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Centre
Region Parks & Recreation
SPONSORSHIP
AND DONATION POLICY
Approved by the Board on 20 Jul 05
This policy supercedes the CRPR Sponsorship & Donation Policy adopted by
the CRPR Board in March 1998.
The purpose of
this policy is to provide a comprehensive and uniform process
for donors to:
• provide
parklands for future development,
• improve
public recreation programs, and
• improve
public recreation facilities owned or leased by the participating municipalities,
the Centre Regional Recreation Authority, or the Centre Region Council of Governments.
Since CRPR operates municipal park
facilities on behalf of the participating municipalities, the
implementation of this policy requires the ongoing support of
all agency partners. The donations may be in the form of volunteering,
donated services, cash donations, endowments, gifts of land,
or estate gifts. Private donations for municipal park and program
operations have been and will continue to be an important component
of improved services in the region. Donated services or funds
may be used to:
• Provide volunteer
opportunities for park projects and program operations;
• Improve the
quality of the park or recreation experience;
• Provide additional
parklands or enhanced park facilities;
• Increase the
number of people participating by providing necessary site / program amenities
and equipment;
• Reduce the
fees for program participants or facility visitors; and,
• Reduce the
need for tax funds used to build, operate, or maintain facilities and programs.
Specifically,
this policy will apply to the following 6 contribution categories
of the “CRPR Gifts-For-Parks” program:
I. Volunteering
to provide labor for a park improvement, maintenance project,
program operation, or cosponsoring a special event or program;
II. Donation
of funds for youth recreation scholarships, a CRPR Special
Event, or for the operation of a recreation program;
III. Donations
of funds for the “CRPR Remembrance Tree” program;
IV. Donations
of funds for park or program amenities, including endowments;
V. Donations
of funds or services for major projects or improvements at municipally-owned parks;
or,
VI. Donations
of funds or services for major projects or improvements at
the regionally-owned sites.
While
this policy provides for the appropriate and specified recognition
of donors, the donations are not intended to provide an avenue
to commercial advertising or promotions at the facilities. Most
residents appreciate the fact that local parks and recreation
facilities (especially at resource-based parks) provide relief
from commercial advertising. Therefore the donation-recognition
methods will maintain that philosophy by demonstrating subtle
appreciation for donations from the community, while providing
a differentiation between recognition and advertising.
In
the future, certain recreational facilities may warrant display
advertising to help offset development and/or operational costs.
For example, this approach may be appropriate for the swimming
pools, a regional sports complex, or a site where the emphasis
is largely on the activity, and not on the environment. Appropriate
on-site advertising policies, when developed, will be determined
by the municipal partners, COG General Forum, and the Centre
Regional Recreation Authority.
Typically,
most donors request and appreciate some form of recognition,
in a short-term manner (via a publication) or a permanent manner
(on or near the donated item). These forms of recognition promote
positive awareness which may result in goodwill to the donor;
they also build community awareness of the Gift-For-Parks program.
A standard recognition method is specified for each category
of gift. The agency will also respect the wishes of those donors
who may desire anonymity.
The
agency will continue to use the seasonal CRPR Leisure Guide to
show businesses, clubs, and groups the opportunities provided
by the CRPR Gifts-For-Parks program. In addition, the agency
will continue to develop literature and presentations that define
and promotes available sponsorship and donation options.
Only
those donations for tangible items (or for a professional service
related to the construction or installation of a tangible item)
will be eligible for on-site recognition; that recognition will
remain in place during the service life of the item. When, in
the opinion of the Centre Regional Recreation Authority / CRPR
Board, the donated item has exceeded its service life and has
been removed from active use, there is no guarantee of any continued
recognition for the gift received.
In
the case of a donation for an intangible item or service (i.e.,
performance, volunteer program leadership, donating program supplies,
assisting with park maintenance), CRPR will provide short-term
recognition, such as a listing in the seasonal CRPR Leisure Guide
and/or the CRPR website.
Donations
of land or park facilities that may be required as part of or
as a result of any land development or subdivision plans are
excluded from any consideration as a Gifts-For-Parks donation,
except as may be officially authorized by the host municipality
or the Centre Regional Recreation Authority.
In
all cases, it is understood that CRPR or the host municipality
will not provide any goods or services to
the donor as a result of a donation; all items and services
will be offered to benefit the general public. Further, a donation
to a municipality, a municipal authority, or the Centre Region
Council of Governments is eligible as a federal tax deduction;
donors should confirm this with their tax advisor. The Centre
Regional Recreation Authority maintains a 501(c)3 designation
with the Internal Revenue Service so as to fully comply with
the grant eligibility requirements of some donor organizations
(i.e., foundations). The Tom Tudek Memorial Park Trust has also
been designated as a 501(c)3 organization (for Category V donations).
The details of each Gift
Category are detailed below, with the appropriate payment
and recognition procedure for each:
I. Volunteering
to provide labor (donation of services) for a park improvement,
maintenance project, program operation, or cosponsoring a special
event or program.
This
can be a one-time project, or an ongoing program such as the
CRPR Park Partner program. CRPR or municipal staff will work
with the group to define and plan the project or program. The
donors will provide manpower, but may also assist in providing
some of the necessary materials, supplies, and tools for the
project.
Category
I Recognition Process:
The donor name and the donated
service will be published in one issue of the CRPR Leisure Guide
and on the CRPR website.
II. Donation
of funds for youth recreation scholarships, a CRPR Special
Event, or for the operation of a recreation program.
This
category involves donated funds, and may also include the donation
of volunteered services (Category I) to accomplish the desired
task. In the case of using the donated funds for a recreation
program, the CRPR Program Partner policy would apply. A budget
will be developed for the program where the donor may also provide
some or all of the necessary costs (materials, supplies, and
tools) for the project. This category also includes the donation
of funds that are used to provide youth recreation scholarships
to Centre Region residents.
Category
II Recognition Process:
(1) The group name will be included
as an event cosponsor in advance publicity.
(2) The donation is published in one issue of the CRPR Leisure Guide and on
the CRPR website.
III. Donations
of funds for the “CRPR Remembrance Tree” program
Since 1994, CRPR has coordinated
the Remembrance Tree program which encourages specified donations
for the planting of trees in municipal parks (261 trees to date).
The trees and the locations are selected in cooperation with
staff, and planted by CRPR or the Borough Arborist. The donation
amounts, which include funds for purchasing and planting the
tree, are periodically reviewed and updated by action of the
CRPR Board. All Remembrance Trees are maintained and replaced,
if necessary, by CRPR.
Category
III Recognition Process:
(1) Each Remembrance Tree donor
since 1994 is listed on the CRPR website;
(2) A Certificate of Appreciation is presented to each donor
after the planting;
(3) The donation is recognized in one issue of the CRPR Leisure
Guide;
(4) An engraved acrylic tag is provided by CRPR at the time
of planting. This is intended to be a temporary recognition;
the tag is not replaced if it is removed or damaged.
(5) If the Remembrance Tree is planted at Lederer Park (a designated arboretum),
an agency-specified cast bronze plaque (5" x 7", mounted near ground-level
on a concrete pier) may be obtained with a donation amount equal to the purchase
and installation costs (paid in advance). Specific guidelines have been developed
for uniform wording on the bronze plaques.
IV. Donations
of funds, including the creation of endowments, for park or
program amenities: park
benches, kiosks, park fixtures, pet stations, bleachers, backstops,
trails & boardwalks, public art objects, bird blinds, senior
center or pool items, etc.
This
gift category includes targeted donations for specific park amenities
or projects. The donor inquires to CRPR staff regarding the proposed
item or project. Staff will research the costs involved with
the purchase, delivery, and installation of the item, and relays
this information to the potential donor. Any item to be purchased
must comply with a specification approved by CRPR and in conformance
with other similar items in the municipal park system. Upon payment
of the requested donation amount, an official receipt is issued
to the donor and the item is ordered using the official COG purchasing
process. The donor is advised upon installation.
In
the case of an endowment, the donor should obtain the appropriate
information from the Director of Parks & Recreation to direct
the annual proceeds to the appropriate Authority-designated or
COG-designated budget account.
Category
IV Recognition Process:
(1)
The donation is published in one issue of the CRPR Leisure Guide
and on the CRPR website. In the case of an endowment, the payment
of each annual endowment disbursement will be noted in the CRPR
Leisure Guide and on the CRPR website.
(2)
An acrylic recognition tag is prepared and furnished by CRPR,
or an agency-specified cast bronze plaque may be obtained with
a donation amount equal to the purchase and installation costs
(paid in advance). Specific guidelines have been developed for
uniform wording on the bronze plaques. While the municipality
and/or CRPR will maintain the donated item through its useful
life, the donor will be responsible for all maintenance and/or
replacement of any recognition plaque related to the item.
V. Donations
of funds or services for major projects or improvements at municipally-owned
or leased parks such
as facility construction, picnic pavilions, play areas, athletic
fields, sport areas, etc. (paid to the municipality).
Capital
improvements at each municipal park are the responsibility of
the host municipality. As a result, donations for major items
(pavilions, sport fields, play structures, etc.) are accepted
by the host municipality with the following guidelines:
• The
potential donor should inquire with the Municipal Manager about
the proposed donation. While each municipality appreciates all
potential donations, they are under no obligation to accept a
donation offer.
• Donations
of funds to the municipality that are to be used to purchase
a specified item that has no existing municipal equivalent will
be reviewed by municipal and CRPR staff and discussed with the
donor. The donor and the municipality must agree on the appropriateness
of each item, including its size, type of materials or manner
of construction. In addition, the durability and maintenance
requirements of each item will be evaluated by municipal and
CRPR staff. This part of the planning process is especially important
since a small additional investment may greatly reduce ongoing
maintenance costs while increasing the service life of the donated
item.
• The
municipality may request the donor to:
(1)
pay the donation amount to the municipality in advance so that
the municipality may specify and order the desired items;
(2) make the purchase of the item, as specified by the municipality, through
the municipality’s customary and usual suppliers; or,
(3) complete a municipality-approved project.
The
municipality may request that the donation amount include any
related professional services (architectural and engineering),
permits, shipping costs, and/or installation costs. Municipal
staff, in concert with CRPR staff, will assist the donor in the
selection of an appropriate item.
• Donations
may be accepted by the municipality at any time by action of
the respective municipal Council or Board. Donation offers may
be brought forward on their own volition or may be offered in
response to a request or suggestion by the municipality or other
affiliated authority, board or commission. In all cases, only
the Board (of elected officials) may officially accept a donation
of tangible property. Other affiliated municipal entities may
provide recommendations regarding a proposed donation prior to
official action on the proposal.
Category
V Recognition Process:
In
view of the many project possibilities and the substantial costs
associated with a major park project, each municipality may establish
an appropriate and uniform recognition process for their parks.
This process may include various levels of recognition depending
on the amount donated, ranging from officially naming the specific
facility inside the park to the placement of an attractive and
durable sign at the donated feature. In all cases, the emphasis
will remain on recognition of the donor rather than advertising
for the donor. The following guidelines are recommended to each
municipality:
(1)
A donor must request recognition for an accepted donation; the
municipality will not provide unrequested recognition of donated
items.
(2)
A donor will be responsible for the payment of all costs associated
with the recognition, except that the municipality may offer
to provide installation.
(3)
Only tangible items will be eligible for recognition and such
recognition will remain in place during the useful service life
of the item. At the point where the donated item has completed
its useful life and has been removed from active use by the municipality
or other controlling entity, there is no guarantee or promise
of any continued recognition for the gift received. While the
municipality and/or CRPR will maintain the donated item through
its useful life, the donor will be responsible for maintenance
and/or replacement of any recognition plaque related to the item.
(4)
If official action is taken by the elected officials of the host
municipality to name the donated feature or facility in honor
of the donor, the duration of the name may be noted at the time
of such designation. Most likely that duration will coincide
with the estimated service life of the facility.
(5)
CRPR will assist the municipality, if requested, by recognizing
the donor in the CRPR Leisure Guide and on the CRPR website.
(6)
Once a recognition process is adopted by the municipality, any
exception to this process will be provided only on a case-by-case
basis by resolution of the elected officials of that municipality.
Category
VI Donations of funds or services for major projects
or improvements at the regionally-owned or
leased sites: community swimming pools, the regional nature
center, the regional Senior Center, and in the future, regionally-owned & regionally-developed
parks (paid to COG/CRPR).
Capital
improvements at the regional facilities, which are operated on
behalf of the participating municipalities, are the responsibility
of the Centre Regional Recreation Authority and the COG General
Forum. As a result, donations for major items at regional facilities
are accepted by Centre Region Parks & Recreation with these
guidelines:
• The
potential donor should inquire with the Director of Parks & Recreation
about the proposed donation. While the agency appreciates all
potential donations, it is under no obligation to accept a donation
offer.
• Donations
of funds to the agency that are to be used to purchase a specified
item that has no existing regional equivalent will be reviewed
by municipal and CRPR staff and discussed with the donor. The
donor and the municipality must agree on the appropriateness
of each item, including its size, type of materials or manner
of construction. In addition, the durability and maintenance
requirements of each item will be evaluated by municipal and
CRPR staff. This part of the planning process is especially important
since a small additional investment may greatly reduce ongoing
maintenance costs while increasing the service life of the donated
item.
• The
agency may request the donor to:
(1)
pay the donation amount to the agency in advance so that the
staff may specify and order the desired items;
(2)
make the purchase of the item, as specified by the agency, through
CRPR’s customary and usual suppliers; or,
(3)
complete an agency-approved project.
The
agency may request that the donation amount include any related
professional services (architectural and engineering), permits,
shipping costs, and/or installation costs. CRPR staff, in concert
with the appropriate municipal staff, will assist the donor in
the selection of an appropriate item.
• While
CRPR will maintain the donated item through its useful life,
the donor will be responsible for the maintenance and/or replacement
of any recognition plaque related to the item.
• Donations
may be accepted by the agency at any time by action of the Authority
or the COG General Forum. Donation offers may be brought forward
on their own volition or may be offered in response to a request
or suggestion by the agency or other affiliated authority, board
or commission. In all cases, only the Authority or the General
Forum may officially accept a donation of tangible property.
Category
VI Recognition Process:
In
view of the many project possibilities and the substantial costs
associated with a major facility project, the Authority hereby
establishes the following recognition process for donations to
their facilities:
(1)
A donor must request recognition for an accepted donation; the
Authority will not provide unrequested recognition of donated
items.
(2)
A donor will be responsible for the payment of all costs associated
with the recognition, except that CRPR may offer to provide installation.
(3)
Only tangible items will be eligible for recognition and such
recognition will remain in place during the useful service life
of the item. At the point where the donated item has completed
its useful life and has been removed from active use by the Authority,
there is no guarantee or promise of any continued recognition
for the gift received. While the municipality and/or CRPR will
maintain the donated item through its useful life, the donor
will be responsible for maintenance and/or replacement of any
recognition plaque related to the item.
(4)
Any exception to this process will be provided only on a case-by-case
basis by resolution of the Authority or the COG General Forum.
(5)
Recognition will be limited to the placement of one (1) plaque,
in an appropriately conspicuous location, mounted on or near
the donated tangible property. Said plaque, of durable construction,
will measure no more than two square feet in area (a maximum
of 288 sq. in.). The plaque will only be made of cast bronze
in a format approved by the Authority. The donor and the Authority
will agree in advance on the appropriate location for the plaque.
Again, the purpose of this requirement is to focus the recognition
on the donation rather than on promoting any commercial service
or product provided by the donor.
(6) Plaque inscriptions are generally
limited to the following statements:
(Optional
item name or description)
In Honor of (or In Memory of) . . . (legal name)
(Optional line of description)
Presented by (donor name or group) on (date of installation)
Any exception to this format may
only be granted by action of the Authority.
(7)
If the size of the donation, combined with fact that the donation
includes all aspects of the costs associated with the facility
improvement (i.e., purchase, shipping, installation, permits,
architectural or engineering services), the Authority will consider
naming the item in honor of the donor. Such designation will
be provided by resolution of the Authority. If such official
action is taken by the Authority, the duration of the name may
be noted at the time of such designation. It is most likely that
the duration will coincide with the estimated service life of
the facility.
Centre
Region Parks & Recreation
2643 Gateway
Drive, State College, PA 16801
(814) 231-3071 crpr@crcog.net
Ronald J. Woodhead, Director
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