Adopted 9 March 2026 • Review March 2028

Introduction

  • Perranzabuloe Parish Council (PPC) receives occasional requests from members of the public who wish to place a memorial bench or plaque within a public open space. These are often places with which individuals or families have a particular connection or special relationship.
  • There is no legislative requirement for the provision of public or memorial benches although it is accepted that they provide a useful and valued public amenity.
  • This policy sets out the principles and process for managing and administering benches with dedications and memorial plaques. The aim is to achieve a balance between the demand for commemorative benches and plaques and ensuring that open spaces are welcoming and managed for the benefit of all.
  • The provision and management of all benches and plaques in public open spaces owned or managed by PPC is the responsibility of PPC. This policy covers the provision of memorial benches and plaques in public open spaces which include areas such as parks, open spaces and streets (subject to Cornwall Council’s Highways Department).
  • The operating principles below will ensure that requests for memorial benches or plaques are responded to in a consistent, efficient and helpful manner. It will result in benches or plaques being purchased and installed in appropriate locations to ensure that they are easy to maintain and not unduly prone to vandalism.
  • It is the intention that the policy only covers broad, common, issues and is not meant to be exhaustive. The content of this policy will be revised as necessary to meet changing circumstances.

Operating Principles

  • All donations will become the property of PPC and shall remain so at all times.
  • PPC is not currently seeking to increase the number of benches, given the existing number already in management.
  • In most locations, no new bench sites are available and the focus is on maintaining existing sites, repairing and replacing benches as required.
  • Only replacement of existing benches in poor condition or re-dedications on existing sites will be considered.
  • The donor’s costs will include the bench and/or plaque, materials, administration, inscription, installation, surfacing (if required).
  • The applicant shall be required to pay the full amount once an application for a bench or plaque has been accepted and approved by PPC.
  • Payment of the donation shall be made prior to any materials being ordered repairs agreed by PPC.
  • PPC shall arrange for the purchase, installation and maintenance of all donated items.
  • Under no circumstances will any installation of a bench or plaque by a third party be permitted. If it is found that a bench and/or plaque has been installed by anyone other than PPC, it will be removed without notice or guarantee of safe return.
  • It is expected that any commemorative bench will have a serviceable life expectancy in line with the supplier’s product specification.
  • PPC will assess each application and will only accept an application where a pre-determined requirement has been identified within a suitable site, or where a donation would benefit the open space.
  • Applications will only be accommodated at the discretion of PPC and it reserves the right to refuse any application.
  • For requests that cannot be accommodated, with the permission of the applicant and in line with data protection legislation (GDPR), their details will be kept on a list and should a space become available for a bench or plaque, applicants will be contacted in order of the date the request was received.
  • Memorial benches or plaques shall remain in place for the ‘memorial period’ which is 10 years from the date of installation of the donated item in the public space.
  • Within the memorial period, PPC reserves the right to remove the seat at any time if, in its view, it becomes unsafe or damaged beyond economic repair/refurbishment or unacceptable from an aesthetic or procedural perspective. The Responsible Officer shall identify whether the seat has become unsafe or damaged beyond economic repair/refurbishment.
  • PPC reserves the right to remove any donated item at any time.
  • Should a bench become damaged or unsafe through general wear and tear during the 10 year memorial period, PPC will consider arranging for repair or replacement if the bench is still required, however, it is under no obligation to do so.
  • If the damaged or unsafe bench was donated then the donor will be contacted to ascertain if the donor is willing to donate a replacement bench or fund repairs.
  • If a bench that is removed had a plaque on it, then the plaque will be retained and reinstated if a replacement bench is installed in its place. Otherwise, it will be returned to the donor.
  • PPC will limit the number of commemorative plaques and benches in particular areas to ensure that they don’t detract from the primary purpose of the open space. The size and location of the space shall, therefore, limit the number permitted.
  • PPC accepts no liability whatsoever for any damage to donated items save for where such damage is the result of the PPC’s negligence and shall not be responsible for repair, replacement or reinstatement of a donated item.
  • This policy seeks to ensure dedicated benches which are replaced or erected have a common appearance, style and size.
  • PPC resolved to standardise benches and to purchase only a Phoenix bench in black (supplied by Glasdon). If a repair is needed more appropriate, composite bench slats will be sourced.
  • Multi plaque memorial benches may be considered.
  • In locations where there are several benches in the same area, PPC will decide whether or not all benches will be memorials. This is to prevent the area taking on the ambience of a dedicated ‘memorial garden’ which may compromise the enjoyment of the space for general recreational activities. Multi plaque memorial benches may be considered.
  • The specification for the plaque and size will be dependent upon the style of bench and/or location of the plaque.
  • Any inscription which is deemed to be inappropriate, offensive, or likely to bring PPC into disrepute shall be refused.
  • Additional plaques will only be permitted at the discretion of the Responsible Officer.
  • Additional or replacement memorial plaques shall remain in place for the remainder of the memorial period.
  • Additional or replacement plaques shall be donated at the applicant’s expense to include the cost of the plaque, materials, administration, inscription, installation, surfacing (if required).
  • The applicant agrees not to place any commemorative items on or around the bench. Any such items will be removed without prior notice.
  • Applications for donations to commemorate pets will not be accepted.
  • Nothing in the memorial bench scheme confers special rights to the sponsor and it should be noted and accepted that any person may sit on any public bench at any time.

The End of the Memorial Period

  • After a period of 10 years, PPC will make reasonable endeavours to contact the sponsor to ascertain whether they require the removal and return of any plaque. If the plaque was on a bench which is still in good repair, the bench can then be made available for re-dedication by another sponsor.
  • Up to 1 year prior to the end of the agreement, the sponsor is encouraged to make contact with PPC to confirm their wishes, either to extend the memorial period or request that the plaque is removed.
  • The sponsor can also opt for a re-dedication of a plaque with a new bench in the same location (if PPC still wish for a bench to be sited at that location) or may wish to pay for a further period of sponsorship for the plaque only, if the bench is still in acceptable condition. Charges will be advised on application.
  • It is essential that the sponsor ensures that PPC holds up to date records of their contact details. These will be kept in accordance with data protection legislation (GDPR). In force at the time. Should contact details not be available, or PPC is unable to make contact, after having made reasonable attempts, PPC will remove the plaque if required. The bench will either be replaced, removed or re-dedicated with a new memorial plaque(s).
  •  Any plaque removed will be retained by the Parish Council for a year to enable the sponsor to collect it. After this time the Parish Council will either relocate it or dispose of it at their discretion.

Historic Agreements

  • The majority of existing dedicated benches are historic with plaques installed by previous council administrations. Where these are subject to an active agreement which has been entered into within the last 10 years PPC shall honour the terms of the agreement. Historic agreements of more than 10 years may not be honoured, although PPC will use reasonable endeavours to make contact with relatives or sponsors to offer the opportunity to purchase a replacement bench, re-dedication or arrange return of the plaque.
  • Written evidence of an existing bench agreement must be produced should a sponsor wish to challenge PPC’s decision.

I have read, understood, and agree with the Memorial Bench and Plaque Donations Policy.

Signed                  …………………………………………………

Print Name           …………………………………………………

Date                      …………………………………..