1.01.013_Community Center Digital Billboard Use Policy (2)
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
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PURPOSE
The purpose of the Community Center Digital Billboard (Billboard) is to communicate to
the public about: 1) City sponsored community events, 2) performances and events at the
Performing Arts Center (PAC),3) public safety and public service alerts and/or
notifications,and 3) other City alerts and announcements.The Billboard will also be made
available to 1) promote events sponsored by local non-profit organizations, 2) promote
events sponsored by renters of the Community Center and/or PAC that are open to the
public, and 3) notifications from local educational institutions.
The purpose of this Community Center Digital Billboard Use Policy (Policy) is to provide
guidelines and procedures for the identification, prioritization, submission and display of
messages on the Billboard.
DEFINITIONS
Billboard: means the digital billboard located at the Community Center Complex.
City: means the City of Rohnert Park and its departments and events sponsored by the
City.
City Manager: means the City of Manager of the City or the City
Community Events: means local events that are held within the City, open to the public,
andare of social or economic benefit.
For-Profit Organization: means a business or other organization whose primary goal is
making money (a profit) or has not been deemed eligible for nonprofit status by the
Internal Revenue Service.
Local Nonprofit Organization: means an organization that has been conferred eligible
for nonprofit status by the Internal Revenue Service under United States Internal Revenue
Code Section 501(c) and maintains an office or provides services within the City of
Rohnert Park.
Local Public Educational Institutions: means and includes the Cotati-Rohnert Park
Unified School District and Sonoma State University, excludes the Green Music Center.
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Non-City: means and includes local nonprofit organizations, local public educational
institutions, and renters of the PAC/Community Center.
POLICY
A.Responsibility
The Department of Public Works/Community Services or such other department as
designated by the City Manager is responsible for managing and submitting
messages for display on the Billboard. If there are any questions regarding content
of the message, or whether or not a group requesting use of the Billboard is
authorized under this policy, the City Manager will serve as the final decision-making
authority.
B.Policy
Requests to display messages consistent with this policy shall be submitted to the
Department of Public Works/Community Services or such other department as
designated by the City Manager.
The Billboard shall only operate during the hours of 6:00am to 10:00pm and shall not
display more than one hundred twenty (120) messages per hour. Animated and
video messages are prohibited. City message requests will have priority over all Non-
City requests and the City will reserve eighty-
operational time for City messages.The remainder fifteen percent (15%) of the
operational time will be available for Non-City notifications. The Billboard will not be
available for commercial advertising by For-Profit Organizations, with the exception
of renters of the Community Center and/or PAC who are sponsoring events that are
open to the general public throughfree admission or as a ticketed event. Allowable
uses of the Billboard are defined as follows:
CITY OF ROHNERT PARK
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Allowable
Allowable Use:Time Allotment:
City Use85%
Emergency or urgent notifications to residents
City-sponsored PAC productions
City-sponsored community events
Public Safety alerts and announcements
Public service alerts and announcements
Other City alerts and announcements
Non-City Use:15%
Events and productions open to the general public
and sponsored by renters of the PAC and/or
Community Center
Community ticketed and non-ticketed Community
Events sponsored by Local Non-Profits, whichare held
within the City, open to the public, and areof social or
economic benefit
Community related announcements and events by
Local Public Educational Institutions
*Non-City messages are limited to the name of the event,
the sponsor, date, time and other specific factual details
of the event.
C.General Information, Procedures and Prioritization
General Information
1.Requests will be approved on the basis of availability and conformity to the
prioritization and criteria as outlined in this policy.
2.Duration of all messages will be determined on a case by case basis by the
City Manager or the Public Works/Community Services Department as
designated by the City Manager.
3.Each message will be displayed for the prescribed time and must conform to
the parameters outlined in Exhibit A.
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NOTE: The City has sole discretion in determining the notification time
placement within the display loop.
Procedures
1.City message requests must be submitted a minimum of one week prior to the
desired beginning display date.
2.Non-City events and announcement message requests must be submitted on
the Community Center Digital Billboard Message Request Form (Exhibit C) a
minimum of 10 business days prior to the desired beginning display date.
3.www.rpcity.org. The
request form must be completed legibly and in its entirety in order to be
considered.
Prioritization
City message requests will be prioritized according to the following criteria:
1.Emergency or urgent notifications to City residents;
2.City events to be held at the Community Center Complex have precedence
over other City events;
3.Revenue generating City events will be prioritized over non-revenue
generating City events. Revenue-generating City events include, but are
Arts & Crafts Faire, Animal Shelter Mutt Strut and other fundraising events;
non-revenue generating City events include, but are not limited to: Public
Safety National Night Out;
4.Public Safety alerts and service announcements;
5.Public service alerts and announcements;
6.Other City alerts and announcements.
Non-City requests to utilize the Billboard will be prioritized according to the following
criteria:
1.Non-City events to be held at the Community Center Complex have
precedence over other Non-City events.
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NOTE:If there is un-booked non-City usage time, the Community Digital Billboard
will default to display City events and announcements based on approval by the City
Manager.
D.Message Content
The City shall not, (in the judgment of the Rohnert Park City Manager or his or her
designee), display any message that:
i.is false, misleading, or deceptive;
ii.includes commercial advertising by for-profit businesses (renters of PAC
and/or Community Center who want to promote events at those venues
that are open to the general public are exempted from this prohibition)
iii.depicts violence or anti-social behavior or relates to illegal activity;
iv.promotes or opposes a candidate for public office or promotes or
opposes a ballot measure;
v.holds a person, or group of persons up to public ridicule; derision; or
embarrassment; or defames a person or group of persons; or
vi.contains language that is obscene; vulgar; profane; or scatological, or
that presents a clear-and-present danger of causing riot, disorder, or
other imminent threat to public safety, peace, or order.
If despite such preliminary review by the City, a message is subsequently
determined to be in violation of these criteria, the City Manager may cause such
message to be removed. If a Non-City message is removed, a pro-rated refund will
be provided by the City.
E.Digital Specification Requirements
It is the responsibility of the requestor to provide the desired message in the following
format:
1.File Size: 200 pixel Height x 704 pixel Width
2.File Type: Uncompressed.jpg
3.DPI: 72 default setting
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4.Color Mode: RGB and CMYK
F.Authority
1.The City Manager or designee is authorized to accept or reject requests,
including the content of the message, and may propose alteration to the
requestor in order to comply with the guidelines set forth in this policy.
2.The City Manager or designee may pre-empt, remove or delay displaying any
City message.
3.For Non-City message displays, the City Manager or designee may delay the
display or remove a playing message for non-payment of the applicable fee.
There will be no refunds or reductions in charges for any resulting loss of
message display time. However, if a Non-City message is delayed for reasons
or circumstances beyond the control of the City, the City will use its best efforts
to extend or increase the frequency of the affected message.
G.Cost Recovery :
There will be no fees or charges applied to City message displays.
There will be no fees or charges applied to local public educational institutions for
non-ticketed or non-fee charged events or announcements.Local public educational
institution messages for ticketed or fee charge events will be charged as Non-City
messages. Ticketed performances and events held at the Green Music Center are
considered commercial and are excluded from the use of the Community Center
Digital Billboard.
Non-City messages will be charged at the rates indicated in the attached Cost
Recovery Rate Schedule (Exhibit B).
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Exhibit A
Advertising Dimensions and Durations
It is the responsibility of the requestor to provide the desired Digital Billboard display in
the following format:
1.File Size: 200pixel Height x 704pixel Width
2.File Type: Uncompressed.jpg
3.DPI: 72 default setting
4.Color Mode: RGB and CMYK
5.Messages shall be limited to a maximum of nine words of text
Message Duration:
Minimumtotal message duration:2days
Maximum total message duration: TBDdays, dependent upon availability and at
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CITY COUNCIL POLICY
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Exhibit B
Cost Recovery Rate Schedule
Non-CityUse:Duration:Rate:
Renters of PAC and/or __ Weeks Maximum per AdCost and durationto
Community Centerbe included in rental
agreement
Weekdays and Weekend
Weekends only
Weekday rate (minimum 2 days)
Local Nonprofit *__ Weeks Maximumper Ad
Organizations
Weekdays and Weekends$50/Entire week
Weekends only$20/Weekend
Weekday rate (minimum 2 days)$12/Day
LocalPublicEducational *__ Weeks Maximum per Ad.
Institutions**
Weekdays and Weekends$50/Entire week
Weekends only$20/Weekend
Weekday rate (minimum 2 days)$12/Day
**No charge for non-ticketed events or community announcements
*To be evaluated and approved on a case-by-case basis.
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Exhibit C
CITY OF ROHNERT PARK
COMMUNITY CENTER DIGITAL BILLBOARD
MESSAGE REQUEST APPLICATION
Organization/Group Name:
_____________________________________________________
Local Non-Profit Local Public EducationalCity
Contact Person(s)______________________Contact Number(s)_________________
E-mail address__________________________
Type of Event ___________________ Ticketed Non Ticketed
Open to PublicTicket Holders OnlyAdmission ChargeFree
Date and Time of Event ___________________Location of Event______________
________________
Dates Requesting to Display Message:
Beginning: __________________________End:_______________________________
E Mail Application To:
City of Rohnert Park
e-mail: digitalbillboard@rpcity.org
note: message request must include the actual message image intended to be
displayed in aproperly formatted jpeg file (Exhibit A).
Applications must be received at least 10 business days prior to the desired posting date.
Print the message as it should appear on the Billboard. Under the CCommunity
Center Digital Billboard Use Policy, Non-City messages are limited to the name of the
event, the sponsor, date, time and other specific factual details of the event. Community-
related announcements are permitted by local public educational institutions. The City of
Rohnert Park reserves the right to modify content and format for policy compliance.
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____________________________________________________________
____________________________________________________________
____________________________________________________________
Disclaimer of Liability
On behalf of the requesting organization, it is agreed that the City of Rohnert Park will not
be held liable for any improper or incorrect use of the information displayed on the Digital
Billbo
Digital Billboard. In no event may the City be liable for any damages, whether direct,
indirect, incidental, special, exemplary or consequential regardless of cause, and on any
theory of liability, whether in contract, strict liability, or tort (including negligence or
otherwise) arising in any way out of the use of the Digital Billboard, even if advised on the
possibility of such damage.
I certify that I am authorized to submit this request by the organization identified above.
________________________________ __________________________
Signature Date
_________________________________
Print Name