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HomeMy WebLinkAbout5C Message Board Policy Amendment Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: MAY 08, 2017 AGENDA #: 5C PREPARED BY: DAVE ELBON, COMMUNICATIONS COORDINATOR PRESENTED BY: LORI OLSON, ASSISTANT CITY MANAGER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AMENDING THE ELECTRONIC MESSAGE BOARD POLICY DISCUSSION: Introduction The purpose of this agenda item is to consider an update to the electronic message board policy. History In August of 2012, the City began operation of its first electronic message board with the installation of the Arcadia / CSAH 21 intersection and Downtown entry monument. At that time, the City Council adopted a policy to guide the use of the sign and the type of content permitted, including City news, programs, events, meetings and Downtown traffic safety concerns. When the second Downtown monument sign was installed in 2014, staff felt it appropriate to revisit the message board content policy, and the policy was expanded to include the promotion of events sponsored by non- profit organizations. This would permit the Rotary, Chamber of Commerce, School District, churches, PLAY, Hockey Association, Soccer Club and other non-profit organizations to promote community events. This change has been popular and well-received by the community. Current Circumstances It has come to the attention of staff that there are also community events that are sponsored by for-profit organizations, most notably the Saturday summer Farmers’ Market. Currently, these events are not allowed to be on the monument signs per the current policy. Staff proposes an amendment to the electronic message board policy to allow all community events, regardless of ‘profit’ status, the use of the electronic signs at the City’s discretion upon approval of their community event permit application. A red-lined version of the proposed policy changes is attached. Conclusion The purpose of the community event ordinance is to encourage and regulate events that have a broad impact on the community. By amending the sign policy, we will ensure fairness for all community events while maintaining the original intent of the electronic signs to only promote civic- related functions. Staff believes the policy can be applied consistently and equitably in time for the summer season. ISSUES: There are no apparent issues. This policy will continue to be reviewed and refined annually. FINANCIAL IMPACT: There will be ongoing staff time dedicated to managing the message board, tracking timelines, and developing displays. ALTERNATIVES: 1. Motion and Second as part of the Consent Agenda to Amend the Message Board Content Policy as proposed. 2. Remove this item from the Consent Agenda for discussion and provide staff with direction. RECOMMENDED MOTION: Alternative 1. 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION AMENDING THE ELECTRONIC MESSAGE BOARD POLICY Motion By: Second By: WHEREAS, In July 2012, as part of the reconstruction of the Arcadia Avenue and CSAH 21 intersection improvement project, the City construction an entry monument identifying the westerly entry into Downtown Prior Lake; and WHEREAS, A second Downtown entry monument was installed in connection with the intersection improvements at TH13 and CSAH 44/160th Street identifying the northerly entry into Downtown Prior Lake; and WHEREAS, The entry monuments contain electronic (digital) message boards; and WHEREAS, The City Council adopted an initial policy outlining the appropriate use of the signs and the permitted content in August 2012; and WHEREAS, The City Council directed that the policy be reviewed from time to time; and WHEREAS, The Communications and Technology Advisory committee has recommended certain revisions to the policy to allow for the promotion of community events sponsored by non-profit organizations. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Electronic Message Board Content Policy is hereby adopted as of the date set forth below. Passed and adopted by the Prior Lake City Council this 8th day of May, 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager City of Prior Lake Electronic Message Board Content Policy 1 ELECTRONIC MESSAGE BOARD CONTENT POLICY April 2017 PURPOSE The purpose of this policy is to establish consistent criteria for content posted on the City’s electronic message board(s). HISTORY In July 2012, the City installed a Downtown Entry monument in connection with Arcadia Avenue/CSAH 21 intersection improvements. The entry monument includes an electronic message board that will be managed by City Hall staff. This was the first electronic message board managed by the City. A second Downtown Entry monument with an electronic message board was installed in connection with the intersection improvements at TH13 and CR44/160th Street. POLICY It is the policy of the City of Prior Lake that the electronic message board be used to communicate City government news, programs or campaigns, events, meetings, public safety/traffic control notices, and community events sponsored by local non-profit organization, to the residents, businesses and visitors of Prior Lake. For-profit organizations hosting a community event may also submit a message request once their community event application has been approved. Examples of such news, program, events, meetings, and traffic control could include: • News: Watering Restrictions in Place; Please Conserve, No Wake Restrictions, awards received, Event Today – Slow for Pedestrians; VOTE TODAY. • Programs/Campaigns: Sign up for playground/tot lot programs today, Compost Site Now Open, Now Hiring Seasonal Workers; Sliding Hill Open; Buy Local! • City Sponsored Events: Family Beach Day Today at Sand Point, Lakefront Days, Spring-a-Ding, Concerts in the Park • Non-Profit Organization Community Events – PLAY sign up for summer T-Ball on April 14, Chamber Summer BBQ at Lunds on June 15, St. Mike’s AprilFest – April 21- 23, Soccer Sign Ups – May 1st, Laker Baseball Tonight! • For-Profit Organization Community Events (requires community event approval): Farmers Market on Main • Meetings: public information meetings, City Council meetings, Planning Commission meetings, public hearings. • Public Safety/Traffic Control: Event Today-Slow for Pedestrians; Detour Ahead; Road Closure at ___________. • Community Events: Promotions for individual, school, civic organization, or non-City sponsored fundraising or other events (Examples of such events include athletic tournaments or games, golf fundraisers, Chamber, Rotary, VFW or other non-profit community events, church events). Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font: Not Bold, Font color: Red Formatted: Font color: Red Formatted: Font color: Red City of Prior Lake Electronic Message Board Content Policy 2 EXCLUDED CONTENT The electronic message board is not to be used to display content that: • show preference for a political candidate, party or position whether local, regional, or national (Examples of excluded messages would include “Support Candidate “X” for State Representative (or other position); Vote “Yes” or “No” for School Referendum; positions of support or opposition to political platforms, such as tax breaks, health care reform, spending); or • are politically charged, discriminatory, or offensive (such as positions in support or opposition to gay marriage, abortion, military conflict, etc. or language that is lewd or suggestive); or • are religious in nature or advocates a particular religious belief. • Advertise or benefit private businesses (such as Business Grand Opening Today; $5 off wine specials at Business “X”; Visit Business “Y” Today!). Even though some of this content may be valuable to the community, the potential volume of requests, limitations of the technology, ordinance restrictions (in terms of frequency of messages), and commitment of staff time, require that content be restricted. PROCEDURE Message requests may be made by staff, and non-profit event organizations, and must be submitted in writing to the City’s Communications Coordinator. The Communications Coordinator will review the requests to determine whether the request meets policy guidelines. The Communications Coordinator may modify content of submitted requests in order to meet technical or policy requirements. In order to manage the number of messages posting at any given time, the City will adhere to the following guidelines: • Messages typically will be updated on a weekly basis. • Events may only be posted a maximum of 2 weeks prior to the event date. • No more than 10 messages will be scrolling at one time. ORDINANCE REQUIREMENTS Operation of the electronic message board will conform to the City’s Electronic Message Sign ordinance subsection 1107.807. REVIEW This policy shall be reviewed periodically to determine its on-going applicability.