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HomeMy WebLinkAboutReso 2007-1071 RESOLUTION NO. 2007- ~ I A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING THE SPONSORSHIP AND ADVERTISEMENTS POLICY GUIDELINES, ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THE TERMS OF THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, as the City of Sunny Isles Beach is growing and providing more and more parks, the City is organizing more City-sponsored events for the enjoyment of its citizens and visitors alike; and WHEREAS, the City Commission has the desire to create a guideline for sponsorship and advertising of these numerous on-going events; and WHEREAS, by adopting the Sponsorship and Advertisements Policy Guidelines, it will provide the framework for City staff to operate when soliciting sponsorships for City-sponsored events, and when advertising those sponsorships. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section I. Approval of the Sponsorship and Advertisements Policv Guidelines. The City Commission hereby approves the Sponsorship and Advertisements Policy Guidelines, attached hereto as Exhibit "A". Section 2. Authorization of Citv Manager. The City Manager is hereby authorized to do all things necessary to effectuate the terms of this resolution. Section 3. Effective Date. This Resolution will become effective upon adoption. PASSED and ADOPTED this 19th day of April 2007. Approving Sponsorship & Advertisements Policy ATTEST: ~Mu'AL Jane A. Hines, CMC, City Clerk APPROVIpJ,AS TO FORM AND LEGAL S IENCY VOTE: 4-D-1 Mayor Edelcup Vice Mayor Thaler Commissioner Brezin Commissioner Goodman A bs.€..v\ r--- Commissioner Iglesias Approving Sponsorship & Advertisements Policy 2 Moved by: ('A>~",,^,^~~ I("L'i-S/~f Second by: Co~ ~'Z.ZIIv' k::1Yes)_CNo) ~(Yes)_CNo) V(Yes)_(No) _(Yes)_CNo) -----1dYes)_(No) OF ~U'" Sponsorships and Advertisements Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 CONTENTS Part A Sponsorships and Advertisements I. Overall Policy 3 II. Policy and Guidelines 3 III. Directive for City Departments 3 IV. Definitions 3 V. Sponsorship Solicitation 4 VI. Selection of Appropriate Sponsors 5 VII. Sponsorship Agreements 6 VIII. Accounting and Record Keeping 6 Part B Other Gifts. Donations. and In-kind Services I. Policy 6 II. Directive 6 III. Gifts and Donations 6 IV. Accounting and Record Keeping 7 Sponsorships and Advertisement Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 - 2- Part A: Sponsorships and Advertisements For sponsorship and advertisement activities, Departments of the City of Sunny Isles Beach shall follow the policies and guidelines herein. I. OVERALL POLICY The City of Sunny Isles Beach encourages both public and private participation in Sponsorship and Advertisement activities and fund raising. A staff member soliciting the sponsors must be one having no regulatory authority over the sponsor, and follow this policy which establishes uniform guidelines in such endeavors. II. POLICY AND GUILDELlNES The City of Sunny Isles Beach allocates limited resources for recreation programs and special events. To increase service levels, the need exists to secure supplemental resources to meet both current and projected demands. The City provides opportunities for the community to be involved in special events and recreational programming. The community supports parks and recreation program development through various forms of sponsorships and advertisements and cooperative agreements, collectively referred to as "Sponsorships." Therefore, guidelines below have been established for City Departments so that supplemental resources may be appropriately utilized. III. DIRECTIVE FOR CITY DEPARTMENTS The following guidelines are designed to provide direction to Departments of the City of Sunny Isles Beach regarding the solicitation of municipal sponsorships for City programs, events, venues, and activities. Sponsorship solicitations shall be in furtherance of the City of Sunny Isles Beach's needs, coordinated through the City Manager or designee, and conducted in accordance with the provisions provided for herein. V. DEFINITIONS A. Sponsorship: funds, products, or services provided by a company, entity, or individual to the City of Sunny Isles Beach in consideration of the opportunity for the company, entity or individual to promote its name, product or service in conjunction with a City program, event, venue, or activity. Sponsorships and Advertisement Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 - 3- B. Sponsor: a company, entity, or individual that provides a sponsorship to the City of Sunny Isles Beach. C. Partner: highest level of sponsorship V. SPONSORSHIP SOLICITATION The Department Director or designee responsible for the event or program shall establish specific sponsorship levels, advertisement opportunities, and donation amounts for each particular use. In the case where a citizen's committee is involved in the event planning there will be input from that committee. Sponsorship opportunities and donation amounts are subject to change and are to be viewed in the context of City standards and ordinances. Sponsorship opportunities and levels for recreation programs, special events, City programs, venues, and activities may include, but is not limited to, the following: A. PLATINUM SPONSOR B. GOLD SPONSOR C. SILVER SPONSOR D. SPECIAL EVENTS PARTNER SPONSOR I. Payment for all special events and title sponsorships shall be made upon the City's acceptance. In the case of in-kind services or other such arrangements nothing herein shall prohibit a sponsor from paying 3'd party vendors directly. II. Representative(s) or designee of all special events and partner sponsors shall also provide proof of authorization. E. FACILITY SIGN/BANNER SPONSOR F. ITEMS THAT ARE NOT AUTHORIZED AS SPONSORSHIP OPPORTUNITIES I. Television, video, or audio rights to City events. II. Use of City name, seal/logo, or other insignia, unless prior approval is obtained from City Commission. III. Use of City-owned vehicles. IV. City uniforms. v. City property other than indicated above. Sponsorships and Advertisement Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 - 4- VI. SELECTION OF APPROPRIATE SPONSORS A. The City Manager or designee shall select the appropriate sponsor, taking into account the following criteria: i. Financial value. II. Compatibility with the City's image and core values. III. Quality of product or service. IV. Suitability to the applicable program, event, venue, or activity. In adopting this policy, the City Commission has determined that certain products, services, or advertisements are, by their nature, incompatible and inappropriate for use at City facilities and programs. In particular, the City has determined that sponsorship from the adult entertainment, tobacco and firearms industry at City events, facilities, and activities are prohibited. Additionally, alcohol sponsorship, sale and consumption at youth activities is not permitted. Notwithstanding, the City may consider sponsorships involving the use of alcohol as may be approved by the City Commission. Any advertising which involves political advertising, illegal acts and/or includes false or misleading language is strictly prohibited. Further, the City Commission has determined that sponsorships from any group that advocates the superiority or inferiority of any race, religion, creed, organization, or ethnic group will not be permitted; provided, however, that these policies shall be subject to applicable federal, state, and local laws, rules, regulations and ordinances. B. The selection shall be impartial and shall be in accordance with the provisions herein. All sponsorship opportunities shall be reviewed by the City Manager or designee to ensure that the granting of a sponsorship opportunity does not result in preferential treatment of the sponsor, and to avoid any conflict with existing contracts. C. No action shall be taken which gives the appearance that those companies, entities, or individuals who do not sponsor City programs, events, venues, or activities that are treated less favorably than those who do. D. All activities under this Policy shall be in conformance with all applicable federal, state, and local laws, rules, regulations, ordinances, policies, and directives. Sponsorships and Advertisement Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 - 5- VII. SPONSORSHIP AGREEMENTS Sponsorship agreements may be set forth in a written agreement prepared by the City. Each agreement shall be per event, program, venue, or activity and recreational program not exceeding a term of one (1) year or season, unless otherwise provided. VIII. ACCOUNTING AND RECORD KEEPING City Departments, with the assistance of the City's Finance Department, shall maintain records that provide an audit trail for the receipt of all sponsorship funds. Part B: Other Gifts, Donations, and In-kind Services The following are the policy guidelines regarding other types of gifts and donations, and in-kind services for the City of Sunny Isles Beach. I. POLICY The City of Sunny Isles Beach desires to increase public service and public participation and fundraising through donations of monetary or tangible or intangible property and or services. The City also supports other creative ways to garner public support and money for all activities contemplated by this policy. II. DIRECTIVE This directive is to give guidance and counsel to City of Sunny Isles Beach personnel, individuals and other entities (such as, city committees) acting on behalf of the City regarding the solicitation and giving of donations as provided above. All gifts, fundraising, and donations are to be accepted or rejected by the City in accordance with the policy, directive and procedures as provided for herein. III. GIFTS AND DONATIONS A gift or donation is defined as a voluntary transfer of assets and or services from a person or entity to the City in furtherance of this Policy. TYPES OF ACCEPTABLE GIFTS: The City of Sunny Isles Beach has approved the following types of gifts/donations and public and private participation subject to the terms and conditions provided for herein. Sponsorships and Advertisement Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 - 6- . Checks Checks shall be made payable to the City of Sunny Isles Beach. Sponsors shall not make checks payable to City employee(s). . In-Kind Gifts and Donations/Gift In-kind donations are a contribution of personal or real property or tangible or intangible property or other services. All gifts/donations shall be recorded by the Finance Department. The value of such gift/donation shall be based upon its face value, or if no value is determined, it shall be the agreed upon fair market value by the City and the donor/giver. If no agreement can be reached the City shall determine such value. The donor/giver shall be given a receipt for such gift/donation. Should there be any question as to the acceptability of a gift/donation or fundraising activity, the City Manager or designee, shall consult the legal department before any donation/gift is accepted or any fundraising activity takes place. Any gift over $10,000 shall require City Commission approval. The City Commission may approve in other instances where a gift is under $10,000 and the donor wants recognition, or the donor is a City vendor. IV. ACCOUNTING AND RECORD KEEPING The responsible Department with the assistance of the Finance Department for the City shall maintain written records that provide an audit trail for receipt of all gifts/donations and fund raising activities herein. The requisite Department shall also comply with the following: . The value of all real, personal, tangible or intangible gifts/donations shall be recorded by City personnel and properly recorded as specified by the Finance Department. . A full record of all gifts/donations and or fund raising activities including company name, person, entity, type of gift/donation or activity, amount and disposition of such gift/donation, shall be kept up to date together with all requirements of year end reporting. . All funds, products, services, gifts/donations and in kind services/gifts/donations and or fund raising activities shall be used or done in accordance with that which was stipulated at the time of such gift/donation or activity. Sponsorships and Advertisement Policy Guidelines City of Sunny Isles Beach, Florida April 19, 2007 - 7- TO: FROM: DATE: RE: City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-0606 City Hall (305) 949-3113 Fax (305) 947-2150 Building Department (305) 947-5107 Fax MEMORANDUM Doug Haag, Assistant City Manager/Finance Alyce Hanson, Administrative Services Director Priscilla Walker, CMC, Deputy City Clerk~uJ~ April 26, 2007 Approval of Sponsorship and Advertisement Policy City Commission Norman S. Edelcup, Mayor Lewis J. Thaler, Vice Mayor Roslyn Brezin, Commissioner Gerry Goodman, Commissioner Danny Iglesias, Commissioner A. John Szerlag, City Manager Hans Ottinot, City Attorney Jane A. Hines, CMC, City Clerk At its regular meeting of April 19, 2007, the City Commission adopted Resolution No. 2007- 1071, which approved a Sponsorship and Advertisements Policy for the city. Attached is a copy of the approving legislation for your files. Thank you. :pw Attachments Sponsorship & Advertisement Policy Trans Memo TO: VIA: FROM: DATE: RE: City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 City Commission Norman S. Edelcup, hf~~ Lewis J. Thaler, Vice M'!Y~ Roslyn Brezin, Commissioner Gerry Goodman, Commissioner Danny Iglesias, Commin'ioner (305) 947-0606 City Hall (305) 949-3113 Fax (305) 947-2150 Building Department (305) 947-5107 Fax A. John Szerlag, Ciry hfanager Hans Ottinot, Ciry Allorney Jane A. Hines, City Clerk MEMORANDUM The Honorable Mayor and City Commission A. John Szemg, City Manager Douglas Haag, Assistant City Manager, Finance Division & Alyce Hanson, Director, Administrative Services Department April 19, 2007 Sponsorship and Advertisements . Policy Guidelines Recommendation It is recommended that the City Commission approve this resolution and the attached Sponsorship and Advertisements Poliry Guidelines. These policy guidelines provide the framework for staff to operate when soliciting sponsorships for city-sponsored events, and when advertising those sponsorships. Background The Cultural & Human Services Department surveyed nine communities in South Florida (a copy of the survey is attached). Four of these communities had no written policy; five shared their policy, which ranged from a single statement to a resolution. Susan Simpson, Director of Cultural & Human Services and I considered all of these policies during the formation of the city's policy. Additional Information These polices have been reviewed and approved by the Office of the City Manager and the Office of the City Attorney. Attachment: 1 Date ioB 4-l3-o1 Agenda Item Sponsorships & Advertisements Benchmark Survey The Cultural & Human Services Department surveyed several municipalities regarding their sponsorship policies. The result of the survey is as follows: No. City Policy 1. Bal Harbour None. 2. Coral Gables None. 3. Hollywood None. 4. North Miami None. 5. Wellington Sent a copy. Comprehensive policy. 6. Surfside Sent a description of sponsorship levels and opportunities for this year. 7. Aventura Contracted service provider seeks sponsorship on city's behalf with the City Manager approving the sponsors. This is not in the form of a policy but an item in their contract with that service provider. 8. Miami Beach Sent policy statement: 'The City of Miami Beach solicits businesses whose products or services are consistent with our community's standards, generally avoiding businesses whose products/services relate to sex, alcohol and tobacco.' 9. Coral Springs Sent copy of resolution that establishes city policy.