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HomeMy WebLinkAbout2012-03-19 Tourism PacketCITY OF ! R ' VERS mISSOURI Upstream from ordinary. TOURISM IS COMMISSION MEETING RIVERSIDE CITY HALL 2950 NW VIVIOi ROAD RIVERSIDE, MISSOURi 641 TENTATIVE AGENDA MARCH 1 , 2012 6:00 P.M. 1. Call to order 2. Roll call 3. Motion to ppr ve minutes of February 9, 2012 4. F' 2011.2012 Tourism Fund Budget 5. Motion to ppr ve funding for Mid -West All Truck Nationals 6. Motion to approve funding for Girls on the Run 5K ". Tourism Commission Funding Guidelines Review and Update 8. Adjournment (JLA - ---- ------------------------ V Meredith Hauck Director of Community Relations A`7ST: Posted 31 81 12, 8:45 4.m. TOURISM COMMISSION RIVERSIDE, MISSOURI Monday, February 13, 2012 6:00 p.m. 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 on February 13, 2012 at 6:00 p.m. Answering roll call was Deana Winter, Dirk van der Linde, Jerry Pietsch, Jason Rule and Alderman Aaron Thatcher. Also present was Meredith Hauck, Director of Community Relations (recorder). Motion to approve Commissioner Pietsch moved to approve the minutes. Commissioner van minutes of December 12, der Linde seconded the motion. All voted in favor. Motion carried. 2011 Tourism Fund Update Hauck provided the Commission with a copy of the FY12 budget. She informed the Commission that the City applied for a Platte County Parks grant for the Trails Project, even though the Tourism Commission had already approved full funding for the project. The grant announcements will be made by April. Summer Festival Update Hauck updated the Board on the Summer events planned for the City. There will be a Shakespeare performance in May over Labor Day, and two additional events to take place in July and August. One event will be a Family Fun Festival and the other w i l l be a Battle of the Bands /Food Truck Rally. Hauck will be working with an event planning company to execute the events this year. The total budget for all three events will be $60,000. Commissioner Pietsch moved to approve $60,000 in funding for the summer event series. Commissioner van der Linde seconded the motion. All voted in favor. Motion carried. Commissioner Winter requested that Hauck look closely at the Family Fun Festival to make sure that it was differentiated enough from similar offerings at Riverfest. Tourism Grants Hauck distributed the Riverfest Grant Application, which was turned in late on February 13, 2012 instead of by the deadline of February 1, 2012 at noon. The Commission reviewed the grant application and agreed to fund it as is for 2012. In the future, the Commission would like to see the event better focus its energy on becoming a larger tourism draw for the community based on the amount of tourism funds dedicated to the event. The Commission agreed that Chair Jason Rule will send a letter with the grant announcement informing Riverfest that they may not be funded at the full 45% level in future years unless changes are made. Commissioner Winter moved to approve $44,347.50 in grant funding for the 2012 Riverfest. Chair Rule seconded the motion. All voted in favor. Motion passed. Adjournment — 7:01 p.m. Commission was adjourned. Riverside Tourism Commission FY 11/12 Fund Update Fund Overview Reserve Fund $100,000 Fund Balance $227,918 1 2011/2012 Budget 1 $180 000 Approved Projects Percent Budget Committed (Over) /Under City Marketing 20% $36,000 $33,500 $2,500 City Events 35% $63,000 $60,000 $3,000 Other Events 45% $81,000 $73,633 $7,368 I Total 1 100%1 $180,0001 $167,133F $12,8 Approved Projects Project Marketing City Other Highland Games $17,500 Northland Ethnic Fest $1,485 Riverside Riverfest $44,348 Midwest All Truck Nationals $10,300 2012 Summer Festival (s) $60,000 Trail Signage $20,000 Summer Advertising Camp. $8,500 Girls on the Run 5K $5,000 Total $33,500 $60,000 $73,633 Italiziced = not approved Updated 03/08/2012 Office: 10606 N Main Kansas City, Mo 64155 816- 536 -4591 February, 23, 2012 Meredith Hauck 2950 NW Vivion Rd Riverside, MO 64150 Tourism Grant Committee; Show Location: E H Young Riverfront Park Riverside, MO 64150 www.alltrucknats.com The Midwest All Truck Nationals will once again be held in Riverside on September 7 -9, 2012. This will be our 13 annual event and the 8 here in Riverside, Mo. The show draws an annual gathering of classic truck enthusiasts to Riverside from several states in the Midwest and further. Not only is the event for the enthusiasts but it is also a great event for the local community, giving them the opportunity to enjoy a weekend of classic trucks, parts and supply vendors, music and fun for the entire family. The show also gives the community the chance to help many children here in the area as all proceeds of the show are used to benefit our chosen charities. The 2011 event netted us several thousand dollars to purchase much needed food, clothing, and toys, despite the unexpected need to move the show to an alternate sight. All of the charities are encouraged to attend the event and educate the spectators on their programs. We have formed strong bonds with our benefactors and we have increased our giving yearly. The 2009 show gained national recognition for Riverside and our event. The editor of Custom Classic Trucks magazine, John Gilbert, came to Riverside from California expressly to cover our show. The show was featured in the April 2010 edition of Custom Classic Trucks. This magazine is a part of the Source Interlink Publishing Co. Several of our members have had their trucks in the magazines in 2010 due to their exposure at the truck show. This year we will continue to target truck and vehicle enthusiasts and spectators from all parts of the Midwest region. This will be accomplished with a campaign of mixed media advertising and printed materials each mentioning where are event is held. The goals set for this year exceed last year's attendance by 25 %. 2011 brought us 191 registered participants, 45 club members with their trucks, some from out of town, and approximately 3 000 walk through guests. We would like to increase our radio advertisements by 25% by adding at least one more station to the mix and our printed materials by adding full size paper posters for a larger reminder of the event. These will be distributed in Kansas and Missouri as broadly as possible. The estimated costs for these items will follow in the proposals attached. These are the same goals we set in 2010 for the 2011 show but we were really unable to quantify this plan due to the river flooding and our need to move the show to the alternate location. We had to redirect our funds to rental. Information will continue to be gathered for future planning and proof of success for the 2012 show. Our database contains names, addresses, and zip codes of all of the participants for the last 9 years and a hand count is taken at the gate. We plan to continue gathering demographics through zip codes. We are currently covered by a 2,000,000.00 insurance policy and are a registered Not for Profit organization. Needed documentation and proposed financial statements are attached. We hope that you and your family will attend the event as we appreciate and share Riverside, Mo with all of our guests. Thank you for your time, r �4 r 4 f f r._ ..t _ _lY h .• .r :1 .. _ Gaileen Jackson Show Director Midwest All Truck Nationals Project Name Genuine Chevy GMC Truck Club of KC Organization September 7 -9, 2012 E.H. Young Riverfront Park Dates (if event) Location (if event) Contact Information Gaileen Jackson Contact Name Gjacksl @yahoo.com 816- 536 -4591 Email Address Phone (home and cell) 10606 N Main St Kansas City, MO 64155 Address + City/State/Zip Funding Request 10,300.00 22,000 Amount Requested Total Project Cost I hereby certify that, to the best of my knowledge, the information submitted in this packet is true. Contact Signature 2/23/2012 Date Submission Deadlines: The City of Riverside Tourism Enhancement Grant process has two funding cycles each year. Funding can be awarded up to one calendar year before an event. 2010 -2011 Riverside Tourism Enhancement Grant Application 1 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 how 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 count, 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 Please 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. A list of eligible and ineligible expenses is included in the Riverside Tourism Commission Funding Guidelines (pg 8). Please provide 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. 5. If for - profit, include a statement detailing why this project differs from normal businesses activities and should be considered a tourism program. Applications will be reviewed by the Tourism Commission and evaluated on items such as: • Supports goals of the Tourism Commission — Increase the number of first -time 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, events, activities and amenities — Generate significant research -based return -on- investment for Riverside's residents and businesses • Potential for positive return on investment • 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 Grant Application 2 Projected Revenue Overall Project Admission Fees 10,000.00 Concession /Souvenir Sales 3,000.00 Fundraising 6,000.00 Memberships N/A Business /Corporate Contributions 6,000.00 Foundation Legal /Insurance /Banking Individual Contributions 200.00 Other Governmental Contributions Other (please specify): Postage Other (please specify): 500.00 Other (please specify): 1000.00 Requested Riverside Tourism Grant 10,400.00 Total Income 35,400.00 Expenses Grant Specific* Overall Project Staff Salary Contracted (or other) Salary 1800.00 Entertainment 1500.00 Legal /Insurance /Banking 200.00 Supplies /Materials 300.00 Postage 500.00 Equipment Rental 1000.00 1500.00 Space Rental 1800.00 Travel Utilities Advertising /Marketing /Design 7000.00 7500.00 Printing signage, participants information booklet 1700.00 2000.00 Other (please specify): TROPHIES 700.00 3500.00 Other (please specify): T- SHIRTS 3000.00 Other (please specify): Other (please specify): Other (please specify): Total Expenses 10,400.00 34,000.00 *Grant Specific: indicate items that will be paid for using Riverside Tourism Funds. A list of eligible expenses is included in the Funding Guidelines packet. 2010 -2011 Riverside Tourism Enhancement Grant Application Fill out a budget explanation table below for each category from the "Expenses" table on the Project Budget sheet where tourism funds are planned to be used. Make sure you are only planning to use grant funds to cover eligible expenses. ............................................................................................................................................. ............................... Category should match what's listed on the "Expenses" table Expense Category: Grant Specific Expenses: Explanation: Itemize expenditures and provide any other relevant details. Equipment Rental $1,500 Overall Project Expenses: $1,500 4 —10' x 10' tents: 1 000 Grant Specific Expenses only include expenses $ you plan to pay for from Tourism Funds. Your 3 large spot lights: $400 overall project expenses in this category may 2 portable hand washing stations: $100 be more if not all expenditures are being covered by grant funds. Make sure these match Project Budget. Equipment Rental Expense Category: Grant Specific Expenses: 1,000.00 Overall Project Expenses: 1,500.00 Explanation: tables, chairs, awning, port -o- potties Advertising Expense Category: Grant Specific Expenses: 7,000.00 Overall Project Expenses: 7,500.00 Explanation: Radio on multiple stations with cost between 15.00 per :30 spot to 25.00 per :30 spot And possible visual ad for local cable air time. Printing Expense Category: Grant Specific Expenses: 118700.00 Overall Project Expenses: 2,000.00 Explanation: Printing of a promotional item for participants, ie. Market bags, coolers, hats. Approximate cost of 750.00 Balance of printing will be used for welcome booklet, estimated cost of 350.00 and Posters 600.00 2010 -2011 Riverside Tourism Enhancement Grant Application 4 Expense Category: Trophies Grant Specific Expenses: 700.00 Overall Project Expenses: 3, 500.00 Explanation: Would like to add some specialty awards to our current list of awards. 2010 -2011 Riverside Tourism Enhancement Grant Application City of Riverside, Missouri Tourism Commission Funding Guidelines BOA Approval: June 22, 2010 Page 1 of 9 2012 DRAFT City of Riverside, Missouri Tourism Commission Funding Guidelines Table of Contents Chapter Title Page 1. Background: Tourism Tax Fund and the Tourism Enhancement Grant Program 3 2. Tourism Fund Objectives 4 3. Available Funding 4 4. Applicant Eligibility 5 5. City- Initiated Projects 5 6. Tourism Enhancement Grant Process 6 7. Final Report 9 8. Sponsorship Recognition 9 BOA Approval: June 22, 2010 Page 2 of 9 2012 DRAFT Tourism Fund Overview 1. Background: Tourism Tax Fund and the Tourism Enhancement Grant Program a. Tourism Tax Fund The enabling legislation for Riverside's bed tax specifies what a bed tax is and how it shall be levied. But the legislation is not specific on how funds will be used; only specifying that, "There is a separate Tourism Tax Fund Commission into which all tourism tax revenues shall be deposited and from which only eligible expenditures for promoting tourism shall be made." From State Statute RSMo 67.1363: "The revenue received from the tax shall be deposited in a special fund and used solely to promote tourism. b. Tourism Tax Commission Upon adoption of the tourism sales tax, there shall be established a Tourism Tax Fund Commission to consist of five members appointed by the governing body of the city. Of these members, one shall be a representative of the hotel and motel industry and two shall be active in the tourism industry; the remaining members of the commission will be members of local general business interests of the city. All members shall be residents of the city. One member of the Board of Aldermen shall serve as liaison in a non - voting capacity. Members of the Tourism Commission will be appointed for a term of three years; but, of the members first appointed, one shall be appointed for a term of one year, two shall be appointed for a term of two years, and two shall be appointed for a term of three years. Members of the commission may serve no more than two consecutive terms. The members will serve without compensation. c. Conflict of Interest All members, including those who are active in the tourism industry, hotel /motel industry and local business, must at the time proposals for funding are being judged indicate if they have a conflict of interest in regard to any of the proposals. It is the member's responsibility to point out any conflict or potential conflict of interest that is occurring or may occur. If the conflict of interest does occur, the conflicted members must excuse themselves from the area of discussion until the comment period is completed. Conflicted members may not comment or vote on the proposal. BOA Approval: June 22, 2010 Page 3 of 9 2012 DRAFT d. Tourism Enhancement Grant Program A portion of the Tourism Tax Fund will be utilized to establish and operate a reimbursement program created by the City of Riverside, Missouri to support development and marketing of events, activities and projects that will increase direct visitor expenditures within the City of Riverside. 2. Tourism Fund Objectives a. Mission Statement The mission of the Riverside, Missouri Tourism Commission shall be to expand and enhance the tourism industry to make the City of Riverside one of the region's premier destinations through the use of the Tourism Tax Fund b. Goals Through disbursement of Tourism Tax monies, the Riverside, Missouri Tourism Commission will: • Increase ✓ the number of first -time visitors to Riverside ✓ the number of return trips of current visitors ✓ the length of visitor stays • Generate significant research -based return -on- investment for Riverside's residents and businesses • Expand the visiting public's awareness of Riverside's unique history, events, activities and amenities. 3. Available Funding a. Funding Pools The City of Riverside's fiscal year is July 1 -June 30. The City of Riverside Board of Aldermen will determine the amount of Tourism Tax Funding available for distribution in the upcoming fiscal year no later than June 30 of the current year. b. Tourism Fund Allocation At least 30% of the Tourism Fund Revenue will allotted to fund projects through the Tourism Enhancement Grant Program. The remaining funds will be available to fund projects including, but not limited to, City- sponsored events and tourism - related marketing. c. Unawarded Funds Any Tourism Tax Fund revenue not awarded will be rolled into the general Tourism Fund to be reallocated in the next fiscal year. BOA Approval: June 22, 2010 Page 4 of 9 2012 DRAFT d. Reserve Funds 10% of each year's Tourism Tax Fund revenue will be held in escrow as an emergency reserve. The total of reserve funds shall not exceed $100.,000. The fund will be utilized to cover outstanding obligations in the event there is a significant decrease in the revenue stream. Reserve funds may also be used to fund projects deemed as exceptional by the Tourism Commission and Board of Aldermen. Reserve funds may be accessed by a vote of the Tourism Commission and subsequent approval by the Board of Aldermen. 4. Applicant Eligibility Eligible applicants must be: • not - for - profit • non - religious • non - political organizations • divisions of government located in the service area (defined as the City of Riverside or the County of Platte). Organizations that do not meet the not - for - profit criteria, but feel they have a very exceptional project, may appear before the Riverside Tourism Commission for consideration of funding directly from the Commission without having to indirectly apply for funding through a not - for - profit entity. The request must be submitted in writing and detail why the organization feels the project is so exceptional as to be funded without the umbrella of a not - for - profit entity. S. City- Initiated Projects City projects may be brought to the Tourism Commission for funding consideration. All proposals must be in the form of a memo and contain the following components: • Project overview and history • How the project supports the goals of the Tourism Commission • Measures of success that will be utilized (both quantitative and qualitative) • Budget request including general categories of expenditures As with other funding requests, the Tourism Commission will recommend an overall budget amount to the Board of Aldermen for approval. A detailed budget will be available for review after the event as part of the required Final Report (see #8). BOA Approval: June 22, 2010 Page 5 of 9 2012 DRAFT All expenditures related to city- initiated projects, including overtime staffing costs, are eligible to be covered by Tourism funds. 6. Tourism Enhancement Grant Process a. Application Process 1. There shall be two Tourism Enhancement Grant funding cycles during each fiscal year. • Fall Deadline: August 1 • Spring Deadline: February 1 2. Half of the funds allotted to the Tourism Enhancement Grant funding pool will be available in the fall. If less than half is awarded during the fall cycle, all remaining funds will be available during the spring cycle. 3. Applicants can apply for funding up to one calendar year in advance of their event date. 4. All requests for funding will be given equal consideration during each funding cycle. Any projects brought to the Tourism Commission outside of this process are not guaranteed funding consideration. 5. All reports from previously funded activities or past activities requesting expansion funding, in addition to new application packets will be reviewed according to guidelines set forth by the Tourism Commission... ;1�,'h�ch !!,....# urn m�Lo fl inAinrs rornmmonr4nf;r%nc to tho Di% orcir4p Rnnrr4 of Alr4prnnnn . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . . . . . . . ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . 1IIUR\. 1N11NT71b 7 t.VV11T711\.71\ilG\.1V11J \.V G11t. 1 \1Vt.1 J1Nt. VVU1 GI V1 / llNt.1 1111.11. 6. Applicants may be asked to make a five - minute presentation before one or both bodies concerning project funding. Applicants will be notified at least one week in advance of their presentation time and date. 7. Application Process Schedule BOA Approval: June 22, 2010 Page 6 of 9 2012 DRAFT Fall Cycle Spring Cycle Available Funds Determined June 30 December 31 Available Funds Advertised July January Application Deadline (by 12 p.m.) August 1 February 1 Application Review and Applicant August February Presentations to the Tourism Commission. Rnnr 4 of AlAnrmon rp%Ap%ei of Tnl ricm V V U 1 t+l 'V'1 . I ". 1 ...V 1 . i.. A 1 ...,..t. V it. V V ..... 1.......1, V 1 J'1 ....1. Confomhor J\.. .. �. .,.,. Mnrrh ,V I U 1 V ...i .....a.n.�.....a -.n. v 1 ... 1 ... 1 .. 1 . 1 I .. I .. J . J . 1 . 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M Awards Announced no later than the third September March Tuesday of the month. BOA Approval: June 22, 2010 Page 6 of 9 2012 DRAFT 8. All applications will be evaluated on their own merit annually. b. Application Components The following must be attached to the Tourism Enhancement Grant Application • A list of all officers and board members. • 501 incorporation papers or a copy of the annual report filed with the Secretary of State. • Previous event summaries and budgets (if an on -going event). • A complete budget /financial statement of the project. • Documentation of matching funds (award letters, letter of donation from source, etc.) • Cover letter outlining the project and how it will benefit the City of Riverside. Please address the Tourism Commission goals specifically. c. Application Evaluation Applications will be reviewed by the Tourism Commission and evaluated on items such as: • Supports goals of the Tourism Commission • Potential for positive return on investment • 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. d. Minimum and Maximum Funding Requests Requests for grant funding must be a minimum of $1,000 and r" n,, n^t °xc ° °d A5°_ P .-i... �^ � .� Funding of annual projects may not exceed 45% of the V 1 IL �... I V �... V \. J \. V \. N I N N N �... \. • N . J b previous year's revenue. Funding of first time or one time events may not exceed 45% of the proj budget. BOA Approval: June 22, 2010 Page 7 of 9 2012 DRAFT e. Funding Procedures Once funding has been approved for a project, the responsible organization will submit invoices for eligible expenses to the City and the vendor will be paid directly. City staff will work with organizations to guide them through this process and track available funds for a project. f. Eligible Expenses • Advertising /Publicity • Collateral Material Design • Printing • Facility Rental Fees (not including City facilities) • Security Fees (not including those paid to the City of Riverside) • Equipment Rental • Food (itemized receipt or invoice must be provided) • Permits • Eventlnsurance • Costume Rental • Entertainment • CPA Expenses • Research • Trophies /Awards g. Ineligible Expenses. Exceptions and Exclusions • Postage • Equipment Purchase • Staffing or Security Expenses paid to the City of Riverside • City Facility Rental Fees • Telephone /Long Distance • Office Supplies • Travel Expenses (transportation, lodging, meals, toll and fees) • Administrative Costs (in -house or out-of-house) • Clerical Activities • Consultant or Lobbying Fees • Alcoholic Beverages of Any Kind • Capital Improvement Costs • Contracted Labor Costs • Cost of Promotional Items for Resale • Costs for otherwise eligible materials that contain (or appear to contain) paid advertising • Membership Fees or Dues • Projects not open to the public BOA Approval: June 22, 2010 Page 8 of 9 2012 DRAFT 7. Final Report Projects receiving Tourism Funds must complete a final report and submit it to the Tourism Commission within 60 days of project completion. The report will include the following details: - The outcome of the project or event - Report on the measures of success (qualitative and quantitative) collected - Budget overview, including total revenues, expenditures and matching funds - If the project will be repeated in the future and if it is anticipated that Tourism Funds will be requested 8. Sponsorship Recognition The City of Riverside must be identified as a sponsor for all projects receiving Tourism Funds. The City reserves to right to request approval on any piece that utilizes the City logo or name in order to preserve the integrity of the City of Riverside brand. BOA Approval: June 22, 2010 Page 9 of 9 2012 DRAFT