[PAGE 1] 7:30 a.m. Wednesday, March 13, 2019 West Fargo City Hall - Commission Chambers AGENDA 1. Call to Order 2. Approval of Minutes – Feb. 13, 2019 3. Monthly Budget Reports 4. New Applications a. Night to Unite b. City of West Fargo Construction Carnival 5. New Business a. Summer Fun Magazine b. Tourism and Events Committee vacancy 6. Review recent and upcoming tourism and events projects a. Street Fair, West Fest, Cruise Night planning updates 7. Non-Agenda 8. Correspondence 9. Adjourn Page 1 of 21 [PAGE 2] 7:30 a.m. Wednesday, Feb. 13, 2019 West Fargo City Hall Members Attending: Commission Presidents Bernie Dardis, Commissioner Mark Simmons, Will Foss Members Absent: Kurtis Karn Others Attending: Ellen Rossow, Melissa Richard, Jim Larson The meeting was called to order by Commission President Dardis. Will Foss moved to approve the minutes of the Jan. 9, 2018 meeting. Commissioner Mark Simmons seconded. No opposition. Motion carried. The monthly budget report was presented. Ellen Rossow provided some information about changes in budget tracking due to the City of West Fargo hiring a new finance director. Ellen Rossow and Finance Director Jim Larson provided some information regarding the new format of the monthly budget report including the separation of Taste of West Fargo, Arts Social and Tree Lighting into separate funds. A fund was also added for the West Fargo Street Fair. Will Foss moved to approve the new budget reporting format and Commissioner Mark Simmons seconded the motion. No opposition. Motion carried. An application was presented for the Minn-Kota Feline Cat Show seeking a donation of $1000. Will Foss moved to approve the donation with Commissioner Mark Simmons seconding the motion. No opposition. Motion carried. For new business, the committee discussed the vacancy on the committee. Melissa Richard and Ellen Rossow will advertise the opening and share applications with the committee at the March Tourism and Events Committee Meeting. Page 2 of 21 [PAGE 3] Regarding Tourism and Events Project updates, Ellen Rossow presented an update on West Fest 2019 planning. Residents were able to vote on the theme for West Fest 2019 and chose "Wild, Wild West." 227 people responded to the survey that was shared on Facebook, Twitter, Nextdoor and email. City staff continues to work on registration forms, sponsorship materials and updating rules and regulations. A meeting will be hosted Feb. 18 at 1 p.m. regarding parade route changes. Ellen Rossow and Melissa Richard recommended the Tourism and Events Committee members meet with police and Public Works staff regarding changes to the Family Fun and Craft and Vendor show event locations. Ellen Rossow presented a review of a recent Street Fair planning meeting. The initial June 1 date conflicts with Bonanzaville's hosting of the "Antiques Roadshow." The committee requested that city staff work with Bonanzaville to see if the events will conflict. The committee agreed to not host the Street Fair on Memorial Day weekend. Ellen Rossow provided an update on Cruise Night planning. Sponsorship letters will go out soon. Regarding Taste of West Fargo, city staff is working with the Park District to reserve Elmwood park for Aug. 1, 2019. Under non-agenda items, Commission President Bernie Dardis suggested that city staff work to create a community calendar that includes not only City of West Fargo events but West Fargo Events, Park District, Library, Red River Valley Fair, Bonanzaville, etc. No correspondence was presented. Commission President Bernie Dardis adjourned the meeting. Page 3 of 21 [PAGE 4] CITY OF WEST FARGO West Fargo, North Dakota STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES TOURISM & EVENTS COMMITTEE 2019 BUDGET Fund 2900 Fund 2800 Fund 2805 Fund 2810 Fund 2815 Fund 2820 Fund 2140 Cruise West Taste of Arts Tree Street Tourism & Total Acct Code Night Fest West Fargo Social Lighting Fair Events Committee Funds Revenues: Interest 361000 - Sponsorships 360100 11,000.00 20,000.00 31,000.00 Parade Participation Fees 375300 5,000.00 5,000.00 Softball Registration 375400 1,000.00 1,000.00 Donations 346800 - Vendor Fees 382000 3,000.00 1,000.00 4,000.00 Ticket Sales 336400 - Total Revenues $ 14,000.00 $ 27,000.00 $ - $ - $ - $ - $ - $ 41,000.00 Expenditures: (415000) Current: Liability Insurance 323 500.00 500.00 Advertising 440 - 5,000.00 5,000.00 Donations 300 2,500.00 2,500.00 Misc Printing & Mailing 360 500.00 500.00 - 1,000.00 Culture & Recreation 517 13,500.00 26,000.00 25,000.00 64,500.00 Total Expenditures $ 14,000.00 $ 27,000.00 $ - $ - $ - $ - $ 32,500.00 $ 73,500.00 Excess (Deficiency) of Revenues Over Expenditures $ - $ - $ - $ - $ - $ - $ (32,500.00) $ (32,500.00) Other Financing Sources (Uses): Lodging Tax 361002 - Transfers in 383000 10,000.00 10,000.00 Transfers out 890 - $ - $ - $ - $ - $ - $ - $ 1 0,000.00 $ 10,000.00 Net Change in Fund Balances $ - $ - $ - $ - $ - $ - $ (22,500.00) $ (22,500.00) Fund Balances - January 1 $ 11,673.25 $ 31,014.56 5 4,750.47 97,438.28 Fund Balances End or Period $ 11,673.25 $ 31,014.56 $ - $ - $ - $ - $ 32,250.47 $ 74,938.28 Page 4 of 21 3/12/2019 Prepared By: Jim Larson [PAGE 5] CITY OF WEST FARGO West Fargo, North Dakota STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES TOURISM & EVENTS COMMITTEE 2019 ACTUAL AS OF FEBRUARY 28, 2019 Fund 2900 Fund 2800 Fund 2805 Fund 2810 Fund 2815 Fund 2820 Fund 2140 Cruise West Taste of Arts Tree Street Tourism & Total Acct Code Night Fest West Fargo Social Lighting Fair Events Committee Funds Revenues: Interest 361000 - Sponsorships 360100 - Parade Participation Fees 375300 - Softball Registration 375400 - Donations 346800 - Vendor Fees 382000 - Ticket Sales 336400 - Total Revenues $ - $ - $ - $ - $ - $ - $ - $ - Expenditures: (415000) Current: Liability Insurance 323 - Advertising 440 - Donations 300 - Misc Printing & Mailing 360 - Culture & Recreation 517 1,000.00 2,500.00 3,500.00 Total Expenditures $ 1,000.00 $ - $ - $ - $ - $ - $ 2,500.00 $ 3,500.00 Excess (Deficiency) of Revenues Over Expenditures $ (1,000.00) $ - $ - $ - $ - $ - $ (2,500.00) $ (3,500.00) Other Financing Sources (Uses): Lodging Tax 361002 - Transfers in 383000 - Transfers out 890 - $ - $ - $ - $ - $ - $ - $ - $ - Net Change in Fund Balances $ (1,000.00) $ - $ - $ - $ - $ - $ (2,500.00) $ (3,500.00) Fund Balances - January 1 $ 11,673.25 $ 31,014.56 5 4,944.66 97,632.47 Fund Balances $ 10,673.25 $ 31,014.56 $ - $ - $ - $ - $ 52,444.66 $ 94,132.47 Page 5 of 21 3/12/2019 Prepared By: Jim Larson Page 1 of 21 [PAGE 6] �o/ VISITORS PROMOTION FUND WEST APPLICATION FARGO PLEASE READ THE GUIDELINES FOR VISITOR PROMOTION FUNDS BEFORE COMPLETING YOUR APPLICATION. TO BE ELIGIBLE, A PROJECT MUST MEET THESE GUIDELINES. 1 j_ · � � - / Date: Project Name or Event: Date project to be held: 'I={}� {;IJ� o,gan;,at;on Sponso,;ng Pmject m Event �@t1.f.£'.Ct � 3:11NV �f• L/J] ,:S,SC'f) ProjectContact Phone O Contact Add,ess Cf) �'jv, /2J,-t F, S1c, d-- WC 3:,f fatgo ill.ft,, �& n5' Amount of Funds Requested from Visitors Fund: J, (:XX) Brief description of project: <.J List vendors and expenses to be paid with Visitors Committee Funds. Preference will be given to requests utilizing West Fargo businesses: 7'-113[,'l_,,-f WJ lUU-/(,. ads iJnrZJl.ttf'-- ftu_ �\-A-v') / GL,� w i'ftv � ��V"\ thY n .f2cd YN,tu c;p�c.o.__ ,n we� -�o. ;l"'/ Has this project been held previously? Numberofyearsheld: If yes, previous locations: °S? Estimated Attendance at Event or Project: Spectators: :3/ro+ Participants: c5'.:) f I"[ l?ftf/o� m West Fargo Facilities to be utilized: 't!Lr/L,, LA1 0cr( '{;;) Page 1 of2 Page 6 of 21 [PAGE 7] Estimated Budget Previous Year Projected Income: I I I Admissions =8 ou j 1$ c_t) I Sponsorships/ Advertising $2.Jo �. 1 ;1 -00- col I I Entry Fees $·Gis- ti-1-s.m '-----___JI I I Other c_________J TOTAL INCOME: S3;0�- 00I 1130-fs�0 01 Expenses: t- I West Fargo Facilities c3 I .____ I ______, I I West Fargo Businessess $2JXV ,uo $�,CLP-® l '-------- t c& oo, ct)I 1$/&lv.lP Other TOTAL EXPENSES: �3�W · m If t2 1tLLJ, m PROCEEDS/PROFIT: 1-:e--- ll