MEMORIAL AND COMMEMORATIVE TREES, BENCHES AND OTHER TANGIBLE OUTDOOR OBJECTS

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1 A. Purpose To provide guidelines for accepting and placing memorial and commemorative trees benches and other approved outdoor objects or works of art on any UTPA campus or site. B. Persons Affected All persons, whether from campus or outside sources, requesting to have memorial or commemorative trees, benches or other approved outdoor objects placed on any University of Texas-Pan American campus or site. C. Policy The University of Texas-Pan American will consider all requests for memorial or commemorative trees, benches or other approved outdoor objects including works of art. The University reserves the right to decline the gift of any memorial for any reason deemed appropriate by the institution. D. Definitions Not Applicable E. Responsibilities 1. The Office of Development and Advancement Services will obtain the necessary information regarding the individual to be honored and will submit the request with supporting documents and a recommendation to the Vice President for University Advancement. The Vice President for University Advancement will consult with the President of the University, who will make the final decision. 2. The procedures are administered by the Office of Development and Advancement Services with Facilities Management. F. Procedures 1. Memorial and Commemorative Trees All requests to have a memorial or commemorative tree planted on any UTPA campus or site will be made in writing to the Office of Development and Advancement Services. The Office of Development and Advancement Services will obtain necessary information regarding the individual to be honored and will submit the request with supporting documents and a recommendation to the Vice President for University Advancement. The Vice President will consult with the President of the University, who will make the final decision on the request.

2 Trees approved for placement on campus may be purchased by colleges, departments, or units (requestor) as class commemoratives or memorials to individuals. Gifts to fund the purchase of memorial trees may also be made by individuals through the Office of Development and Advancement Services. The selection and placement of trees will be coordinated through Facilities Management in consultation of the Office of Development and Advancement Services. a. The minimum gift level for a memorial or commemorative tree is $1,500, which will cover the purchase and installation of the tree. An additional expense will be incurred if a plaque is requested and approved. All such costs will be the responsibility of the requestor or donor. Any funds remaining after the purchase and installation of the tree will be placed in a Facilities Management account designated for the maintenance of memorial or commemorative trees throughout the UTPA campuses and sites. i. University requestors will be charged actual costs of the tree and installation, as determined in advance by Facilities Management b. The Office of Development and Advancement Services, in consultation with Facilities Management, will work with the requestor or donor to select an appropriate tree species from a University-approved list. A representative of Facilities Management will inspect and select the tree(s) at the nursery. c. A memorial may consist of one or more trees. A cast bronze plaque may be added, and will be installed in close proximity to the tree in a manner deemed appropriate to the location by Facilities Management. The Office of Development and Advancement Services will work with the requestor or donor and Facilities Management to determine the appropriate size and wording for plaque, as well as the additional cost for same. d. The Office of Development and Advancement Services, in consultation with Facilities Management and the request/donor, will determine the appropriate location for the tree(s) and plaque. Facilities Management will oversee the installation of the trees and plaque. e. Memorial or commemorative trees are received as gifts to the University, and once received become the property of UTPA. f. If a memorial or commemorative tree must be moved due to construction activity, right of way obstruction, ingress/egress, safety, or appropriate reason and the tree can feasibly be relocated, at a reasonable cost Facilities Management will identify an appropriate new location, in consultation with the Office of Development and Advancement Services.

3 i. If a tree is to be moved due to a construction project, costs to relocate the tree and any accompanying plaque will be borne by the construction project. i If the tree is to be relocated for other reasons, the costs of relocation will be borne by the person or entity requesting or necessitating the removal. If the tree cannot be moved due to size or other reason, then a suitable replacement tree will be provided with the cost borne by the construction project or other person or entity requesting or necessitating the removal. When a tree is moved, the requestor/donor will be notified of the new location by the Office of Development and Advancement Services. g. If a tree is lost due to disease or other natural cause, the University will replace in kind, or with an appropriate alternate tree species, as determined by Facilities Management. The University will strive to retain or replace memorial trees for a period of not less than twenty (20) years. 2. Requests from University Units When a college, department, or unit at UTPA(requestor) wishes to order a memorial or commemorative tree and place it on campus or site, the requestor will contact the Office of Development and Advancement Services for guidance. a. The Office of Development and Advancement Services, in consultation with Facilities Management will advise the requestor in the selection of an appropriate tree from a University approved list. b. If the requestor has a specific location in mind for placement of the memorial or commemorative tree, the Office of Development and Advancement Services will consult with Facilities Management on the availability of the requested site. Otherwise, the requestor will be provided a choice of at least three (3) locations for placement. c. Facilities Management will obtain a price quote for the purchase and installation of the tree and, if requested, a plaque.. However, the requestor must issue the work order to Facilities Management for the purchase and installation of the tree, and installation of the plaque. The work order shall specify that the Facilities Management will: i. be responsible for inspecting the tree- prior to installation to confirm it is healthy and disease-free; coordinate with a contractor doing the installation, if applicable; and

4 i coordinate with buried utilities prior to installation. d. The Office of Development and Advancement Services will: i. assist the requestor in determining size and wording for a plaque, if one is to accompany the tree; i iv. provide a scaled layout to Facilities Management to assist with obtaining a price quote for the plaque, but the requestor must pay directly for the plaque via a purchase order; work with the requestor and Facilities Management to schedule installation of the tree and plaque, if applicable; and complete the Office of Facilities Operations checklist for memorial or commemorative trees and maintain a file on the gift. 3. Requests from Individual Donors When a donor wishes to request a memorial or commemorative tree to be placed on a UTPA campus or site, he/she will contact the Office Development and Advancement Services. The Office of Development and Advancement Services will provide the donor with the General Guidelines outlined in Section F-1. Once a written request is approved by the President, the Office of Development and Advancement Services, in consultation with Facilities Management, will advise the donor in the selection of an appropriate tree from a University approved list. a. If the donor has a specific location in mind for placement of the memorial or commemorative tree, the Office of Development and Advancement Services will consult with Facilities Management on the availability of the requested site. Otherwise, the donor will be provided a choice of at least three (3) locations for placement of the memorial/commemorative tree, b. The Office of Development and Advancement Services will assist the donor in determining the wording for the plaque, if one is to accompany the tree, and will obtain a price quote for purchase and installation of the plaque. c. Trees and plaques cannot be ordered until all gift funds are received. Once all funds have been received, the Office of Development and Advancement Services will issue a work order to Facilities Management for purchase and installation of the tree(s). d. The work order will specify that Facilities Management will be responsible for; i. inspecting the tree prior to installation to confirm it is healthy and diseasefree; and

5 coordinating with a contractor doing the installation, if applicable, on buried utilities prior to installation. e. The Office of Development and Advancement Services will be responsible for purchasing the plaque, from the gift funds, and will issue a work order Facilities Management for installation of the plaque. f. The Office of Development and Advancement Services will work with Facilities Management to schedule installation. Once installation of the tree and plaque is completed, the Office of Development and Advancement Services will prepare a final acknowledgement letter, specifying the location of the tree and plaque, for signature by the appropriate University official as determined by the Office of Development and Advancement Services. If possible, a photograph should accompany the acknowledgement letter. Appropriate publicity will be arranged by the Office of Development and Advancement Services. 5. Memorial or Commemorative Benches Working with the Office of Development and Advancement Services, funds may be raised to purchase a bench for a UTPA campus or site. a. Once sufficient funds have been raised, the Office of Development and Advancement Services is responsible for initiating the appropriate work orders through Facilities Management to purchase and install the bench and plaque. The minimum contribution for a memorial or commemorative bench is $2,500. b. The donor may request placement of a bench at a specific location on campus or site, subject to the approval by Facilities Management. Every effort will be made to accommodate the donor s request. c. Facilities Management determines the style, size and design of the benches and plaques to be purchased. d. The text of the plaque will be limited to In memory of or In honor of and the person s name. e. The benches will receive the same level of maintenance and care as other University assets and may be relocated at a future date due to changing University needs. 6. Other Tangible Outdoor Memorials A department, college or unit may request another form of tangible outdoor memorial (other than a bench) by submitting a written request to the Office of Development and Advancement Services. The request will be reviewed by the Vice President for University Advancement and approved by the President on a case, by case, basis.

6 G. Review The office responsible for updating this document is the Office of Development and Advancement Services and the Office of Facilities Management. This document was updated in June 2012.