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Full Agenda JANESVILLE YOUTH SPORTS COALITION st WEDNESDAY, OCTOBER 21, 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 2. Minutes October 14, 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 th WEDNESDAY, OCTOBER 14, 2009 4:45 PM MUNICIPAL BUILDING 18 N. JACKSON STREET FIRST FLOOR CONFERENCE ROOM Members Present: Sue Wesson, Trevor Wallace, Jim Carothers, Bob Weilbrenner, Dave Javan, Dave Wesson, Andy Ellis, Steve Ellis, Dave Ellis and Craig Schuenke Others Present: Duffy Dillon Staff Present: Rebecca Smith The special meeting of the Coalition was called to order at 4:44 PM by Chairperson Sue ST Wesson at the Municipal Building, 1 Floor Conference Room. ST MINUTES OF OCTOBER 1, 2009 MEETING st The minutes of the October 1 meeting were corrected to read that Andy Ellis will not be replaced. With that change being made the minutes were approved unanimously on a motion by Steve Ellis and a second by Dave Ellis. MATTERS NOT ON THE AGENDA Steve Ellis made a motion to change monthly meetings from Tuesdays to the third Wednesday of the month at 4:45 PM from March through October. There will not be meetings held from November through February. Bob Weilbrenner seconded the motion and it passed unanimously. Rebecca shared that this winter they may need to have a few special meeting in November and December to examine sign consistency and to review another policy that was never approved. Advertising and Signage at the Sports Complex Rebecca shared a copy of the draft advertising policy with the group and much discussion ensued. The general consensus was that the group was amenable to: ? Installing a bronze plaque on the bathroom/pavilion building; ? Dividing the cost of the plaque among the four user groups to be paid as advertising revenue is obtained; ? Having the City retain the rights to advertise on any city-funded structure and any revenue from advertising on any city-funded building (pavilion/restroom); and ? Examining over the winter months the issue of sign consistency/design to determine if any change can be made. They also had some changes they would like to see incorporated into the policy: ? They don’t want to approve individual signs; rather they wish to approve sign concepts/template. This will allow club’s to respond to ad requests quickly if using an existing approved template. ? The group does not want to unreasonably withhold approval of sign concepts/templates. ? Advertising for alcohol (including alcohol company logos), tobacco or other is strictly products and services which are not in keeping with youth values prohibited. Groups may obtain advertising from businesses that sell alcohol, provided the o advertising does not present or depict alcohol sales, tobacco sales, other products and services which are not in keeping with youth values or include alcohol company logos. ? The group does want to allow scoreboards to be lit. ? The group does want to allow electronic ‘zipper’ signs within concession stands. With regard to signage/advertising size and consistency, the group wanted to go on record with supporting the size and style of the new Rock Soccer sign. While the sign may “stick out” right now with being the only one replaced, the group felt that its size or character won’t be as noticeable once all of the other signs are replaced. Also, the larger size is helpful when the lot is full of vehicles; the larger size reduces the number of questions to fellow groups about where participants should go because it is eye- catching and directional; and they feel it communicates the information well. They do not want small signs that blend into the grass because they feel they are not effective in communicating a message. They also prefer signs that are perpendicular to the roadway/parking lot so that drivers can see them more clearly than the parallel signs. While they have some strong feelings regarding the need for larger, more pronounced signage, the group also desires to be flexible and consider the comments from others. Therefore, the group came to consensus on having a brainstorming meeting to examine the current Rock Soccer signage template and determine if any modifications can be made to make the new signs more palatable. The groups also recognized that the JYBSA may have a different set up than the other side of the complex due to the differences in structures and facilities. The group wished to meet again in the near future to review the policy with the suggested changes. Rebecca shared that she requests the Coalition approve the policy at the next meeting. A special meeting of the Coalition is scheduled for Wednesday, October 21 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 IssuedApproved by Coalition Board: Date Approved by City Council: 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) 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 is subject to approval by the City Council. before taking effect. 3. The Janesville Sports Coalition Inc., which is assigned overall jurisdictional control and responsibility for the Youth Sports Complex, hereby agrees and adopts the following policy guidelines and procedures. Guidelines 1. Any and all signs must be reviewed by the Community Development Department to ensure theyAll advertising signage must comply with the City’s sign all applicable laws and all city ordinances, including the sign ordinance. 2. Any and all signs to be placed on buildings or premises are prohibited unlessIn recognition that groups wish to develop a sign concept or sign templates and fulfilling sponsor requests is a timely affair, the Coalition will not review individual signs, as long as they meet the guidelines set forth in this policy and their design is within the organization’s approved sign concept or template. Any and all sign concepts or sign templates must be reviewed and approved by the Janesville Sports Coalition Board of Directors. Significant changes to sign concepts and sign templates must Janesville Sports Coalition, Inc Policy Statement Policy No. 002 Date IssuedApproved by Coalition Board: Date Approved by City Council: Effective Date Cancellation Date Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds return to the Coalition for review. Signs that do not fall into an approved sign concept or sign template must be reviewed and approved individually by the Coalition. The Coalition will not unreasonably withhold approval of an organization’s sign concept, template or sign request. 3. When bringing forward an advertising sign concept, sign template or sign for review, the group should provide sufficient detail so that the Coalition may make an informed decision. Examples of details that may be helpful include Advertising location, size, material, a map, a rendering and coloror color informations. will be reviewed and approved by the Janesville Sports Coalition Board of Directors. 4. Rock Soccer, Youth Football and the YMCA desire a consistent look among fields and sports group on the south side of the complex. Likewise, Youth Baseball and Softball desire a consistent look for their signage on the north side of the complex. The Board of Directors desires a consistent look among fields and sports group; tTherefore, the Coalition will work together during the winter of 2009/early 2010 to develop guidelines for consistent advertising signage. The Board Coalition recognizes that some existing or planned signage/advertising may need to be altered for consistency. The Coalition also recognizes there may be differences between signage on the south and north sides due to differences in facilities, structures, and activities. 5. Advertising for alcohol (including alcohol company logos), tobacco or other is products and services which are not in keeping with youth values strictly prohibited. Groups may obtain advertising from businesses that sell alcohol, provided the advertising does not present or depict alcohol sales, tobacco sales, other products and services which are not in keeping with youth values or include alcohol company logos. 6. Sports groups are responsible for keeping advertising signs well- maintained and attractive. 7. No field advertising may be directly lit with supplemental lighting; however, scoreboards may be lit, provided they conform to city ordinances. 8. All advertising signs, panels, banners, etc. must be properly secured and mounted to prevent damage or unsightly appearance. 9. No commercial billboards will be permitted unless approved by the Plan Commission. 10. No electronic advertising signs will be permitted; however, indoor electronic “zipper” signs for concession sales are permitted. 11. All advertising signs must comply with City ordinances. 12. Sports groups are responsible for securing a waiver of liability from the sign company. Janesville Sports Coalition, Inc Policy Statement Policy No. 002 Date IssuedApproved by Coalition Board: Date Approved by City Council: Effective Date Cancellation Date Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds 13.11. 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”. 14.12. 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 city-funded buildings and may receive and retain revenue, financial proceeds or services-in-kind from those advertising signs. The City of Janesville would bring forward for review and approval any advertising signage to the Coalition in accordance with this policy for advertising present at the sports complex only. Procedures 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. 2. All requests for advertising signs must be approved by the Janesville Sports Coalition, Inc. Board of Directors. 3. Sports groups will submit advertising proposals to the board to include graphics and maps depicting size, location, material, colors and duration of contract. 4.3. 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. These rules and guidelines shall not be to the detriment of previously approved signage or advertising. 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 Janesville Sports Coalition, Inc Policy Statement Policy No. 002 Date IssuedApproved by Coalition Board: Date Approved by City Council: Effective Date Cancellation Date Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds 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, or future buildings funded by a sports group. JANESVILLE YOUTH SPORTS COALITION 2010 MEETING DATES rd 3 WEDNESDAY OF THE MONTH 4:45 PM TH MARCH 17 ST APRIL 21 TH MAY 19 TH JUNE 16 ST JULY 21 TH AUGUST 18 TH SEPTEMBER 15 TH OCTOBER 20 (ANNUAL MEETING) NO MEETING IN NOVEMBER, DECEMBER, JANUARY, AND FEBRUARY Revised 10/09 2009/2010 JANESVILLE YOUTH SPORTS COALITION, INC. Club Term Name Address Phone Representation Expires Scott Lipker 4019 Mullen Drive 754-1561 (H) Soccer 2010 53546 755-1082 (W) E-mail: agardlipkerdental@yahoo.com Bob Weilbrenner 757 Waveland Road 754-5817 (H) Soccer 2011 53548 365-9501,ext 341 (W) 774-7706 (cell) E-mail: rrweilbrenner@hormel.com Craig Schuenke 4418 Hawk Ridge Ct. 207-5182 (cell) Soccer 2012* 53546 E-mail: craig.schuenke@hendricksgroup.net Dave Wesson 707 Caroline St. 289-0127 Football 2010 53545 E-mail: wesson@charter.net Charlene Furseth 310 S. Randall Ave. 563-4075 Football 2011 53545 E-mail: LaneNchar@charter.net Sue Wesson, 707 Caroline St. 289-0396 Football 2012 CHAIRPERSON 53545 E-mail: s.wesson@labsafety.com Jim Carothers 2306 E. Delavan Drive 290-9195 YMCA 2010 E-mail: smcarothers@bigfoot.k12.wi.us Dave Javan Janesville YMCA 754-9622 ext. 112(W) YMCA 2011 Youth Program DirectorE-mail: djavan@ymcajanesville.org Trevor Wallace Janesville YMCA 754-6654 ext. 114(W) YMCA2012 Program Director E-mail: twallace@ymcajanesville.org Steve Ellis, 814 Cornelia St. 752-1990 (H) Youth Baseball/Softball 2010 VICE-CHAIRPERSON 53545 755-4300 (W) E-mail: saellis@charter.net Andy Ellis 6229 Edgewater Drive 314-4494 (cell) Youth Baseball/Softball 2011 Beloit, WI 53511 E-mail: ellisandrewj@hotmail.com Dave Ellis 532 Somerset Drive 754-2949 (H)Youth Baseball/Softball 2012 53546 E-mail: fourjellis@hotmail.com CITY OF JANESVILLE - EX OFFICIO Rebecca Smith Management Assistant 755-3104 (W) E-mail: smithr@ci.janesville.wi.us 18 N.Jackson Street *Appointment may change