ORDER NO.29527 MAKE APPLICATION ON BEHALF OF KERB COUNTY TO JOIN TEXAS YES PROGRAM ADMINISTERED BY TEXAS DEPARTMENT OF AGRICULTURE TO ENABLE KERRVILLE CONVENTION & VISITORS BUREAU TO OBTAIN MATCHING FUNDS FROM THE DEPARTMENT FOR EVENT TO BENEFIT KERRVILLE BOARDWALK PROJECT Came to be heard this the 9th day of January, 2006, with a motion made by Commissioner Baldwin, seconded by Commissioner Letz. The Court unanimously approved by vote of 4-0-0 to: Approve application on behalf of Kerr County to join Texas Yes Program administered by Texas Department of Agriculture to enable Kerrville Convention & Visitors Bureau to obtain matching funds from the Department for event to benefit Kerrville Boardwalk Project and authorize County Judge to sign same. ~,I~ COMMISSIONERS' COURT AGENDA REQUEST a 9s"a~ PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Pat Tinley OFFICE: County Jud MEETING DATE: January 9, 2006 TIME PREFERRED: SUBJECT: Consider, discuss and authorize County Judge to make application on behalf of Kerr County to join Texas Yes Program administered by Texas Department of Agriculture to enable Kerrville Convention & Visitors Bureau to obtain matching funds from the Department for event to benefit Kerrville Boazdwalk Project. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: County Judge/Sudie Burditt/David Farrar/Boardwalk Project Rep. 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: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepazed 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. Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. Celebration Hill Country Presenring grapes, grub and life as only the Hill Country can. Date: October 28, 2006 Time: 12: noon - 8: pm Organizers: David & Desiree Farrar, owners Trail's End Guest House, Kerr County Location: Trail's End Guest House grounds, Kerr County Benefiting: Kerrville Boazdwalk Purpose: To further expose the ambience of the Hill Country to tourists by presenting food, beverages, products and services that are uniquely Hill Country; using this venue to raise funds and the awareness for the upcoming coming Kerrville Boardwalk. Supporting agencies, businesses and persons to date: 1) Kerrville Convention and Visitors Bureau 2) Pat Tinley 3) Trail's End Guest House 4) Comfort Cellars Vision of event: Provide booth and demonstration spaces in a natural Hill Country environment, allowing attendees to sample cuisine ranging from elegant to burgers, taste hand crafted wine and beers, visit with local businesses to educate about all the shopping and recreation that awaits every visitor. Vendors will have the opportunity to sell additional goods and services, beyond their provided samples. Every vendor will be required to have something Hill Country focused to give to every attendee. As life in the Hill Country is rugged yet relaxed, the booth spaces will be staggered over 20+ acres so as to give all a real feel of a day spent walking leisurely in the hills. Acoustic music will be scattered around the grounds, with seating provided. All paths will be mulched and will be in and among the trees and hills to allow for a sense of adventure, yet be no more than a comfortable stroll, with another wonderful sampling venue just around the corner. Revenue stream: 1) All booth spaces will be by rental fee. 2) Admission will be charged at the gate. 3) Vendors will be required to donate items for silent auction or a portion of their day's proceeds. 4) Silent auction 5) Beverage concessions Trail's End Guest House will assume all beverage concessions, staffed by volunteers, with all profits going to the event. This is an aggressive revenue stream, but as this is to be an annual affair, it is our desire from the first to promote this as an event not to be missed, by vendor or attendee. We see this as a true event in the making. Hometown STARS Application Instructions Thank you for your interest in applying for the Hometown STARS matching fund reimbursement program. The application process is simple and requires some basic information about you, the event you would like to promote, how you will carry out your project, the budget needed, the anticipated impact and other details. As you complete your proposal, please ensure that your submission adheres to the following guidelines: • All pages should be on plain white 8.5" x 11" paperwith aone-inch mazgin on each page. • Type should be no smaller than 12-point font and the text color should be black. • All responses should be succinct. The narrative should not exceed three pages. • If you would like to include additional items such as press clippings, promotional materials, etc., please limit these to no more than three items. Proposals that do not meet these requirements may be withdrawn from consideration. While responses should be clear and understandable, please note that your proposal will be assessed based on the quality of the project rather than the quality of the writing. Below is a checklist of items you will need to include in your proposal: ^ Cover sheet (template provided) ^ Project narrative (template and sample provided) ^ Detailed budgetlactivity request (template and sample provided) ^ Original signed Resolution Authorizing Application (template provided) ^ Original signed Reimbursement Guidelines ^ Original signed Acknowledgement of proposal completion and receipt of Reimbursement Guidelines Completed proposals should be sent by the submission date to Ms. Debbie Wall, funding coordinator for Mazketing and Promotion, Texas Department of Agriculture, 1700 N. Congress, Austin, Texas, 78701. Submission dates and deadlines are announced via mail and a-mail and aze also located online at vvww.TexasYes.org. If you have any questions about the proposal process, please call (866) 4TEX-YES. Hometown STARS Proposal Cover Sheet Name of Texas Yes! Community Member (e.g., county or city name) Community Member Taxpayer Identification Number Title of Tourism Event Date of Tourism Event Name of Applicant (city mayor or county judge) Title of Applicant Mailing Address of Applicant Physical Address of Applicant Phone Number of Applicant Fax Number of Applicant E-mail Address of Applicant Name of Applicant's Fiscal Officer Applicant's Agent (e.g., Chamber of Commerce, Economic Development Corporation, Tourism and Visitors Bureau, etc.) Name of Applicant's Agent {if applicable) Title of Applicant's Agent Mailing Address of Applicant's Agent Physical Address of Applicant's Agent Phone Number of Applicant's Agent Fax Number of Applicant's Agent E-mail Address of Applicant's Agent Texas Department of Agriculture Rural Economic Development Staff Representative NOTE: All receipts submitted for reimbursement will need to be made out to the name of the community or the entity acting on behalf of the community pursuant to an agreement with the community (e.g., economic development corporation or chamber of commerce). Receipts made out to individuals or entities that aze not authorized to act on behalf of the community will not be eligible for reimbursement. Hometown STARS Project Narrative Please note that narratives exceeding a total of three pages may be withdrawn from consideration. Your narrative should cover each of the topics below in a short and concise manner. Remember, this is where you can really sell the value of your project. Complete the following (in order) and limit responses to no more than 100 words per numbered item, with the exception of number 11, which may require more information. 1. Briefly describe your community (tell us who you are): Kerr County is an active, growing and ever changing part of the Hill Country. We seek to be a place where citizens and visitors alike can find good health, good living and refreshing activities. Kerr county and all the towns located with-in the county are always searching to £md more ways to share the good life that we enjoy with visitors from everywhere. 2. Briefly describe the tourism event you would like to promote (e.g., what type of event is it? How long has it been held? How many visitors does it attract?): Celebration Hill Country; Presenting grapes, grub, and life as only the Hill Country can, will provide a sampling venue for Hill Country produced wine, cheeses, beers, meats, foods, music and artisan crafts. This is an event that introduces or reconfirms to all that attend what a gem the Texas Hill Country really is. We want all attendees to see that a Hill Country trip is like a visit to Napa, California or even like a visit to Tuscany. We see this as an event that will blossom and grow yearly using this growth to bring dollars into the community and allow us to provide more benefits and services to citizens and visitors. This will be our first year with estimated attendance of 1,5!10. 3. Date(s) for event - be sure to be specific and include month, day(s) and year: October 28, 2006 4. Location for event (include enact location names, including city or county where event will be held): Trail's End Guest House, Kerr county. Trail's End is a rural B&B on 23 acres of hills and canyons. The grounds are prepared so as to allow attendees to stroll the grounds while sampling the best products the Hill Country has to offer while having Gve soft music in the background. 5. Why do you want to promote this event (what do you hope to accomplish)?All monies raised will be given to the Kerrville Boardwalk Fund, which is a boardwalk to be built on the banks of the Guadalupe river in the Kerrville downtown. This is to be an annual event with the monies raised yearly to be given to Kerr county projects that promote new and repeat tourist visits. Not only will Celebration Hill Country itself generate yearly revenues, its profits will become a vehicle for other projects to use to boost revenues. 6. How do you plan to use matching funds to promote this event (this should be a brief summary of the promotional project you plan to undertake; details will be provided in the Detailed Budget/Activity Request): Radio and newspaper advertising in Houston, D/FW and San Antonio. A banner over Hwy 16 to encourage travelers to return for the event. Magazine ads in Texas Monthly and Texas Highways, mail outs from Convention and Visitors Bureau mailing lists, website tag lines and a Celebration Hill Country website. 7. How will Texas Yes! funds improve the promotion of your event? As this is a first year event there are many start up costs. Texas Yes! matching funds will allow us greater purchasing power towards our target advertising areas, i.e. Houston, D/FW, San Antonio, to reach more potential attendees. 8. How will you promote Texas Yes! as part of your promotional campaign (e.g., how will you incorporate the Texas Yes! mark on materials or provide information about the Texas Yes! program): We will have Texas Yes! on all printed materials and press releases, and have a manned booth with Texas Yes! information and materials the day of the event. There are only a few members of Texas Yes! in Kerr and surrounding counties, we see this event as a way to encourage more business and groups to join and support Texas Yes! 9. How will you work with other communities, economic development organizations, chambers of commerce and volunteers in your region to promote this event and share successes? We have the involvement of the Central Kerrville Development Corporation, Kerrville Visitors and Convention Bureau and are obtaining participation of several others at the time of this writing. 10. What is the impact you expect from this promotion (e.g., what is your projected increase in terms of hotel/motel sales tax revenues, new visitors, longer visits, etc.)? In our area, the last weekend in October can be slower than other fall weekends due to Ha-loween parties given in urban areas. We choose this weekend because we fee- this event will cause groups of friends and heritage travelers to view Celebration Hill Country as a different sort of avenue to get together and socialize. Travel to the party instead of giving a party, if you will. Sort of a relaxed, low key, fall mardi gras. With proper advance publicity we hope in our first year to keep our revenues stable as opposed to our current season decline. We see our second year as a 5% to 9% growth. By using this event to raise the awareness of the Kerrville Boardwalk we see excellent growth potential in all areas of tourist driven revenue. As the Boardwalk is in the beginning stages that data is still being gathered for long term impact. 11. How will you collect the necessary data to measure the impact of your promotion (see the Community Impact Evaluation Survey and the Visitor Questionnaire - approved projects will need to provide this information before matching reimbursements are processed)? We will have several persons on-site obtaining visitors information, while all vendors will be required to submit all necessary sales data. Other required information will be amassed by the Kerrville Convention and Visitors Bureau by hotel/motel and restaurant surveys. 12. If you have received funds from any other Texas state agency, including the Texas Department of Agriculture, in the last two years, please provide the following information on each award: Amount• Date• Agency: Program- _ Use of Funds: Please note: this information will not have an impact on whether you are approved for Texas Yes! Hometown STARS funds. It is gathered for informational purposes only. 13. Please list the name of all sponsors you expect to participate in this event: Celebration Hill Country Presenting grapes, grub and life as only the Hill Country can. Responsibilities of Kerrville Boardwalk: 1) Provide a letter of introduction to Celebration Hill Country that may be presented to any possible vendors or sponsors that Kerrville Boardwalk currently has a relationship with. Kerrville Boardwalk is not responsible for recruiting any vendors or sponsors. 2) Any suitable advertising that Kerrville Boardwalk is currently or planning to be contracting for, Celebration Hill Country would receive a tag line promoting the event. Kerrville Boardwalk is not required to make any other advertising effort. 3) Kerrville Boardwalk would notify and request any of their members to volunteer staffing time the day of the event. If no members volunteer, that has no bearing on Kerrville Boardwalk being the recipient of all profit monies raised. Celebration Hill Country only asks that the request be made. 4) Celebration Hill Country has no desire to be in the position of final income tallied. We will request someone to oversee financials, either someone from Kerrville Boardwalk, Kerrville Convention and Visitors Bureau or an agreed upon independent agent. Joining Texas Yes! is easy. There i~ fi Rii~ r#t" Rp~tItMR,?#t~ra ~ ~ttt#trR. T mss! ~'tttttttttttt#t ~etttt~rsn~pt ~ F,~~t ttr €~t~v, t~+~tt3: tt~ttt~#~v g~~Pvtttatet,~~# pttr~t#ea k~Rtr~# #tt €t}rR# ~'~: ~erttmtztttitirs p~##~~= #t#e €tv Rp~~y #trt 'I'rks mv~t f>h 4t~rade~ m ~ rxttt-tttettttp»#t€Rtt RteR: cti Ra~} tttttttcMt#tr~rRt~# RteR: n€ R r#tv ~#tit pct#ttt#RteMta tttte#rr ~'d,b'~d t#t~tt ter ti~'f ~~ttit+ a tuy Ht gtrtttp~ rr< ~rt~s s~#~ ~ R~gra•~;tt~ #rtv~tlRt#€ttt ~ ~d:d9ll' ett rtttrte. 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PERSON TO CONTACT FOR TEXAS YES!- RELATED MATTERS Frrst ilrrnYP' A~ : 1 Lrrsl NaNie 71rar S 1_-... ...__ ~,Pt~ l ___.~ _._-. ._. _. lifiliiirr p/rntrr ~i'rnnfl~fl~ phrinr (aplirrvr~li __. Fay (iiprifiire/J 6. CONTACT MAILING ADDRESS ~dd~~o City ~[e'rr ztp -__ l {orb site ~a(/NfeM 7. PHYSICAL .ADDRESS _ __ _._._ E'ify ~r~rlr dip Errm~- __ S. DESCRIPTION OF PRODUCTStSERVICES - REQUIRED err ~' ~wtrack car ~~: pr ~ ~ bait for €~ptPcaaa aat ata~ >~++~ ~raata4 R~'a~ ars ~rarrt y~rrar ri' Texas ~'es~ is strarirag success stories. 5o t.ell us yoursa Examples u>uld detai3 faraw yrxpr eorn- rmaraity/bnsinesg/r>rgaraizatlon pledges to develop and lzxtlalernent a local p%}ect for: i~ eomtnunity irnlaroverneni [ ] Taurisrn I~ Revitalization r~ I3eautificatic>n J Leadership tralnazaglnaentrrring ~ Other Creating econotnir value for the greater goiul taf the tomt~tunity (e.g., jr>h ere~.tlon) SIGNATURE (Application MUST Be Signed) The applicant shall comply with all applicable laws and regulations. The applicant, fiy and through [heir personal oa agent's s~ignazure below (l) certifies chat all inforr{razlon provided ui connection with this applicati~xz at any tinze is true and correct tca the best of the applicant c knowledge; (2) acknowledges that any nlisrepresentatirrn or false state- ment rnade by ttu applicant, or an authrx~i'red agent of the app#icaru, in connerli.on with this application, whether inle:ntional or nqt. will constitute grounds fw deraiai, revocation, ur nun-renewal of any licence issued pursuant to this application and/or assessment of monetary adminis- trative penalties, and (~) if applying as an individual. €Lrt#aer acknowledges that thic application Wray #xe deni.eri and that any license issued pursuant to dris app#ication may rte suspended, revoked, or denied renewa# due to delinquency in payment of a guarantied student loan and that any license issued pusuant ko this application may be suspended or denied renewal for failure to pay child supprxt. If Signed fiy an agent (huluding employee) pY dae applicant, die person signing certifies fihat he car she is authrxized to make lire preceding certifications on hehall' of the applicant. .•4fry~licdt7flVarrte 7(tlc• .7pplicant :Signantre 1Jate ammrh duy' yrar Texas* Texas I)r~parnnent of 1~ jcu).tua'e Susan Gonrbs, Conarnistioner ~nr Additional tufgrAaatiq,q: Call Toll l:ree $66.4`fEX:XE$ or www.texasyex.grg PC3 Box 12$47 AusUn,'1'~Y 78711 phone 512.453.7476 Fax 512.463.1104 Fur the hearing unpaired= Votrs 800 735.258$ TDi~ $011.7352989 www.agrstate. [x, us