upon location. 11. All bench memorials will be purchased for a term of 5 to 20 years. 12. If the original applicant, or family of the applicant does not renew for additional terms, it is within the City Parks ability to sell the memorialization opportunity to another applicant at that location or remove the memorial. 13. The current approved applicant will have the right of first refusal upon renewal of any term. 14. A memorialization tree will not require duration terms (i.e. 5 year to 20 year). 15. Staff is to be cognizant of the Freedom of Information and Protection of Privacy Act (FOIP).
Page 5 of7 Application for Memorialization Within Airdrie City Parks Contact Information Name of Individual or Organization proposing Memorialization: Phone Number: Email Address: Memorialization Information: Name of Individual Proposed for Memorialization: Written consent from the Nominee/s: or his/her estate if required D Attached D N/A Memorialization Term 0 5 year 0 10 year 0 15 year 0 20 year Tree Plaque Bench (circle choice) Proposed wording on plaque D N/A Map Indicating Proposed Memorialization Location Photos Indicating proposed Memorialization Area Identification of Associated Costs D N/A Billed To: Mr./Mrs./Ms. The personal information on this form is collected under the authority of the Freedom of Information and Protection of Privacy Act (FOIP), Section 33(c) for the purposes of administering the City's Memorial Policy. This information may be shared with the City of Airdrie Accounts Receivable and Community Services Departments if deemed necessary. Please direct questions to the City of Airdrie Parks department at 403-948-8800. Completed applications are to be submitted to the City of Airdrie Parks department at 23 East Lake Hill SE T4A 2K3
Page 6 of7 Airdrie Community Builders Recognition Application Date :. Description of an Airdrie Community Builder Council's Community Builders' recognition is a civic honour created to recognize in memoriam a person or persons who has met the following criteria: a. The person must have lived and volunteered within Airdrie and annexed area boundaries. b. The person must have volunteered and contributed significantly to the Airdrie community in the following ways: i. Through their exemplary action they have demonstrated an extraordinary commitment to making our City a better place in which to live and enhancing the quality of life for Airdrie Citizens; ii. Being a leader in the community; iii. Contributed to leaving a lasting legacy in Airdrie; or iv. by serving on Council or one of its boards, committees or commissions for no less than 15 years Person being Nominated-------------- Nominating person/s Reasons for recognition Lasting outcomes of their actions Signatures of Nominating Persons The personal information on this form is collected under the authority of the Freedom of Information and Protection of Privacy Act (FOIP), Section 33(c) for the purposes of administering the City's Memorial Policy. This information may be shared with the City of Airdrie Accounts Receivable and Community Services Departments if deemed necessary. Please direct questions to the City of Airdrie Community Services at 403-948-8800.
Page 7 of 7 Memorialization Cost Estimates 2017 MEMORIALIZATION ITEM TREE BENCH Base Cost $350 $900 Labour $200 $200 Planting and Watering Installation Water Bag $25 N/A Plaque Pedestal $200 N/A Plaque $200 $200 Maintenance Fee No annual maintenance fee $50 per year X term required 10 year term = $50 X 10= $500 TOTAL $975 $1800 NOTE: GST will added to the total amount billed These are estimates only, prices may change.