I. PURPOSE

The City of Federal Way receives numerous inquiries from individuals and organizations about donations and memorials to the City’s park system. The intent of the Donation & Memorial Program is to create a program that is flexible and responsive to the needs of our community’s donors and to establish policies and procedures for accepting donations made for the benefit of the City’s parks system.

II. DEFINITIONS

1. Department: The Parks, Recreation and Cultural Services Department.
2. Director: The Parks, Recreation and Cultural Services Department Director or designee.
3. Donation: Gift of funds, plant materials, and physical objects or structures.
4. Memorial Plaques: Bronze plaque either installed at ground level or attached to an approved object in a park or facility. Plaque size will be established by specified use, with a maximum number of text lines and restricted letter font style and size.
5. Park: Any city-owned park, facility, natural area, and open space managed for recreational use and/or resource protection.
6. Pathway: Any on or off-road pathway, sidewalk, or trail located in a Park.

III. POLICY

A. Administration

The Department shall be responsible for administering the Park Donation & Memorial Program, including establishing a review process for approving and installing donations. The Department may coordinate with other City departments where needed, or designate other departments to oversee certain aspects of the program.

B. Encouragement of Donations

The City encourages donations of land, facilities, equipment, landscape material, and money to support Parks, Recreation and Cultural Services. Donations will be accepted from public and private sources for the purposes of enhancing all City parks and park pathways and will become the property of the City.

C. Eligible Locations

Donations will be considered for all Parks and Park Pathways with the exception of those areas where human activity is discouraged to protect habitat and sensitive lands.

D. Costs and Fees

All costs associated with the donation request, such as installation and anticipated ongoing maintenance costs, shall be covered by the donor. The City may, on a case by case basis, establish an appropriate administrative fee of no greater than 15% of the value of the donation to coordinate the project. For projects of large value, a reasonable administrative fee will be negotiated.

E. Approval Criteria

General Criteria

1. Donations must be compatible with and meet a specific park facility or amenity need identified in the approved park master plan.
2. In areas not covered by master plans, compatibility with existing facilities and local conditions shall be considered, provided the donation meets a specific park need.
3. Age and anticipated general condition of the donation.
4. Anticipated maintenance requirements.

Specific Criteria

1. Cash Donations: Unspecified cash donations may be used to build, repair, or upgrade existing or new park facilities at the City’s discretion.
2. Structures and Site Furnishings: The City has established general aesthetic standards for furnishings in parks. Donations must maintain this standard. The Director will offer donors a list of pre-approved furnishings at current market values (approximately $300 to $3,500). The list may be amended as necessary and includes:
   • Tree
   • Picnic Tables
   • Metal Benches
   • Litter Receptacles
   • Planters
   • Drinking Fountains
   • Trail Marker Signs
3. Other Furnishings: Furnishings or structures outside of the pre-approved list will be reviewed on a case by case basis.
4. Artwork: Donations of art, or cash donations to purchase or commission art, must be pre-approved by the City’s Arts Commission, with location approval by the Department.
5. Plant Donations: Plant material must be purchased from a City-approved certified nursery and further the park’s design theme. Only plant materials that can be planted at the time of acceptance will be accepted. Donors must acknowledge that plants may be relocated or may not survive and may not be replaced by the City.

F. Variations

Variations to standard memorial plaques will be allowed only upon approval of the Director.

G. Damages and Term of Donation

The term of the donation or memorial shall be for the life of the asset. If a donated item is destroyed or deteriorates, the memorial may be removed. The City will make reasonable efforts to repair damaged donations but is not responsible for replacement due to excessive damage or loss. The City will attempt to contact the donor using the information provided on the Donation Memorial Form.

H. Naming of Parks

The City has an approved process for naming parks. See Resolution No. 91-57.

IV. PROCEDURE

1. The donor shall meet with Department staff prior to submitting a Park Donation & Memorial Form to discuss the proposed donation or memorial.
2. Department staff will review the proposal using the approval criteria in Section III(E). If not approved, the donor will be notified of the reasons.
3. Property Donations: Land or property donations will be forwarded through Staff to the Parks and Recreation Commission, the Parks, Recreation, Human Services and Public Safety Committee, and City Council for final approval.
4. Other Donations: Donations valued at $10,000 or less will be handled administratively. Donations over $10,000 require Commission, Committee, and City Council approval.
5. Memorial Plaques: Memorial plaques are permitted only in conjunction with a new donated item and must be provided by the donor. Plaques shall be bronze and installed at ground level or attached to an approved object. Installation may be performed or supervised by City staff.

Pre-Approved Plaque Sizes

1. 2” x 10”: Three lines of text, up to 48 characters per line. Typical use is direct attachment to benches or tables.
2. 5” x 6”: Four lines of text, font size between 20 and 32 point. Typically placed on a rock or concrete base near a dedication.
3. 6” x 9”: Four lines of text, font size between 20 and 32 point. Typically placed on a rock or concrete base near a dedication.

All plaque text must be approved by the Department. Pre-approved text may include:

• In Honor of ____
• In Memory of ____
• In Celebration of ____
• Dedicated to ____

Approval must be obtained prior to installation. Once installed, all donations and memorials become the property of the City of Federal Way.

V. APPEAL PROCESS

1. For real property donations and donations over $10,000, the decision of the City Council shall be final.
2. Decisions made by the Department may be appealed in writing to the Director and submitted to the City Clerk within seven calendar days. Appeals must include:
   1. A statement of the action causing concern
   2. The action requested and supporting reasons
   3. Any relevant information or impacts
   The appeal will be considered within thirty days. The Director’s decision shall be final.

Policy Approved by City Council, Resolution No. ___: __________, 200_

 

Questions? Visit us at FederalWayWA.gov/Parks

Pre-Approved Plaque Sizes
2” x 10”: Three lines of text, up to 48 characters per line. Typical use is direct attachment to benches or tables.
5” x 6”: Four lines of text, font size between 20 and 32 point. Typically placed on a rock or concrete base near a dedication.
6” x 9”: Four lines of text, font size between 20 and 32 point. Typically placed on a rock or concrete base near a dedication.

All plaque text must be approved by the Department. Pre-approved text may include:

In Honor of ____
In Memory of ____
In Celebration of ____
Dedicated to ____
Approval must be obtained prior to installation. Once installed, all donations and memorials become the property of the City of Federal Way.