#2 Proposed Advertising Policy - Youth Sports Complex
CITY MANAGER’S OFFICE MEMORANDUM
August 13, 2010
TO: City Council
FROM:Rebecca Smith, Management Assistant
SUBJECT: Consideration, discussion, and actions concerning a proposed advertising
policy at the Youth Sports Complex.
Request
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. This item was first discussed in
November, 2009 based on a request from Councilmember Steeber. During the
November 9, 2009 meeting, the Council had several questions regarding the policy and
indicated they were generally not in favor of a bronze plaque to recognize the original
donors. They asked staff to bring this item back for further review.
Staff Recommendation
Staff recommends the Council approve the Janesville Sports Coalition Policy #2 titled
Commercial Advertising on the Youth Sports Complex Grounds.
City Manager Recommendation
I concur with the staff recommendation.
Suggested Motion
I move to approve the Janesville Sports Coalition Policy #2 titled Commercial
Advertising on the Youth Sports Complex Grounds.
Background Information about Original Donor/Advertising signs
When the idea of a youth sports complex was conceived, donors were solicited to
provide funding to develop the fields. To recognize their monetary contribution, a sign
was placed next to the field. Staff initially could find no documentation that those signs
were meant to be installed forever; however, staff found the original letter sent to
prospective donors. The letter asks for funding to build the fields and states that
business names will be “prominently displayed on that field on a permanent basis”, as
attached.
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. In the
case of the Rock Soccer fields, the original donor signs include the name of a former
lessee. Additionally, Rock Soccer is interested in looking for advertising
partnerships/sponsors to fund the continuation of their operational and maintenance
responsibilities of their club and the Complex. Janesville Youth Baseball & Softball
already has advertising on their fencing, as allowed by their lease contract.
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At the April 2010 Youth Sports Coalition meeting, staff shared copies of the original
donor letter and all of the groups understood that the original donor signs must stay
present at the park. Rock Soccer shared that they would like to continue their initiative
to obtain sponsors once an advertising policy is approved by the council. At the July 28,
2010 Coalition meeting, a revised advertising policy was approved by the Coalition.
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 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:
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Original donors will always be recognized at the field with their sign at all times;
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All advertising signage must comply with all applicable laws and all city
ordinances, including the sign ordinance;
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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;
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The City must receive a copy of all advertising/naming rights/signage
agreements;
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If a sports group defaults on their lease, any new group is required to fulfill any
existing agreements;
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The Coalition desires a consistent look among signs/advertising and will develop
guidelines.
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Sports groups may retain the funding received from signage/advertising on
fences; the perimeter of fields or future buildings funded by a sports group;
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The City may retain the funding received from signage/advertising on any city-
funded building (such as the existing pavilion/restroom building);
Differences in Advertising Pricing/Options
During the November 9, 2009 meeting, Councilmember Brunner asked if all of the
sports groups should have the same ad pricing/options available to ensure consistency.
Each club has different philosophies, facilities, structures, and activities present within
their group; some sports groups may choose not to participate in advertising or
recruiting for naming rights, while others may find these activities helpful to gain
revenue for their operational and maintenance responsibilities. Because of these
differences, having one set standard for pricing or ad options isn’t feasible. However,
each group that sells advertising or naming rights must provide the City of Janesville a
copy of their advertising or naming rights agreements to ensure the City is aware of
their advertising/naming rights decisions and contracts with vendors.
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Club Defaulting
During the November 9, 2009 meeting, Councilmember Brunner asked what would
happen if a club went defunct or left the Complex while having outstanding advertising
agreements. Should a group default on their lease with the City of Janesville or choose
to not renew their lease, any future sports group that leases an area containing
advertising/naming rights options will be required to fulfill any advertising or naming
rights commitments until such time as the advertising/naming rights agreement is
completed or until such time the new sports group and the initial advertiser/naming
rights vendor agree to stop their relationship. The City would already have copies of
those agreements and any new sports group would be made aware of that requirement
before choosing to move forward with a lease.
Consistency of Advertising
The Coalition desires that the advertising have a consistent feel and the Coalition will
develop these standards. The group recognizes that some of the 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 budget concept to examine advertising
opportunities at municipally-owned facilities.
Original Donor Recognition
The Coalition 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 donors to the original sixteen fields
will be recognized at each field permanently. Original donors will always be recognized
at the field with their sign at all times.
Next Steps
If Council approves this policy, staff sees the next steps for this project as follows:
ActionExpected Completion Date
Distribute Council-approved policy to
Council & Coalition
August 2010
Coalition develop
signage/advertising guidelines for
consistencyCompleted by May/June 2011
Conclusion
Staff believes this proposal addresses the issue of the original donors and each
business or family’s legacy of contribution, while also providing a mechanism for the
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sports groups and the City to benefit from future advertising opportunities at the
Complex.
CC:
Eric Levitt, City Manager;
Jacob J. Winzenz, Assistant City Manager/Director of Administrative Services
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Janesville Sports Coalition, Inc Policy Statement
Policy No. 002
Date Approved by Coalition Board: 7/28/10
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)
3. The Coalition recognizes that the possibility of advertising or examining
naming rights options is different for each group due to the philosophies,
facilities, structures, and activities present within each sport group; some
sports groups may choose not to participate in advertising or recruiting for
naming rights, while others may find these activities helpful to gain
revenue for their operational and maintenance responsibilities.
Additionally, each sports group will likely have differences in the number
and price of their advertising or naming rights options. Therefore, any
sports group that sells advertising or naming rights must provide the City
of Janesville a copy of their advertising or naming rights agreements to
ensure the City is aware of their advertising/naming rights decisions and
contracts with vendors. Should a group default on their lease with the City
of Janesville or choose to not renew their lease, any future sports group
that leases an area containing advertising/naming rights options will be
required to fulfill any advertising or naming rights commitments until such
time as the advertising/naming rights agreement is completed or until such
time the new sports group and the initial advertiser/naming rights vendor
agree to stop their relationship.
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
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Janesville Sports Coalition, Inc Policy Statement
Policy No. 002
Date Approved by Coalition Board: 7/28/10
Date Approved by City Council:
Effective Date
Cancellation Date
Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds
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
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 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
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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.
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Janesville Sports Coalition, Inc Policy Statement
Policy No. 002
Date Approved by Coalition Board: 7/28/10
Date Approved by City Council:
Effective Date
Cancellation Date
Supersedes No. Subject: Commercial Advertising on the Youth Sports Complex Grounds
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. Advertising may be placed on fences; around the perimeter of the fields;
nets; light poles; or on any existing or future buildings funded by a sports
group.
12. 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.
13. 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.
Original Donor Recognition
The Coalition 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 donors to the
original sixteen fields will be recognized at each field permanently. Original
donors shall be recognized at the field with their sign at all times.
Procedures
1. 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.
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