Loading...
HomeMy WebLinkAbout2016-10-10 Tourism Commission PacketCITY OF MISSOURI Upstream from ordinary. TOURISM COMMISSION MEETING RIVERSIDE CITY HALL 2950 NW VIVION ROAD RIVERSIDE, MISSOURI 64150 AGENDA OCTOBER 10, 2016 6:00 P.M. 1. Call to order 2. Roll call 3. Motion to approve minutes from August 8, 2016 meeting 4. 2017 Sponsorship Application Process 5. Adjournment Lori Boji Parks & Rec Director ATTEST: Posted 10-07-2016 at 4:00 p.m. TOURISM COMMISSION MEETING RIVERSIDE, MISSOURI Monday, August 8, 2016, 6:00 p.m. The Tourism Commission for the City of Riverside, Missouri, was to meet in regular session at Riverside City Hall, 2950 NW Vivion Road, Riverside, Missouri. The meeting was called to order at 6:00 pm. Answering roll call were Commissioners Jennifer Goering, Lori Locke, and Julie Rule. Also present were Board liaison Alderman Frank Biondo, City staff members Lori Boji and Stacey Rasco, (recorder). Motion to Approve Minutes from June 13, 2016 Kansas City Art Institute Sponsorship Funding Request 2016 Tourism Sponsorship Status Commissioner Rule made a motion to approve the minutes as submitted. Commissioner Locke seconded the motion. All voted in favor. Motion passed. Hannah Lodwick, presented and reviewed the new proposal for increasing tourism in the area. There were zip codes from Clay and Platte Co and will now include students outside those counties. This will still be open to local students but they will be paying for the class. They will be documenting the classes with photographic media and the Tourism commission will have access to those photos. Funding is being requested at $5,220 for 15 students to enroll. Other locations have been added as well. Those include Renner Brenner Park, Briarcliff Waterfall, Riverfront Park and Homestead Park. Commissioner Rule asked that we look for a way to include the art institute into the normal schedule of applications for the next funding year. It was also asked to see the photos that were submitted last year for our events. Ms. Lodwick will provide those to Lori Boji. Commissioner Locke made a motion to approve the funding for the October class. Commissioner Rule seconded the motion. All approved. Motion Passed. Lori Boji reviewed the Sponsorship Update for the commission. The Special Events policy was reviewed along with the Resolution that was passed in February allowing city staff to review and make sure all applications are complete for compliance to the program. The commission agreed that the two documents need to merge and 2017 Sponsorship Application Process work together but some final tweaking may take place along the way. This will allow our annual events to reserve their dates in a timely manner. Mrs. Boji reviewed the 2017 Sponsorship Application Process and Timeline for the Commissioners. All dates are set for the application to be placed online, deadline for applications and both review dates for the commission to allocate funding. Adjournment, 6:51pm The meeting was adjourned by unanimous consent. City of Riverside Tourism Enhancement Grant Application Cover Sheet Project Information Project Name Organization Dates (if event) Location (if event) Contact Information Contact Name Email Address Phone Address + City/State/Zip Funding Request 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 Date Submission Deadlines: The deadline for proposals is Friday, November 13, 2015 at noon. Please submit this coversheet and the application components to: City of Riverside 2950 NW Vivion Road Riverside, MO 64150 Riverside Tourism Enhancement Grant Application - 2016 CITY OF Upstream from ordinary. 1 City of Riverside Tourism Enhancement Grant Application Components 1. Cover Letter: Project Narrative a. Provide a brief project overview. Include the number of years the project has taken place and if Tourism funding has been received in previous years. If funding has been received, include the amount(s). 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. City of Riverside Tourism Enhancement Grant Evaluation Criteria 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. Riverside Tourism Enhancement Grant Application - 2016 2 City of Riverside Tourism Enhancement Grant Application Component - Project Budget Projected Revenue Overall Project Admission Fees Staff Salary Concession/Souvenir Sales Fundraising Memberships Entertainment Business/Corporate Contributions Foundation Individual Contributions Supplies/Materials Other Governmental Contributions Other (please specify): Other (please specify): Equipment Rental Other (please specify): Requested Riverside Sponsorship Amount Total Income Travel Expenses Sponsorship Specific* Overall Project Staff Salary Contracted (or other) Salary Entertainment Legal/Insurance/Banking Supplies/Materials Postage Equipment Rental Space Rental Travel Utilities Advertising/Marketing/Design Printing Other (please specify): Other (please specify): Other (please specify): Other (please specify): Other (please specify): Total Expenses *Sponsorship Specific: indicate items that will be paid for using Riverside Tourism Funds. A list of eligible expenses is included in the Funding Guidelines packet. Riverside Tourism Enhancement Grant Application - 2016 3 City of Riverside Tourism Enhancement Grant Application Component - Budget Explanation 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 Example Expense Category: Sponroship 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 3 large spot lights: $400 2 portable hand washing stations: $100 Sponsorship Specific Expenses only include expenses you plan to pay for from Tourism Funds. Your overall project expenses in this category may be more if not all expenditures are being covered by grant funds. Make sure these match Project Budget. Expense Category: Sponsorship Specific Expenses: Explanation: Expense Category: Sponsorship Specific Expenses: Explanation: Expense Category: Sponsorship Specific Expenses: Explanation: Overall Project Expenses: Overall Project Expenses: Overall Project Expenses: Riverside Tourism Enhancement Grant Application - 2016 4 CITY OF ,RIVERSIQE„ mISSOURI Upstream from ordinary. MEMORANDUM TO: Riverside Tourism Commission FROM: Lori Boji, Parks & Rec Director MEETING DATE: August 8, 2016 RE: 2017 Tourism Sponsorship Application Review Process & Timeline Overview In early fall the City will solicit proposals from groups interested in hosting events or leading initiatives that will expand or enhance the tourism industry in Riverside for calendar year 2017. As of the writing of this memo, the Commission has $150,000 to allocate for fiscal year 2016-2017. Following is the proposed timeline for the sponsorship applications. Wednesday, September 21, 2016 RFP Issued Thursday, November 10, 2016 applications due by noon, no exceptions! Monday, December 5, 2016 Tourism Commission special meeting to discuss applications, ask questions of applicants, etc. Tuesday, December 13, 2016 Tourism Commission regular meeting with intention to take official action on sponsorship allocations. *Reminder —ALL Tourism Commission meetings are open to the public. It is important that the Commission articulate their reasoning for allocating funds a particular way and noting any expectations and/or goals (i.e. — not being the only funding source for an event, wanting to help projects get started, but not be a perpetual funding source, timely submittals, etc.) Proposed Adjustment For proposals that require use of City facilities, staff is recommending that the applicant must have the park reserved, including any deposits or fees paid, by the time the application is due (November 10). If the applicant fails to complete this task the application will be considered incomplete and thus, will not be presented to the Tourism Commission. The facility deposit and/or fees are refundable should an applicant not receive a Tourism Sponsorship and thus, opts not to conduct the event. Requested Action Review the proposed application timeline and adjustment and provide staff with feedback.