Tourism Development Commission (Meets on the first Tuesday at 1PM)

TOURISM DEVELOPMENT COMMISSION Agenda Monday, June 5th , 2023–4:15 p.m. Government Center Room 204 Virtual Link Meeting ID: 261 994 037 510 Passcode: 7GK5be Dial-in option: +1 872-242-8028 ID: 734 913 959# MISSION STATEMENT:“The Superior Tourism Commission will develop, market, and promote Superior as a destination for visitors to stay and enjoy our natural landscape, culture, arts, parks, and businesses.” COMMITTEE MEMBERS: Lindsey Graskey (Chair), Pattie Soliday (Vice-Chair), Mark Johnson, Trisha Hecimovich, Shannon Olson (Hotel/Motel Rep), Megan Mcgarvey 1 ROLL CALL 2 APPROVAL OF MINUTES 2.1 Tourism Development Commission (Meeting held May 16th) 3 OLD BUSINESS 3.1 Richard I Bong Veteran’s & Historical Center Contract 4 NEW BUSINESS 4.1 Sponsorship Applications 4.1.1 HLUW Midwest All-Star Wrestling Event – Head of the Lakes United Way – Requesting $4000 4.1.2 Lake Superior Dragon Boat Festival – Superior Rotary Club – Requesting $20,000 4.2 Review TDC Grant Application for 2023 5 RECURRING BUSINESS 5.1 Financials 5.2 Report from the Chair 5.3 Possible Agenda Items for Future Meeting 5.4 Confirm Next Meeting Time (July 3rd, 2023 @ 4:15PM) 6 ADJOURNMENT Notice is hereby given that a majority of the members of the Common Council may be present at the meeting, and although this may constitute a quorum of the Common Council, the Council will not take any action at this meeting. ********************************************************************************************* Pursuant to the Americans with Disabilities Act of 1990, if you are in need of an accommodation to participate in TOURISM DEVELOPMENT COMMISSION –6/05/23 Mtg (Meets the first Monday of the month at 4:15PM) Page 1 of 2 the public meeting process, please call (715) 395-7200 by 4:30 p.m. on the day prior to the scheduled meeting date (OR dial 711 for Telecommunications Relay Service). The City will attempt to accommodate any request depending on the amount of notice received. ********************************************************************************************* In compliance with Wisconsin Open Meetings Law, this agenda was posted on 6/1/2023 at the following locations: Superior Government Center, Douglas County Courthouse, Superior Public Library, and online at https://www.ci.superior.wi.us/agendacenter. It was also emailed the Superior Telegram. TOURISM DEVELOPMENT COMMISSION –6/05/23 Mtg (Meets the first Monday of the month at 4:15PM) Page 2 of 2 TOURISM DEVELOPMENT COMMISSION Minutes May 16th, 2023 Regular Meeting The meeting was called to order by Chair Lindsey Graskey at 4:04pm on May 16th, 2023 in Government Center Room 270. 1 ROLL CALL PRESENT: Lindsey Graskey (Chair), Pattie Soliday (Vice-Chair), Trisha Hecimovich, Megan Mcgarvey (arrived at 4:20) VIRTUAL: Mark Johnson ABSENT: Shannon Olson CITY STAFF PRESENT: COS Rebecca Scherf OTHERS PRESENT: Shelley Nelson, Sheerah, Patrice, and Bill from SWIM Creative 1.1 Select Chair MOTION Soliday, seconded by Johnson to nominate Graskey as Chair. Carried to approve. 1.2 Select Vice-Chair MOTION by Graskey, seconded by Hecimovich to nominate Soliday as Vice-Chair. Carried to approve. 2 APPROVAL OF MINUTES 2.1 Tourism Development Commission (Meeting held April 18, 2023) MOTION by Johnson to approve. Seconded by Graskey. Minutes filed. 3 OLD BUSINESS 4 NEW BUSINESS 4.1 Presentation from SWIM Creative 4.1.1 Visitor Guide Production (Printing options, quantity, and displays) MOTION by Chair Graskey, seconded by Vice-Chair Soliday to approve the 5x8 sized visitor guide with fold out map. Carried to approve. Will go to council for final approval. MOTION by Soliday, seconded by Hecimovich to approve the printing order of 20,000 copies of the 5X8 sized visitor guide for a total NTE $18,210. Carried to approve. Will go to council for final approval. 4.1.2 Summer Videography MOTION by Hecimovich, seconded by Mcgarvey to allocate $35,000 from the 2024 SWIM contract for summer videography to be shot and paid in Summer 2023 for Summer 2024 campaign. Carried to approve. 4.1.3 Winter 2023 Campaign MOTION by Soliday, seconded by Hecimovich to approve $77,500 of the requested $175,000 Winter campaign estimate to begin work on a 2023 Winter Campaign. Commission would like to TOURISM DEVELOPMENT COMMISSION – 5/16/23 Mtg (Meets as needed.) Page 1 of 2  reconsider the media buy portion of the estimate at a later date. Carried to approve. Will go to council for final approval. 4.1.4 Potential Media Buys 4.1.4a Lavender Magazine MOTION by Graskey, seconded by Hecimovich to approve the design and purchase of a half page spread in Lavender Magazine to be featured in their Pride Week issue at a total NTE $2290.85 Carried to approve. Will go to council for final approval. 4.1.4b That Wisconsin Couple Did not discuss. No action taken. 4.1.4c Any additional offers received SWIM Creative proposed a $15,000 annual contingency for small media buys or extra costs incurred by the team. MOTION by Johnson to hold for future meeting. Seconded by Soliday. This item will be considered at a future meeting. 5 RECURRING BUSINESS 5.1 Financials No action taken. 5.2 Report from the Chair No action taken. 5.3 Possible Agenda Items for Future Meeting Bong Center Contract Approval Visitor Center Update Quarterly Report from the Bong Center Grant Application Review 5.4 Select Regular Meeting Time Commission discussed and selected the 1st Monday of the month at 4:15PM Commission also requested a special finance focused meeting before next regular meeting so they are aware of where their budget is at. COS Scherf to send a Doodle Poll. 6 ADJOURNMENT MOTION to adjourn by Chair Graskey at 5:51PM Respectfully submitted by Rebecca Scherf. TOURISM DEVELOPMENT COMMISSION – 5/16/23 Mtg (Meets as needed.) Page 2 of 2  GRANT AWARD AGREEMENT THIS GRANT AWARD AGREEMENT (“Agreement”) is made and entered by and between the City of Superior (“City”) and the Bong P-38 Fund, Inc., dba Richard I. Bong Veterans Historical Center (“Grantee”), effective _______________, 2023 (Effective Date). WHEREAS, Grantee has submitted a grant application to the City and the Superior Tourism Development Commission (TDC) dated December 1, 2022 (the “Application”) to fund the project and expenses described therein (the “Project”); and WHEREAS the City recognizes the Bong P-38 Fund, Inc., dba Richard I. Bong Veterans Historical Center as the tourism entity for the City as defined under Wisconsin Statute 66.0615 (1)(f); and WHEREAS the City agrees to make a grant to Grantee for a not to exceed amount of nine hundred eighty-three thousand, three hundred five dollars (983,305.00) to fund the Projects, subject to the terms and conditions set forth herein (the “Grant”). NOW, THEREFORE, the parties agree as follows: 1. Scope of Project. Grantee shall perform the Project as set forth as described in this Agreement and in the Application, a copy of which is provided as Attachment A, and which is incorporated by this reference as if fully recited herein. Eligible expenditures of Grant funds by the Grantee must be strictly used as described in this Agreement. Any variations in the Project or the use of Grant funds from that described in this Agreement requires the advance express written approval of the City. The Grant funds are allocated as follows: $450,000.00 to be used for marketing and support the operations within the building as described in Attachment A, Grant Application Tourism Development Commission Program Year 2023. The funds of $450,000.00 will be distributed $150,000.00 annually for three years. $283,305.00 to be used for staffing and operational costs as described in Attachment B Tourist Information Center Management Proposal and operating the visitor desk knows as the “Superior Tourism Information Center (STIC) and is functioning as the City of Superior’s tourism entity. The funds of $283,305.00 will be distributed $94,435.00 annually for three years. $250,000.00 to be used for capital improvements to the Richard I. Bong Veterans Historical Center. 2. Project. Period. The Project has been approved from January 1, 2023, through December 31, 2025 (the “Project Period”).  Should Grantee desire to extend the duration of the Project Period, Grantee shall submit a written request to the TDC and the City no later than 60 days prior to the Project Period end date. If the TDC and the City approves the extension, the parties shall execute an amendment to this Agreement. An extension of the Project Period will not result in an increase in funding. 3. Payment. The Grant funds available pursuant to this Agreement will be paid by the City to the Grantee as follows: $450,000.00 to be used for marketing and support the operations within the building as described in Attachment A. The funds of $450,000.00 will be distributed $150,000.00 annually for three years. The annual amount of $150,000.00 will be distributed to the Grantee each year in four (4) equal installments to be paid on the first working day of each calendar quarter. $283,305.00 to be used for staffing and operational costs as described in Attachment A. The funds of $283,305.00 will be distributed $94,435.00 annually for three years. The annual amount of $94,435.00 will be distributed to the Grantee each year in four (4) equal installments to be paid on the first working day of each calendar quarter. $250,000.00 to be used for capital improvements to the Richard I. Bong Veterans Historical Center. The process for the disbursement of the capital improvements allotment shall be: 1. The Grantee submits a proposed project to the TDC. The proposed project must include a description of the project and estimated costs. 2. If the TDC approves the proposed project, the TDC will provide the Grantee with forty percent (40%) of the total cost of the project from the capital improvements allotment. 3. The Grantee will be required to enter into a formal contract with the contractor, which shall include a not-to-exceed cost. 4. The Grantee shall be required to present the contract to the TDC for the TDC to formally approve the project. This approval will obligate the TDC to the amount of assistance the TDC will apply to the project. 5. If the proposed project exceeds twenty-five thousand dollars ($25,000.00), the TDC shall bring forward the contract between the Grantee and its contractor as well as the TDC’s obligation of funds to the Superior Common Council for final approval before work on the project can begin. 6. The Grantee shall be obligated to make all payments to the contractor. 7. The Grantee shall submit invoices for reimbursement for the project to the TDC no more frequently than quarterly or upon completion of the project. 8. The TDC will submit all approved invoices for reimbursement to the City of Superior for payment to the Grantee.  If the Grantee fails to comply with any of the provisions of this Agreement, the City may withhold, temporarily or permanently, all, or any, unpaid portion of the Grant upon giving written notice to the Grantee, and/or terminate this Agreement and the City shall have no further funding obligation to the Grantee under this Agreement. The Grantee shall repay the City for all unauthorized, illegal or unlawful receipt of funds, including unlawful and/or unauthorized receipt of funds discovered after the expiration of this Agreement. In the event the Grantee ceases to exist, or ceases or suspends its operation for any reason, any remaining unpaid portion of this Agreement shall be retained by the City and the City shall have no further funding obligation to Grantee with regard to those unpaid funds. The determination that the Grantee has ceased or suspended its operation shall be made solely by the City and the Grantee, its successors or assigns in interest, agrees to be bound by the City’s determination. Funds which are to be repaid to the City pursuant to this Agreement, are to be repaid by delivering to the City a cashier’s check for the total amount due payable to the City of Superior within thirty (30) days of the City’s demand. All corporate, partnership officers or owners of Grantee are individually and severally responsible for refunding grant funds to the City in the event of a default. Invoices shall be submitted to: City of Superior Attn: Mayor’s Office 1316 N. 14th Street Superior, WI 54880 4. Termination The City reserves the right to terminate this Agreement for any reason upon ten (10) days’ written notice to Grantee. The City shall pay the Grantee any acceptable invoices for expenses during the notice period. 5. Indemnification. The Grantee agrees to protect, defend, reimburse, indemnify and hold the City, its agents, its employees and elected officers and each of them, free and harmless at all times from and against any and all claims, liability, expenses, losses, costs, fines and damages, including reasonable attorney’s fees, and causes of action of every kind and character against and from City which may arise out of this Agreement. 6. Insurance. Grantee must provide the City with evidence of insurance as follows: general liability insurance - $1,000,000; umbrella - $1,000,000; and evidence of auto liability insurance and worker’s compensation insurance. This evidence of insurance must be provided to:  City of Superior Attn: Contract Analyst 1316 N 14th Street Superior, WI 54880 7. No Relationship. Grantee understands and agrees that the relationship of Grantee and the City arising out of this Agreement is that of a contracted service provider, not an employee or contracted employee of the City of Superior, the Mayor’s office, or any other entity within the municipality, and therefore, is not entitled to any benefits provided to employees of the City of Superior. 8. Taxes. Grantee will act as an independent entity and will be responsible for all federal, state and local taxes arising in accordance with this Agreement, as well as any other taxes, fees or licensing expenses pertaining to this Agreement. 9. Entire Agreement. This Agreement contains the entire understanding of the parties with respect to the maters contained herein, and supersedes all other written and oral agreements between the parties with respect to such matters. 10. Modification. This Agreement is binding only when signed by both parties. Any modifications or amendments must be in writing and signed by both parties. 11. Force Majeure. Each party shall be excused from any breach of this Agreement which is causes by war, strike, and act of Nature or other similar circumstances normally deemed outside the control of well-managed businesses. 12. Governing Law. The Agreement will be interpreted, and the rights and liabilities of the Parties determined, in accordance with the laws of the State of Wisconsin. 13. Headings and Captions. Headings and Captions appear solely for convenience of reference. Such headings and captions are not part of this Agreement and shall not be used to construe it. 14. Validity. If any provision or provisions of this Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. 15. Integrated Agreement. This Agreement contains the entire Agreement and understanding among the Parties regarding the matters set forth herein and supersedes all previous negotiations, discussions, and understandings regarding such matters. The Parties acknowledge and represent that they have not relied on any promise, inducement, representation, or other statement made in connection with this Agreement that is not  expressly contained herein. The terms of this Agreement are contractual and not a mere recital. 16. Non-Discrimination. Upon execution of this Agreement, Grantee agrees as follows: Grantee does not discriminate against any employee, applicate for employment, independent contractor, or any other person because of race, color, religion, sex, sexual orientation, gender identity, or national origin. 17. No Guarantee of Future Funding. Provision of this Grant does not imply any future funding commitment by the City. IN WITNESS WHEREOF, we have hereby executed this Agreement ________, 2023. Grantee: Bong P-38 Fund, Inc. dba Richard I. Bong Veterans Historical Center 305 East 2nd Street Superior, WI 54880 ____________________________ John Gidley, Executive Director City of Superior, Wisconsin: ____________________________ _______________________________ Jim Paine, Mayor Heidi Blunt, City Clerk ____________________________ _______________________________ Nicholas Rhinehart, Finance Director Frog Prell, City Attorney Approved at the Superior City Council meeting on: Exhibit A  Tourist Information Center Management Proposal Staffing: 8 hours Per day at $15.00 Per hour = $120 If staffed 5 days per week $31,200 minimum $120.00 X 358 (days the center will be open per year) = $42,960 minimum $42,960 Benefits: Simple Ira $1,289, Health insurance costs could be as high as $6,000 $7,289 FICA etc. (.0765 x 42,960) $3,286 Management, scheduling, staffing etc… $5,000 *Estimation: My estimate would be anywhere from $40,000 to $55,000 depending on how the center is staffed, whether it is staffed with a full-time employee or two part-time employees. I feel it would take a full year of managing the center to truly figure costs and the best method of staffing. Total: $58,535 Operational Costs: Brochure purchases, Shipping costs, Postage estimate $25,000 Recycling and removal of dated materials estimate $2,000 Phone line and installation/Free wi-fi $300 Wiring for work stations or second POS station $700 Laptop or desktop Computer $1,600 Printer/Copier $800 Misc. office supplies $500 Fixtures $5,000 Total: $35,900 Proposal Grand Total: $94,435 *Other possible expenses: Upgrade of electronic signage in front of building? Marketing? There may be other costs that are not considered in this proposal and without out a full year of managing the tourist information center would we be able to get an accurate accounting. If we are able to reduce the days in which it the tourist information is staffed or if we are able to train members of our volunteer staff to man the tourist information desk, the request for staffing dollars would decrease. They may also be unexpected expenses that arise as well. John Gidley Executive Director Greetings, Head of the Lakes United Way (HLUW) and Midwest All-Star Wrestling (MAW) have teamed up to bring you a wrestling show in Superior, Wisconsin on Thursday, August 3rd during the Head of the Lakes Fair. Will you join us in putting on this fun, family-friendly event by providing a sponsorship? All funds raised for this event go to Head of the Lakes United Way where we are striving to improve the health, education, and financial stability of EVERY person in EVERY community we serve. Sponsorship Tiers $4,000 | Main Event Level (1 available) • Your company presents the event alongside HLUW • Headlining talent sponsorship “Our headlining talent is brought to you by…” • Prominent placement on event poster • Company banner* displayed on ring-side of actual ring • Vendor table to promote your brand/company • Social media recognition on MAW page(s) as sponsor of event and headlining talent • Eight (8) reserved second/third row tickets to the event • Post-show recognition of your employees, and a thank you from HLUW and MAW $1,500 | Semi Main Event Level (4 available) • Notable talent sponsorship “This notable talent is brought to you by…” • Company banner* displayed at ticket booth/main entrance • Vendor table to promote your brand/company • Social media recognition on MAW page(s) as sponsor of notable talent • Four (4) reserved second row tickets to the event • Post-show recognition of your employees, and a thank you from HLUW and MAW $500 | Midcard Level (8 available) • Intermission sponsorship mention (as intermission activities are happening) • Vendor table to promote your brand/company • Social media recognition on MAW page(s) as sponsor • Four (4) general admission tickets to the event • Post-show recognition of your employees, and a thank you from HLUW and MAW $250 | Opening Match Level (8 available) • Pre-show sponsorship mention (as pre-show activities are happening) • Social media recognition on MAW page(s) as sponsor • Four (4) general admission tickets to the event • Post-show recognition of your employees, and a thank you from HLUW and MAW *Banners are to be provided by sponsoring organization. Grommets are needed for proper displaying and dimensions shouldn’t be larger than 8’ x 2’ (width x height). We hope that you will consider sponsoring this exciting event! If you have questions or would like more information, please don’t hesitate to contact me. Thank you, Robert Sean Peacock Community Campaign Coordinator Head of the Lakes United Way 218-726-4772 rpeacock@hlunitedway.org HLUW Federal Tax ID: 41-0857077 PRINTED IN HOUSE From: Robert Peacock To: Scherf, Rebecca Subject: Re: Tourism Sponsorship Application Date: Friday, May 26, 2023 2:58:41 PM Attachments: 2023 HLUW Wrestling Sponsorship Letter.pdf Hello Rebecca, I'm going to ad this content attached for more information on what the event is and what sponsorship entails. Superior-Douglas County is out direct service area, and we've been working on putting an event like this together for the last two years. My hope/goal in this events success is that it becomes a yearly staple in the Superior Community. I'm happy to send you our exciting sponsorship opportunity on behalf of Head of the Lakes United Way. Our wrestling show will be at the Head of the Lakes Fair on Thursday August 3rd 2023. We are excited to be working with the fair, and with Midwest All-Star Wrestling who will be providing a family friendly show for fans of all ages to enjoy. Head of the Lakes United Way is a non-profit, and we are striving to improve the health, education, and financial stability of EVERY person in EVERY community we serve. All funds raised for this event will go to Head of the Lakes United Way to support our internal programs and nearly fifty community partners in our local area. Your sponsorship would provide an extra touch of visibility. By bringing a talent that has been seen by millions and comes with global brand recognition. This on top of the Head of the Lakes Fair choosing to highlight our wrestling event as their main attraction for that Thursday we are expecting a good crowd to join us. Thank you, and we'd love to partner with you on this new and exciting event! From: Scherf, Rebecca <scherfr@ci.superior.wi.us> Sent: Friday, May 26, 2023 2:14 PM To: Robert Peacock <rpeacock@hlunitedway.org> Subject: RE: Tourism Sponsorship Application Whoops! I must already be on long weekend brain. Here you go! https://www.ci.superior.wi.us/DocumentCenter/View/14269/Tourism-Development-Commission- Grant-Application Rebecca Scherf Chief of Staff to the Mayor City of Superior 1316 N. 14th Street Superior, WI 54880 scherfr@ci.superior.wi.us Phone: 715-395-7480 From: Robert Peacock <rpeacock@hlunitedway.org> Sent: Friday, May 26, 2023 2:10 PM To: Scherf, Rebecca <scherfr@ci.superior.wi.us> Subject: Re: Tourism Sponsorship Application Hello, The attachment didn't attach. Thanks for your assistance. From: Scherf, Rebecca <scherfr@ci.superior.wi.us> Sent: Friday, May 26, 2023 2:08 PM To: Robert Peacock <rpeacock@hlunitedway.org> Subject: Tourism Sponsorship Application Hello, It was great talking with you today. Here is the application we spoke about. The Commission meets next on June 5th, so I would need the application by June 1st to make it on that agenda. I realize that is a quick turnaround, so if I get it after that date it will go for approval on July 3rd. Please let me know if you have any questions. Rebecca Scherf Chief of Staff to the Mayor City of Superior 1316 N. 14th Street Superior, WI 54880 scherfr@ci.superior.wi.us Phone: 715-395-7480