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HomeMy WebLinkAbout2008-09-08 Tourism Commission PacketTOURISM COMMISSION CITY HALL BOARD ROOM 2950 NW VIVION ROAD, RIVERSIDE, MO 64150 AGENDA September 8, 2008 6:00 P.M. 1. Call to order 2. Roll call 3. Motion to approve August 11, 2008 Minutes 4. Tourism Enhancement Grant Process Update 5. Tourism Fund Update 6. Motion to approve KC Scottish Highland Games, Inc. Funding Request for $7,500 7. Tourism Commission Goals and Funding Priorities Discussion 8. Adjournment Al IEST: sted 9/5/08 12:00 p.m. Meredith Hauck, Coordinator of Communications and External Affairs MINUTES TOURISM COMMISSION RIVERSIDE, MISSOURI Monday, August 11, 2008 6:00 p.m. The Tourism Commission for the City of Riverside, Missouri, met in the Board of Aldermen Chambers at City Hall, 2950 NW Vivion Road, Riverside, Missouri, on August 11, 2008. The newly appointed commission introduced themselves: Randy Rose — Hotel/Motel Industry; Dirk van der Linde — Tourism Industry; Deana Winter — Tourism Industry; Jerry Pietsch — Local General Industry; Jason Rule —Local General Industry. Also present were Jane Henry, Executive Administration Assistant, Meredith Hauck, Communications and External Affairs Coordinator, and Cheryl Thorp, Platte County Convention and Visitors Bureau Executive Director. Motion to approve July 14, 2008 Minutes Motion to approve a Tourism Commission Chair Motion to approve a member of the Tourism Commission to the Tourism Enhancement Grant Committee Glenn Bray — Highland Games Presentation Tourism Commission Minutes 8/11/08 Page 1 Commissioner Randy Rose made a motion to approve the minutes of July 14, 2008, as amended. Commissioner Winter seconded. All voted in favor. Motion carried. Commissioner Rose suggested Jason Rule for the Chair of the Tourism Commission. After no other names were brought forth, Commissioner Rose made a motion to approve Jason Rule as the Chair of the Tourism Commission and Commission Winter seconded. The vote was: Yes: Commissioners van der Linde, Winter, Rose, and Pietsch. Commissioner Rule abstained. Motion carried. Meredith Hauck outlined the responsibilities of the grant committee and told the commission what the composition of the committee would be. Both Commissioner Pietsch and Commissioner Winter expressed an interest in serving on the grant committee. After Pietsch and Winter volunteered, Commissioner van der Linde made a motion to nominate both Commissioners Pietsch and Winter to serve on the Tourism Enhancement Grant Committee. Commissioner Rose seconded and the vote was: Yes: Commissioners Rose, van der Linde, and Rule. Commissioners Winter and Pietsch abstained. Motion carried. Glenn Bray, president of the KC Scottish Highland Games, said the games have had a good response since coming to Riverside and they would like to continue in this venue. Due to the threat of flooding in EH Young Park last year, attendance was down and revenue was not as good as expected. They are looking for alternate locations in case of a high water event but it is complicated because it has to be a place where liquor can be sold. They extended their event to 2 days last year, which increased security costs. They would like to expand to a 3 -day event next year because the clans like 3—day events and it allows them to draw more participants. In addition to extending the days of the event, the organization has more ideas for enhancing the games. They propose attracting bigger names for entertainment to improve attendance; offering a pipes and drums band competition; upgrading the dance competition; including an athletic competition upgrade. All of these enhancements would increase their costs, e.g., tents, security, etc. The total cost of all these enhancements is $65,000. Bray would like to extend their contractual agreement from 3 years to 5 years and, at the same time, he requests increased support from the City in the amount of $25,000. The support this year was $15,000. Also, they would like a 10% increase each year to keep up with inflationary costs. This 10% increase would cause the $25,000 annual support to grow to $39,627 in 2012. Commissioner Rose questioned numbers of attendees, admission price, vendor booth rentals, and beer sales. Rose would like to see a statement of expenses vs. revenue. Bray did not have the requested numbers. With the enhancements, he said there would have to be prize money for the bands and the dancers and travel money for the bands. Also, judges' travel and accommodations are paid for. Bray was asked about other funding efforts and Bray responded that they held a silent auction last year but it didn't make much money. He said they have had $14,000 in contributions from businesses and $3,375 individual contributions.7 Commissioner Pietsch asked if the park would be big enough for the games in future years. Bray replied that it would be because they could extend the days of the event. Commissioner Rule asked if they conduct surveys to see where people are coming from, among other things. Bray said they do a little. Last year they offered a door prize drawing but the volunteer in charge threw away the tickets that had the names and addresses of the attendees. Rule then asked about hotel rooms. Bray said they are trying to work out a special rate with Argosy and they use Super 8 and three hotels north of Riverside. Tourism Enhancement Grant Hauck said she had received 6 inquiries so far. She added that the Process schedule is outlined in the grant process guidelines. Tourism Commission Minutes 8/11/08 Page 2 Tourism Fund Update 2008-09 FY Funding Priorities Motion to approve PCCVB Tourism Enhancement Grant Consulting Contract Motion to approve The Outlaw Cigar Company Funding Request Motion to approve the Friends of the Platte County Parks and Recreation Funding Request Tourism Commission Minutes 8/11/08 Page 3 Hauck went over the fund balances and projections through 2013. Commissioner Winter suggested that the Highland Games could request a grant for $10,000. She does not want to use all the money now and then have a great project present itself later on. Commissioner Rule said they need to develop a criteria that applicants must meet so that the commission can say, "Here's what we're looking for." Rule also added that itis called the Kansas City Scottish Highlands Games and there is very little mention of Riverside in their advertising. Rule suggested offering to extend their contract with the City for 1 year. It is essential to conduct a survey to help the commission evaluate the financial impact on the City. They want all applicants to present a packet of material similar to the one required of the grant applicants. The commission wants data, i.e., numbers. They asked Hauck to research the policies of other entities of similar size. Hauck presented 3 funding opportunities: Fair Based Productions, Riverside Barbecue, and Outlaw Cigar Company. The board discussed a variety of other possible events. Rose suggested that sanctioning a barbecue costs more and it might be fun to host a backyard BBQ or a celebrity BBQ. Rule spoke in favor of 1 spectacular event and 2 smaller events. He also talked about a concert series and Winter talked about the value and popularity of art fairs. Rule said that Riverside has no volunteer base and that it is needed. The commission talked about the need for a consultant. Their general feeling was that the contract amount was too much and they asked Hauck to work on other options with Cheryl Thorp, maybe an hourly rate. Commissioner Rule made a motion to table the PCCVB Tourism Enhancement Grant Consulting Contract and Commissioner Rose seconded. All voted in favor and the motion passed. Hauck outlined reasons for her interest in this event and said it would attract a different demographic and that it would be a one-time event. After some discussion the commission decided to fund part of the request. Commissioner Winter made a motion to approve the Outlaw Cigar Company funding request omitting the funds for tents. Conunissioner Rule seconded and all voted in favor. Motion carried. Commissioner Rule made a motion to approve the Friends of the Platte County Parks and Recreation funding request. Commissioner Winter seconded and all voted against the motion. Motion failed. Motion to Adjourn Tourism Commission Minutes 8/11/08 Page 4 Commissioner Rule made a motion to adjourn the meeting and Commissioner Pietsch seconded. All vote in favor and the motion carried. Jane Henry Executive Administration Assistant City of Riverside Tourism Fund FY2009 Short Term Long Term Grant Northland Symphony Orchestra 2,000.00 Riverfest 35,000.00 PCCVB 5,036.10 Highland Games 7,500.00 Grants (if all approved) 37,700.00 Total 9,500.00 40,036.10 37,700.00 Available 57,700.00 127,963.90 63,100.00 Updated 09/05/2008 PA/DE IN oURF 2950 NW Vivion Road Riverside, Missouri 64150 MEMO DATE: September 5, 2008 AGENDA DATE: September 8, 2008 TO: Riverside Tourism Commission FROM: Meredith Hauck, Coordinator of Communications and External Affairs RE: KC Scottish Highland Games Funding Request Issue Update On September 2, the Board of Aldermen heard the request from the KC Scottish Highland Games to extend the City's contract with the organization through 2009. The Board decided to extend the contract for one year but to only provide $7,500 in funding instead of the $15,000 requested by the Highland Games and recommended by the Tourism Commission. This money is intended to cover the cost of security provided by the Riverside Public Safety Department during the event. The cost for security in 2008 was approximately $6,200. As suggested at the August 11 Tourism Commission meeting, the Highland Games have submitted a grant request for $1o,000. The Tourism Commission also requested a copy the Highland Games' 2008 financial information. That document is attached. Recommended Action Staff recommends that the Tourism Commission accept the Board of Aldermen's recommendation and fund the Highland Games for $7,5oo from the Tourism Fund. No current action is required on the grant. REPORT TO CITY OF RIVERSIDE, MO FROM HIGHLAND GAMES, INC./ d.b.a. KANSAS CITY SCOTTISH HIGHLAND GAMES Expenses to date for 2008 Highland Games As of August 20, 2008 Administratiori/Other $ 15,754.64 (Includes insurance of $5,466, web site of $5,576, $798 for various mailings, as well as general expenses Incurred to operate the organization) Animals 1,300.00 Athletic Competition 16,342.43 Children's Activities 174.21 Clans 120.00 Concessions 13,823.37 (Does not include a credit of $2,000 which we are expecting to receive, from the supplier of soda, for returned product) Dance Competition 4,111.79 Entertainment 16,281.43 Field 21,289.75 (Includes $8,487 for the rental of tents and lighting equipment, $1,280 for rental of golf carts, $1,149 for portable toilets, $840 for straw, $1,600 for disposal service & additional tear down/clean up, and $6,216 for security (deducted from Riverside's contribution) Games Merchandise 1,750.55 Parking/Shuttle Service 3,762.50 Pipes & Drumming 4,448.60 Programs 4,779.10 Publicity 19,447.84 (Includes $5,004 for radio advertising, $3,266 for television advertising, $2,620 for magazine advertising, $5,154 for cinema pre -features, and $2,908 for posters, flyers, and handouts) Sponsorships Vendors Total 1,692.61 295.00 $125,373.82 While the program year is not completed, no additional expenditures are outstanding, nor expected, for this fiscal year. Respectively submitted, Glenn Bray — President, Kansas City Scottish Highland Games