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HomeMy WebLinkAbout2009-05-11 Tourism Commission PacketTOURI ~0~~ION CITY BALL BOARD ROOD ~95~ ~ ~~VXO ROAD, RI~BRIDB, NCO ~~1 ~ ADA Mai 1 i, ~0~9 ~~aa .~VI, 1, a~~ ~~ o~de~ 2, R~l~ c~~i ~ , Approvai a~ ~.~~ 1 ~, X049 i~u~e~ ~~ ~au~;~~ Fund ~J~d~e 5. ~Y X010 ~`auris on~miivn ~'undin Cr~id~lin~s Discu~~o~ ~. Adj au~rnrnen~ ~~ ~~edi~~ ~~uCI~, ~oardina~or of ~~nmun~c~.~~~n~ B~tern~ Affair ATT`~T: ~~a a~ras~a~ ~ i :~a ~.~,, MINUTES TOURISM COMMISSION RIVERSIDE, MISSOURI Monday, April 13, 2009 6:00 p. m . 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, on April 13, 2009, at 6:00 p.m. Chair Jason Rule called the meeting to order. Answering roll call were Jerry Pietsch, Dirk van der Linde, Jason Rule, Randy Rose and Deana Winter. Also present were Meredith Hauck, Communications and External Affairs Coordinator, and Jane Henry, Executive Administration Assistant. Motion to approve Minutes of February 9, Dirk van der Linde made a motion to approve the minutes of February 2009 9, 2009, and Jerry Pietsch seconded. Rule, van der Linde and Pietsch voted in favor. Rose and Winter abstained. Motion carried. Tourism Fund Update Hauck reported that the tourism fund was unchanged since the update at the February 9t"meeting. She did add, however, that total anticipated revenue for 2009-10 FY is more than previously reported. The city's finance officer estimated the anticipated revenue at $250,000 to $275,000. Highland Games Data Collection Hauck asked for volunteers to help with the data collection at the Highland Games June 12-14. She reminded the commission that data collection has been a problem in the past and the commission had previously shown an interest in helping with the process. Jason Rule volunteered to help and the others will check their calendars. BBQ Blast Off Update Hauck reported on the event's progress. Teams are registering for the BBQ competition and for the softball tournament. Seven BBQ teams have entered the amateur competition and the quota is 30. At some point, if more teams are needed, Backyard Bash, a Parkville business assisting with the event, will fill out the field of 30 using some of the teams they have worked with in the past. The fireworks will be launched by Wald and Company, a professional business specializing in pyrotechnics. As it does with Riverfest, Holliday Sand will donate the materials and labor to set up the fireworks show, which will be launched from a barge in the Missouri River. Riverside fireworks vendors will pay $7500, half the cost of the fireworks. In addition to inflatables for the children, there will also be fire safety sessions for the kids followed by allowing them to ignite sparklers and other less risky fireworks in a special supervised area of the park. Hauck was asked about marketing and she said they are targeting a younger audience within a day's drive, going as far away as Omaha and Wichita. Advertisements will be placed in the Kansas City Star, the Northland Area Chamber of Commerce newsletter, and the KCMO Tourism Commission Minutes 4/13/2009 Page 1 Chamber of Commerce newsletter, to name a few. The music groups that will perform are M80's, Brody Buster, and KC All Stars. Funding Request-Camaro Club The Camaro Club applied forfunding inthe amountof $450.OOforits annual Midwest Camaro Fest. The club has been holding the event at EH Young Park for the past three years. This year they are asking to use the park for their car show all day Saturday, August 15 and the large shelter house on Friday, August 14. The group has an estimated $7,193 income that includes entry fees, sponsorships, concessions and T-shirt sales. The $450 request would cover the city's rental fee for the park. Attendance atthe event has been lessthan athousand, but it draws from as many as 8 states. Rose made a motion to approve the funding request for Midwest Camaro Fest and Winter seconded. All voted in favor. FY 2010 Tourism Commission Funding Hauck gave a brief presentation on the proposed changes to Tourism Guidelines Discussion Commission Funding Guidelines. Instead of awarding funds all year, all outside funding requests would be grouped into the Tourism Enhancement Grant Process. There would be two funding cycles -one in the fall and one in the spring. The maximum for each project to be funded will be 45% of the total project cost. Based on feedback from Board of Aldermen, Tourism Commission members and funding applicants, the funding pools have been better defined and reallocated to provide better direction on what types of programscan befunded and how much isavailable inthefundforeach category of projects. • 60% of the fund will be assigned to cover City sponsored events, esp., BBQ Blast Off and Riverfest. Riverfest will be supported solely by the City and will neither solicit nor accept sponsorships as had been the case in the past. • 30 % will fund the Tourism Enhancement Grant Program. • 5% will fund tourism-related marketing projects by the City. • 5% will be set aside to fund undetermined projects. During FY09, 60% of the funds awarded by the Tourism Commission went to cover rental costs at City facilities for events that were required to pay them. Since the events have been determined to bring a positive return on investment to the City, it is recommended that any event that receivestourism funds and is hostingthefunded eventata cityfacility should have the rental fee waived. A deposit would still be required and any additional staffing or security fees as determined by the facility rental guidelines would still be the responsibility of the grantee and would not be eligible for Tourism Fund reimbursement. Chairman Rule asked that if they would have no control over 60% of the funding, what would their role be. Hauck replied that the commission would be presented with the event budget for approval. Rule then questioned whether or not they would be just acting as the watch dog Tourism Commission Minutes 4/13/2009 Page 2 for the board of aldermen. Some of the commission thought it would be a waste of their time since they would have no authority. Hauck explained that their scrutiny was needed for the remaining 40% of the funding requests. She further stated that an alderman would serve on the tourism commission to act as a liaison with the board of aldermen. Van der Linde asked for clarification on the name of Riverfest. Hauck said that it is Riverside Riverfest Development Corporation. Last year the event cost $90,000 of which the City gave $35,000. Winter asked if other City events were eligible for tourism funds and Hauck replied that, at this time, the other City events are for residents only so tourism dollars could not used. Winter asked for further clarification on the conflict of interest policy. Hauck said that if a business or organization that a commission member was a key person in applied for funding, that individual would have to recuse himself and refrain from discussing or voting on that funding issue. Mayor Rose entered the meeting with Aaron Thatcher. She introduced Thatcher as a new alderman who would be serving as the liaison between the commission and the board of aldermen. The next meeting will be May 11. Adjournment Jerry Pietsch made a motion to adjourn until the next meeting and 7:15 p.m. Randy Rose seconded. All voted in favor. Motion carried. Jane Henry Executive Administration Assistant Tourism Commission Minutes 4/13/2009 Page 3 City of Riverside Tourism Fund FY2009 Short Term Long Term Grant Northland Symphony0rchestra 2,000.00 Riverfest 35,000.00 PCCVB 5,036.10 Highland Games 7,500.00 10,000.00 Platte County Arts Council 10,000.00 Bell Road Barn Players 10,000.00 HPAC Car Show 4,000.00 Cyclocross Festival 300.00 BBQ/Fireworks Contest 60,000.00 Awards of Valor 14,000.00 Midwest Camaro Fest 450.00 Total Expended 13,800.00 114,036.10 30,000.00 Available 53,400.00 53,963.90 70,800.00 Updated 05/08/2009 C~nge to ~au~l ~arnxsla~ ~u~dl~ G~l~ellne ~.. Conflict of Interest taternent.. This section was added to outline a clear pracess ~f a conflict of interest situation were to arise. ~. Funding Pools Based on feedback from Board of Aldermen, Taurism Garnmission members and funding applicants, the funding pools were better defined and reallocated to provide better direction on what types of pragraM can be funded and haw much is available in the fund far each category of projects a. Ga% will fund City~sponsored projects: This portion of the fund will priMari[y cover the BBQ Blast Dff in dune and I~iverfest~ir~ September. The indent is that by providing funding at this [eve[, these events will not have to solicit donations. b. ~Ol wii[ fund the Tourism Enhancement Grant Program: This is the same amount originally allocated to this program, although now all autside projects will be directed to ga through the grant process. Mare details ark provided in 5~ below. c. ~f will fund tourism*re[ated marketing projects by the City, Each year, the City will identify marketing opportunities that will target visitors ar potential ~risitors to the pity, A plan will be presented annually . to the Taurism Commission generally outlining the expected expenditures in this area. d. 5% will fund undetermined projects, This pool will be set aside to handle projects that came up throughout the year that might not fit in the grant process ar that in order to participate due to time restraints, may need to be funded autside of the pracess. B, {lnimum and illlaximum Funding Requests. In the original da~urnent~ the maximum amount far funding through the grant process was ~O,D~~. Instead, the Maximum far each project will b~ ~5% of the total project budget to ensure rnat~hing f ends. . 4. Applicant Eligibility. Although an emphasis will sfill be placed an not~far-profit argani~at~ans, orgar~i~ation that da not meet the not-for~prafit criteria but feel they have an exceptions[ pra~ect may still apply far funding, in addition to the~standard Taurism Enhancement Grant Packet, these argani~ations would have to submit in writing a request detailing why the organisation feels the pro jest is sa exceptional as to be funded without the urnbrel[a of a not-forRprafit entity. 5. Taurism Enhancement Grant Process. Instead of awarding funds ail year, all outside funding requests would be . grouped into the TEG Process. There would be two funding cycles ~ ane in the~fall and ane i~ the spring -~ and all applicants would be given equal consideration during this tune. Applicants could apply for funds up to ane calendar year before the event and gill berequired tomake afive-minute presentation to the Taurism Commission about the funding request. G. Application Scoring The weight an each scaring criteria was changed to reflect the priorities of the Baard of A[dern~en and Tourism CaMmission~ Additional weight was assigned to providing a complete budget urith reasonable and well-researched casts and clearly identifying matching funds} The criteria far identifying a project manager was removed, and replaced with defining the target market audience. ?. City of riverside Facility Use During I'~'~9, ~a% of the funds awarded by the Tourism Commission event to cover rents[ casts at City facilities far events that were required to pay there. Since the events have been determined to bring a positive return~on investment to the City, it is recommended that any event that receives tourism ' ~ ~ funds and is hosting the funded event at a city facility should have the rental fee waived.' ~ deposit would still be required and any additional staffing or security fees as determined by the facility rental guidelines would stiff[ be the responsibility of the grantee and uvould not be eligible for Tourists Farad reimbursement. .City of Riverside, Missouri Tourism Commission Funding Guidelines DRAFT Appro~red ~ X~~~~k -DRAFT h ~ ti ~a~e ~ Of S L , y ' ~ ; ~~~15~ ~~llx~l~l ~~1~~~1 rI~YC~~~X~1~5 Tab[ o~ Cor~ten~s ~ha ~~r Title Page ~. ~aclcground: Tour«mTax ~ur~d and~heTourism Enhancen~~n~ Cra~t Rrogram ~ ~,. T~U~'IS~'n ~u~d ~l~j~C'~l~~S ~ ~ 3. Available ~und~ng '~ ~4. Applicant Elig~~ili~y 5 5, Tourlsrn Enh~~ncer~ent G~an~ Process ~ G, Funding Procedures ~ 7. alt o~ ~lvers~de Facility Use Y ~ ~. Eligible Expenses ~ 9. ~nel~gible Expenses, Exceptions and Exclusions ~ ~ ~ Approved : X~f ~X~~~ - DRAT ` y ~ h ~ k Pa~~~QfB Tourism Fund Uverview 1,, Bacg~ound: 'r~urism Tax ~'u~d and the Tour~n~ ~n~ancement Gran Pr~g~am - as Ti~l~~~~i~ l TR~~ ~ul Jti4 The enablinglegislatian for Riverside's bed taxspecifies vuhat a bed taxis and har~it shah be levied Rutthe legislation ~ not specific an ha~rfunds will be used; only specifying that, "There is a separate Tourism Tax l=and ~vrnmission into v~hich all tourism taxrevenuesshall be deposited andframrhich onlyeligible expenditures farpramotingtourismshall be made:„ Frarn State statute RMo ~7,1~fi~ "The revenue received frogtl~etax shall be deposited ~n a specialfund and used . salelyto pron~atetourisms ~ ~ - ~. Taurisr~ Tax amrniss~on Upon adoption of the tourism. sales tax, there shall be established a Tourism Tax Fund Cornrnission to consist of five members appointed ~y the governing body of the city, ~f these members, one shall be a representative of the hotel and rnatel industry and two shall be active in thetaurisn~ industry; the remaining members of the catmissian gill be members oflocal general business interestsdithe city. All members shall be residents of the city, ane member of the Board of Aldermen shall serve asliaison in anon-voting capacity. Members of the Tourism ~omn~issian vuill be appointed far a term of three years; but, a~ the members first appointed, ane shall be appointed for a term of ane year, tiro shall be a ainted for a term of tv~o years, and two shall be appointed for a pp term of three years. ie~nbers of the commi~sian may serve no mare than t~uo consecutlveterr~sF The rnen~bersu~rill serve ~ithoutcompensatiort~ ~. conflict of Interest All members, Including Lhasa ~uha are active [n the tourism industry, hotel f motel industryand local business, rnust atthetime proposalsforfundingare beingjudged indicate if they have a conflict of interest in regard to any of the propasa~s~ it is the n~emher's responsibility to point out any conflict or potential conflict of interest that is occurring or may occur. If the conflict. of interest does occur, the canfli~ted members must excuse themelvesfrom the area afdiscussl~n until the comment ~ F period is completed, Conflicted members tray not comment orvate an the praposal~ Approved x xx~~x f ~~ R GRAFT Page 3 ~f ~ d,~ Tourism Enhar~~mer~t ~ran# Pro ram ` ~ j A portion of the Tourisrr~ Tax Fund will ~~ utilised to establish and operate a reimbursement program created by the City of Riverside, ~liissouri ~~ support development and marketing of events# activities and projects that will increase . direct visitor expendituresvuithin the Cityof Riversidet ~~ `~u~€~~rn Fund ~eet~~e i ai !'1~~4~~ 5~atement The mission of the Riverside, Missouri Tourism Comn~issian shall be to expand and enhance the tourism industry to make the City of Riverside.one of the region's premier destinationsthroughtheuse of theTourisrnTax Fund ~. Goals ....y...Y..~.~. . Through disbursement of Tourism.Tax monies, the Riverside, Missouri Tourism . Commission wiil~ ~ Increase the number of first~tirne visitors to Riverside ~ . ~ the numberafroturntrips of current visitors ~ the length of visitorstays ~ Generate significant research-based return-on~investment for Riverside's residents and`businesses ~ Ex and thevisiting public's awareness of Riverside's unique history, events, . p activities and amenities. . ~r~ ~'~~1~~~]~~ ~~~[~1~~ ~. ~rL~11C1i~1~ PODIs ' The City ofRiverside'sfiscal year isJuly 1-June ~D; The City ofRiverside will determine the amount of Tourism Tax Funding available for distribution r~o later than June ~~ of each ear. Annual Tourism Tax Fund revenue will be allotted to four _ y .~ . _ funding pools: ~,~ ~~% will fund City-sponsored projects-prirnariCyBRQB[ast Off inJune and Riverfest In September ~~ 30% will fund theTourism Er~hancen~ent Grant Program ~ SI will fund tourism-related marketing projects by the City ~~ S~willfund undeterrr~ined projects b~ i~nawarded Finds Airy Tourism Tax Fund avenue not awarded incategories .} through ~ above gill . not be carried overintheirspecificcateor[es, but rolled intothegeneralTourisr~ Fund to be reallocated in the nextfisca[yearf n ,~ ~ ., Approved : xx~xx~xx - aRA~T Page 4 ~f S -~ 5, All reportfrorr~ previauSlyfunded activities orpast activities requesting expansion funding, in addifi~an to new appllcat`ron packetswill be reviewed according to guidellr~es set Earth by fihe Tourism ornis~ion, which vuill, in fiurn, make funding recommendafilon to the Riverside hoard of Aldermen, . Applicanfis wi11 be asked.fio make a five~inute presenfiation before one ar both bodies concerning projectfunding, AppCicanfis will be notified at least one week in advance of their presenfiation time and date. 7. Applicafiion Praces~ Schedule :, ..:...:.:. .:` -:: - :. ~~~~~ `' .:~ .. ..:: p -. Available Funds Defiermined .lune~ ~ December 3~. Available FundsAdverfilsed ~ duly ~ January ,. Applicafiion Deadline Eby ~~ p.m.~ August ~. February ~. App[icatlan Review and Applicant August February . Presentatior~sfio fiheTaurism Cornrr~issian, . Tau~isn~ ~orr~mission recarr~n~endatiansfio ROA finalised, Board of Aldermer- review of Taurisn~ September March omission recornmendafiionsond applicant presenfia~lons if requ~sfied an the first Tuesday ofthe r~onth. Awards Announced na ~aterfiha~thethird epfiernber March Tuesday of the month. ~. All applicationswill beevaluated anfiheir own merifi annually, b. A~pl~cation components - - - . the following n~usfi be~attached to fihe Tourism ~nhar~cement~Granfi Application: . - . A list of all officers and board n~en~bers, - - 50~ incorporafiian papers ar a copy of the annual report filed wifih the Secretary of Stafie. ~~ - Previous event surr~n~arle~ and budgefis ~ifan on-going event, A complefie budget~financial statement of the prajecfi, - Documentation of matching funds ~av~ard letfiers, lefiter of donafiion from source, efic,} . - Cover letter oufilining the project and how it gill benefit the pity of Riverside, Please addressthe~'ourisrr~ Cot mission goalsspecifically, h Approved ~ ~(X~X~~X~{ - p~AFT Page ~ Of 8 ~ ~ ~ 4 ~ ~. coredApplications ~ - App[icatians~ri[I be rankedfram highestta la~restscare. Fu[lfunding~rill be a~rarded begir~r~ing vuith the highest scaring application, second-highest next, ~~~. in the event approved applications requests exceed funds available, the first approved application far vuhich full funding is not available, vuill have the option to revise their project to match available funds or may ~vithdravu their application vuithout pena[ty~ Aminit~u~n of 7~points mustbe earnedfarfundingcansideratian. 'The Taurisn~ ~nhancerrrent grant Comrr~ittee reserves the right to deduct a maximum ofla paintsfarfunding requestsfrorr~ applicants rho have not dernor~strated the ability to successfully complete ar fund previous project} ~. un~~~g ~'~oee~uxes The Tourism Cammission v~ill hold a[1 avuarded funds and no checks urili be issued to the recipients until the re~ipientsends a bill ara paid receipttothe Cityaf Riverside, attention Tourisr~ ammissian, The bill or paid receipt veil[ be ~revievued and ante appr~ved~thefundsvui[i be releasedtothe recipientonthe regular biiling~yc[e. 7~ ~t~ of ~~ver~ide ac~1~r Use Rental fees at city facilities for events that have received tourism funds v~i[l be v~raived, The applicant v~ril[ still be responsible far providing a deposit for the use of the space. This deposit isfully refundable if the facility is left in acceptable candi~ian atthe end of the event The a licant must also cover any eourity or extra staffing casts has outlined pp in thefacilityrental guid~lines~ associated~rith the event, These expenses are Hat e[igEbl~ far reir~bursernent through the Taurisn~ l=and although they ~vill be Hated during the funding process, ~ . Appr~v~d ~ xxf ~x~xx - D~AF~ Pale 7 ~f ~ 8. ~~gilo~e Epp ens ~ Adv~rti~ing ~ Collateral ~at~rial D~~igr~ • Printing • ~ Facility Rental ~ Equ~pn~ent Rental ~ P~rn~it ~ Event Insurat~~~ ~ Exhibit R~ntal~ ~ Costume Rental • Entertainment ~ CPA Expenses ~ . ~ Research Tro~hi~s f A~rard~ ~ . { ~ Puhlicit~ . ~~~ X~e~igible Eenes, ~~cept~ons ~r~d E~clu~io~s ~ Postage , ~ Equipment Purchase , ~ taf~ing ar Security Expenses ~ Telephone~Long Distance ~ Of~~ce Supplies . ~ Travel Expenses transportation, lodging, n~ea~s, toll and fees , . ~ Administrative Costs din-house orout-o~-housed ~ Clerical Activities ~ Consultant Fees ~ Advance Payments of Any i{ind ~ Alcoholic beverages oAny Mind ~ Capital improvement Costs a Contracted ~alaor Costs ~ Cost o~ Promotional Iterr~sfor resale ~ Casts for othervuise eligible materialsthat contain {or appearto contain} paid advertising ~ Lobbying Expenses ~ membership Fees or Dues ~ Activities of Domes associations ororgani~ati~ns _ , ~ Projects not open Lathe public i . ~ ~ « , Approved ; X~~~~~}~~ - pRAFT - ~ P~g~ S of 8