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HomeMy WebLinkAbout5.E.2. Shakopee Sponsorship Policy and Program - Resolution No. 7642 11111111111111 Consent Business 5. E. 2. SI-ft..KO1'EE TO: Mayor and City Council FROM: Jamie Polley, Parks & Recreation Director DATE: 11/17/2015 SUBJECT: Shakopee Sponsorship Policy and Program - Resolution No. 7642 (B, C, D) Action Sought To adopt a new Sponsorship Policy and revised Shakopee Sponsorship Program. Background The City Council adopted the Shakopee Sponsorship programs on July 7, 2009. The sponsorship program includes a booklet for facility sponsorship and a booklet for program and supplies sponsorship. On May 18, 2010 the City Council adopted the revised Shakopee Sponsorship program pertaining to the facility sponsorships. It further approved the usage of the Shakopee Facility Sponsorship Program by the "Shakopee Recreation: Bring People Together" (SR:BPT) group to fundraise for the Community Center Improvements upon a successful 2010 referendum. The Council directed staff to establish guidelines for the program providing the SR:BPT group parameters of what can be agreed to with the sponsor as well as how the sponsorship dollars will be utilized. These policies would have been applicable to other fundraising groups as well who would seek to operate on behalf of City facilities. The following guidelines were approved: 1. Sponsors Name and/or logo will appear on a plaque outside of each sponsored area. 2. Sponsors Name and/or logo will be used exclusively for the designated area for the entire term of the sponsorship. 3. No alcohol or tobacco companies will be allowed naming sponsorships. 4. Employees or members of organization whose sponsorship is $50,000 or more will be given a 25% discount on an annual residential membership for the first year of operations. 5. Civic Organizations may pay their sponsorship amount over a three year period; all other organization will be required to pay the entire amount at the time of sponsorship. 6. All sponsorship funds will be used towards the Community Center improvements, and not specifically the room being sponsored. 7. All agreements shall be approved by the City Council. Since the referendum was unsuccessful the sponsorship program and guidelines were not utilized. Discussion With the planned construction of a new two sheet ice arena and renovations to the Community Center staff has been directed to revise the sponsorship program. Due to the vast scope of the project and the new facilities becoming available, the sponsorship program is a significant tool for the City to utilize to seek sponsors that further the City's mission by providing monetary or in-kind support for the City. To further define the importance of the sponsorship program and to set the new parameters in which the program will be utilized a sponsorship policy has been developed. The Sponsorship Policy includes: •A Statement of Policy •Definition of Sponsorship •Authority Levels to Solicit and Approve Sponsorships •Levels of Sponsorship •Public Access to Sponsorship Opportunities •Criteria for Review of Sponsors and Offers of Sponsorship •Potentially Acceptable Recognition Message Formats •Permissible Recognition Messages •Facilities and Services for Which Sponsorship is Prohibited •Other Potentially Acceptable Sponsor Opportunities • Sponsorship Agreement •Appeal Process The Sponsorship Program booklet describes each area that could be potentially sponsored and sets the sponsorship terms. The new facilities that will be constructed during the Ice Arena and Community Center project have been added to the sponsorship program. The PRAB reviewed the proposed policy and program booklet at their November 9th meeting. The board provided comments on the appeal process. In addition they felt that the amount listed in the program booklet should serve as a starting point for sponsorship negotiations. The board recommended that the City utilize the program sponsorship policy and program booklet with an open mind and that sponsorships are open to negotiation. The board moved to recommend the policy and program booklet to the City Council. Relationship to Vision B. Positively manage the challenges and opportunities presented by growth development and change. C. Maintain the City's strong financial health. D. Maintain improve and create strong partnerships with other public and private sector entities. Requested Action The City Council, if concur, offer Resolution No. 7642, A Resolution of the City of Shakopee Minnesota Establishing a Sponsorship Policy and Amending the Shakopee Sponsorship Program, and move its adoption. Attachments: Shakopee Sponsorship Policy Sponsorship Booklet Resolution No. 7642 SHAKOPEE SPONSORSHIP POLICY Statement of Policy The City of Shakopee will seek sponsors that further the City's mission by providing monetary or in-kind support for the City in a manner that respects the noncommercial nature of City property and services. The public's trust, including the public's perception of the City's fairness and impartiality, and the City's reputation (sometimes collectively referred to as 'public trust') may be damaged by sponsorships that are aesthetically displeasing, politically oriented, inconsistent with the City's public mission and core services, or otherwise inappropriate for, or offensive to, the audience or segments of its citizenry. When the City loses the public trust, its ability to govern efficiently and effectively is impaired. Therefore, the City of Shakopee permits certain sponsorship of certain City property, facilities, events, activities, programs and services (collectively 'facilities and services') in limited circumstances. The City maintains its sponsorship program as a nonpublic forum and exercises sole discretion over who is eligible to become a sponsor according to the terms of this policy. Whenever possible, sponsorships should be linked to a specific City facility or service. The City will neither seek nor accept sponsors that manufacture or provide services or products or take positions inconsistent with local, state or federal law or with City policies, positions or resolutions. The establishment of a sponsorship does not constitute an endorsement by the City of the sponsor, its organization, products or services. This policy sets the standards, guidelines and approval criteria for solicitation, consideration and acceptance of sponsorships. This policy is designed to protect the mission, image and values of the City of Shakopee, to protect the image and value of its facilities and services, to protect the City from risk and to uphold the City's stewardship role to safeguard City assets and interests. No sponsorship shall be approved that will compromise or damage the public trust or conflict with or compromise the City's reputation, mission, image, values or aesthetic interests. This policy is also designed to: • Ensure an open and fair public process for soliciting and considering sponsorship opportunities; • Provide the City of Shakopee with full and final decision making authority on any sponsorship opportunity, thus protecting its integrity and the integrity of its facilities and services; • Allow eligible outside entities interested in sponsorship opportunities (`potential sponsors')to easily view and understand the various sponsorship opportunities available; • Help potential sponsors, City staff and the public to better understand the procedures for sponsorship Definition of Sponsorship `Sponsorship'is financial or in-kind support from an outside person or entity, including other governmental or quasi-governmental organizations, (collectively"outside entity')to associate outside entity's name, logo, products or services with a City facility or service. Sponsorship is a business relationship in which the City and the outside entity exchange goods, services and/or financial remuneration for the public display of an agreed- upon sponsorship recognition message. Authority Levels to Solicit and Approve Sponsorships The City of Shakopee possesses sole and final decision-making authority for determining the appropriateness of a sponsorship. Unless a sponsorship opportunity requires City Council approval, the City shall act through its City Administrator, or designee(s). The City has and reserves the right to refuse any offer of sponsorship. All offers of sponsorship will be reviewed in accordance with this policy. Each department director, in consultation with the City Administrator, shall be responsible for determining the facilities and services for which his or her department is responsible that are suitable for sponsorship ('eligible facilities and services'). H:\Sponsorships 11.17.15 Page 1 The City Administrator may adopt a standard procedure by which sponsorships are sought, considered, and approved. The City Administrator may contract with an independent contractor for services related to solicitation and consideration of sponsorships. Unless other provisions are made in a standard procedure or contract with an outside independent contractor, each department director should receive all offers of sponsorship for eligible facilities and services of his or her department, determine that the offer is complete and properly executed, and shall determine the level, defined below, of each offer and the corresponding approval process. Each department director should also determine, for offers that might involve exclusivity, whether there are active or potential sponsorships in the same category and identify such other sponsorships. Levels of Sponsorship: Level 1, Council Approval Required: Offers of sponsorship that are for terms of more than five years, or are projected to generate $500,000 or more, or that involve naming rights for any City facility, shall require the approval of the City council. Level 2, Administrator Approval Permitted: Offers of sponsorship that are for terms of up to five years, and are projected to generate less than $500,000.00, may be approved by the City Administrator or Assistant City Administrator(referred to hereafter as `administrator'). This approval includes the authority to approve sponsorships for naming rights of designated portions of City facilities, such as naming rights for a specific athletic field or a specific room within a City facility, provided such naming right otherwise meets the requirements of this Level 2 authority. All Sponsorship Agreements within this Level 2 shall be approved by the administrator. The administrator may refer any proposed offer of sponsorship or Sponsorship Agreement within the administrator's authority level to the City Council for approval Level 3, Department Director Approval Permitted: Offers of sponsorship that are for terms of up to three years, are projected to generate $90,000.00 or less and do not involve any naming rights may be approved by the department director responsible for the particular facility or service (appropriate department director'), who may also execute the resulting Sponsorship Agreement. Any director may refer proposed offers of sponsorship or Sponsorship Agreement within the department director's authority level to the administrator for approval. Level 4, Departmental Staff Approval Permitted: A department director may delegate the authority to approve offers of sponsorship and to execute Sponsorship Agreements for sponsorships that are within the director's authority and are for terms of one year or less and projected to generate less than $5,000 per year to an appropriate staff member. All such approvals shall be in consultation with the department director. Public Access to Sponsorship Opportunities Public access to information about sponsorship opportunities is important: 1. to create an open and fair process and to protect against disputes related to sponsorships that are category exclusive; 2. to market available sponsorship opportunities in an open and efficient manner allowing both the potential sponsor and the City to negotiate efficiently. Unless other provisions are made by standard procedure, each department with sponsorship opportunities should endeavor to make information about potential sponsorship opportunities available through the City's website and other appropriate means. Criteria for Review of Sponsors and Offers of Sponsorship Sponsorships of City facilities and services are maintained as a nonpublic forum. Although the City recognizes and confirms that entering into a sponsorship agreement is not an endorsement of that sponsor or its services or products, sponsorships do imply some affiliation between the City and the sponsor. As discussed in the Statement of Policy, such perceived affiliation can affect the public trust and the City's ability to govern equitably, efficiently and effectively. Therefore, no potential sponsor and no offer of sponsorship will be approved that might compromise the public trust or the public's perception of the City's ability to act in the public H:\Sponsorships 11.17.15 Page 2 interest, or that the City deems might have a negative impact on its mission, image or values. The City also intends to preserve its right and discretion to exercise full editorial control over the placement, content, appearance, and wording of all sponsorship recognition messages. The City may make distinctions on the appropriateness of sponsors on the basis of the sponsorship recognition message but not on the potential sponsor's viewpoint. Sponsorships and outside entities that the City deems to be unsuitable for the specific audience or contrary to the community standards of appropriateness for the facility or service, are prohibited, including the following subject matters: 1. Alcoholic beverages, and establishments that are licensed to sell and primarily do sell alcoholic beverages, including bars; provided, however, that food service establishments or places of lodging may be authorized as sponsors only when the sale of alcohol is incidental to providing food service or lodging. Limited sponsorships that include alcohol pouring rights may be considered for events or facilities at which alcoholic beverages are sold. 2. Tobacco products. 3. Political and policy issues, candidates and campaigns. 4. Profanity, obscenity and hate speech. 5. Sexually oriented products, activities, or materials. 6. Depiction in any form of illegal products, activities or materials. 7. Any message that may adversely impact the mission, image and values and goals of the City of Shakopee. Every sponsorship offer shall also be evaluated by taking into consideration the personalities and characteristics of the average attendee of each facility or service proposed for sponsorship and the mission, values, and image of the City. The following criteria shall also be considered in evaluating every offer: 1. The extent and prominence of the sponsorship recognition message. 2. The aesthetic characteristics of the sponsorship recognition message. 3. The importance of the sponsorship to the mission, values and image of the City. 4. The level of support proposed to be provided by the sponsor. 5. The cooperation necessary and degree of support from other City departments to implement the sponsorship. 6. The value of the resources that is provided to the City in fulfilling its overall mission. 7. Other factors that might affect or undermine the public trust or public confidence in the City's impartiality or interfere with the efficient delivery of City services or operations, including, but not limited to, the existence of, or possibility for, conflicts of interest between the sponsor and City officers, employees, or City affiliates; the potential for the sponsorship to tarnish the City's reputation or standing among its citizens, or the potential to otherwise impair the ability of City to govern its citizens, or distract the City and its officers and employees from its mission. Potentially Acceptable Recognition Message Formats Generally used forms of branding and advertising including, but not limited to, those set forth below, are generally consistent with this policy: • Park and building naming rights, as approved by City council; • Field and portions of building naming rights, in accordance with this policy; • Signage including: o Fencing fabric and/or fence signage o Light pole and building banners o Certain interior walls • Scoreboards; • PA audio and visual messages; • Inclusion on printed materials of the City; • Inclusion on City maintained facility web-pages; • Inclusion on bulletin boards; H:\Sponsorships 11.17.15 Page 3 • Inclusion on information kiosks; • Inclusion on pavers or other similar permanent fixtures; • TV Shows; • Inclusion in or on a facility or service marketing and promotional materials, items, and messages (including electronic messages, new media and other forms of communication that may arise in the future). Permissible Recognition Messages Sponsorship recognition messages may identify the sponsor or product, including the use of sponsor or product logos and marks, but should not promote or endorse the sponsor or its products or services. Except as otherwise permitted herein, statements that advocate, contain price information or an indication of associated savings or value, request a response, or contain comparative or qualitative descriptions of products, services, or organizations will not be accepted. Other proposed forms of sponsorship recognition messages, other signage and other visible advertising will be considered on a case by case basis, consistent with this policy. Facilities and Services for which Sponsorship is Prohibited • Naming of facilities already named must be reviewed and approved by the City Council Other Potentially Acceptable Sponsor Opportunities Potential sponsor opportunities that are more interactive than the permissible recognition messages described above may also be permissible for certain facilities or services under this policy. These include, but are not limited to: • Give away items, coupons, or other sponsor related marketing materials; • Event booth space; • Contests, drawings or other activities that request a response. Sponsorship Agreement Upon approval of an offer of sponsorship, the sponsor and City shall enter into a Sponsorship Agreement. A standard procedure should set forth a standard form and other matters related to sponsorship, such as a rate chart, payment terms, `sponsorship activation' checklist and schedule. The City will not make any statements that directly or indirectly advocate or endorse a sponsor, their products, or services. No materials or communications, including, but not limited to print, video, internet, broadcast, or display items developed to promote or communicate the sponsorship using City's name, marks, or logo, may be issued without written approval from the City Administrator or designee(s). Appeal Process A Level 3 or Level 4 offer of sponsorship that is denied by a department director, or their designee, may be appealed to the Administrator. A Level 2 offer of sponsorship that is denied by the Administrator, or their designee, may be appealed to the City Council. The City Council's decision shall be final. H:\Sponsorships 11.17.15 Page 4 City of Shakopee , MN Parks and Recreation SHAKOPEE COMMUNITY PRIDE SINCE 1857 Facility Sponsorship Program Dear Business Owner, Civic Group or Citizen: Welcome to our Sponsorship Program! We are delighted that you have displayed an interest in supporting the Parks and Recreation Department to enhance the quality of life for the citizens of Shakopee. It is always exciting when someone can make a long-lasting contribution to future generations. We all know the importance of safe and enjoyable participation in leisure and recreation programs and the intangible rewards it provides. Shakopee is devoted to providing the best recreation and park facilities and recreation programs for the Community. Your Participation in this partnership program helps the city enhance those facilities and/or programs. From sponsoring a room at the Community Center or a City baseball field to sponsoring a particular youth program or a yearly special event, the parameters of your contribution are endless. The Facility Sponsorship Program contains some examples of how you can influence someone's life through recreation. Please take a few moments to read through this catalogue and identify a facility you would be interested in sponsoring. Sponsorships will be considered based on the guidelines of the City's sponsorship policy. The amounts listed are the desired sponsorship amounts however the amount, payment terms and any other terms may be negotiable. In return for your contribution, you will receive public recognition acknowledging your support and/or naming rights of facility rooms or structures for a specified period of time. Additional sponsorship incentives may be available. Or if you wish, your contribution can be confidential. Whichever avenue you choose, you can be assured that your contribution will be greatly appreciated. Feel free to call the Parks and Recreation Department at 233-9500 for more information. Thank you in advance for your consideration and interest. Sincerely, Jamie Polley, CPRP Director of Parks and Recreation City of Shakopee, MN jpolley@ShakopeeMN.gov * The amounts listed are the desired sponsorship amounts however the amount, payment terms and any other terms may be negotiable. SHAKOPEE COMMUNITY CENTER The newly renovated Shakopee Community Center will offer fitness equipment, a gym, a walking track, fitness classes, indoor playground and meeting spaces. It is also home to the Shakopee Aquatic Center, Enigma Teen Center and the Senior Lounge. Groups or individuals that make significant contributions to a specific room in the community center will be given naming rights to that room for a period of 10 years. - Community Room $150,000 - Small Meeting Room $50,000 each - Gym $200,000 - Indoor Playground $150,000 - Childcare Area $75,000 - Water Slide $30,000 - Walking Track $25,000 - Senior Lounge $50,000 - Enigma Teen Center $50,000 (Sponsorship recognition only— Name will remain Enigma) - Fitness Room $75,000 - Spinning Room $50,000 - Locker room $20,000 each SHAKOPEE ICE ARENA The Shakopee Ice Arena is open 11 months out of the year for practices, games, recreational skating, lessons, camps, and tournaments by local and surrounding community organizations. The brand new city-operated two sheet ice arena is home to the Shakopee High School boys and girls hockey teams and the Shakopee Youth Hockey Association. The Shakopee Ice Arena's mission is to work with youth, their families and the community to provide a fun and safe environment while exploring all that skating has to offer. Groups or individuals that make significant contributions to a specific room in the ice arena will be given naming rights to that room for a period of 10 years. - Visitor's Locker Room $75,000 each - Small Team Locker Room $50,000 each - Concession Stand $75,000 - Large Meeting Room $75,000 - Ice Sheet (period of 20 years) $600,000 each PARKS SYSTEM The Shakopee parks system, with 472.2 acres of developed parks, 162 acres of undeveloped park land and open space and over 60 miles of trails and sidewalks, provides numerous facilities for an abundance of activities. From shelter rentals for family and group outings, to playground equipment for the kids, to sports fields for adult and children athletics, to a quiet retreat from the everyday hustle and bustle, the parks can meet the needs of many users. With the increasingly importance of leisure time in America, parks systems must continually expand and modernize to satisfy its users. The items listed below are therefore provided for your consideration in our sponsorship program. Advertising/Sponsorship Ball Field/Turf Field Sponsorship $ 1500/yr or$4250/3 yrs — Sponsors will receive a 4' X 6' full color banner, or equivalent, with their name or logo displayed on the field. The sponsor's name may be used on schedules and publications describing the field. Concession Stand- 10 years $50,000 Shelters— 10 years $50,000 each Tennis Courts — 10 years $15,000 each Disc Golf Course— 10 years $20,000 Skate Park — 10 years $75,000 Development & Construction of Shakopee Ball Diamond Improvements (lighting, fencing) $10,000 and up Playground Equipment $10,000 and up Skate Park Equipment $2,000 and up SANDVENTURE AQUATIC PARK & AQUATICS PROGRAMMING Shakopee's SandVenture Aquatic Park continues to be a standout facility in the provision of quality recreation. The pool strives to meet the needs of citizens by providing programs such as Learn to Swim, introductory snorkeling and scuba classes, boating safety, birthday parties and special events. The facility features a support building with a concession stand, family changing rooms, picnic area, and locker rooms. This unique water park is a sand bottom chlorinated pool that is surrounded by a sand beach and a sand play area. It also features a 300' waterslide, two 12'drop slides and a diving board. The height requirement to use the slides is 48". Because of these features, the use continually increases. Thus the following items would facilitate the ability of the community pool to meet the growing needs of the community. Sponsorship is available for 10 years. Large 300' waterslide $30,000 Small waterslides $20,000 each Shade Structures $15,000 each Concession Stand $30,000 FUTURE FACILITIES Huber Park Small Shelter $50,000 RESOLUTION NO. 7642 A Resolution Of The City Of Shakopee, Minnesota, Establishing a Sponsorship Policy and Amending the Shakopee Sponsorship Program WHEREAS, on May 18, 2010, the City Council adopted Resolution No. 7007, Amending the Shakopee Sponsorship Program; and WHEREAS, The Park and Recreation Advisory Board recommends adopting the Shakopee Sponsorship Policy and amending the Shakopee Sponsorship Program; and WHEREAS, the City Council desires to seek sponsors that further the City's mission by providing monetary or in-kind support. WHEREAS, individuals, groups or organizations will have the ability to sponsor City facilities, programs or special events. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the Shakopee Sponsorship Policy, attached hereto and made a part hereof, is hereby adopted. BE IT FURTHER RESOLVED, that Resolution No. 7007 is hereby amended by adding the attached Shakopee Sponsorship Program. Adopted in regular session of the City Council of the City of Shakopee, Minnesota, held this 17th day of November, 2015. Mayor of the City of Shakopee Attest: City Clerk