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HomeMy WebLinkAbout2015-12-14 Tourism Commission Minutes (2) TOURISM COMMISSION RIVERSIDE, MISSOURI Monday, December 14, 2015 at 6:00 p.m. At 6:18 p.m. on December 14, 2015, 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. Answering roll call were Commissioners Jennifer Goering, Lori Locke and Julie Rule. Also present were Board liaison Alderman Frank Biondo, City staff member Jackie Carlson, and Stacey Rasco, (recorder). Elect Chairperson and Ms. Carlson asked for nominations for Chair and Vice Chair. Commissioner Vice Chairperson Goering volunteered to be Chair and Commissioner Rule volunteered to be Vice Chair. All voted in favor. Motion was passed to elect Commissioner Goering at Chair and Commissioner Rule as Vice Chair of the Tourism Commission. Motion to Approve Commissioner Rule requested that page 3 of the minutes be amended to Minutes from August 10, state that she was concerned about the extra time that presentations will 2015 add to the meeting; noting all applicants are welcome to attend. Commissioner Goering made a motion to approve the minutes with the proposed changes. Commissioner Locke seconded the motion. All voted in favor. Motion passed. Financial Overview Ms. Carlson gave a brief overview of the Tourism Commission funds. She noted that although sponsorships are reviewed and allocated on a calendar year, the City’s fiscal year runs July 1 to June 30. Revenue received through the end of October is in-line with the 2015-2016 budget. The reserve balance is currently $403,586 and is anticipated to grow to $415,283 by the end of the fiscal year. The increase is to due to more tourism revenue being anticipated each month than has been allocated for the yearly sponsorship fund. KC Art Institute Ms. Carlson reported that at the August meeting the Commission approved Partnership providing funding for 15 Platte and/or Clay County residents to enroll in both the fall and spring Art Institute’s classes. In conjunction with the funding the Art Institute was to meet several conditions, including participating in the Chamber’s wine and art event. There were two artists that participated in the event and both artists participated after responding to emails sent by Chamber staff. Ms. Carlson said the question for the Commission is whether the art institute has fulfilled their obligation per the signed memorandum of understanding to warrant funding. The Commission inquired about the timing of the event with the timing of the class. Ms. Carlson replied that the event took place as the fall class was just beginning. She believes that the students that were in attendance at the event were from a prior class. The Commission asked about photographs for the fall class artwork. Ms. Carlson noted that the Art Institute would like to do all photography at the same time, thus waiting until the spring class was complete. It is the hope of the Commission that the current artwork could be used for marketing purposes. It was asked what happens if the request is not approved considering the fall invoice has been paid. Ms. Carlson indicated that if the Art Institute has not met the goal for the partnership there are three options: 1) still fund the spring class as previously approved and re-examine funding going forward, 2) do not fund the spring class due to an inability to fulfill the obligations, or 3) do not fund the spring class and ask for a refund for the fall class. Commissioner Goering asked that the funding not be pulled yet for the spring class but that the criteria for participation be further reviewed to determine if funding this program will continue. She did note that the purpose of the funding is to get a return in investment in relation to promoting tourism within the community. Commissioner Rule stated she would like a clear plan from the Art Institute and suggested representatives be invited to the next meeting. Ms. Carlson replied that she encouraged the Art Institute to attend the evening’s meeting. She stated she will work to organize a special meeting in January as the spring class begins in March. 2016 Tourism Ms. Carlson provided a brief overview of the Tourism Sponsorship Sponsorship Applications applications, noting the total amount requested exceeds the budgeted allocation of $175,000. She recommended the Commission review all the applications, provide a proposed funding allocation for each and then vote on the overall allocation. The Commission reviewed the applications and listened to presentations from some applicants. The summary of the discussions follows. Northland Ethnic Fest – Requesting $2000. Allocated $2000. Highland Games – Requesting $10,500. Allocated $10,500. Commissioner Goering indicted she liked that the group is obtaining new sponsorships and increasing marketing efforts. Taste of Africa Festival – Requesting $16,100. Allocated $16,100. Ms. Carlson noted that the applicant group is not yet registered as a not- for-profit organization. Considering this, staff recommends that, should the Commission fund the festival, it be through direct payment to a vendor after a detailed invoice has been submitted. Representatives, Locene and Andrea both from the African Cultural Center addressed the Commission. They are members of the Ethnic Commission and bring together communities with ethnic foods, culture and education. Bringing the festival to Riverside would education the area on both Riverside and Africa. This is the second time to do this event in the KC area. It started in 2000 over the July 4 th weekend. Representatives said the festival attracts many people from across the country to the area. They anticipate this year’s event will be larger than last year due to more lead time, holding it in early th August instead of competing with 4 of July events, and working on better advertising. Commissioner Goering inquired about the proximity in date of this event to the KC Ethnic Enrichment Festival and if that would impact their attendance. The representatives indicated it would not be an issue as they anticipate pulling from a larger region. Commissioner Rule asked about the event schedule and what the previous year’s budget was and what other revenue sources the group has. The event will have music, food, booths of native African crafts, and clothing. There will be children groups performing, mental health presentations addressing issues in Africa and local communities, different countries showcasing their passion for this culture, and story-telling to educate the public. The budget last year was approximately $20,000. The group hopes to obtain funds from sponsorships and selling booth space. The applicants are seeking a major band from Africa and are working with hotels in the area for special price packaging. Tourism Aerial Video Services – Requested $24,000. Allocated $0 Ms. Carlson noted that this is a for-profit entity. They perform this kind of work on a day to day basis as part of their standard business. The application form specifically states for-profit entities must submit why the proposal differs from normal business activities and how it would bring tourism to the city. Mike Raymond, chief pilot for SkyCam, said he would video an event and/or site and would then put together a narrative with graphics and voice over. His company would create a series of 12 videos for the City/Commission. That entity would pick the sites and could possibly use some of the festivals that are coming as well. The videos can be done in the first month, or the first 6 months or spread out over the 12 months. He indicated it was an economical way to promote the city. Commissioner Goering very much liked the idea and especially partnering with the events coming up. She was concerned that without a partnership established with the City, Chamber, etc. the videos may not be the ideal product. She noted video of the events and a specific site could be a bold and great marketing tool provided all the appropriate parties were at the table. Commissioner Rule asked who he would partner with on scripting and decision making on editing and final product. Mr. Raymond noted that this would be something that he would commit to the process of fact finding, product shooting and voiceover with the event coordinator for that specific event. Ideas would be submitted to the City or Commission and approval gained. The City would own the media in high definition format. Rights would be assigned to the City but he would have the right to market them himself as well. Ms. Carlson said she had spoken with the applicant noting that a partnership could strengthen the application. She said the City has discussed the possibility of a tourism type video, but with no on-staff communications/marketing person and nothing allocated in the 2015-2016 budget for such a project, the City does not have the capacity to take on such a project at this time. Dust Bowl Jamboree – Requested $37,500. Allocated $35,000. Mr. Spawn reported that at the first Jamboree last year there were 1200 in attendance. The event received media coverage in the KC Star and on two KC news stations. There were many vintage cars and music with 7 regional bands from around the area. It was a very well received event. Going forward they will be possibly moving the date to Oct. 1 to follow the Winfield Festival and avoid the summer heat. They will also be bringing in a nationally known Bluegrass group, Pokey LaFarge. They are the hottest group going now in Dixieland, Americana type music. They are from the St. Louis area. It was asked whether there will be an admission fee. The Jamboree committee is currently evaluating a possible fee, which will largely depend on the funding they receive. Riverside Area Chamber of Commerce – Request $100,000. Allocated $100,000. Greg Personelli, President of the Chamber Board for 2015, reported that last year the Tourism Commission supported the Chamber and they successfully hired a full-time executive director that helped expand their membership from 50 to over 100. Having a full-time staff member also allowed the Chamber to participate and organize events to draw people to Riverside. The Chamber teamed up with Platte County Parks and Recreation Department to successfully hold Tour De Platte, which started and ended in EH Young Park. The Chamber also conducted the first Food Truck Frenzy in late fall. They anticipated around 70 people, but the event was hugely success with nearly 160 people participating, many of which were from outside the community. The Chamber also participated in the Holiday Tree Lighting ceremony by providing carolers, story-telling with Mr. and Mrs. Clause at the library, and free hot chocolate and Pip’s burgers to attendees. The Chamber paid for a full page color ad for the event and estimated nearly 150 in attendance. For 2016 the Chamber is proposing taking over MusicFest. Mr. Personelli noted the Chamber would like to reinvigorate the event and get more Chamber members to participate. They are currently looking at national acts for the headliner with local artists throughout the day. Additionally, the Chamber would like to add a regional BBQ contest to the festivities, making the event run from Friday through Saturday evening. Mr. Personelli indicated that having an executive director is key to accomplishing these goals and obtaining funding from the Tourism Commission is vital to supporting the position. He also noted that with the departure of Hope in late 2015, the Chamber Board is currently in a talent search for the executive director position and hopes to have someone in place in early 2016. Mr. Personelli continued by stating that they plan to charge a small admission fee to MusicFest. By growing the festival and increasing revenue opportunities through admission fees and beer sales, the Chamber plans to become self-sufficient, thus requiring less tourism funds to put on MusicFest. The Chamber plans to continue Food Truck Frenzy with an event in the spring to kick off the opening of the food truck court and another event in the fall when the court starts to wind down due to weather. The Commission inquired about the possible BBQ competition at MusicFest. Mr. Personelli indicated the Chamber would look for local vendors. Plus a Chamber board member has connections with a local BBQ vendor to assist with planning. Midwest All Truck Nationals (Incomplete Application) – Request $15,000. Allocated $8,000. Ms. Carlson told the Commission that the application submitted by Midwest All Truck Nationals was incomplete. She had requested the additional information from the applicant, but never received a response. Steve Mosley and Gail Jackson presented an overview of the Truck Nationals request, asking that the Commission still consider their request for funds. Attendance this year was 217 registered trucks and 3,000-4,000 walkthrough crowd. Commissioner Rule asked for more information on the event. Mr. Mosley and Ms. Jackson said it is a gathering of all makes and models of trucks in over 100 classes and attracts all different age groups. There are 3 different groups using this event as their national event base helping immensely with marketing. People come from across the county and use it for family reunions, national meeting events, etc. They have always had sponsorship from Classic Parts here in Riverside as well. Charities that benefit from the event are Operation Breakthrough, Hope House and Toys for Tots. They donate to individuals that have needs as well. Ms. Carlson noted that included with the request is funding to purchase feather banners, which are not permitted by City code. She stated that Midwest All Truck Nationals has been cited for violating the City’s sign ordinances in the past. There was much discussion regarding the banners and way finding signage due to road closures and what is allowed within the City. Alderman Biondo noted that it is difficult to find EH Young Park when there is no construction and that unofficially we should be able to work with them to find a reasonable solution. Final Discussion After considering all the applications the Commission reviewed the allocations:  Northland Ethic Festival– $2,000  Highland Games – $10,500  Taste of Africa – $16,100 (direct payment to vendors)  Tourism Aerial Video – $0  Dust Bowl Jamboree – $35,000  Riverside Chamber of Commerce – $100,000  Midwest All Truck Nationals – $8,000 Commissioner Rule made a motion to approve all funding requests in the amounts listed above. Commissioner Locke seconded. All voted in favor. Motion passed. Adjournment, 8:05 p.m. The meeting was adjourned by unanimous consent.