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WS Item 4Title of Presentation Technical Services Chris Tribble 712 City Slides Microsoft Office PowerPoint On-screen Show (4:3) City of Southlake Work Session – May 1, 2012 Sponsorship Policy Purpose History of City sponsorships Overview of Draft Sponsorship Policy Obtain City Council’s feedback History 2009-Present CS Dept utilized sponsorship packages to help offset costs for community events Current Potential Sponsorship Considerations Sponsorship Success w/Stars & Stripes and Southlake Tailgate Current significant interest in sponsorships in return for Naming Rights Title Sponsorships Cash Sponsorships In-Kind Sponsorships Potential revenue stream to sustain & enhance Parks & Recreation System Community Facilities Events & Programs Services Sponsorship Policy Background Staff presented Sponsorships White Paper in June 2011 City Council discussed need for Sponsorship Policy during June Retreat City Council directed staff to develop a draft policy for review B3 Enhance resident quality of life and business sustainability through tourism L3 Attract, develop and retain a skilled workforce C3 Provide attractive and unique spaces for enjoyment of personal interests L4 Recognize and reward high performers C2 Provide travel convenience within City and region L2 Enhance leadership capabilities to deliver results L5 Empower informed decision-making at all levels in the organization C1 Achieve the highest standards of safety and security C4 Attract and keep top-tier businesses to drive a dynamic and sustainable economic environment L1 Ensure our people understand the strategy and how they contribute to it City of Southlake Strategy Map The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled quality in everything that we do. Fulfill Our Mission Deliver on Our Focus Areas Safety and Security Quality Development Partnerships and Volunteerism Performance Management and Service Delivery Mobility Infrastructure C5 Promote opportunities for partnerships and volunteer involvement Serve Our Customers B5 Improve performance of delivery and operational processes B2 Collaborate with select partners to implement service solutions B4 Provide high quality customer service B1 Achieve best-in-class status in all City disciplines B6 Optimize use of technology Manage the Business Provide Financial Stewardship F1 Adhere to financial management principles and budget F3 Achieve fiscal wellness standards F4 Establish and maintain effective internal controls F2 Invest to provide and maintain high quality public assets Promote Learning and Growth Live Our Core Values Integrity ● Innovation ● Accountability ● Commitment to Excellence ● Teamwork I. Purpose The purpose of the policy is to provide specific guidelines for developing and managing sponsorships for City parks, facilities, events, programs and services. II. Policy Statement Establishes policy for City to actively pursue sponsorships to enhance and sustain Southlake’s Parks & Recreation System Community Facilities Programs Events Services By developing sponsor relationships Individuals Foundations Corporations Non-profit organizations Service clubs Other entities II. Policy Statement Establishes that in reciprocation for the Sponsorship, a Sponsor will be provided with appropriate acknowledgment of their contribution All such recognition must adhere to City’s aesthetic values established within the Southlake 2030 Parks, Recreation & Open Space / Community Facilities Master Plan III. Authority Establishes that the City will maintain authority, operation and control over the planning and execution of all sponsorship activities IV. Types of Sponsorships Naming Rights Exclusive right to name a City-owned, City-operated asset Athletic Field Athletic Complex Parks and Recreation Amenity (ex. pavilion, playground) Community Facility Component of a Community Facility (ex. gymnasium) Involves significant cash and/or other considerations under a long-term agreement Purchaser must support image, values and corporate objectives of the City and community IV. Types of Sponsorships Naming Rights City shall not relinquish right to manage/control asset Signage, branding and publicity shall conform to applicable policies, ordinances and plans Costs for promotion of the renaming of the facility shall be incorporated into the agreement City Council will determine and approve name of asset IV. Types of Sponsorships Events, Programs & Services Sponsorships 1. Title Sponsorships Recognition as Title Sponsor for a specific event, program or service Will be promoted as Title Sponsor in promotional materials and on event/program website Will receive category/product exclusivity Appropriate signage and display for duration of the event, program, or service IV. Types of Sponsorships Events, Programs & Services Sponsorships 2. Cash Sponsorships Entity agrees to provide cash for a specific event, program or service in exchange for Sponsor recognition Will be promoted as Sponsor in promotional materials and on event/program website Will receive category/product exclusivity Appropriate signage and display for duration of the event, program, or service IV. Types of Sponsorships Events, Programs & Services Sponsorships 3. In-Kind Sponsorships Entity agrees to provide a good or service for a specific event, program or service in exchange for Sponsor recognition No monetary exchange Will be promoted as Sponsor in promotional materials and on event/program website Appropriate signage and display for duration of the event, program, or service V. Guidelines for Establishing Sponsorship Relationships All proposed sponsorship relationships will be considered on an individual, case-by-case basis Details how potential sponsorships will be evaluated: Is the mission of the sponsor organization consistent w/the City’s Mission, Values and/or Strategy Map? Are the products, services and marketing goals of the potential sponsor compatible with the City’s Mission, Values, Comprehensive Plans and policies? Does the sponsorship enhance the City’s community facilities, parks & recreation system, programs, events and services? Are the tangible and intangible benefits balanced for both the City and the sponsor? V. Guidelines for Establishing Sponsorship Relationships Are the conditions consistent w/standards, aesthetic values, and visual integrity of City property and the expectations of the users? Does it commit the City to additional operations & maintenance costs and responsibilities? Does it create a conflict of interest for City? Does it in any way invoke future consideration, influence, or be perceived to influence day-to-day operations of the City? Is the sponsorship appropriate to the target audience? Will the results of the relationship deliver a positive and desirable outcome and image for the City? V. Guidelines for Establishing Sponsorship Relationships Additional considerations: Agreement shall not limit City’s ability to seek other sponsors Sponsorship cannot be made conditional on the City’s performance Ineligible sponsors include those whose primary products or services are substantially derived from the sale of alcohol, drugs, tobacco, gambling, firearms, or inappropriate materials City will not solicit nor accept a sponsorship that could prove detrimental to the City’s public image V. Guidelines for Establishing Sponsorship Relationships Additional considerations: The evaluation of the potential sponsor shall include, but not be limited to the sponsor’s: Values and principles Products and services offered Record of environmental stewardship Social responsibility Rationale for it’s interest in partnering w/the City Expectations Ability and readiness to enter into agreement The City reserves the right to accept or reject any sponsorship submitted for approval VI. Procedures for Establishing Sponsorship Relationships Sponsorships are established primarily through: Initiation by the City Initiation by a Potential Sponsor Interested sponsors are encouraged to contact CS Dept Complete a sponsorship application Submit details of proposed sponsorship in writing for evaluation VI. Procedures for Establishing Sponsorship Relationships Additionally, organizations that the City partners with through Community Services Agreements or Facilities Utilization Agreements may also initiate potential sponsorship opportunities Once initiated, the potential sponsorship opportunity must be turned over to the City to process and negotiate At no time shall another organization speak on behalf of, or negotiate on behalf of the City Organizations initiating an approved sponsorship will receive a finder’s fee (% TBD) VII. Approvals City Council will approve all sponsorships related to: Sponsorships that exceed $50,000 Agreements that exceed (3) years Naming Rights City Manager will approve all sponsorships related to: Sponsorships valued between $5,001 - $49,999 Community Facilities Capital Projects Service Delivery Community Services Director will approve sponsorships related to: Sponsorships up to $5,000 Community Events and Programs Parks and Recreation System VIII. Sponsorship Payment City requires a 50% deposit on all sponsorships Deposit must be submitted with the signed Sponsorship Agreement 1. Long-Term Agreements (>1 year) Remaining 50% for Year 1 due within 30 days of establishment of agreement For each year after 100% of annual payment is due on anniversary date of agreement Short-Term Agreements (<1 year) Remaining 50% due 30 days prior to event or program IX. Revenue Allocation All revenues received from sponsorships will be deposited into the City’s special revenue fund for Sponsorships The City Council, as part of the annual budget process, will determine how the funds will be allocated X. Sponsor Recognition Recognition should identify and acknowledge the Sponsor Legally recognized name of the Sponsor Sponsor’s organizational slogan if it identifies rather than promotes Sponsor’s product or service line, described in brief, generic, objective terms Brief contact information such as phone, address or website Shall not promote or endorse the Sponsor or it’s products or services XI. Termination of Sponsorships City reserves the right to accept or reject any sponsorship proposal submitted for approval City reserves the right not to fulfill the agreement if found to be in the best interest of the City Sponsor reserves the right to withdraw the proposal at any time during approval process Sponsor can also withdraw within 30 days of establishment of agreement, but will not receive a refund of any funds received by the City prior to the notification of withdraw City Council Feedback Discussion / Comments Following Council’s feedback, staff will work with the CC appointed work group to finalize policy for adoption Mayor Pro Tem Bledsoe Deputy Mayor Pro Tem Muller Council Member Morris City Council Review Sponsorship White Paper (June 2011) City Council Discussion (June 2011 Retreat) City Council Work Session (May 1, 2012) City Council Appointed Work Group (May 2-14, 2012) (Bledsoe, Morris & Muller) City Council Adoption (May 15, 2012) Questions?