#02 Action on Proposed Advertising Policy
CITY MANAGER’S OFFICE MEMORANDUM
November 2, 2009
TO: City Council
FROM:Rebecca Smith, Management Assistant
SUBJECT: Action on a proposed advertising policy at the Youth Sports complex.
Request
Recently a citizen contacted the Council because she learned that her original donation
advertising sign at the Youth Sports Complex was replaced with a new advertising sign
that did not mention her family’s contribution. Councilmember Steeber asked that this
item be placed on the first meeting in November for Council discussion. Councilmember
Steeber also indicated that he would like to see the Council have the ability to approve
this group’s advertising policy before it goes into effect.
There are several concepts to be discussed regarding this concern and staff will outline
them below. Staff will also share the proposed resolution to the citizen’s concern and
provide an overview of each group’s current plan for future signage/advertising at the
Complex.
Recommendation
Staff recommends the Council approve the Janesville Sports Coalition Policy #2 titled
Commercial Advertising on the Youth Sports Complex Grounds.
Suggested Motion
I move to approve the Janesville Sports Coalition Policy #2 titled Commercial
Advertising on the Youth Sports Complex Grounds.
City Manager Recommendation
The City Council has a few options.
1. The Council can approve the policy as recommended.
2. The Council can approve the policy, but request staff to further look at ways to
replace in kind the sign that was removed.
3. The Council can request specific revisions go back to the Sports Coalition for
review.
It is the City Manager’s view that this is a policy decision most appropriately made by
the Council. Only the Council has the authority to authorize any signage policy at the
Sports Complex. There are pros and cons associated with each of the alternatives and
the City Council is best able to balance these against the values of the community.
1
Background Information about Original Donator/Advertising signs
When the idea of a youth sports complex was conceived, donators were solicited to
provide funding to develop the fields. To recognize their monetary contribution, a wood
sign was placed next to the field. Staff can find no documentation that those signs were
meant to be installed forever or that there are any guidelines/restrictions established
when the signs were first put in place.
The original donation signs are showing signs of age, wear and vandalism. Because of
their height, children like to jump and play on them and they will not last forever; they
are also difficult to see when there are crowds or cars in the parking lot. In the case of
the Rock Soccer fields, the original donator signs include the name of a former lessee.
Additionally, some user groups have mentioned they are interested in or have plans
pending to look for advertising partnerships/sponsors to fund the continuation of their
operational and maintenance responsibilities of their club and the Complex.
Questions Regarding Advertising Authority
All four of the sports group leases indicate that advertising is permitted on the fences;
however, most of the fields do not have fencing. Instead of modifying each lease to
allow advertising in other areas, staff has worked with the Sports Coalition to draft a
policy outlining the parameters for advertising at the Complex, as attached.
Councilmember Steeber indicated that he would like to see the Council approve this
policy before it goes into effect.
Sports Coalition Advertising Policy
This policy was originally discussed in late 2007/early 2008; however, it was never
adopted by the group. After the citizen concerns were brought up, staff worked with the
Coalition to modify the policy. This policy was approved at the October 21, 2009
meeting of the Coalition. This policy provides concrete guidelines for the use of
advertising at the Complex, while also continuing the group’s autonomy to make
decisions. Highlights of the policy include:
?
All advertising signage must comply with all applicable laws and all city
ordinances, including the sign ordinance
?
All sign concepts or sign templates must be reviewed and approved by the
Janesville Sports Coalition Board of Directors; individual signs won’t be reviewed
if they fit within an approved template/concept
?
The Coalition desires a consistent look among signs/advertising and will develop
guidelines over the winter months;
?
Sports groups may retain the funding received from signage/advertising on
fences; the perimeter of fields or future buildings funded by a sports group;
?
The City may retain the funding received from signage/advertising on any city-
funded building (such as the existing pavilion/restroom building);
?
Sports groups must contact the original sign donator to ensure they are aware of
any impending sign changes and give them first chance to be a sponsor;
?
A bronze plaque will be installed to recognize the initial donators/advertisers; and
2
?
The plaque will initially be paid for by the City and the groups will return a portion
of their advertising proceeds to the City until the plaque funding is recouped.
Consistency of Signage
The Coalition desires that the advertising/signage have a consistent feel. During the
remainder of 2009 and early 2010, the Coalition will develop these standards. The
group recognizes that some of existing or planned signage/advertising may need to
be altered to achieve consistency. The Coalition also recognizes there may be
differences between signage on the west and east sides due to differences in
facilities, structures, and activities.
City Advertising Benefits at the Complex
As part of the advertising policy, the City would be able to advertise within the
restroom/pavilion building and any future buildings funded by the City and retain all
funding. This concept fits nicely with the 2010 proposed budget concept to examine
advertising opportunities at municipally-owned facilities.
Original Donator Recognition
As recognition that the original signs will not last forever and to honor the significant
contributions of the original families and businesses that donated monetarily and
physically to make the fields and the Complex a reality, 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 sign 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; around the perimeter of the fields or on any existing or future buildings paid
for by the groups. The plaque will include the 16 original field donators; because
Youth Baseball & Softball was not part of the complex initially, they would not have
any donors listed, but are willing to fund a portion of the plaque. They would like to
reference the donators involved with the McQuade field that is located at the
complex. The plaque will also be large enough to accommodate others if other
significant donations are received in the future.
Next Steps
Following any feedback from the Council at the November 9 council meeting, staff sees
the next steps for this project as follows:
3
ActionExpected Completion Date
Distribute approved
policy to sports
groups & CouncilNovember 2009
Develop plaque
specifications; install
plaqueInstalled by March 2010
Coalition develop
signage/advertising
guidelines for
consistencyCompleted by March 2010
Conclusion
Staff feels this proposal and outlined action plan addresses the issue of the original
donators and each business or family’s legacy of contribution, while also providing a
mechanism for the sports groups and the City to benefit from future advertising
opportunities at the Complex. A bronze plaque will certainly have a longer life span than
any current or future sign and will have considerably less long-term cost and
maintenance. Staff feels the policy that was approved by the Coalition addresses
several concerns discussed within the City Manager’s Office and by the Council.
CC:
Eric Levitt, City Manager; Jacob J. Winzenz, Assistant City Manager/Director of
Administrative Services
Attachment 1: Future Sign/Advertising Plans for each Sports Group
Rock Soccer
Rock Soccer has obtained sponsorship for one field numbering sign and has installed it
at the Complex. They have agreements with two other sponsors to replace two more of
the original field numbering/donator signs at the Complex. Their ultimate goal is have a
new sponsor for each of their fields. Each sign will include the correct name of their
club. Sign advertising is highly attractive to them because they are unable to obtain
revenue from game jersey advertising due to regulations outlined through their regional
association. Rock Soccer also installed a new sign highlighting their name and web
address.
YMCA of Janesville
The YMCA indicates the original donation advertising signs are in disrepair and have
been vandalized. They plan to start raising funds to replace the existing signs. At this
time, they do not have any immediate plans for sign advertising, but may wish to obtain
advertising in the future. They would like to eventually install an informational sign
where schedules, updates and a map can be posted; this sign may also highlight their
original field donators or possible future donors. Sign advertising is not necessary for
4
the YMCA because their original agreement with the initial donors was for life time field
naming rights.
Youth Baseball & Softball
As part of their new baseball and softball complex, they are planning on many new
sponsors and advertisers. One of their members is a sign installation professional and
will be in contact with area businesses about naming a field; sponsoring a set of
bleachers; or purchasing signage on the fencing or around the perimeter of the fields.
They plan to develop a uniform design for their new signage; install directional signage
within the parking lot and create maps outlining the location of each field.
Youth Football
Youth Football does not have any plans currently for new signage or advertising.
5
Janesville Sports Coalition, Inc Policy Statement
Policy No. 002
Date Approved by Coalition Board: 10/21/2009
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. All advertising signage must comply with all applicable laws and all city
ordinances, including the sign ordinance.
2. In 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
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
1
Janesville Sports Coalition, Inc Policy Statement
Policy No. 002
Date Approved by Coalition Board: 10/21/2009
Date Approved by City Council:
Effective Date
Cancellation Date
Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex
Grounds
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 location, size, material, a map, a rendering or color information.
4. Rock Soccer, Youth Football and the YMCA desire a consistent look
among fields and sports group on the west side of the complex. Likewise,
Youth Baseball and Softball desire a consistent look for their signage on
the east side of the complex. Therefore, the Coalition will work together
during the winter of 2009/early 2010 to develop guidelines for consistent
advertising signage. The 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 west and east 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
.
a. 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. 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”.
12. Taking into consideration the City’s contributions of the initial restroom and
pavilion and continual maintenance of this building; payment of utility fees;
2
Janesville Sports Coalition, Inc Policy Statement
Policy No. 002
Date Approved by Coalition Board: 10/21/2009
Date Approved by City Council:
Effective Date
Cancellation Date
Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex
Grounds
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. 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
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, around the perimeter of the fields, or future buildings
funded by a sports group.
3