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HomeMy WebLinkAbout08.17.2009• • COUNCIL WORK SESSION August 17, 2009 4:55 p.m. Council Chambers Members present: Getty, Hart, Steve Schmitt, Welper, Reggie Schmitt, Greenwood. Members absent: Cole. Moved by Steve Schmitt, seconded by Welper that the Agenda, as proposed, be approved. Ayes: Five. Absent: Cole, Greenwood. Motion carried. The purpose of the work session was to discuss the process/procedure for applying for council's discretionary hotel/motel funds. Councilperson Reggie Schmitt reviewed the items received from Mayor Hurley, which included the Waterloo Convention & Visitors Bureau (CVB) main process and application guidelines, the recently adopted CVB mini grant application rules and grant reporting guidelines formulated in 2004. Mayor Hurley indicated that over the last six years, the following have been used as disbursement guidelines for council's discretionary hotel/motel funds: support tourism, support and assists community events, brings people downtown, support heads on beds and support Waterloo's quality of life. Councilperson Hart stated that the CVB annual process is a good process with good detail. Councilperson Hart stated that he feels that last week's request and for the past couple of months the discussion on discretionary hotel/motel funds has centered around five areas: 1. What projects are actually eligible. 2. The organization's request for certain dollar amounts are sometimes presented to council at a different amount. 3. Development of a more consistent process and yet remain flexible. 4. Create a process that is not so complex that a layman could not fill out the application. 5. What are expectations for dollars awarded to organizations. Greenwood now present at 5:00 p.m. Councilperson Hart explained that he looked at various applications across the state. The grant application form from Webster City is short, to the point and pretty concise, a copy of which was distributed to council members. Councilperson Hart noted that the application asks for the mission of the organization, but the city may not want to use items 3, 5 and 6. We could mesh some of Mayor Hurley's guidelines with Webster City's application form and have them put check marks as to how their purpose would improve quality of life. Councilperson Hart stated one of the questions is how often should the requests come before the council. Should there be an Ad Hoc Committee to look at all the applications, then have a work session and then forward the applications to the council agenda. Councilperson Reggie Schmitt noted that the city receives its share of hotel/motel funds quarterly and sets aside the council's discretionary portion. Michelle Weidner, Chief Financial Officer, noted that 20 percent of the revenue is used for the Five Sullivan Brothers Convention Center, so we wait until the end of the year to make sure the center receives the minimum dollar amount. Councilperson Reggie Schmitt stated he feels the council needs to create some perimeters, such as how often to disburse, quarterly, monthly, etc. We would also need the organizations to submit proper tax forms, such as tax exemption, form W-9, etc.. Councilperson Welper stated that the applications council receives for discretionary hotel/motel funds are usually from organizations that have not qualified for funding under the CVB guidelines of heads on beds and have been rejected. All the groups that council has helped through the discretionary fund council had to draw a conclusion if the project meets the Council Work Session August 17, 2009 Page 2 disbursements guidelines and those projects can range from a sign to Police Department overtime. Councilperson Hart explained that council could use the list of disbursement guideline from Mayor Hurley and have the organizations clarify their use. A lot of the requests will fall under quality of life, which will keep the council focused on their goal of quality of life. Councilperson Reggie Schmitt suggested eliminating heads on beds from Mayor Hurley's list as the Waterloo Convention & Visitors Bureau deals with that. Aaron Buzza, Waterloo Convention & Visitors Bureau, explained that their grant would fit into the list provided by Mayor Hurley. They look at tourism, heads on beds and is it a Waterloo event. The heads on beds is important because that is what replenishes the fund. Councilperson Steve Schmitt noted that page 3 of our grant looks a lot like Webster City, but it is just laid out differently. Councilperson Steve Schmitt stated he felt it has become more of an issue that the council had to vote on the request in a short time frame, and he suggested maybe looking at quarterly or annual timelines and setting a small amount aside. Councilperson Getty noted that heads on beds is the only way the hotel/motel revenue is built up. The Waterloo Convention & Visitors Bureau goes through applications looking at the heads on beds for the event. Councilperson Getty stated he is concerned if council gives out all the discretionary funds, something could come along throughout the year and there would be no funds. Councilperson Greenwood stated he would suggest that council eliminate heads on beds from the list and he would support the other four, with quality of life being number one. Councilperson Greenwood stated he is in favor of setting aside a little of the funds for events that come up. Councilperson Reggie Schmitt stated the council has approved a lot of quality of life events over the years, but he feels if we eliminate heads on bed the fund could dry up. Councilperson Reggie Schmitt suggested tweaking Webster City and Convention & Visitor Bureau's applications and that the city have two grant periods per year. Michelle Weidner, Chief Financial Officer, stated she is concerned about council putting any time limit because an event or opportunity could come up and if that organization had to wait six months it could be too late. Ms. Weidner stated she feels quarterly could be done, but council would have to decide how much to spend each quarter. Ms. Weidner noted the council received $132,000 in FY09 and has awarded some of those funds. Ms. Weidner suggested waiting until July and dividing the funds by four and then the funds could be dispersed quarterly. The city would have received the revenue and will know that Five Sullivan will receive its allotted amount. Councilperson Hart stated that the council needs to decide if the funds should be dispersed quarterly or monthly, have a process that would include a mission statement from the organization and how that fits with heads on beds and council's goal of quality of life. Councilperson Welper stated that looking at Mayor Hurley's list of five, he feels supporting community events and supporting Waterloo's quality of life should be used as disbursement guideline for council discretionary hotel/motel funds. Councilperson Getty stated council can use those two for the guidelines, but it is council discretionary money and could be used at council's discretion. It was the consensus of council that applicants apply 30 days in advance, but that council could make exceptions. Councilperson Steve Schmitt stated he would like to leave in an event that brings people downtown. Councilperson Welper stated it is discretionary funds and council can approve whatever they feel is appropriate. • • Council Work Session August 17, 2009 Page 3 • • Councilperson Hart will put together a formal application process and bring back to council. With no further business before the council, it was moved by Getty, seconded by Welper that the meeting be adjourned at 5:20 p.m. Ayes: Six. Absent: Cole. Motion carried. Nancy Eckert City Clerk