HomeMy WebLinkAbout2015-08-10 Tourism PacketCITY OF
RIVERS!
MISSOURI
Upstream from ordinary.
TOURISM COMMISSION MEETING
RIVERSIDE CITY HALL
2950 NW VIVION ROAD
RIVERSIDE, MISSOURI 64150
AGENDA
AUGUST 10, 2015
6:00 P.M.
1. Call to order
2. Roll call
3. Motion to approve minutes from June 8, 2015
4. KC Art Institute Partnership
5. Tourism Sponsorship Process
a. Application Form
b. Project Final Report
c. Review Process
6. Adjournment
Jackie Carlson
Planning & Business Services
ATTEST:
Posted 08-07-2015 at 2:30 p.m.
TOURISM COMMISSION
RIVERSIDE, MISSOURI
Monday, June 8, 2015 at 6:00 p.m.
At 6:00 p.m. on June 8, 2015, 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 were Commissioners Hope Carriger, Jennifer Goering, Lori Locke and Julie Rule. City
staff member Jackie Carlson was also present.
Motion to Approve
Minutes
Financial Overview
Platte County Marketing
Fund Match
2015 Sponsorships
Update
Commissioner Rule made a motion to approve the minutes from April 13,
2015. Commissioner Goering seconded the motion. All voted in favor.
Motion passed.
Ms. Carlson provided a financial overview of the tourism fund. The City's
fiscal year runs July 1 to June 30 and the fund is on track to meet the
projected $175,000 in total revenue for fiscal year 2014-15. This same
amount is projected for fiscal year 2015-16. The reserve fund has a balance
of $392,224.
Commissioner Goering noted that the Platte County Convention and
Visitors Bureau had submitted the grant application requesting $77,500 in
matching funds. The State approved the grant giving a total budget of
$155,000.
From the $155,000, $40,000 will be utilized for the Riverside, Argosy and
Zona Rosa campaign ($20,000 local match + $20,000 state match). The
Riverside Tourism Commission approved contributing $1,500 towards this
campaign. Commissioner Goering noted that Zona Rosa was not able to
contribute monetarily, but will be providing in-kind contributions. Thus,
Argosy is providing the bulk of the funding at $18,500.
The bulk of the campaign will be on-line advertising. Argosy's team will
develop the materials. Commissioner Carriger and Rosemary Salerno with
Zona Rosa will be included in the development of the ads and will review
the materials.
The Commission commented that partnering to receiving $40,000 worth of
ads for $1,500 was a good investment and partnership.
Ms. Carlson updated the Commission on the status of the approved
sponsorships. There have been multiple issues with Scottish Highland
Games including a bounced check, missed deadlines and requests for
extensions. With each issue staff has scrambled to process paperwork and
been lenient to accommodate them.
All Truck Nationals, which is held in September, has not submitted a signed
MOU or responded to staff. The sponsorship money is held until this is
submitted.
Commissioner Carriger noted she is still working on trying to obtain
information about Riverside and ensuring she is included on
Kansas City Art Institute
Partnership
communications with the committee. She intends to reach out to the event
planner directly and is hopefully she can push more Riverside businesses to
be present at the event. Commissioner Goering stated that last year was
frustrating as the event planner did not communication well.
Ms. Carlson explained that previously both the City and the Tourism
Commission have sponsored Riverside En Plein Air — a Kansas City Art
Institute's (KCAI) School of Continuing Education class with four sessions.
The sponsorship included covering the costs of the course fee and material
fee for up to 15 students provided they were Clay or Platte County
residents. The KCAI would like to again offer this class in both October 2015
and March 2016 and has requested that the Tourism Commission sponsor
students as was done previously. The cost of the sponsorships, provided all
15 students were Clay or Platte County residents, is $2,610 or $174 per
student ($129 class fee + $45 material fee). If both the October and March
classes were sponsored the total would be $5,220.
The Commission questioned the return on investment wondering how
many new visitors the class brought to Riverside. Considering the artwork
portrays Riverside scenes the Commission asked if it would be possible to
obtain the artwork in some fashion — professional photographs, prints,
display pieces, etc.
Commissioner Carriger stated that the Chamber is hoping to host an art and
wine event in early October and would like the KCAI to participate in some
fashion. The Commission liked the idea of partnering and believed it would
provide more exposure for both the community and the KCAI. It was
mentioned that the Commission could sponsor the two classes as a trial run
and see what kind of return it yields.
Commissioner Goering made a motion to approve sponsorship of both the
fall and spring classes with the conditions that 1.) the KCAI has a presence at
the Chamber wine and art event and 2.) the completed artwork is made
available in some capacity for marketing purposes. Commissioner Locke
seconded the motion. The motion was approved unanimously.
Applications and Reports Ms. Carlson stated that she is working on creating a standard application for
sponsorship requests and an outline for the report that recipients are to
complete. Commissioner Carriger noted she will assist and may have some
examples.
Other
Commissioner Carriger provided an overview of Tour de Platte which was
held in May with the starting and ending point being at E H Young Park.
Platte County Parks and Recreation spear -headed the event and the
Chamber provided support. The feedback received from riders indicated a
desire to have food, beer and music at the end of the ride. Overall,
everyone was happy with the event and looks forward to it occurring again
next year.
Adjournment, 7:02 p.m. The meeting was adjourned by unanimous consent.
CITY OF
icRIVERS!
MISSOURI
Upstream from ordinary.
MEMORANDUM
TO: Riverside Tourism Commission
FROM: Jackie Carlson, Planning & Business Services
MEETING DATE: August 10, 2015
RE: October 2015 and March 2016 KCAI Class
Overview
At its June 8 meeting the Commission discussed the Kansas City Art Institute's (KCAI) request for a
Tourism Sponsorship for both a fall and spring art class. The courses, Riverside En Plein Air, will be
four weeks long beginning on the first Saturday in October 2015 and March 2016. The cost of the
class is $174 ($129 class fee + $45 material fee). If all 15 students are Clay County and Platte County
residents the total Tourism Commission sponsorship will be $2,610 per session or $5,220 total. The
Commission moved to approve the sponsorship with the following conditions:
1.) The KCAI has a presence at the Chamber wine and art event.
2.) The completed artwork is made available in some capacity for marketing purposes
Both City and Chamber staff have been working with the KCAI on these conditions; however, the KCAI
has some concerns regarding the associated costs of meeting the conditions. Representatives of the
KCAI will be present at the meeting to discuss the issues.
Background
In the Fall of 2014 the City of Riverside sponsored Riverside En Plein Air. This KCAI School of
Continuing Education class was held each Saturday for four weeks and had students paint a different
outdoor location in Riverside each week. Through its sponsorship, the City agreed to cover the
registration and materials fee of $164 for up to 15 students (maximum class enrollment, $2,460 =
$164 x 15). The class was open to anyone but only Clay County and Platte County residents were
eligible to receive the class for free. The City of Riverside funded the first class from the General
Marketing budget as a pilot project.
The response to the Riverside En Plein Air class was very successful. All 15 spots were filled within
four weeks, which exceeded expectations by both the KCAI and the City. Additionally, there was a
waiting list for students interested in taking the class. Based on the response, KCAI asked the City to
consider sponsoring an additional class in the Spring of 2015 with the same arrangement described
above. This request was brought before the Tourism Commission on August 11, 2014 for
consideration as a Tourism Fund Sponsorship event. The Commission approved the request. Ten
students were enrolled in the spring class and all were either Platte or Clay county residents.
It was noted that the project meets the goals of the Tourism Commission by expanding the public's
awareness of Riverside's unique history, events, activities, and amenities. Not only does it bring the
students of the class into the community, but the paintings can help showcase the City's amenities in
a different light.
End of Memo
CITY OF
RIVERS!
MISSOURI
Upstream from ordinary.
MEMORANDUM
TO: Riverside Tourism Commission
FROM: Jackie Carlson, Planning & Business Services
MEETING DATE: August 10, 2015
RE: Tourism Funding Forms and Review Process
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 2016. Proposals will
be due Tuesday, November 24, 2015. The Tourism Commission is slated to review the proposals and
allocate $175,000 in sponsorships on Monday, December 14, 2015.
To ensure the necessary information is included in the proposal and the final report (due 60 days after
the event), staff is recommending an application form and report form be required with submittal.
Both forms are included in the packet.
In terms of the review process, Staff would like the Commission to consider if there are ways to
improve the process. Potential changes could be:
Require applicants to be present during review to answer questions.
Allow/require applicants to give a presentation on the proposal.
Hold a special meeting in November to review early applications.
Requested Action
- Review the included application form and report submittal form.
- Consider the application review process and how it can be improved.
City of Riverside Tourism Enhancement Grant
Application Cover Sheet
Project Information
Project Name
Organization
Dates (if event)
Contact Information
Location (if event)
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 Tuesday, November 24, 2015.
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 1
City of Riverside Tourism Enhancement Grant
Application Components
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.
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 Riverside Tourism Commission
Final Report
Submit to: City of Riverside, 2950 NW Vivion Road, Riverside, MO 64150.
Recipients of City of Riverside Tourism funds are required to submit a final report for the project within 60 days of the
close of the project or event date. Completion and submission of this report is required to be considered for future
funding from the City of Riverside.
Project Information
Project Name
Sponsorship Amount
Organization
Dates (if event)
Location (if event) Total Estimated Attendance
Contact Information
Contact Name
Email Address Phone
Address + City/State/Zip
Project Evaluation
On an attached sheet of paper, please respond to the following. Please do not incorporate into a narrative — answer
each separately.
1. Provide a brief project overview.
2. Do you consider the project to be a success? Please provide both quantitative (number of first-time/return
visitors to Riverside, resulting hotel stays, impact to Riverside/Northland businesses, etc.) and qualitative results.
3. How did you promote this project? Please provide a list of all marketing efforts and the estimated impressions
that resulted from each component. Feel free to include samples of ads, brochures, etc.
4. Did your project receive media coverage? If so, provide a summary and attach any press clippings or other
representative material.
5. Do you plan on doing this project again next year?
Final Budget
Please complete the attached budget sheet and return it with this report.
Riverside Tourism Commission Final Report
1
City of Riverside Tourism Commission
Final Report - Budget
Project Information
Project Name
Sponsorship Amount
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):
Riverside Tourism Sponsorship
Total Income
Travel
Expenses (use actual not estimated)
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 were paid for using Riverside Tourism Funds. A list of eligible expenses is
included in the Funding Guidelines packet.
Riverside Tourism Commission Final Report
2