ORDER NO. 29526
APPLICATION FOR GRANT FUNDS FROM TEXAS DEPARTMENT
OF AGRICULTURE FOR ADVERTISING TEXAS STATE ARTS AND
CRAFTS FAIR UNDER HOMETOWN STARS PROGRAM, AND
APPOINTMENT OF BOB MILLER, EXECUTIVE DIRECTOR OF
TEXAS STATE ARTS AND CRAFTS EDUCATION FOUNDATION AS
AGENT FOR APPLICANT
Came to be heard this the 9th day of January, 2006, with a motion made by
Commissioner Williams, seconded by Commissioner Baldwin. The Court
unanimously approved by vote of 4-0-0 to:
Approve grant application as proposed by Mr. Miller for grant funds from
the Texas Department of Agriculture to be used for advertising of Texas
State Arts and Crafts Fair.
~. ~a
COMMISSIONERS' COURT AGENDA REOUEST
PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS
MADE BY: Pat Tinley OFFICE: County
MEETING DATE: January 9, 2006 TIME PREFERRED:
SUBJECT: Consider, discuss and approval of application by Kerr County for grant funds
from the Texas Department of Agriculture to be used for advertising Texas State Arts and
Crafts Fair under the Hometown Stars Program and appointment of Bob Miller,
Executive Director of Texas State Arts and Crafts Education Foundation as agent for
applicant.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDRESSING THE COURT: County Judge
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Time for submitting this request for Court to assure that the matter is posted in
accordance with Title 5, Chapter 551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays:
5:00 P.M. previous Tuesday.
~~sa~
THIS REQUEST RECEIVED BY:
THIS REQUEST RECENED ON:

All Agenda Requests will be screened by the County Judge's Office to determine if adequate
information has been prepared for the Court's formal consideration and action at time of Court
Meetings. Your cooperation will be appreciated and contribute towards your request being
addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners'
Court.
Hometown STARS Proposal Cover Sheet
Kerr County
The Official Texas Arts & Crafts Fair
May 26t" to May 29`h, 2006
The Honorable Pat Tinley, County Judge
700 Main Street
Kerrville, Texas 78028
830-792-2211 Phone
830-792-2218 Fax
coiud˘e(a co.kerr.tx.us
Mr. Tommy Tomlinson
Kerr County Auditor
Applicants Aeent
Texas Arts & Crafts Educational Foundation, a, 501 (c)3 Texas corporation
R. B. Miller, Executive Director
4000 Riverside Dr.
Kerrville, Texas 78028
830-896-5711 Phone
830-896-5569 Fax
rbm(a~tacef.or˘
Texas Department of Agriculture Rural Economic Development Staff
Representative : Ms. Allison Workman
Project Narrative
Briefly describe your community: Kerr County is located 60 miles NW of San
Antonio on IH10. Kerr County has become an arts center with many resident
artists, galleries, theaters, schools and festivals.
2. Briefly describe the tourism event you would like to promote: The Official
Texas Arts & Crafts Fair will be celebrating its 35`s year of producing its
nationally rated fine arts and crafts fair dedicated to promoting our Texas artisans.
The Art Fair is a juried exhibition and sale limited to Texas based artists. Our
Emerging Texas Artist Scholazship program held in conjunction with the fair
brings an average of 40 of Texas' finest art students to the fair to introduce them
to the public while they compete for scholarships. Additionally, our mission is to
promote early Texas crafts and music which is accomplished with demonstrators
and several stages of music during the fair.
3. Dates for the Event: May 26`h to May 29`h° 2006
4. Location for Event: The fair is located on the Foundation's River Star Arts &
Event Park which was built especially to support the foundation's activities as
well as provide an outdoor venue for many community events. The Pazk is 7.5
acres, incorporates underground utilities, air conditioned restrooms, tent pads and
concession areas making the pazk suitable for a wide variety of events.
Why do you want to promote this event? The Fair has the largest economic
impact of any event in the county annually. Attendees number from 14,000 to
20,000 people each year. The challenge is to attract attendees each year in
sufficient numbers to justify its annual costs. Being over an hour's drive from any
major metropolitan area requires an exciting and expensive marketing campaign
each year. Competition for weekend activities throughout the state grows each
year.
Our event fills our hotels and motels, B&B's, and RV pazks each year. The
marketing program is therefore targeted to the 75 mile radius around Kerrville to
motivate potential attendees to drive to the event for the day.
Our Texas artists sell over $750,000 of art each year at the fair providing many of
them with a significant portion of their annual income. The sales tax and hotel
motel taxes generated by this event aze significant to Kerr County and the City of
Kerrville.
6. How do you plan to use matching funds to promote this event? The event is
promoted on a state wide basis through brochure distribution, television and radio
ads, posters, newspaper and magazine ads and an extensive PSA program.
The Fair has won over 25 mazketing awards in the past three years from the
Texas Festival and Events Association as well as several awards from the
International Festival and Events Association reflecting on the quality of the
marketing efforts used to promote the fair.
7. How will Texas Yes! Funds improve the promotion of your event? The entire
state of Texas is the market for our event. Texas Yes! Funds would allow us to
market more intensively outside the immediate Hill Country azea. It is very
expensive to market in major markets like Austin and San Antonio and we would
like to use the funds to advertise in newspapers and TV in these markets.
8. How will you promote Texas Yes! As part of your promotional campaign?
We would include the Texas Yes! Mark in all of our materials featuring our
sponsors. We would provide a exhibit space on the grounds to promote and
explain the Texas Yes! Programs to the general public.
9. How will you work with other communities in your region to promote this
event and share successes? All of the communities in the county support the Fair
with promotional exposure and well as providing volunteers during the event.
Local and regional businesses sponsor our event on many different levels.
10. What is the impact you expect form this promotion? We would expect
measurable increases in attendees from the lazger cities in the state.
11. How will you collect the necessary data to measure the impact of your
promotion? We survey our attendees extensively each yeaz to determine how
much they spent, where they are from, and how they heard about the Fair. We
also survey our artists each year to determine their sales and collect comments to
improve the fair the following year. Our surveys are distributed and completed by
a team of volunteers whose only job is to survey during the fair.
12. If you have received funds from any other Texas state agency, including the
Texas Department of Agriculture, in the past two years, please provide
details below:
Texas Commission on the Arts Grants
08/01/05 Travel Grant for TFEA Conference $ 298
09/01/05 Emerging Texas Artist Scholarship Program $ 1,800
09/01/04 Emerging Texas Artist Scholarship Program $ 2,500
09/01/03 Emerging Texas Artist Scholarship Program $ 2,909
04/01/04 River Star Park Promotion for Artists
2,500
Total $ 10,007
13. Please list the names of all sponsors you expect to participate in this event:
Wells Fargo Bank
Kerrville Convention and Visitors Bureau
Inn of the Hills Conference Center
YO Hotel and Conference Center
Ben E Keith Beer
Carson Distributors
Kerrville RV Center
JM Lowe Construction Co.
Five Star Wireless
Kerrville Telephone Company
Family Sports Center
Peter Lewis Architects
Schreiner's Department Store
Sid Peterson's Memorial Hospital
Mooney Aircraft
Hometown STARS Budget Snapshot
Code
Cost
12	Brochures and Flyers
13	Direct mail Promotions
15	Print Advertising
16	Radio Advertising
17	Signage
18	Television
20	Web Site Construction
Total
Amount contributed by requesting entity
Maximum amount available for reimbursement by TDA:
$3,490
2,800
14,126
1,725
160
13,107
610
$36,018
$26,018
$10,000
Hometown STARS Budget/Activity Detail
Brochures
distributed by our artists, our database
Printing	$1,500	10000 4C and direct mail between Jan. and May
Graphics	$570	
Flyers		
Printing	$0	15,000 4C Distributed by CVB in inquiry responses
Graphics	$0	from January to May
Rack Cards		5,000 4C distributed in 90 Hill Country locations
Printing	$375	April and May distribution
Graphics	$60	
Distribution	$185	
Press Kits		50 Newspaper and Television stations in Central Texas
Supplies	$500	Tote Bags with fair goodies
Press Release	$100	
Posta a	$200 $3,490	
Brochures	$500	5,000 4C mailed to a San Antonio mailing list
		derived from a detailed demographic
Mail List Rental	$500	study.
Mail Processing	$150	
Postage	$1,300	
Mail Inserts for CVB	$350 $2,800	
Texas Event Calendar	$775	345,000 4C'1/3 psige
Texas Highways	$2,601	280,891 April issue 4C 1/6 page
Graphics	$389	
Texas Co-Op Power	$2,970	1,000,000+ 4C 1/6 page April issue
Graphics	$350	
Fair Program	$700	5,000 BW distributed to Fair attendees
Graphics	$383	
Poster	$550	250 4C distributed to local businesses
Graphics	$1,553	
Newspaper Ads		
Prime time Newspapers	$2,153	
San Antonio Kids		1/8 H BW 30,000 Circ
Bulverde Com. News		1/6 P BW 3X in May 6,000 Circ.
Herald		1!6 P BW 3X in May 40,500 Circ.
Hill Country View		1/6 P BW 3X in May 3,500 Circ
North SA Times		1/6 P BW 3X in May 5,500 Circ.
Kerrville Daily Times	$1,090	12,000 BW 2x 1/~i page ads in May
Graphics	$191	
Kerrville Folk Festival	$300	20,000 BW Program ad distributed at Festival
		statewide release in
Press Releases	$102	100 April
Festivals of Texas	$18 $14.126	
KRVL -Kerrville $100 Tickets, T-shirts, and goodie bags for promotions
KRNH -Kerrville $100 Tickets, T-shirts, and goodie bags for promotions
KWSP -Kerrville $150
PBS -San Antonio/Hill
Country $1,000 20X 2 weeks before Fair 30sec. Spots
PSA Announcements 30 Sec. Spots mailed/emailed to all Texas radio stations
PSA Production
PSA Postage
$250
$125 $1,725
Over the Street Banner Fees $160 $ 160 2 rental banner sites in Kerrville Hwv 16 &Hwv 27
Time Warner
San Antonio
Kerrville
San Marcos/Luling
PSA Announcements
Production Costs
Postage
$7,944 434 spots
$2,778 842 spots
$1,360 199 spots
50 CD's
$750
$225
1st three weeks in May 30 Sec.
1st three weeks in May 30 Sec.
1st three weeks in May 30 Sec.
mailed to N stations throughout Texas
$13,107
Design
Online Payment System
Photography
1'atai f+Qarketing Butlget
$300 redesign of theme of site to relate to 2006 theme
$250 allows purchases on line
$60 $610 Fair Photos and scans
$36,01.8 www.tacef.org
RESOLUTION AUTHORIZING APPLICATION
TEXAS YES! HOMETOWN STARS PROGRAM
A RESOLUTION OF THE County of Kerr, TEXAS (the "Applicant"), DESIGNATING (an)
OFFICIAL(S) AS BEING RESPONSIBLE FOR THE APPLICANT IN DEALING WITH THE
TEXAS DEPARTMENT OF AGRICULTURE ("TDA"), FOR THE PURPOSE OF
PARTICIPATING IN TDA'S TEXAS YES! HOMETOWN STARS PROGRAM (the
"Program") AND CERTIFYING THAT THE APPLICANT IS ELIGIBLE TO RECEIVE
PROGRAM ASSISTANCE.
WHEREAS, the Applicant is a Texas Yes! Community Member and is fully eligible to receive
assistance under the Program; and
WHEREAS, the Applicant acknowledges that it is applying for a grant from the Texas Yes!
Hometown STARS Program to help offset the cost of promotional activities associated with
marketing local tourism events; and
WHEREAS, the Applicant wishes to authorize an official to represent the Applicant in dealing
with TDA concerning the Program;
BE IT RESOLVED BY THE APPLICANT:
SECTION l: That the Applicant hereby certifies that it is eligible to receive assistance under
the Program.
SECTION 2: The Applicant hereby authorizes and directs the Executive Director of the Texas
Arts & Crafts Education Foundation to act for the applicant in dealing with TDA for the purpose
of the Program, and R. B. Miller is officially designated as the representative of Applicant in this
regard.
SECTION 3: The Applicant hereby specifically authorizes the above-named official to do all
acts necessary to apply for and receive assistance from the Program related to the Texas Arts &
Crafts Education Foundation that will take place in county of Kerr during the month of Mav,
2006. R. B. Miller is authorized the to execute on behalf of Applicant any contracts, licenses, or
other documents required by TDA for Applicant's participation in the Program.
Introduced, read and passed by the affirmative vote of the Applicant on this 9th day of
January 20 06
w~ (~ Pat Tinley, Kerr County Judge
OfI"icial o ` '3,9-~ Typed Name and Title
A. \ °s
COUNS~
NOTE: All information shown in this sample resolution must be included in the
resolution passed by the governing body of the applicant requesting program
funds. The Authorized Official must be the County Judge, Mayor or someone with
the authority to legally bind the applying community.
Hometown STARS Reimbursement Guidelines
To be eligible for reimbursement approved items must meet the following criteria:
• Eligible marketing and promotional items must be purchased after a Texas Yes!
Hometown STARS contract has been signed by the Applicant or an authorized
Agent of the approved Texas Yes! Community Member and signed by the Deputy°
Commissioner of the Texas Department of Agriculture (TDA).
• To receive reimbursement for all marketing and promotional items, the individual
items and costs must be approved in the original agreement or with an approved
agreement amendment.
• All documentation must be submitted within 30 business days from the last day of
the event. Only purchases made and travel occurring during the contract period
are eligible for reimbursement. No reimbursement will be made if appropriate
documentation does not accompany the application and reimbursement request.
• TDA staff must have approved all artwork prior to the items being produced and
must approve all advertising vehicles prior to placement. Items must meet the
Texas Yes! Enhancement Guidelines (attached).
• The community/county must submit the Hometown STARS Community Impact
Evaluation Survey and the Visitor Questionnaire in order to be reimbursed for
expenses related to the tourism event. The number of completed Visitor
Questionnaires must equal 15 percent of the total number of attendees at the
event, e.g., if 2,000 people attended, 300 completed questionnaires would be
required.
TDA must receive a minimum of five copies of all promotional materials for
which Texas Yes! matching reimbursement funds will be sought. This includes
but is not limited to brochures, press clippings, audio and videotapes and
photographs of sites and signs. Reimbursement will not be made until all
items/proof of activities have been received.
• Original or legible copies of receipts must be submitted for reimbursement
processing. If TDA staff cannot read the receipt, reimbursement cannot be made.
• All receipts submitted for reimbursement must made out to the name of the
community or the entity acting on behalf of the community (e.g., economic
development corporation or chamber of commerce). Receipts made out to
individuals or entities that are not authorized to act on behalf of the community
will not be eligible for reimbursement.
• Justification or explanation of some expenses may be requested. Requests for
additional information will ensure reimbursements are processed upon submission
and not returned for additional information.
TDA will not reimburse for project expenditures that are not made incompliance
with any applicable State purchasing laws and regulations as they apply to
municipalities and counties. TDA shall not, under any circumstances, reimburse
for alcoholic beverages, entertainment, charitable or political contributions or
events or any religious related items or events.
• Hometown STARS is subject to the availability of state funds. If such funds
become unavailable during the term of any agreement and TDA is unable to
obtain sufficient funds, any agreements shall be reduced or terminated.
By signing below, I acknowledge that I have read and understand the Texas Yes!
Hometown STARS Reimbursement Guidelines, the Guidelines for Texas Yes!
Program Enhancement for Hometown STARS Funded Projects, Artwork Approval
Submission Guidelines and the Texas Yes! Tagline and Story Samples (signed page``' '^a~RS
must be submitted with the project proposal): ,~ L'OG
Authorized Official
Kerr
Project AEent (as listed on the Cover Pase of the Application)
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Date: 1-9-2006
Name: R. B. Miller Title: Executive Director Date:
Texas Arts & Crafts
Educational Foundation
Acknowledgement
^ I understand that my application is not considered complete if it does not contain the
following: cover sheet, narrative, detailed budget/activityreguest, original signed
resolution, original signed acknowledgement and original signed reimbursement
guidelines form.
^ I have read and signed the Hometown STARS Reimbursement Guidelines and
understand that if this project is approved, the costs are eligible for matching
reimbursement provided that the reimbursement guidelines are followed. I further
understand that this is a matching reimbursement program, and project costs will
not be covered upfront.
^ I have read the Background and Procedures for the Texas Yes! Hometown STARS
Program and understand these procedures.
^ I understand that award decisions are made by the Texas Department of Agriculture
based on input from the Hometown STARS Review Team, an independent panel with
expertise in media, marketing, tourism, rural Texas and local government.
Authorized Official or Aeent
Name: R. B. Miller
Title: Executive Director. The Texas Arts and Crafts Educational Foundation
Date: