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YSC Minutes October 6 2010 JANESVILLE YOUTH SPORTS COALITION MEETING MINUTES TH WEDNESDAY, OCTOBER 6, 2010 5:15 PM st 1 FLOOR CONFERENCE ROOM MUNICIPAL BUILDING Members Present: Steve Ellis, Trevor Wallace, Dave Ellis, Gregg Davis, Sue Wesson, Bob Weilbrenner, Scott Lipker, Andy Ellis, Craig Schuenke, Rachel Joffe, and Tim Whittaker Staff Present: Gale Price, Manager of Building & Development Services Rebecca Smith st The meeting was called to order at 5:10 PM by Chairperson Sue Wesson in the 1 Floor Conference Room of the Municipal Building. The YMCA introduced Rachel Joffe who is replacing Jim Carothers as a YMCA representative to the Coalition. Rock Soccer introduced Tim Whittaker who is replacing Craig Schuenke as a Rock Soccer representative to the Coalition. Approval of Minutes A motion was made by Steve Ellis and seconded by Gregg Davis to approve the minutes of the stthth July 21, the July 28 and the September 15 meetings. This motion passed unanimously. Review of Advertising Policy Rebecca Smith shared information about the advertising policy, including the concept that the Community Development Department needs to review each sign/advertising item; Sports Coalition groups may appeal decisions of the Community Development Department to the City Council; and updated language for alcohol/tobacco guideline text. This policy document was approved at the City Council meeting on September 13, 2010. Staff brought this policy to the September 15 Coalition meeting, but there was no quorum, so it was not reviewed for approval. A motion was made by Dave Ellis and seconded by Steve Ellis to approve the advertising policy submitted to the Coalition. This motion passed unanimously. Discussion/Action on Consistency/Template for Advertising Signage Rebecca shared documents of existing signs and advertising signs with the Coalition members to start the brainstorming process. Gale Price shared comments about planning principles. One key is to orient the signs to the participants, not to the street or drivers. Gale is not overly concerned with the graphics used by corporations – using corporate graphics on the signs and banners is OK. He feels that using a one color background makes the signs easier to read. Also using the same style sign for advertising on the east side of the Complex and the same banner style on the west of the Complex is wise and promotes consistency. Steve Ellis shared his concerns regarding the size consistency of the signs. He feels that sign sizes should be the same rather than all different sizes and that if the signs are “too busy” they may be difficult to sell and organize. Rock Soccer shared they plan to try to find more advertisers and install more signs for 2011 and would like to keep the general style of their cedar signs. JYBSA also plans to obtain more banners for 2011 and would like to continue their ivy patterned banners. JYBSA may also have scoreboard advertisers. Gale Price will need to review all of the signs, banners and scoreboard advertising. Football and the YMCA will share the Rock Soccer sign style with their membership and report back at the next meeting if their groups are generally OK with the soccer sign style or if they have any ideas for change. Rebecca reminded the group that she will need copies of the agreements for the existing and any future advertising at the Complex, including the banners and Rock Soccer sign. Rock Soccer shared they have a new agreement template drawn up to use in the future. JYBSA questioned whether an excel document of the agreement specifics would be acceptable. Rebecca said an excel list would be fine, but that it may be in each sports groups best interest to have signed documents in place. Rebecca said she would follow up with Mr. Chris Campbell to discuss specifics. The group also discussed the original donor signs and questioned who is responsible for replacing them. Rebecca shared this is a topic the group needs to discuss further. Steve Ellis shared an idea that all of the sports groups could hold a fundraiser to obtain funding to replace the original donor signs with new donor signs. Club Reports Dave Ellis said that the restrooms at the Complex need to be open almost every night due to the number of games and questioned the amount of cleaning that would take place. They also have ten weekends of tournament play taking place and thinks the bathrooms will need to be cleaned frequently during those times. He has also requested larger trash dumpsters along with recycling containers. Rebecca will follow up on his questions. Steve Ellis from Youth Baseball/Softball inquired again about possible bus service to the Youth Sports Complex. He explained they could be eligible for more grants if they begin serving low to moderate income families and that bus service would help reach those families and others that are in need of transportation services. Rebecca Smith said that she will follow up with the Janesville Transit System. Gregg Davis from Youth Football reported that football is in midseason and everything is going rd well. October 23 will be the last football game this season. th Bob Weilbrenner from Rock Soccer reported that November 6 will be the last day of Rock Soccer games at the Complex and the season is going well. They are participating in a regional fundraiser to raffle a GM car through Fagan and dealerships. Trevor Wallace from the YMCA reported that soccer and flag football are wrapping up their seasons and everything went well. There being no further business, the meeting adjourned at 6:20 PM. The next meeting of the th Coalition will be the annual meeting and will be held on Wednesday, October 27 at 5:15 PM. Submitted By: Rebecca Smith, City Representative