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HomeMy WebLinkAbout2012-09-10 Tourism PacketCITY OF 1'y&Y' I MISSOURI Upstream from ordinary. TOURISM COMMISSION MEETING RIVERSIDE CITY HALL 2950 NW VIVI N ROAD RIVERSIDE, MISSOURI 641 TENTATIVE AGENDA SEPTEMBER 10, 201 6:00 P.M. 1. Call to order 2. Fl call 3. Motion to approve the minutes of August 13 2012 4. Motion to approve additional funding for the Trail Sign age Project 5. Motion to approve funding for the Trails Map Project 6. Adjournment Meredith Hauck Director of Community Relations ATTEST: a _ Posted 09-05-2012 at 11 :00 a.m. TOURISM COMMISSION RIVERSIDE, MISSOURI, Monday, August 13,,2012,,6:00 p.m. At 6:00 p.m. on August 13, 2012, the Tourism Commission for the City of Riverside, Missouri, met in the Board of Aldermen Conference Room at City Hall, 2950 NW Vivion Road, Riverside, Missouri. Answering roll call was Jerry Pietsch, Jason Rule and Deana Winter. Meredith Hauck, Director of Community Relations, was also present and served as recorder. Dirk van der Linde and Alderman Aaron Thatcher were absent. Tourism Fund Update Hauck provided the Commission with a copy of the FY12 final budget and the FY13 proposed budget. The Commission discussed whether or not to continue funding grants. Chair Rule proposed just sponsoring these events, instead of actually completing a grant process for a number of reasons. First, sponsors receive a set number of benefits for a financial contribution, and that doesn't happen through the grant process. Second, most events that receive grants rely on them to provide funding for a substantial portion of their event and potentially would not be viable without the grant. Commissioner Pietsch agreed and stated this would encourage events to rethink their sponsorship packages. Hauck informed the Commission that the Board of Aldermen would have to adopt updated funding guidelines for the Commission if they wanted to move forward with this change. All commissioners agreed they would like to have a workshop with the Board of Aldermen in September. Hauck will work to get one scheduled. Highland Games Grant Commissioner Winter motioned to table the Highland Games grant request until the October Tourism Commission meeting. Commissioner Pietsch seconded the motion. All voted in favor. Motion carried. Northland Ethnic Festival Commissioner Winter made a motion to approve funding in the amount of $1,400 for the Northland Ethnic Festival. Chair Rule seconded the motion. All voted in favor. Motion carried. Summer Events Update Hauck updated the Commission regarding the summer event project. She reported that all three projects and the event management fee will come in under the $60,000 budget approved for the event series. An estimated 500 people attended Battle of the Bands, which cost approximately $25,000. Hauck explained that between BLAST and Battle of the Bands, she recommends the Commission consider hosting Battle of the Bands again. Battle of the Bands brought a new crowd to the City and offers the most growth potential. The Commission debated if they should continue funding a summer event series at all. The events are costly to put on and only draw a limited crowd to the community. Hauck suggested focusing on capital projects in the coming years. The Commission would like to further discuss this topic at its September meeting. Other Tourism Projects Commissioner Winter suggested looking into a bike share program for the Update City. Hauck will follow up with Winter regarding this program. Adjournment — 7:30 p.m. Commission was adjourned. FY 2012 -2013 Tourism Fund Fund Overview Reserve Fund $100,000 Fund Balance $249,186 2012/2013 Budget $180,000 Approved Projects Percent Budget Committed (Over) /Under City Marketing 20% $36,000 $11,500 $24,500 City Events 35% $63,000 $0 $63,000 Other Events 45% $81,000 $73,800 $7,200 Total 1 100% $180,0001 $85,3001 $94,700 Approved Projects Project Marketing City Other Highland Games $17,500 Riverside Riverfest $44,500 Midwest All Truck Nationals $10,400 Northland Ethnic Fest $1,400 Additional Trail Signage Funding $7,500 Trails Map $4,000 Total 1 $11,500 $0 $73,800 Italiziced = not approved Updated 09/06/2012 2950 NW Vivion Road Riverside, Missouri 64150 AGENDA DATE: 2012 -09 -10 TO: Tourism Commission FROM: Meredith Hauck, Director of Community Relations RE: Trail Signage Project Background In FY 2011 -2012, the Tourism Commission approved a project to place historical trail signs along the Linear Trail. The City worked with NSPJ Architects and Trozzolo Communications to develop six signs to be placed at designated locations along the trail: Interurban Bridge, Line Creek, Levee /Flooding, Riverside Park /Tom Pendergast, Indian Hills /Indian History, and the Automobile Era. This project also received a 2012 Platte County Parks and Recreation Outreach Grant for this project. Fabrication /Installation Bids In August, the City released an RFP soliciting contractors for the fabrication and installation of these signs. The RFP was advertised in the Kansas City Star and on the City's website. Two bids were received and opened on August 24, 2012. After an analysis of the bids, Acme Signs was identified as the lowest and best bidder at $23,970. Budget Impact The total budget for this project is $28,950, including $20,000 from the Tourism Commission and $8,950 from the Outreach Grant. The estimate for fabrication and installation used when developing the budget was $16,500. This number was provided by NSPJ Architects after consulting with area sign companies. The actual bids received for the project, however, came in approximately $7,500 higher than estimated. Commission Action Based on the bid amount, I am requesting that the Tourism Commission approve an addition $7,500 for this project, bringing the total amount of Tourism funding to $27,500 and total project budget to $36,450. The Commission must make a decision on how to move forward with this project at the September 10, 2012 meeting. In order to receive the Platte County Parks and Recreation Outreach Grant, the project must be complete by the end of November. Based on the timelines associated with the project, the Board of Aldermen must approve the construction contract at its September 11, 2012 meeting to stay on schedule.