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HomeMy WebLinkAboutR-2026-016 Approving Tourism Grant Agreement with Carved LLC for Carved Experience EventRESOLUTION NO. R-2026-016 A RESOLUTION APPROVING A TOURISM GRANT AGREEMENT WITH CARVED, LLC FOR THE "CARVED EXPERIENCE" EVENT AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT WHEREAS, the City of Riverside has established a Tourism Tax Fund pursuant to Section 140.280 of the Riverside Municipal Code, funded by revenues collected from the Tourism Tax authorized under Sections 67.1003 to 67.1364, RSMo.; and WHEREAS, the Tourism Commission of the City of Riverside has recommended the use of Tourism Tax Funds to support a tourism-related event titled the "Carved Experience," to be held on October 17, 2026, at Renner Brenner Park, located at 2901 NW Vivion Rd., Riverside, Missouri; and WHEREAS, the proposed event includes regional attractions such as a haunted trail, children's spooky trail, live performers, and food vendors, and is anticipated to attract non-resident visitors, thereby promoting tourism consistent with the requirements of local and state law; and WHEREAS, the Board of Aldermen finds that the proposed grant of Tourism Tax Funds to Carved, LLC the organizer of the event, is an appropriate and eligible use of such funds and in the best interests of the City and its residents . NOW, THEREFORE, BE IT RESOLVED by the Board of Aldermen of the City of Riverside, Missouri, as follows: THAT the Board of Aldermen hereby approves the Tourism Grant Agreement between the City of Riverside and Carved, LLC in substantially the form attached hereto and incorporated herein as Exhibit A, and the Mayor is hereby authorized and directed to execute the Tourism Grant Agreement on behalf of the City; and FURTHER THAT the Mayor, the City Administrator, and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Resolution and to execute and deliver for and on behalf of the City all certificates, instruments, agreements, and other documents, as may be necessary or convenient to perform all matters herein authorized. PASSED AND ADOPTED by the Board of Aldermen of the City of Riverside, Missouri, the 27 th day of January 2026. Kathleen L. Rose, Mayor ATTEST: Melissa McChesney, City Clerk RESOLUTION NO. R-2026-016 Exhibit A TOURISM GRANT AGREEMENT This Tourism Grant Agreement ("Agreement") is entered into by and between the City of Riverside, Missouri ("City"), and Carved, LLC, ("Grantee"), collectively referred to as the "Parties ." RECITALS WHEREAS, the City has established a Tourism Tax Fund pursuant to Section 140.280 of the Riverside Municipal Code, funded by revenues collected from the Tourism Tax as authorized by Sections 67.1003 to 67.1364, RSMo.; and WHEREAS, the City's Tourism Commission, with authority delegated by the Board of Aldermen, is authorized to make expenditures from the Tourism Tax Fund solely for eligible costs that promote tourism, within the limits of the approved budget; and WHEREAS, the Grantee has proposed hosting the "Carved Experience," a two- night Halloween event featuring a haunted trail, kids' spooky trail, fortune tellers, fire performers, sideshow acts, magicians, and food trucks, to be held on October 17, 2026, at Renner Brenner Park, 2901 NW Vivion Road, Riverside, MO 64150; and WHEREAS, the event is expected to attract visitors from outside the City and thereby promote tourism; and WHEREAS, the City desires to support the event and finds that it is a permissible and appropriate use of tourism tax funds. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the Parties agree as follows: 1. Grant Award. The City agrees to award the Grantee a grant in the amount of $61,600 ("Grant Funds"), subject to the terms of this Agreement, to support the Carved Experience event scheduled for October 17, 2026, in Riverside, Missouri. The Grantee agrees to return eighty percent of the event's gross revenue to the City's Tourism Fund. This Grant Award is contingent upon the City first receiving the funds owed to it from 2025 . An initial deposit of $15,000 will be issued to the Grantee. Subsequent disbursements of the Grant Funds are further conditioned on the Grantee's full compliance with the City's Reimbursement Guidelines, attached hereto and incorporated by reference. 2. Purpose and Use of Funds. Grantee shall use the Grant Funds solely for costs that are eligible under Section 140.280 and State law and directly related to promoting tourism, including but not limited to: a. Advertising and promotional materials aimed at attracting non-resident attendees; b. Entertainment or programming that draws regional interest; RESOLUTION NO. R-2026-016 c. Other reasonable and necessary expenses designed to promote tourism. 3. Restrictions. Grantee shall not use funds for: a. Alcoholic beverages; b. Political activities; c. Capital improvements; or d. Any purpose not directly related to tourism promotion. 4. Reporting and Documentation . Grantee agrees to submit a written report within thirty (30) days of the event describing the outcomes, estimated attendance (local and non-local), and tourism impact; provide copies of invoices, receipts, and proof of expenditures; and cooperate with the City for any requested audit or financial review as permitted under Section 140.240. 5. Reimbursement and Repayment. If the City determines that the Grant Funds were not used in accordance with this Agreement or that the event was canceled or substantially altered, the City may require Grantee to return all or part of the Grant Funds. 6. Acknowledgment of City Support. Grantee shall acknowledge the City of Riverside as a sponsor in promotional materials and, where feasible, display the City's logo and/or issue verbal recognition during the event. 7. Indemnification. To the fullest extent permitted by law, Grantee shall indemnify and hold harmless the City, its officers, employees, and agents from and against all claims, damages, losses, and expenses arising out of the performance of this Agreement or the event funded. 8. Independent Contractor. Nothing in this Agreement shall be construed to create an employment, partnership, or agency relationship between the Parties. 9. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Missouri. 10. Entire Agreement. This Agreement contains the entire agreement between the Parties regarding the subject matter and supersedes all prior or contemporaneous understandings. RESOLUTION NO. R-2026-016 IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates below. City of Riverside, Missouri: By: Kathleen L. Rose, Mayor Dated: January 27, 2026 ATTEST: Melissa McChesney, G+tjr Clerk CARVED, LLC: By: April Roberson (Jan 28, 2026 12:56:54 CST) April Roberson Owner, Director Printed Name Title Dated: 01/28/26 Invoice Guidelines: RESOLUTION NO. R-2026-016 City of Riverside Reimbursement Guidelines To be eligible for reimbursement, invoices must contain the following. 1. Detailed and itemized description of goods and services provided 2. Invoice number, service date, and invoice date 3. Complete vendor information 4. Total amount due 5. Must not be altered. Cannot be a screenshot of an invoice or screenshot of an email. Receipts for goods, such as Amazon: -Cannot be a screenshot of a transaction -For example, Amazon provides downloadable invoices / receipts that contain everything required under invoices (called the printable order summary) -A credit card slip by itself is not sufficient. An itemized receipt that follows the invoice guidelines above is required. Checks: -Image of the cleared / cancelled check that clearly shows who the check was made out to, the amount, and the date the check cleared the account. This is typically available from the bank website as soon as the check clears an account. -Screen shot of the bank account showing a check written is not sufficient with the cleared check image. Contracts I Deposits: -Contracts must be fully executed by both parties to be eligible for reimbursement. Unsigned contracts do not qualify. Transfers out of a bank account are not acceptable for reimbursement without full supporting documents.