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Home My WebLink About2012-10-15 Tourism PacketCITY OF 0 K" k I V E R�S� 1 - D9 MISSOURI Upstream from ordinary. ToURISM C OMMISSION MEETIN R IVERSIDE CITY HALL. 2950 NW VI VION ROAD R IVERSIDE, MISSOURI 6415 T ENTATIVE AGENDA o + o iE 1 , 2012 6:00 P 1 . Call to order 2. Roll call 3. lotion to approve the minutes of September 10, 2012 4. FY 2012-2013 Tourism l=urid Budget 5 . Motion to approve Highland Games Grant 6. Review o f September 25, 2012 BOA Workshop 7 . Adjournmen Meredith Hauck Director of Community Relations � T* Pot 10/01 /2012 at 2:00 p.m. TOURISM COMMISSION RIVERSIDE, MISSOURI, Monday, September 10, 2012,,6:00 p.m. At 6:00 p.m. on September 10, 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 Dirk van der Linde, Deana Winter, and Alderman Aaron Thatcher. Meredith Hauck, Director of Community Relations, was also present and served as recorder. Motion to approve the Chair Jason Rule made a motion to approve the minutes of August 13, 2012. minutes of August 13, Commissioner Deana Winter seconded the motion. All voted in favor. 2012 Motion carried. Tourism Fund Update Hauck provided the Commission with the FY13 Tourism Budget for review. Motion to approve Hauck reported that the bids for the trail signage project came in $7,500 additional funding for the over the estimate originally provided. She explained that the increase in trail signage project. price was likely caused by the elements of the contract unique to local government, including utilizing prevailing wage and the level of insurance necessary. The Commission expressed their disappointment with this increased cost for the signs and asked what options were available to bring the cost down. Hauck explained that staff could explore having Public Works install the signs but the project wouldn't be complete by November — a requirement to receive the Platte County Outreach Grant funds. Commissioner Jerry Pietsch made a motion to approve additional funding in the amount of $7,500 for the project. Commissioner Winter seconded the motion. Commissioners Pietsch and Winter voted in favor. Commissioners van der Linde and Rule were opposed. Motion failed. Staff will review ways to cut costs on this project and bring their recommendations before the Commission in the spring. Staff will also be prepared to reapply for the Platte County Outreach Grant in 2013. Motion to approve Hauck presented the concept for a city -wide trail map brochure to the funding for the Trails Commission. She said this brochure would be distributed to hotels and Map Project. other brochure racks throughout the county and also be available online. The City was willing to split the cost of the project with the Tourism Commission. Commissioner Rule commented that this information is already available on the County's website. Commissioner Winter made a motion to approve funding in the amount of $3,500 for the project. Commissioner Pietsch seconded the motion. Commissioners Winter, Pietsch and van der Linde voted in favor. Commissioner Rule was opposed. Motion carried. Tourism Commission Hauck reminded the Commission that they have a workshop at the Board of Workshop — September Aldermen meeting on September 25, 2012 from 6 to 7 p.m. This workshop 25 is an opportunity for the Commission to update the Board on their work and to get feedback on changes they want to see in the grant guidelines. Hauck will prepare the financial overview for the Board, but the Commission will be responsible for leading the discussion. Adjournment — 7:45 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 $3,500 $32,500 City Events 35% $63,000 $0 $63,000 Other Events 45% $81,000 $73,800 $7,200 Total 1 100% $180,0001 $77,3001 $102,700 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 Trails Map $3,500 Total $3,500 $0 $73 800 Italiziced = not approved Updated 10/01/2012 Cit of Ww rside Tourism Gran I tin o ' e' .. Project Information :.. . Kansas City Scottish Highland Games & Celtic Festival Project Name Highland Games, Inc Organization June g, _loth 1 2012 E. H. Young Park — Entire Park Cates if event Location if event C ontact Information ............. Sherri Grant Contact Name Sh rri31 oo3( .corn 913 -307 -9133 ( hm) 913 - 634 -3648 (cell) Email Address Phone (hone and cell) 9993 fern r� d, Overland Par KS 66214, P.O. Box 13366, Overland Par K S 66282 Address City /State /Zip Funding Bequest $17,500 $114 Amount Requested Total Project Cost 1 hereby certify that, to the best of my knowledge, rledge, the information submitted in this packet is true. Sherri Grant 8 Contact Signature Cate Sub mission Deadlines: The City of Riverside Tourism Enhancement Grant process has two funding cycles each year. Funding can b awarded up to one c alendar year before an event. Fall Cycle Deadline. 12 p.. on August 1, 2011 Spring Cycle Deadline: 12 p.m. on February 1, 2012 2010 -201. R iversid e Tourism En h a ncem ent Grant App[icati n 1 City of i de Tourism.Enhancement.Grant i a to 1, Cover Letter: Project Narrative a. Provide a brief project overview. b. Address how the project addresses the Tourism Commission goals. Please be as specific as possible. c. Describe your organization or business. Include a general description of the mission of the organization, how the project relates to that mission and hour the organization is poised to successfully implement the project. d. Who is the target audience for your project? How will you inform them of the project? Estimate the number of individuals you will reach. 2. Project Evaluation Provide a description of the evaluation procedures used throughout the project to quantitatively measure the success of the project. Suggested measures include: attendance court, zip codes of attendees, details of advertising plan including placement details and number of impressions, and any other measures routinely used by your organization to measure success. 3. Project Budget 'lease complete the two attached budget forms (Project Budget form and Budget Explanation form) in their entirety. The budget will be judged on its completeness and if costs are reasonable and well - researched. Alist of eligible and ineligible expenses is included in the Riverside Tourism Commission Funding Guidelines (pg . Please provid a budget explanation for each category where tourism funds will be used; multiple Budget Explanation forms may be necessary. 4. If not - for - profit, include a list of all officers and board members and 501 incorporation papers or a copy of the annual report filed with the Secretary of State. S. If for - profit, include a statement detailing why this project differs from normal businesses activities and should be considered a tourism program. ....:...:....:....:..................:.:.:.:...:.:............:.:....:.......::.:...:.....:....:.........:.......::......:...:....... .........::.::............:.... ................:..:...........:..........:.....:....:::.:.:...:....:.:........:...........:..:............:....:.:....:.:...:......:. :..:...............:..:.:.::... ................::....:................::.....:..... ........:.:.................... ... ........ . ................ .......:.................::... ..... .....:....................:...: ti Sri Applications will be reviewed by the Tourism Commission and evaluated on items such as: O Supports goals of the Tourism Commission — Increase the number of first -tine visitors to Riverside, the number of return trips of current visitors, and/or the length of visitor stays — Expand the visiting public #s awareness of Riverside's unique history, everts, activities and amenities Generate significant research -based return -on- investment for Riverside's residents and businesses 0 Potential for positive return on investment O Completeness and thoroughness of application, including budget portion In addition, applications will be considered in relation to the other projects that have received funding in that fiscal year in order to promote a diverse offering. 2010 -2011 Riverside Tourism Enhancement G rantAppl1cation R iverside i .. . �... �.. � .�. err Tour Enhancement. Grant ...: A pp lkafion Component -Yroject Bud Projecte Revenue O verall Project Admission Fees $46,263.11 Co ncession o uve nir Sales $12,101.09 Fundraising $200.00 Memberships $440.00 Business /Corporate Contributions $6,,500.00 Foundation 0 Individual Contributions $1200.09 [ether Governmental Cont 0 Other (please specify): Competition Fee- Dance, Athletic $4842.00 ether (please spe if# end r & Clan Fees & Whiskey Tasting $9,122.00 Other (please specify): Pr gram Ads $250.00 Requested Riverside Tourism Grant $x.7,590.09 Total Inure $98,418.11 ............ E xpenses.. :.... :.......:.:..: Grant pecifi * Overall Project . .. . .. .. . . ......... Staff Salary Contracted or e ther) S alary $10,x60.09 Entertainment $19,750.09 -Legal/insurance/Banking $2,509.00 $7fiW.14 Su pplies /Materials $10,103.47 Post $1,083.8x. Renta $5,000,00 $3797.28 - Equipment space Rental $3 Travel 0 Utilities 0 Advertising/Marketing/Design $x.0,000 $4X6.17 Printing $4,,059.00 Other (please specify). Competitions- Athletic, D ance & Clans $16,707.80 Other (pl ease sp ify ) . I p s & Drum Per $4,900.09 Other (please s pecify) :Concession & Mending $12 Other (Please speci 0 Other (please speci 0 Total Expenses $17,509 99,285.42 `Grant Specific: indicate items that will be paid for using Riverside Tourism Funds. A list o eligible expenses is included in the Funding Guidelines packet. 2010 - 2011 R iverside Tourism Enhancement Grant Application Q yof RiVerside.Tourism. Enhancement Grant pp i t' � Comp - Budget . lan i� . ... ... ... ... . Fill o ut a budget explanation table below for each category from the ""Expenses" table on the Project Budget sleet where tourism funds are planned to be used. Male sure you are only planning to use grant funds to cover eligible ..,+....,,. r....,+......-.. .•r....•.•r....•r.r...,•r...••, r..••••. +...... F••• +•a..... a�a.....a.a....��.a.... . �r...., .s.....•....,,......••......... a.....�a.a.4 ex penses. ' *F I'..�..a......�+ ..,�....ra�..� r.`i,+..�,+�� ■�r�..�.� �i n * �n rtir� rtirt *rr ffCtj r+r,�rrrr�r I-iFillt 1 L.4LV-: LJI Y JI ILJUIU IIIULL.19 VV IQL •-t IFJL%.V VI E 1.11 L JJ%- L1 LULJ4\.. ... r r .. a.....-..... a.... a. a. a... a. a....... a..... a..... a... a....... a ................. r=........ r+.............. ...........................a..r Example Expense Category: Equipment Rental Grant Specific Expenses: $1,500 Epination: Itemize expenditures and provide any other relevant details. ;... .............. a... a... a. ............................... . Overall P roject Expenses: $1,500 ........................ r .. r .... r ........... a......... a........ ........... .. .... ................ .... rant spe 'fl e only i"Cude expenses 4 —1 1 tints. $1,000 y ou pl to a y for f rorn Tourism Funds. Y our 3 large of li hts: $400 C overall project cpenses ins this category may porta hand washing stations: $100 be more i f riot all expenditures acre being covered by grant funds. Make sure these match Project Budget. . r r . a. a. a... a. a... a. a. a... a. a .a.....a.a....r ................ r. . ...................r..........: Advertisin Expense Category: Grant Specific Expenses. 1 ,0 err l Project E cp nses; 15,5 for Print � f adio Publicity options. For Print — Advertise in Inl [1 a a ine, IBC Star rid other Expi n Lion: ar` us rint media. For Radio — with vario s Enter omm radio stations. dmini tr ton — insurance Expense Category: Grant Specific Expenses: 4 . pOOO Overall Project Etpenses: Example f insurance costs: $1,000,000 Liability each year is $2,500, Liquor Liability is Expl r ti n; $1, 500 ire wh h the it is named Certificate Holder, Pain insurance i $4,100 or more Expense Category: Grant Specific Expenses: Overall P roject Expenses: Explanation: 2010 -2011 C iverside Tourism Enhancement Grant Application 4 Attendance Statistics 2010 Riverside /Parkville Residents - K Mo and KS Metro (not Northland) -- 47.1% (Johnson County — 19%). Cities included are Liberty, independence, Blue Springs, Lees S ummit, G randview) otstate MO — 9.2% Northland —14. consists of Jackson & Platte Counties, excludes Parkville city Kansas —18.4 4, consisting of Topeka — 5.41, La wrence — 79/c, North KS and WY County — other States — 7.5 - 2 2 states Attendance — 2 Paying customers -1437 Complimentary passes -124 Competitor vendors, Clans, volunteers —1,100 Entertainment Bards -5 Athletes — 93 from 25 states Dancers — 42 from 7 states Clans — 32 from 5 states Vendors — 36 from 12 states and Scotland Pipers — 85 from 3 states Attendance Statistics 2011 Rive rside /Parkvllle Residents -4 K MO and K5 Metro (not Northland) — 4 Cities included are Liberty, independence, Blue Springs, Lees Summit, Grandview) outstate MO —10 Kansas — 31.5%, consisting of Topeka — 4%, North K5 and WY County — 4 Johnson County — 3 1 other States — 8 % - 34 states Attendance — 3408 Paying customers - - 2184 Complimentary passes —1 4 Competitors, Vendors, Clans, Volunteers — 1.,1.00 Entertainment Bards — Athletes RO from 2 states Dancers — 37 from 7 states Cans — 32 from 5 states + Multiple Countires Vendors — 35 from 12 states and Scotland Pipers — 85 from 3 states City of Riverside Tourism Enhancement Grant Application for the Kansas City Scottish Highland Games and Celtic Festival - 2012 Project Narrative The Kansas City Scottish Highland Games & Celtic Festival is a not for profit organization entirely run and managed by volunteers. we host our annual event each year on the second weekend in ,urge, presently located at EH Young Farb in Riverside since 20. we have just completed our 33 year, Competitors and guests travel from over 25 different states and Scotland to attend our Scottish heritage event discovering their roots in genealogy, history, clans, dance, pipes and drums, athletics and children's everts. They can also enjoy authentic Scottish and favorite local foods, Celtic merch nd�se vendors and our colorful Scottish livestock display__ sheepdogs in action, giant Clydesdale horses and picturesque ielan' Coos (Highland cattle). we have two stages of live Irish and Scottish Music throughout the weekend, featuring favorite regional entertainers as well as nationally known headliners. Our Festival is an inclusive, family and cultural event held where people can come and learn about their Scottish heritage. we strive to reach f of all ages interested in learning about another culture. Our motto has always been, "Coyne be a Scot, even if you're not '. Each year we work to increase our activities to give the audience something new to do or watch and insure they will want to return the next year. Our success each year is solely dependent upon attendance and sponsorship. Adverse weather conditions affect the gate which then can also affect future sponsorships. Our fiscal year end Aug 31 t of each year. Sponsors, members, and donors all have to be confirmed for the next year. Contact has to be made to all returning competitors, ven dors, exhibitors, entertainers and contracts written. Prices have to be adjusted to account for the economy at present tim and to offer optimal value. We expanded our audience participation events with the Scottish Wrestling, Kid' evert Pipes an D rams competition O ur Entertainment bands also invi wide audience participation. we feel that the more events we have that stimulate the audience the more they feel welcome and involved. Ultimately this would lead to their return in the future. For 20121, we will be looking to further this direction while still keeping to our Celtic heritage and roots. I Project Evaluation The expected rain lead to unexpected "jam" session under the Pavilion was a wonderful way to start the Highland Ganes. We had wonderful entertainrnent throughout the weekend from 'lar nigan's Right Hook (based in KC ) to Flatfoot 5 (based in Chicago). we have over 2,0 `friends' on Face Book and 50 kegs of beer had been ordered. we had record number Dancers and Athletes compete throughout the weekend. Our hopes and expectations of having a large crowd on Saturday was met and exceeded with the below average temperatures. Clan Davidson was the host clan for 2011. They hosted their international gathering, some 150 people attended. They came fiom all of the US to London, Australia & Canada. They were so impressed with our event they plan to come Haack in the next 2 years for another gathering. We can not say than you enough to Mike Shelton of the City of Riverside, and the Command Center in beeping our group in the loop all weekend long. Our hats off to Mike and his crew! We were able to participate in an extensive counting procedure usng zip codes for a very successful and accurate accounting of all people attending; including spectators, competitors, vendors, volunteers and entertainers. We are still seeing an influx of people fiom the Lawrence and Topeka communities, as well as outst to Missouri and also Iowa, Illinois, Nebraska, Oklahoma and Texas. Please see attached sheet listing both the 2010 2011 attendance data. We continue to have success in keeping our many sponsors, vendors, competitors and volunteers as well as their willingness to stay involved for the future. The economy has begun to plan a little part in the sponsorship money we received. we saw a little loss of Sponsors this season. We continue to receive compliments from all involved that the q uality of our Games that we present are on par with, or exceed, those of other Highland Games around the country. Our volunteer base continues to grow as does our involvement with companies such as w lgree s that furnish volunteers for the front gate. We continue to enjoy a long standing relationship with Riverside Sponsors, many since 2006. In uncertain economic times, It is imperative to be creative in ways that can lend each other to prosperity down the road. Please see attached list of active Sponsors for 201 o and what they contribute. Our website at www.kescottishganies.org continues to remain No. #1 for Google search and for the 2010 season we experienced 15 3, o 00 hits; over 6,000 during Game's week. Not for Profit list of all officers and board members: President: Sherri Grant I A VP Doug McDonald 2nd V — Kevin Henderson Treasurer — Joyce Mayer Financial Secretary — Steve Grant Recording Secretary T-- Katie Iaerich Councilors — Harold I e nroe, Jill McEnroe & David Miller The above list of officers plan to continue to stay on in some capacity for 2011. We hold elections each September as the officers all serve a l year terra. The open style that we adopted this year will continue to lead this group well into the future. 2011 Sponsorships from other sources Oz Highland Farms $ $800 Kelly -Dill Co $ $500 Barclay, Ralph KS $100 Powell, Scot & Rosanne M $ Campbell, Richard & Marjorie K $50 Leighton, Dale & Shaun KS $ Elder, Ken M $30 Dyer, Don & Fran KS $ Barger, Sandy MO $10 Black, John & Susan KS $ ougha, Judith K $50 Bruce, L.D. KS $10 Borders, Wendy M $50 Dyer School of Highland Dance KS $100 Drysdale,, Judith KS $100 Bailey, David & Vicky KS $50 Kincaid, Scott & Nancy M $100 McKee, 'horn & Kathryn KS $ Caughron, Michael & Fancy M $100 Lajole, R. S. KS $ Lumsd n, Douglas & Shirley KS $50 Rosenblatt, Jennifer KS $2 Cohen, Anne IBS $25 Wallingford, Lesley KS $ Hollis, Brooke KS 25 Wilhelmus, Alice M $ Johnson, Charles M $10 Genesis Plastic Surgery M $200 Duncan, Carol M $170 Campbell, Annette & Steve KS $ Thompson, Fred M $100 Fry, Lords & Rose M $100 Total $2,150 Baker, Peggy IBS 1 Clary, Carl IBS $ Curran, Donna M