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HomeMy WebLinkAbout01.28.2002 (3)COUNCIL WORK SESSION January 28, 2002 4:30 p.m. Council Chambers Members present: Mayor Rooff, Berry, Welper, Greenwood, Clark, Jordan, Hurley, Getty. Moved by Jordan, seconded by Hurley that the Agenda, as proposed, be approved. Ayes: Seven. Motion carried. Mayor Rooff stated that city has received a letter from the VFW requesting funds to purchase flags and a request for a welcoming sign using the council's discretionary funds. The council has received a letter from Bob Armstrong that he is upset that the city will not give their organization any funds. Mayor Rooff stated that the Chief Financial Officer did send a letter to Mr. Armstrong responding to his request for discretionary funds, and that she did not tell him the city denied his request, but that there would be no funding at this time. Mayor Rooff stated that the council needs to set guidelines for distribution of hotel/motel discretionary funds. Martha Place, Executive Director of the Waterloo Convention and Visitors Bureau, reviewed the CVB Board of Directors recommendation for the 2002 Hotel/Motel Tax applications. Total funding comes to $71,700.00, and the Board is recommending that the remaining funds ($28,300.00) be spent at the Five Sullivan Brothers Convention Center on a new sound system. The Board feels as the CVB and Holiday Inn Convention Center continues to market the center as a site for meetings, conventions and trade shows, it is of great importance that we continue to upgrade and improve the appearance and condition of the building. The Waterloo Convention and Visitors Bureau Board of Directors met in December 2001 and made recommendations for funding of the Hotel/Motel Tax grant. Each board member submitted a list of funding recommendations for each grant application, and an average was then taken. Two applications were eliminated, the Waterloo Open Golf Tournament and the Cedar Valley Vikings Football team. An incomplete application was submitted by the Vikings, and the CVB was later told that the Vikings were a for -profit organization. The Hotel/Motel Tax grant is restricted to not -for -profit organizations. The Waterloo Open did not submit a required "post - event" evaluation form, listing how the moneys were spent. The Board felt they could not recommend funding the event again if the organization was not in compliance with the required paperwork. A total of $107,453 was received in grant applications. The Hotel/Motel Tax grant comes from the city's portion of the hotel/motel tax revenue. The city designates $100,000 for the grant, and the CVB Board is asked to review the applications and forward its recommendation to the council for final approval. Representatives form the CVB Board and the council met last year and revised the grant guidelines. They also set a maximum amount of $7,500 that could be awarded, per grant. Ms. Place reported that the Waterloo Jaycees have stated that they faxed the necessary paperwork to the CVB office, but her office did not receive the document. Ms. Place stated if the council feels the Jaycees have met the reporting requirement, the CVB Board would have a different take on that application. Councilperson Getty stated that the Center for the Arts submitted two grant applications, Grout Museum submitted four grant applications and Hawkeye Community College submitted two grant applications. Ms. Place responded that each of these were separate applications, and she suggested to the CVB Board that they look at each application as if they stand on their own. Councilperson Getty stated that out of the $71,700, he comes up with only $19,000 that actually puts "heads on beds." Ms. Place responded that some events generate more "heads on beds" than other groups. Ms. Place questioned should the Board look at strictly "heads on beds" or should they also look at quality of life issues. Councilperson Hurley stated that he feels the council should be willing to take on faith that the Jaycees did fax the necessary forms to the CVB office. Councilperson Hurley stated that the council needs to keep in mind that there are two different funds. From the first $500,000, the Council Work Session January 28, 2002 Page 2 CVB is allocated $250,000 and the City receives $250,000. The hotel/motel tax ordinance does not say anything about "heads on beds" other than enhancing and promoting tourism. There is a letter indicating that of the city's $250,000, Five Sullivan would receive $150,000 and $100,000 would go for events which bring in "heads on beds", but the allocation is not mandated by the ordinance. Councilperson Hurley stated that in the past six fiscal years, $950,000 has been allocated to the Five Sullivan Brothers Convention Center. Dave Buck, Chairperson of the Convention and Visitors Bureau, stated he served on the council when the ordinance was adopted, and it has just been a matter of past practice as to how the city's funds would be allocated. Mr. Buck stated that the Five Sullivan Brothers Convention Center is at that point where a lot of things need to be done to the building. Mr. Buck recommended that the council approve the recommendation of the Convention & Visitors Bureau Board. Mayor Rooff noted that the council decides on the allocation of the discretionary funds. Councilperson Greenwood asked if anyone ever thought about identifying where the funds are going year in and year out and do a cornerstone where funding should go, and perhaps designate a percent of funding to the Grout Museum and Center for the Arts. Mr. Buck responded that the grants are not for operational support but for marketing and advertising out of Black Hawk County. Ms. Place stated that the ordinance does talk about four cornerstones. Mr. Buck stated that the $28,300 allocated for the new sound system for the Five Sullivan Brothers Convention Center could be reduced by the amount requested by the Jaycees. Councilperson Clark stated that none of the applicants received the total amount they requested. Mr. Buck responded that the Board will review the application from the Jaycees and bring back a recommendation to the council. Ms. Place reported that the last year the Jaycees used 249 rooms and the Cylinder Club used almost 2,200 rooms. Moved by Getty, seconded by Greenwood that the Waterloo Convention and Visitors Bureau Board include the application from the Jaycees and place this item on next week's council agenda. Ayes: Seven. Motion carried. Councilperson Jordan requested a price for the sound system for the Five Sullivan Brothers Convention Center. With no further business before the council, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 5:23 p.m. Ayes: Seven. Motion carried. Nancy Eckert City Clerk