[PAGE 1]
7:30 a.m. Wednesday, June 12, 2019
West Fargo City Hall - Commission Chambers
AGENDA
1. Call to Order
2. Approval of Minutes – May 8, 2019
3. Monthly Budget Reports
4. New Applications
a. Zach's Foundation Summer Carnival
5. New Business
a. Tourism and Events Committee vacancy
6. Review recent and upcoming tourism and events projects
a. Street Fair
b. Cruise Nights
c. Taste of West Fargo
d. West Fest
7. Non-Agenda
8. Correspondence
9. Adjourn
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[PAGE 2]
7:30 a.m. Wednesday, May 8, 2019
West Fargo City Hall
Members Attending: Commissioner Mark Simmons, Will Foss, Kurtis Karn
Members Absent: Commission President Bernie Dardis
Others Attending: Ellen Rossow, Brenda Warren
The meeting was called to order by Commissioner Mark Simmons.
Will Foss moved to approve the minutes of the April 10, 2019 meeting. Kurtis
Karn seconded. No opposition. Motion carried.
The monthly budget report was presented. Kurtis Karn moved to approve the
finance report as presented. Will Foss seconded. No opposition. Motion carried.
An application was presented for the Antiques Roadshow at Bonanzaville. The
application was for $1500. Will Foss moved to approve the application. Kurtis
Karn seconded. No opposition. Motion carried.
For new business, the committee discussed the vacancy on the committee.
Commissioner Mark Simmons chose to table the discussion until he was able to
discuss the bylaws with the City Administrator. The committee requested staff
send out a poll via email to vote on the applications.
Regarding Tourism and Events Project updates, Ellen Rossow presented an
update on various West Fargo community events, primarily the West Fargo Street
Fair. A discussion was had regarding the alcohol vendor area location, vendors
included, etc. Regarding the Street Fair, a brief discussion was had regarding
contingency planning. Regarding West Fest, Ellen Rossow shared info about the
number of parade registrations coming in and sponsorships. Regarding, Cruise
Night, Melissa Richard has been helping heavily with sponsorship gathering for
the events.
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[PAGE 3]
No non-agenda items were brought up.
No correspondence was presented.
Commissioner Simmons adjourned the meeting.
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[PAGE 4]
CITY OF WEST FARGO
West Fargo, North Dakota
STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES
TOURISM & EVENTS COMMITTEE
2019 ACTUAL AS OF May 31, 2019
Fund 2900 Fund 2800 Fund 2805 Fund 2810 Fund 2815 Fund 2820 Fund 2140 All Funds
Cruise West Taste of Arts Tree Street Tourism & Total Budget
Acct Code Night Fest West Fargo Social Lighting Fair Events Committee Funds 2019
Revenues:
Interest 361000 - -
Sponsorships 360100 1 0,200.00 1 ,500.00 5,500.00 17,200.00 31,000.00
Parade Participation Fees 375300 - 5,000.00
Softball Registration 375400 - 1,000.00
Donations 346800 - -
Vendor Fees 382000 4,200.00 4,200.00 4,000.00
Ticket Sales 336400 - -
Total Revenues $ 1 0,200.00 $ 1 ,500.00 $ - $ - $ - $ 9,700.00 $ - $ 21,400.00 $ 41,000.00
Expenditures: (415000)
Current:
Liability Insurance 323 - 500.00
Advertising 440 - 5,000.00
Donations 300 - 2,500.00
Misc Printing & Mailing 360 - 1,000.00
Culture & Recreation 517 1 ,000.00 5 75.00 5,000.00 6,575.00 64,500.00
Total Expenditures $ 1 ,000.00 $ 5 75.00 $ - $ - $ - $ - $ 5,000.00 $ 6,575.00 $ 73,500.00
Excess (Deficiency) of Revenues
Over Expenditures $ 9 ,200.00 $ 9 25.00 $ - $ - $ - $ 9,700.00 $ (5,000.00) $ 14,825.00 $ (32,500.00)
Other Financing Sources (Uses):
Lodging Tax 361002 - -
Transfers in 383000 - 10,000.00
Transfers out 890 1,000.00 1,000.00 -
$ - $ - $ - $ - $ - $ - $ ( 1,000.00) $ (1,000.00) $ 10,000.00
Net Change in Fund Balances $ 9 ,200.00 $ 9 25.00 $ - $ - $ - $ 9,700.00 $ (6,000.00) $ 13,825.00 $ (22,500.00)
Fund Balances - January 1 $ 1 1,673.25 $ 3 1,014.56 54,944.66 97,632.47 97,632.47
Fund Balances $ 2 0,873.25 $ 3 1,939.56 $ - $ - $ - $ 9,700.00 $ 48,944.66 $ 111,457.47 $ 75,132.47
Proof S/B 0 $ - $ - $ - $ - $ - $ - $ - $ - $ -
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[PAGE 5]
From: noreply@civicplus.com
To: Ellen J. Rossow
Subject: Online Form Submittal: Tourism and Events Committee Promotion Fund Application
Date: Friday, May 24, 2019 12:13:31 PM
Tourism and Events Committee Promotion Fund Application
Project or Event Contact Information
First Name Mandy
Last Name Zastre
Address 4012 19th Ave S
City Fargo
State ND
Zip Code 58103
Phone Number 701-492-5764
Email Address mandy.zastre1@rasmussen.edu
(Section Break)
Project or Event Information
Project Name or Event Summer Carnival for Zach's Foundation
Organization sponsoring Rasmussen College and Holiday Inn
project or event
Date of Project or Event 7/18/2019 5:00 PM - 7/18/2019 8:00 PM
Amount of funds 1500.00
requested
Description of project Rasmussen College and the Holiday Inn are partnering to put
on a Summer Carnival in Zach Rummel's memory. All
proceeds from the Summer Carnival will go to Zach's
Foundation (www.teamzach.org) which supports pediatric
cancer patients and their families in the FMWF area. Zach
Rummel, who passed away from brain cancer at the age of 9
in 2015, attended Westside Elementary and his older sister
Alexa currently attends West Fargo High School. Westside
Elementary continues to honor Zach's memory in various ways
yearly. Zach's mother, Ellen, created Zach's Foundation to
provide joy, financial assistance, and cancer resources for
pediatric cancer patients and their families. The foundation is
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located in West Fargo.
List of vendors and Games Galore - $700, Sam's Club - $300, Pikadilly Face
expenses to be paid with Painting - $360, Kim the Clown (balloon animals) - $300,
funds Prizes for carnival games (various vendors) - $300,
Materials/supplies for games - $120, Marketing/Signage - $50
Has they project been No
held previously?
Estimated attendance at event or project
Spectators: 50 volunteers
Participants: Hoping for up to 200 kids
West Fargo facilities to NA
be utilized:
(Section Break)
Income
Previous Year 0
Admissions:
Projected Admissions: $1000
Previous Year 0
Sponsorships/Advertising
Projected $0
Sponsorships/Advertising
Previous Year Entry 0
Fees
Projected Entry Fees 0
Previous Year Other 0
Projected Other $1000
Previous Year Total 0
Income
Projected Total Income $2000
(Section Break)
Expenses
0
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Previous Year West
Fargo Facilities
Projected West Fargo 0
Facilities
Previous Year West 0
Fargo businesses
Projected West Fargo 0
businesses
Previous Year Other 0
Expenses
Projected Other $2130
Expenses
Previous Year Total 0
Expenses
Projected Total $2130.00
Expenses
Previous Year 0
Proceeds/Profits
Projected $1000
Proceeds/Profits
Distributions All proceeds will go to benefit Zach's foundation from the
Summer Carnival to support families in our communities.
(Section Break)
Supporting materials
Upload any supporting project or event materials.
Upload File Summer Carnival for Zach.jpg
Upload File Field not completed.
Upload File Field not completed.
Upload File Field not completed.
Other Comments We only project a profit if we find sponsorships (which we are
actively exploring), receive grant funding, achieve higher
attendance or receive more in the silent auction or food
proceeds. We also plan to have a free will offering at
Admissions and hopefully that will help us raise more funds for
Zach's Foundation. Thank you for any consideration of grant
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funding for this impactful event! If you have any questions,
please let me know.
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