10.2. SR 07-05-2016 EOty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 10.2
Agenda Section Meeting Date Prepared by
Work Session July 5, 2016 Michael Hecker, Parks and Recreation Director
Item Description Reviewed by
Sponsorship Policy Cal Portner, City Administrator
Reviewed by
Action Requested
Discussion of the Sponsorship Policy.
Background/Discussion
Staff was recently approached by a local business interested in sponsorships and naming rights of park
facilities.
The Community Center Steering Committee has also discussed sponsorship ideas for the proposed
Community Center. The intent of the sponsorship policy is to guide potential sponsors who wish to
provide monetary or in-kind support for city facilities and programs. This policy is intended to be used
city-wide.
A naming policy for the official naming of parks and recreation areas and facilities was approved by City
Council on November 19, 2012. This policy is attached for review since both policies are similar in
nature.
This policy was presented for initial review at the Parks and Recreation Commission work session on
June 8. Staff and department heads reviewed this policy during the past several weeks and made some
minor changes reflected in this proposed draft. The city attorney has also reviewed the policy.
Financial Impact
N/A
Attachments
■ Sponsorship Policy draft
■ Parks and Faculties Naming Policy
■ Shakopee Community Center Sponsorship Program
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CITY OF ELK RIVER
SPONSORSHIP POLICY
I. GENERAL POLICY STATEMENT
The City of Elk River shall seek sponsors that further its mission by providing monetary or
in-kind support for city programs or services. The city 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 discre n over who is eligbl to become a sponsor
according to the terms of this policy.
Whenever possible, sponsorships shall be�lnked to specific activities, events,programs, or
publications. The city will neither seek nor accept sponsors that manufacture products or
take positions inconsistent with local, state, or federal law or with city policies,positions, or
resolutions. The acceptance of a sponsorship offer or the establishment of a sponsorship
agreement does not constitute an endors, t by the City of Elk River of the sponsor's
organization,products or services.,--., A64
II. PURPOSE AND INTENT
The purpose of this Policy and its related"'p`factices and guidelines is to define the conditions
upon which sponsorship messages may be placed upon property or in publications of the
city and to establish definitive guidelines for the acceptance and placement of such messages.
It is the intent of the Elk River City Council to preserve its full rights and discretion to
restrict access to city properties and or in city publications and to reject or refuse placement
of any or all sponsorship messages. To the extent that any such messages are accepted,the
city reserves the right of full editorial control over the placement, content, appearance, and
wording and to determine and prohibit types of sponsorship messages which are deemed
inappropriate for, or inconsistent with, city business or the services provided to its residents.
The objectives includ
■ Ensure an open and fair public process for soliciting and considering sponsorship
opportunities;
■ Provide the city 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.
III. DEFINITION OF SPONSORSHIP
City sponsorship is financial or in-kind support from an outside person or entity,including
other governmental or quasi-governmental organizations (collectively`outside entityD 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.
IV. AUTHORITY LEVELS TO SOLICIT AND APPROVE SPONSORSHIPS
The City of Elk River 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').
Sponsorship involving naming rights for any city facility, recreation area,park or athletic
field, or designated potion thereof, shall be required to meet any defined department policy
regarding naming rights in addition to criteria defined in this sponsorship policy.
Additionally,when sponsorship involves naming rights,there may be other levels of
approval required if so defined by department policy; such approvals must be met in
addition to the levels of approval defined in Section V below.
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.
All donations must be approved by a 2/3 majority City Council Resolution.
City of Elk River Sponsorship Policy
Page 1 2
V. LEVELS OF SPONSORSHIP
Level 1 - Council Approval Required:
Offers of sponsorship that are for terms of five or more years, or are projected to generate
substantial revenue, and/or that involve naming rights for any city facility, shall require the
approval of the City Council. This level could include designated portions of city facilities,
such as naming rights for a specific athletic field or a specific room within a city facility.
Level 2 -Department Director Approval Permitted:
Offers of sponsorship that are for terms of three to five years, are projected to generate
$90,000 or less and do not involve any naming rights may be approved by the department
director responsible for the particular facility or service,who may also execute the
sponsorship agreement.A director may refer proposals of sponsorship or sponsorship
agreement within his/her authority level to the administrator for approval.
Level 3 -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 director.
VI. 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.
VII. 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. 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 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.
City of Elk River Sponsorship Policy
Page 1 3
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:
■ Promotion of the sale or consumption of tobacco products or depiction of the use of
tobacco products;
■ 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. Sponsorships by the City of Elk River Municipal Liquor Stores may
be deemed acceptable.
■ Commentary, advocacy or promotion of issues, candidates, campaigns or organization of
a social,political, religious or rhetoric nature;
■ Depiction in any form of nudity or semi-nudity,profanity, obscenity or lewdness or
characterizations which suggest, depict or promote any such element or sexually oriented
products,activities or materials;
■ Promotion in any form of illegal drugs,illegal drug use,illegal drug paraphernalia or
characterizations which suggest or depict the promotion or glorification of any such
projects, activities or materials;
■ Use of language or descriptive material which when taken in form and context is deemed
to be unsuitable for or contrary to community standards of appropriateness for
governmental use for family publications;
■ Use of words,language, representations or descriptive material of any kind having more
than one meaning or connotation, one of which would otherwise be prohibited under
this policy;
■ Inclusion of materials, depictions,promotions or offerings which are the type prohibited
by, or by their nature would violate, any postal restrictions or regulations or any federal,
state or local law, rule or regulation.
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:
■ The extent and prominence of the sponsorship recognition message;
■ The aesthetic characteristics of the sponsorship recognition message;
■ The importance of the sponsorship to the mission,values and image of the city;
■ The level of support proposed to be provided by the sponsor;
■ The cooperation necessary and degree of support from other city departments to
implement the sponsorship;
■ The value of the resources that is provided to the city in fulfilling its overall mission;
■ Factors that might affect or undermine public trust or public confidence in the city's
impartiality or interfere with the efficient delivery of 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
City of Elk River Sponsorship Policy
Page 1 4
to tarnish the city's reputation or standing, or the potential to otherwise impair the ability
to govern, or distract the city and its officers and employees from its mission.
VIII. 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 department policy and 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;
■ Advertising boards at Ice Arena;
■ PA audio and visual messages;
■ Inclusion on printed materials of the city;
■ Inclusion on city-maintained facility web pages;
■ Inclusion on bulletin boards;
■ 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).
IX. PERMISSABLE 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.
X. FACILITIES AND SERVICES FOR WHICH SPONSORSHIP IS PROHIBITED
Naming of facilities already named must be reviewed and approved by the department head,
if there is an applicable department policy regarding naming of city-owned property and by
City Council.
City of Elk River Sponsorship Policy
Page 1 5
XI. 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.
XII. 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).
XIII. APPEAL PROCESS
Any level of sponsorship that is denied may be appealed to the next level. The City
Council's decision shall be final.
XIV. HISTORY
First approved by City Council on xxxxx.
City of Elk River Sponsorship Policy
Page 1 6
city of
ver
Parks & Facilities
Naming Policy
PARKS & FACILITIES NAMING POLICY
Purpose:
The purpose of this policy is to establish a systematic and consistent approach for the
official naming of parks and recreation areas and facilities.
Objectives:
■ Ensure that parks, recreational areas and facilities are easily identified&located.
■ Ensure that given names to parks,recreational area and facilities are consistent with
the values and character of the area or neighborhood served.
■ Encourage public participation in the naming,renaming and dedication of parks,
recreation areas and facilities.
■ Encourage the dedication of lands, facilities, donations or sponsorship agreements
by individuals and/or groups.
Definition:
Parks,recreation areas and facilities—includes all property assets under the City's ownership
and the Parks and Recreation Department control including buildings, structures, open
spaces,public parks,natural areas,wetlands, environmental habitat and land.
Naming Criteria
Priorities to be considered in naming all city facilities,including parks and recreation facilities
(in order of importance) shall be as follows:
A. Historic Names. Names of historic events,groups, organizations, or persons at the
local,regional, or national level of major significance with special consideration given
to Elk River's own history.
B. Places and Feature Names.
1. Recognizable area or neighborhood. Names that aid in locating a
facility are acceptable. If the facility is located on a park or school site,
the facility need not share the name of the park or school site.
2. Assumed Names. Assumed names should be used only if the area has
been known by that assumed name for an extended period of time. An
example is the parcel of land known for decades as `Bailey Point,"
located near downtown at the south end of Morton Avenue at the
confluence of the Mississippi and Elk Rivers.
3. Natural Features. Natural features, such as rivers, creeks and terrain.
4. Horticultural Features. Horticultural features characteristic of a
particular area.
C. Individual, Groups or Organizations.
The following criteria will be used in evaluating the use of names of persons
(whether living or deceased),groups and organizations.
1. General Criteria. Names of persons,groups or organizations having a
longstanding affiliation with the City of ten (10) or more years of
significant community service,involvement or contributions beyond the
ordinary interest level whose efforts have:
a. Enhanced the quality of life and well-being of city residents;
b. Contributed to the preservation of the city's history or culture;
c. Made exemplary or meritorious contributions to the city or its
residents; or
d. Contributed to the acquisition, development, or conveyance of
land,buildings, structures or other amenities to the city or
community.
2. Deceased Persons. To be considered for a naming opportunity,the
individual must have been deceased for at least two (2) years. Such
individuals may include:
a. Historic persons.
b. National and/or local heroes. Those who have given outstanding
service to mankind or who have worked over and above any
ordinary interest level. An Elk River area resident,who has
attained local, state or national recognition for parks and
recreation work or work in the areas of public safety or public
health, as appropriate to the facility,would be highly acceptable.
3. Living Persons. Facilities may be named after living persons only after
a study has been completed relative to the individual's background and
qualifications pursuant to the criteria in this policy.
4. Groups and Organizations. Facilities may be named after groups or
organizations pursuant to the criteria set forth in this policy or groups
and organizations that wish to pursue a sponsorship agreement with the
City of Elk River at a city owned asset under control of the Parks and
Recreation department.
EXCEPTION: The exception to this policy in its entirety is a sponsorship
agreement entered into between the city and a group or organization for a section
within a city owned property asset under control of the Parks and Recreation
department, such as a concession stand,ice sheet,ballfield, Rivers Edge Commons
upper plaza, multi-purpose room, etc.
Procedure
A. Naming of Parks, Recreation Areas and Facilities
1. A request for naming of a park,recreation area or facility shall be
submitted in writing to the Parks and Recreation Commission,through
the Parks and Recreation Department.
2. Those submitting a naming request should show how the proposed name
is consistent with the criteria stated in this policy. When naming after a
person or persons,the application will describe the contributions to the
city. Written documentation of approval by next of kin to be honored (if
available/possible) is required as part of the proposal. City staff will
review the proposal for adherence to the stated criteria and
authentication of statements relative to contributions in the case of an
individual before forwarding to the Parks and Recreation Commission.
If the request is incomplete, staff will contact the applicant,in writing,
and provide them with the opportunity to resubmit a revised request.
3. The Parks and Recreation Commission will offer the opportunity for
public input on the proposed naming. A notice requesting a public
meeting for naming of a park,recreation area or facility shall be posted
and published in the city's official newspaper at least 10 days prior to the
meeting.
4. The Parks and Recreation Commission shall forward their
recommendation to City Council for final decision.
5. The Parks and Recreation Commission can initiate the naming process
whenever deemed necessary and/or in the best interest of the city.
6. In the absence of any naming requests,the Parks Recreation and
Commission shall adhere to criteria stated in this policy in
recommendation of name.
B. Renaming of Parks, Recreation Areas and Facilities
Renaming of parks, recreation areas and facilities carries with it a much greater
burden of process compared to initial naming. Tradition and continuity of name and
community identification are important community values. Each application must
meet the criteria in this policy,but meeting all criteria does not ensure renaming.
1. A request for renaming of a park,recreational area or facility shall be
submitted in writing to the Parks and Recreation Commission,through
the Parks and Recreation Department.
2. The request shall include the proposed name change, the purpose of the
change, and how the proposed name change is consistent with the
criteria established. When renaming after a person or persons, the
application will describe the contributions to the city. Written
documentation approval by next of kin to be honored (if
available/possible) is required as part of the proposal. City staff will
review the proposal for adherence to the stated criteria and
authentication of statements relative to contributions in the case of an
individual before forwarding to the Parks and Recreation Commission.
If the request is incomplete, staff will contact the applicant,in writing,
and provide them with the opportunity to resubmit a revised request.
3. The recognized Neighborhood Association will be notified of the
proposal when the Parks and Recreation Department receive a complete
application.
4. The Parks and Recreation Commission will offer the opportunity for
public input on the proposed naming. A notice requesting a public
meeting for naming of a park,recreation area or facility shall be posted
and published in the city's official newspaper at least 10 days prior to the
meeting.
5. The Parks and Recreation Commission shall forward their
recommendation to City Council for final decision.
Parks & Facilities Naming
Policy History
Adopted by: On date Item #
City Council November 19, 2012 8.2
Shakopee
City of Shakopee 129 Holmes St.S.,Shakopee MN 55379 (952)233-9300 1 www.ShakopeeMN.gov A i n n esota
'4
COMMUNITY CENTER & ICE ARENA
I.�
1
i
IMPROVEMENTS PROJECT
Welcome to our sponsorship program!
We are delighted you are interested in supporting the
City of Shakopee to enhance the quality of life for
the citizens of Shakopee.
SHAKOPEE
The City of Shakopee is excited to announce
a $30.4 million recreation improvement
_ project that includes construction of a new
89,590-square-foot ice arena, as well as
renovations to the 95,845-square-foot Shakopee
Community Center.
- The completed project will serve as a focal point
For more information or to discuss in the community, providing opportunities for
sponsorship opportunities, please contact: expanded recreation offerings.
Jamie Polley,CPRP Construction is slated to begin in April 2016 with
Director of Parks and Recreation completion of the ice arena scheduled for December
jpolley@ShakopeeMN.gov
poll y@Sha 14 2016. Community Center renovations are projected to
wrap up by June 2017.
The Shakopee Ice Arena is home to the Shakopee High School boys and girls
hockey teams, as well as the Shakopee Youth Hockey Association. It is open 11
months of the year for practices, games, recreational skating, lessons, camps and
tournaments.
Ice Arena Lobby
■ _ ICE ARENA
The new ice arena will
-• contain two NHL-size rinks,
meeting space and a dryland
r
facility. It is expected to host
' f 300,000 visitors a year.
Q
The newly renovated
Community Center
will offer a new
24,500-square-foot
aquatic center, a senior --
lounge, enhanced
fitness center, indoor
playground, drop-
in child care, fitness ! L'
studios, teen center
and meeting spaces. Ate , . " W+°aa "� s'' •.�
The Community
Ak
Center is expected to -
serve 400,000 visitors "" - `�.
N- Aquatic Center
each year.
COMMUNITY CENTER
The Shakopee Community Center is a hub for citizens to gather, exercise and participate
in recreational activities of all kind. The facility currently offers fitness equipment, gyms,
walking track,fitness classes and meeting space for residents and visitors of all ages. It is
also home to the Enigma Teen Center and Shakopee Skate Park.
YOUR NAM E/LOGO HERE! _
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J J
The City of Shakopee is seeking community sponsors to help further the City's mission of
providing opportunities to live, work and play by bringing this community asset to life.
One way you can support the project is by investing in naming rights. Ten-year naming rights
are available in many areas of the Community Center and Shakopee Ice Arena. Sponsors'
name placement will reach patrons of all ages who are participating or attending programs and
events at these facilities.
ICE ARENA
Ice sheet 16,800 sq. ft. $750,000 each (2 available)
Rink 1 seats 893; Rink 2 seats 335.
Concession stand 410 sq. ft. $75,000
Large meeting room 1,200 sq. ft. $75,000
Visitor's locker room 600 sq. ft. $75,000
Locker room 450 sq. ft. $20,000 each (8 available)
For more information or discuss
sponsorship opportunities, please contact:
Jamie Polley, . . .
Director of Parks . Recreation
jpolley@ShakopeeMN.gov 1 (952) 233-9514
Sponsorship amounts and term lengths may be negotiable.More information is available in the City of Shakopee's
Sponsorship Policy,which sets the standards,guidelines and approval criteria.
Naming rights options continued...
COMMUNITY CENTER
Aquatic center 24,500 sq. ft. $750,000
Gym 12,400 sq. ft. $200,000
Community room 2,900 sq. ft. $150,000
Indoor playground 2,300 sq. ft. $150,000
Child care area 2,000 sq. ft. $75,000
Fitness center 4,600 sq. ft. $75,000
Aerobics studio 1,500 sq. ft. $50,000 each (2 available)
Spinning studio 970 sq. ft. $50,000
Multi-purpose room 2,500 sq. ft. $50,000 each (2 available)
Small meeting room 500-600 sq. ft. $50,000 each (2 available)
Senior Lounge 820 sq. ft. $50,000
Enigma Teen Center 930 sq. ft. $50,000
(Sponsorship recognition only.Enigma's name remains.)
Lobby 620 sq. ft. $30,000
Water slide $30,000
Walking track $25,000
Community Room
c.
i al .
�_Im .37
Learn more about the project at:
www.ShakopeeMN.gov/ccimprovements
Sponsorship amounts and term lengths may be negotiable.More information is available in the City of Shakopee's
Sponsorship Policy,which sets the standards,guidelines and approval criteria.