Policy
The Parks and Recreation Department of the City of Pflugerville (City), will seek sponsors that promote its mission by providing monetary or in-kind support for City assets, programs or services. The City permits private sponsorship of government facilities, assets, programs, or services in limited circumstances to generate funds for improving or expanding opportunities for public use.
Application and Selection
Interested sponsors must complete a sponsorship application form available on the department’s website. Applications will be reviewed by staff and those meeting the criteria for review may be submitted to the Special Events Subcommittee, and/or the parks and Recreation Commission, and/or the Deutschen Pfest Advisory Committee for feedback.
Authority Structure for Review and Approval
City possesses sole and final decision-making authority for determining the appropriateness of a sponsorship relationship and reserves the right to refuse any offer of sponsorship. Sponsorship agreement proposals will be approved according to the following guidelines:
A. $0 - $3,000.00 may be approved by the Department Director or authorized designee.
B. $3,000.01 - $24,999.99 may be approved by the Department Director.
C. $25,000.00 - $50,000.00 shall be approved by the City Manager or authorized designee.
D. $50,000.01 or more shall require the approval of City Council.
E. All sponsorships shall be approved in consultation with the City Attorney.
At the discretion of the City Manager, any proposed sponsorship agreement may be referred to the City Council for approval.
Criteria for Proposal Review
At a minimum, the following criteria when evaluating a sponsorship proposal shall be taken into consideration in determining compatibility for sponsorship.
Proposal Review
A. The City of Pflugerville Parks and Recreation Department (Department) will coordinate all sponsorship agreements.
B. The Department will be responsible for managing the City-Wide Policy.
C. The Department will review and assist in the development of sponsorship opportunities requested.
D. The Communication Department will review the proposal to ensure the sponsorship doesn’t conflict with other media buys the City purchases.
E. All sponsorships requests and agreements will be submitted through the parks@pflugervilletx.gov email.
2. Proposal Content
A. A contract shall be created for each sponsorship relationship. It shall detail the following information, at a minimum:
i. Activities, products, and services of the private entity and its subsidiaries.
ii. Benefits to be given to the proposed sponsor by City, and the monetary value of those benefits.
iii. Benefits to be given to City by the proposed sponsor, and the monetary value of those benefits.
iv. Perceived connection to the City’s mission and values, strategic plan, and business goals.
v. Prominence of public recognition of support.
vi. Content of public recognition of support.
vii. Duration of public recognition of support.
viii. Conditions under which the sponsorship agreement will be terminated.
3. Endorsement
A. The City of Pflugerville recognizes that entering into a sponsorship agreement with an external entity does not constitute an endorsement of the entity or its services and products, but it does imply a partnership. The City of Pflugerville seeks sponsorships with external entities that reflects the mission and values of the City of Pflugerville.
4. Use of City Name
A. 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 Manager and City Attorney. Any uses of the City’s logo or branding must be coordinated with the Communications Department, and all collateral must be approved before publication.
5. Proposal Review Criteria
A. The City shall consider the following criteria before entering into a sponsorship agreement:
i. Extent and prominence of the public display of sponsorship.
ii. Aesthetic characteristics of the public display of sponsorship.
iii. Importance of the sponsorship to the mission of City.
iv. Level of support provided by the sponsor.
v. Number of current sponsors in a particular business category.
vi. Cooperation necessary from other City departments to implement the sponsorship.
vii. Inconsistencies between City and City policies and the known policies or practices of the potential public image of the sponsor.
viii. 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, subject to City Council review, including but not limited to:
1. Faith based political organizations;
2. Entities who promote or are associated with alcohol, tobacco, or firearms;
3. Or entities who promote or are associated with adult entertainment.
Recognition of Sponsors
1. Naming Rights
Where naming is to be offered in recognition of sponsorship, the sponsorship proposal shall first be reviewed by the Parks and Recreation Advisory Board, in compliance with the Naming Rights Policy.
i. Naming rights for sponsorships are limited to facilities and park assets contained within an entire park. An example could be an aquatic facility within a park, or a field within a sports complex.
ii. The sponsor will be responsible for the full cost of signage depicting the sponsorship name.
iii. All signage related to naming of a park facility or asset shall be in compliance with the City’s Sign Ordinance, Chapter 154 of the City Code.
iv. The granting of naming rights will not entitle the sponsor to preferential treatment outside the sponsorship agreement.
v. Naming rights shall be approved for a specific term, which will not exceed the useful life of the property, facility, or asset, as determined by the City.
2. Programs and Services
In areas of programs and services, recognition can be considered:
i. A thank you letter of appreciation, along with acknowledgement that donation can be used to meet IRS definition for tax deductible donation, if applicable.
ii. Publicity through City website, newsletters, and/or social media promotion, and through sponsor's media sources.
iii. Events such as press conference, photo opportunity, groundbreaking or ribbon cutting.
iv. Acknowledgement in printed materials.
3. Permissible Recognition Messages
Sponsorship recognition messages may identify the sponsor but should not promote or endorse the organization or its products or services. 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. Only the following content will be deemed appropriate:
i. The legally recognized name of the advertising organization.
ii. The advertiser’s organizational slogan if it identifies rather than promotes the organization or its products or services.
iii. The advertiser’s product or service line, described in brief, generic, objective terms. Generally, only one product or service line may be identified.
iv. Brief contact information for the advertiser’s organization, such as phone number, address, or Internet website. Contact information must be stated in a manner that avoids an implication of urging the reader to action.
4. Evaluation and Feedback
Parks and Recreation Department metrics will be tracked and reported to sponsors. Feedback sessions will be held annually to assess and improve the sponsorship program. Sponsorship opportunities will be promoted to a diverse range of business and organizations. The community will be informed about the benefits of sponsorships through regular updates.
5. Transparency and Reporting
Detailed sponsorship agreements will outline sponsorship benefits and obligations. Sponsors will receive a report from the Parks and Recreation department on the impact of the contribution. All sponsorships will be formalized through legal agreements. These agreements will include terms for renewal and termination.
Terminating Sponsorships
City reserves the right to terminate any sponsorship should conditions arise that result in conflict with the policy, or the sponsorship no longer serves City's best interests, or are not in alignment with City mission and values.
