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HomeMy WebLinkAbout2015-06-08 Tourism PacketCITY OF RIVERS! MISSOURI Upstream from ordinary. TOURISM COMMISSION MEETING RIVERSIDE CITY HALL 2950 NW VIVION ROAD RIVERSIDE, MISSOURI 64150 AGENDA JUNE 8, 2015 6:00 P.M. 1. Call to order 2. Roll call 3. Motion to approve minutes from April 13, 2015 4. Financial Overview 5. Platte County Marketing Fund Match 6. 2015 Sponsorships Update 7. KC Art Institute Partnership 8. Applications and Reports 9. Adjournment Jackie Carlson Planning & Business Services ATTEST: Posted 06-06-2015 at 2:30 p.m. TOURISM COMMISSION RIVERSIDE, MISSOURI Monday, April 13, 2015 at 6:00 p.m. At 6:00 p.m. on April 13, 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, Julie Rule, Lori Locke, Jennifer Goering and Board liaison Alderman Aaron Thatcher. City staff members Jackie Carlson and Stacey Rasco (Scribe) were also present. Motion to Approve Minutes Platte County Marketing Fund Match Commissioner Goering made a motion to approve the minutes from February 9, 2014. Commissioner Rule seconded the motion. All voted in favor. Motion passed. Commissioner Carriger reported that Tom Tiesdale, with Argosy Casino, approached the Chamber regarding a joint Platte County Marketing effort. The purpose of the effort would be to submit for a grant through the Missouri Division of Tourism that provides 50% matching funds for tourism related marketing/advertising. The Chamber does not have funding to accommodate this request, but Hope thought perhaps the Tourism Commission would want to participate. Platte County Convention and Visitors Bureau will be submitting for the funding and asked if area partners wanted to participate. The CVB has an overall budget of $200,000. The CVB allocated $20,000 for print and on-line ads and billboards, Parkville (Main Street Association) is putting in $17,500 for broadcasting and Weston is contributing $10,000 for prints, on-line ads and billboards. Although the CVB will submit the joint grant application, each participating partner is in charge of utilizing the matching funds how they see fit. Argosy is wanting to partner as the State funds cannot be utilized to market just an individual business, it must be a destination and there must be at least 3 entities included on the application. However, the amount of money that each entity puts in does not need to be equal. Argosy was originally looking at TV spots but has changed to on-line marketing. Mr. Tiesdale also approached Zona Rosa about partnering and they were considering a $5,000 contribution. However, Commissioner Goering believes that if Zona Rosa participates it will be at a much lower level. Applications are due to the State May 1 so information must be to the CVB by April 27. The CVB utilizes H&L Partners for their advertising work and they bill 50% directly to the State, making the process easier. The campaign runs from June 1 -June 30. Commissioner Rule noted that it may be a worthwhile venture because a win for Argosy is a win for Riverside, but thinks a conservative amount is best. It was suggested that the reserve funds could be used. Alderman Thatcher noted that caution should be used when dipping into the reserve funds and that there may be use for those in the near future. He stated that given the timeframe, money from the 2015-2016 fiscal year tourism 2015 Sponsorships Update Other Events Sponsorship vs. Grant Tourism Commission Next Meeting sponsorship funds could be used. Commissioner Rule motioned to allocate $1,500 from the 2015-2016 sponsorship funds for the marketing campaign. Commissioner Locke seconded the motion. The motion passed. Commissioner Goering abstained as it is her grant being proposed. Ms. Carlson updated the Commission on the status of the approved sponsorships. Scottish Highland Games have been delinquent and unresponsive in submitting the signed MOU and the necessary paperwork and deposit to reserve the park. There had been many attempts to contact them, noting that in order to reserve the park for June 12-14 all items must be submitted no later than two months prior to the end. Friday, April 10 at noon they supplied the necessary paperwork and deposit. The MOU is signed and completed. All Truck Nationals, which is held in September, has also not submitted a signed MOU or responded to staff. The sponsorship money is held until this is submitted. As the Commission reviews future sponsorship applications, these are items to keep in mind. Tour de Platte will be next month at E H Young Park. Platte Co Parks and Recreation is spear -heading this event and the Chamber is supporting them. The park has not been reserved with Riverside to date. May 16th is the tentative date. Ms. Carlson completed her research regarding invoices and how the City has managed those in the past. Previously the City paid the vendors directly vs. the applicants. This required significant staff time to track all the invoices, payments, and stop paying once the sponsorship amount had been received, even if it meant only paying a portion of an invoice. There were also issues with City's tax exempt status. The paperwork was very time consuming so the Commission shifted to more of a sponsorship than a grant. In the future a standard application needs to be created with an estimated budget and expenditures outlined. A report is needed at the end of the event, to include a detailed outline of how the money was spent. Commissioner Carriger will reach out to Lee's Summit for an example of the application and report form. The next Tourism Commission meeting will be on June 8, at 6 p.m. Adjournment, 7:19p.m. Commission was adjourned by unanimous consent. Revenues Tourism Tax Total Revenues Expenditures Tourism Activities Total Expenditures Revenues less expenditures Beginning Fund Balance Ending Fund Balance City of Riverside 2014-15 Budget vs. Actual June 2015 Tourism Fund 2014-15 Year to Date 163,313 163,313 175,000 175,000 (11,687) 2014-15 Projected 175,000 2014-15 Budget 175,000 175,000 175,000 175,000 175,000 175,000 175,000 392,224 392,224 382,053 2015-16 Adopted Budget 175,000 175,000 175,000 175,000 392,224 380,537 392,224 382,053 392,224 CITY OF RIVERS! MISSOURI Upstream from ordinary. 2950 NW Vivion Road Riverside, Missouri 64150 AGENDA: 06-08-2015 TO: Tourism Commission FROM: Jackie Carlson, Planning & Business Services RE: 2015 Tourism Sponsorship Update Following is a list of the 2015 approved Tourism Sponsorships including dates and status/notes. Date of Event Organization/Project Approved Funding Status/Notes March 19-21 Park Hill South Student Council — Missouri Association of Student Council State Convention $5,000 Complete March 28 Platte County Extension — Northland Ethnic Festival $2,000 Complete May 23-25 Heart of America Shakespeare Festival — Team Shakespeare Performance, Tempest $8,500 Complete June 12-14 Kansas City Scottish Highland Games & Celtic Festival $10,500 Several issues — bounced check, missed deadlines for park reservations, park deposit and liquor license; staff scrambled to accommodate all requests July 25 Park Hill South Student Council — Bell Tower Charity Run $4,500 Check issued July 31— August 5 Lewis and Clark Trail Heritage Foundation, Inc. — Lewis and Clark National Convention $5,000 Check issued August 8 Attache International — Dust Bowl Jamboree $18,200 Check issued September 11-13 Genuine GMC Truck Club of KC — Midwest All Truck Nationals $6,000 Not yet received signed MOU; check not issued September 19 Riverside Music Fest $77,300 Check issued NA City of Riverside — Historic Marker Trail Sign $3,000 In process NA Riverside Area Chamber of Commerce — Full-time staff position $35,000 Check issued Total $175,000 CITY OF .1 RIVERS! MISSOURI Upstream from ordinary. MEMORANDUM TO: Riverside Tourism Commission FROM: Jackie Carlson, Planning & Business Services MEETING DATE: June 8, 2015 RE: October 2015 and March 2016 KCAI Class Background In the Fall of 2014 the City of Riverside sponsored Riverside En Plein Air. This Kansas City Art Institute's (KCAI) School of Continuing Education class runs each Saturday for four weeks and has 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 fall 2014 class out of its 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 KC Art Institute 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. KCAI Request The KCAI has again asked the Tourism Commission to partner with them on both a fall and spring 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 slightly higher at $174 ($129 class fee + $45 material fee). If all 15 students were Clay County and Platte County residents the total Tourism Commission sponsorship would be $2,610 per session or $5,220 total. End of Memo