The Commemorative Tree Program provides citizens an opportunity to honour loved ones or celebrate special occasions through a commemorative plaque and pedestal displayed near trees in the City’s parks and open spaces.
All charitable donations received from individuals are used by the City of Edmonton (the “City”) for the purpose of enhancing and beautifying parkland and public spaces for the benefit of all Edmontonians.
The City has the sole and absolute discretion whether to approve or deny any application and renewal application.
The City at all times remains the exclusive owner of all trees, plaques, and pedestals associated with the Commemorative Tree Program.
The City will only accept charitable donations to the Commemorative Tree Program which are tax-deductible under Canada Revenue Agency legislation and guidelines.
Tax receipts will be issued by the City to the donor(s) in the following calendar year in which the donation is received, typically in late February and prior to April.
The Commemorative Tree Program is strictly limited to honouring individuals and non-commercial special occasions. The Commemorative Tree Program cannot be used to further any commercial interest.
Location is subject to availability and final approval by the City.
Tree species for dedication vary by location and are subject to change.
The City may, in its sole discretion, temporarily or permanently relocate the tree, pedestal and plaque for reasons such as safety, maintenance, construction or park redevelopment. The City will use reasonable efforts to notify the donor of changes.
The City will only communicate and engage with the named donor in the application form throughout the application process and during the 10-year commemoration period of the dedication except in the event that we cannot reach the donor. If the main Donor cannot be reached, the City will contact the Alternative Contact listed by the Donor.
The named donor in the application form is responsible to provide updated contact information for themselves and for the alternate contact in a timely manner to the City at all times through the application process, the commemoration period and any renewal period approved by the City.
Notwithstanding that 2 or more persons may contribute charitable donations toward a plaque and commemoration, the City will exclusively engage with the named donor in the application form for any and all matters, issues, discretionary decisions, notices, or any other details relating to the plaque, commemoration and renewals.
The program coordinator will review the application form and work with the donor to arrange a site visit and finalize all details.
Once details are finalized and the application is approved, the program coordinator will send a confirmation email to the donor to confirm the details of the inscription for the plaque proof and the billing information.
The donor must respond to the City’s confirmation email within 30 days if they want to proceed with the approved location and plaque proof provided by the City.
Full payment of the charitable donation is due upon receipt. The City will not commence any work until the invoice is paid in full.
If the donor does not respond in 30 days from the date of the confirmation email, the City may in its sole discretion release the location to other potential donors and may deem the application abandoned.
If an application is received prior to March 31, the commemorative tree will be considered for installation in the spring (May-June). If an application is received prior to July 31, the commemorative tree will be considered for installation in the fall (September-October). The City may not be able to install the commemorative tree after approval of an application due to constraints including, but not limited to, workforce capacity and inclement weather. Please note that there is a limited number of space available for spring and fall tree plantings and applications will be accepted on a first-come-first-serve basis.
After the Donor has chosen three proposed planting spots and preferred tree species with the assistance of the program coordinator, a circulation will be completed to internal and external stakeholders for feedback. Once complete, underground utility checks submitted for the final location to be approved.
The program coordinator will notify the Donor once the final planting location is determined for final approval, and proceed with the Commemorative Tree installation.
New pedestals and plaques will be displayed for a 10-year time period, the Commemoration Period, beginning from the date of installation. At the end of the commemoration period, the City will remove the pedestal and plaque that were displayed with the tree.
Prior to the end of the Commemoration Period, the City will contact the Donor, and the Donor has the option to submit a Renewal Application to continue to display the plaque under the Commemorative Tree Program for an additional period of time. An additional charitable donation in accordance with the Commemorative Tree Program policies and guidelines will be required. The time frame for any renewal period will be specified in the Commemorative Tree Program policies and guidelines in effect at the time of the renewal application.
It is the responsibility of the donor to respond to the City prior to the end of the commemoration period. In its sole discretion, the City may consider and accept the request for renewal from a person other than the donor or alternate contact.
The donation can be made via cash, cheque, money order, debit or credit card. Once the City and donor have finalized all details of the plaque and dedication, an invoice will be sent to the donor with payment information.
The City will refund the payment if the Donor cancels their application on or before 14 days after the day on which their payment was received by the City.
The plaque size, character limit and font are standard. Some aspects can be personalized.
The plaque design and content must adhere to the City’s visual identity standards. The City has the sole and absolute discretion to approve the wording and formatting of the plaque.
Website addresses or any other means of identifying Internet content cannot be included in the plaque inscription.
For commemorative trees, the plaque will be mounted on a pedestal that is installed in the ground in front of the tree. Only one plaque and pedestal is allowed per tree.
If a donor chooses not to renew their commemoration, they may request the plaque as a gift from the City. Care is used to remove the plaque, but minor damages may occur during this process. The plaque will be held for a period of one year from the end of the commemoration period, after which point it will be recycled.
The City will care for and maintain the plaque, amenity, and surrounding areas in accordance with the applicable policies in force from time to time for maintenance of City-owned lands and assets.
Commemorative trees will be watered for the first four to five years to promote establishment following which they will be pruned in regular cycles, depending on the tree species.
Within the Commemoration Period, a commemorative plaque that is damaged or stolen will be replaced by the City at no cost to the donor. Donors can report such incidents to the City through 311 or by contacting the program coordinator at email@example.com.
Within the commemoration period, if a commemorative tree is damaged or vandalized, reasonable efforts will be made to refurbish the item in a timely manner, at no cost to the donor. Donors can report such incidents to the City through 311.
If a commemorative tree dies within the commemoration period, the tree will be replaced at no cost to the donor.