Loading...
Full Agenda JANESVILLE YOUTH SPORTS COALITION TH WEDNESDAY, OCTOBER 14, 2009 4:45 PM MUNICIPAL BUILDING ST 1 FLOOR CONFERENCE ROOM 18 N. JACKSON STREET A G E N D A 1. Call to Order/Roll Call st 2. Minutes October 1, 2009 Meeting 3. Advertising and Signage at the Sports Complex 4. Matters Not on the Agenda 5. Adjourn IF YOU ARE UNABLE TO ATTEND, PLEASE CONTACT REBECCA SMITH AT smithr@ci.janesville.wi.us OR AT 755-3104 JANESVILLE YOUTH SPORTS COALITION MEETING MINUTES THURSDAY, OCTOBER 1, 2009 4:45 PM MUNICIPAL BUILDING 18 N. JACKSON STREET FIRST FLOOR CONFERENCE ROOM Members Present: Trevor Wallace, Jim Carothers, Sue Wesson, Bob Weilbrenner, Steve Ellis and Dave Ellis Staff Present: Rebecca Smith The meeting was called to order at 4:47 PM by Chairperson Sue Wesson at the ST Municipal Building, 1 Floor Conference Room. TH MINUTES OF JULY 14, 2009 MEETING th The minutes of the July 14 meeting were approved unanimously on a motion by Bob Weilbrenner and seconded by Trevor Wallace. ELECTION OF OFFICERS Four members have their current term expiring this fall: Sue Wesson; Trevor Wallace; Dave Ellis; and Craig Schuenke. Sue, Trevor and Dave have indicated a willingness to stay on the committee. Craig shared that he will definitely be on the committee until at least January 2010; at that point, Rock Soccer may choose a new representative. Both Sue Wesson and Steve Ellis were nominated and approved to serve as Chairperson and Vice-Chairperson respectively. This motion was made by Sue Wesson and seconded by Dave Ellis and passed unanimously. It was also decided that Andy Ellis will be replaced from the baseball group and Charlene Furseth from the football group of the Coalition. Both groups will select other members. CLUB REPORTS Youth Baseball reported that construction is underway for the girls diamond and infield. Also one dugout is completed and the other is under construction. The irrigation and fencing has been completed. Youth Baseball received a cement block donation. Girls softball will begin play on these fields in the spring. The boys fields are behind in regards to grass. Kennedy Construction will blacktop the bike path in the Complex. The YMCA reported that their fall sports will wrap up soon. They would like to replace signs on the fields as they are getting old and breaking. Youth Football reported that the season is underway and enrollment was good. Rock Soccer reported they had a good indoor soccer program this year. Two of the fields at the Complex have the irrigation system installed which was done in conjunction with Youth Baseball irrigation. USE OF STORED EQUIPMENT/RESPONSIBILITIES Trevor Wallace expressed concerns about the YMCA’s striper machine that was damaged. He is unsure when this occurred. The members acknowledged that when space is shared there is always risk of damage to items. It was suggested that equipment be moved off site during the off season. Using Complex for outside groups Rebecca shared that she noticed the policy regarding outside user groups was never officially approved. The coalition agreed to meet in December to discuss this policy. City of Janesville 2010 Budget Rebecca shared that staff was required to develop possible budget reductions and enhancements as part of the process to build the 2010 city budget. Rebecca shared a reduction from Parks was completed that would eliminate all operational funding from the City to the sports complex. This would require leases to be re-negotiated. Staff shared that this item was not recommended for inclusion in the city manager’s proposed 2010 budget; however, this item will be shared with the City Council. Rebecca told the group that if this item came forward as possibly being included in the budget that she would notify the group. Steve Ellis then shared the group would need to attend a Council meeting to share why the Coalition didn’t believe this budget reduction should go forward. Matters Not on the Agenda Rebecca shared with the group that there are citizen and Council concerns regarding the new Rock Soccer sign that replaced the former donation sign. She also shared she could not find where the Coalition officially approved an advertising policy at the Complex. She wishes to have another meeting in October to discuss the policy, so that future incidents like this do not happen. The group is open to meeting again in October and to installing a bronze plaque on the pavilion/restroom building to honor all of the original donators. Rebecca also shared that the city has interest in advertising in the future within the pavilion/restroom building. She also shared that she thinks there is a way to structure the groups’ advertising so that the Coalition could pay the city back for the bronze plaque. There were also questions raised about the continuity of signage at the complex. At their next meeting, the group will review the advertising policy and further discuss some of the ideas Rebecca shared. Sue Wesson left at approximately 5:07PM. Youth baseball shared some frustration with the newspaper article that stated the Coalition voted on the signage; Steve Ellis couldn’t find anything where they had voted. Rebecca shared that she didn’t believe the signage was voted on; however, there is nothing requiring voting currently. The draft advertising outlines required voting by the Coalition, but that policy has not been approved. The meeting adjourned at 6:00 PM. th A special meeting is scheduled for Wednesday, October 14 at 4:45PM in the Municipal Building First Floor Conference Room. Submitted By: Rebecca Smith, City Representative Janesville Sports Coalition, Inc Policy Statement Policy No. 002 Date Issued Effective Date Cancellation Date Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds Purpose of Policy The purpose of this policy is to establish consistent and enforceable guidelines under which the members of the Janesville Sports Coalition, Inc. can install commercial advertising on their respective leased premises in a manner which is not offensive and in keeping with the values of youth sports. References 1. Lease agreements previously executed between the City of Janesville and the four lessees of Rock Soccer, Inc., Youth Football, Inc., Youth Baseball Inc., and the Janesville YMCA. a.) 4. Use (K) – Lessee may install certain advertising signs on fences consistent with City ordinances and guidelines established, from time to time, by the City. 2. Each individual club is to create their own policy on their field naming rights and the appropriate amount of money that they could request for these respective naming rights. (adopted motion from 3/11/08 Coalition meeting) a.) Exhibit C – Architectural/Site Development Standards. Advertising Signs: Any and all signs to be placed on buildings or premises are prohibited unless such sign(s) has been reviewed and approved by a joint youth sports committee and comply with the City’s Sign Ordinance. The decision on signs shall be based on the design, location, size and appropriateness to the area of the proposed sign (attached and made a part of this policy). 3. Appropriate City of Janesville Ordinances. a.) 12.60.180 Public Facilities – Notice Posting Prohibited When. The posting of notices of any kind on public property other than official notices having to do with the use of parks and public recreational facilities is prohibited. Statement of Policy 1. This policy shall be binding on all current and future lessees at the Youth Sports Complex. 2. The policy may be changed and modified by a majority vote of the Board of Directors of the Janesville Sports Coalition, Inc. Anytime significant changes are made a revised copy of the approved policy must be shared with the City Administration and City Council. 3. The Janesville Sports Coalition Inc., who is assigned overall jurisdictional control and responsibility for the Youth Sports Complex, hereby agrees and adopts the following policy guidelines and procedures. Janesville Sports Coalition, Inc Policy Statement Policy No. 002 Date Issued Effective Date Cancellation Date Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds Guidelines 1. Any and all signs must be reviewed by the Community Development Department to ensure they comply with the City’s sign ordinance. 2. Any and all signs to be placed on buildings or premises are prohibited unless such sign(s) has been reviewed and approved by the Janesville Sports Coalition Board of Directors. 3. Advertising location, size, material and colors will be reviewed and approved by the Janesville Sports Coalition Board of Directors. 1.4. The Board of Directors desires a consistent look among fields and sports group; therefore, the Coalition will work together during the winter of 2008/early 2009 to develop guidelines for consistent advertising signage. The Board recognizes that some existing or planned signage/advertising may need to be altered for consistency. 2.5. No aAdvertising for alcohol (including alcohol company logos), tobacco or other products and services which are not in keeping with is strictly prohibited. youth values will be permitted 3.6. Sports groups are responsible for keeping advertising signs well- maintained and attractive. 4.7. No field advertising may be directly lit with supplemental lighting. 5.8. All advertising signs, panels, banners, etc. must be properly secured and mounted to prevent damage or unsightly appearance. 6.9. No commercial billboards will be permitted unless approved by the Plan Commission. 7.10. No electronic advertising signs will be permitted. 8.11. All advertising signs must comply with City ordinances. 9.12. Sports groups are responsible for securing a waiver of liability from the sign company. 13. Taking into consideration the maintenance and operational responsibilities of each user group for the fields, the sports groups may receive and retain revenue, financial proceeds or services-in-kind from advertising signs placed on fences; around the perimeter of the fields; or on any existing or future buildings funded by a sports group. Exceptions to this concept are outlined below under “Original Donator Recognition”. 10.14. Taking into consideration the City’s contributions of the initial restroom and pavilion and continual maintenance of this building; payment of utility fees; and ownership of the Complex land, the City of Janesville retains the right to advertise within the existing and any future restrooms, pavilions or other buildings and may receive and retain revenue, financial proceeds or services-in-kind from those advertising signs. Procedures Janesville Sports Coalition, Inc Policy Statement Policy No. 002 Date Issued Effective Date Cancellation Date Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds 1. When wishing to replace existing signs, sports groups must contact the original sign donator to ensure they are aware of the impending sign change. Original sign donators would have the first opportunity to provide funding for a new sign. 1.2. All requests for advertising signs must be approved by the Janesville Sports Coalition, Inc. Board of Directors. 2.3. Sports groups will submit advertising proposals to the board to include graphics and maps depicting size, location, material, colors and duration of contract. 3.4. The Board of Directors has the authority to establish additional rules and guidelines which they determine to be in the best interest of the Youth Sports Complex, the lessees and the City of Janesville. Original Donator Recognition The Sports Coalition recognizes the age and poor condition of the existing original donator signs; they will not last indefinitely. The Coalition also recognizes the significant contributions of the original families and businesses that donated monetarily and physically to make the fields and the Complex a reality. To identify their contributions in perpetuity the Coalition will install a bronze plaque on the pavilion/restroom building to highlight the original donors with name recognition. The City of Janesville will fund this plaque initially; however, as each group sells advertising/signage at the sports complex, a percentage of revenue from each sale will be provided to the City until the cost of the plaque is recouped. The cost of the plaque will be split equally among each of the four user groups. Once each user group completes their payments to the City, the group may fully receive and retain the revenue and financial proceeds from advertising signs placed on fences or around the perimeter of the fields.