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HomeMy WebLinkAbout1989 11-13 EDAP Regular Session• (following 1. Call to Order 2. Roll Call 3. Approval of Minutes: a. October 23, 1989 4. Resolution: a. Authorizing the Heritage Center 5. Adjournment EDA AGENDA CITY OF BROOKLYN CENTER NOVEMBER 13, 1989 adjournment of City Council meeting) - Special Session Purchase of Computers for Earle Brown • • • RESOLUTIONS MINUTES OF THE PROCEEDINGS OF THE ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL SESSION OCTOBER 23, 1989 CITY HALL CALL TO ORDER The Brooklyn Center Economic Development Authority met in special session and was called to order by President Dean Nyquist at 10:05 p.m. ROLL CALL President Dean Nyquist, Commissioners Celia Scott, Todd Paulson, Jerry Pedlar, and Philip Cohen. Also present were EDA Director Gerald Splinter, Finance Director Paul Holmlund, City Attorney Charlie LeFevere, EDA Coordinator Brad Hoffman, and Administrative Aide Patti Page. APPROVAL OF MINUTES - OCTOBER 9. 1989 - SPECIAL SESSION There was a motion by Commissioner Scott and seconded by Commissioner Paulson to approve the minutes of the October 9, 1989, meeting. The motion passed. Commissioner Pedlar abstained from the vote as he was not present at this meeting. RESOLUTION NO. 89 -31 Commissioner Celia Scott introduced the following resolution and moved its adoption: RESOLUTION ACCEPTING BID AND AUTHORIZING THE PURCHASE OF 1,200 STACKING CHAIRS FOR EARLE BROWN HERITAGE CENTER The motion for the adoption of the foregoing resolution was duly seconded by Commissioner Todd Paulson, and the motion passed unanimously. RESOLUTION NO. 89 -32 Commissioner Todd Paulson introduced the following resolution and moved its adoption: RESOLUTION ACCEPTING BID AND AUTHORIZING THE PURCHASE OF FOLDING TABLES FOR EARLE BROWN HERITAGE CENTER The motion for the adoption of the foregoing resolution was duly seconded by Commissioner Jerry Pedlar, and the motion passed unanimously. RESOLUTION NO. 89 -33 Commissioner Todd Paulson introduced the following resolution and moved its adoption: RESOLUTION ACCEPTING BID AND AUTHORIZING THE PURCHASE OF MOBILE FOLDING 10/23/89 -1- PLATFORMS AND ACCESSORIES FOR EARLE BROWN HERITAGE CENTER The motion for the adoption of the foregoing resolution was duly seconded by Commissioner Celia Scott, and the motion passed unanimously. The EDA Director presented a Resolution Authorizing the Economic Development Authority to Bid at the Foreclosure of 5956 Beard Avenue North. Councilmember Paulson inquired regarding the grant which had been approved for this home. The EDA Coordinator stated the grant work was never completed because of a divorce. He noted if the bank is the only other bidder for this property, he would let them buy it and try to negotiate a purchase from the bank. RESOLUTION NO. 89 -34 Commissioner Philip Cohen introduced the following resolution and moved its adoption: RESOLUTION AUTHORIZING THE ECONOMIC DEVELOPMENT AUTHORITY TO BID AT THE FORECLOSURE SALE OF 5956 BEARD AVENUE NORTH The motion for the adoption of the foregoing resolution was duly seconded by Commissioner Jerry Pedlar, and the motion passed with Mayor Dean Nyquist abstaining. DISCUSSION ITEM ACQUISITION OF 6730 PERRY AVENUE NORTH The EDA Coordinator noted this home is in very poor condition and noted the waste water line has been leaking for the past two years and has caused significant damage. There was a motion by Commissioner Scott and seconded by Commissioner Pedlar directing staff to proceed with discussions with the owner of 6730 Perry Avenue North. The motion passed unanimously. ADJOURNMENT There was a motion by Commissioner Pedlar and seconded by Commissioner Cohen to adjourn the meeting. The motion passed unanimously. The Brooklyn Center Economic Development Authority adjourned at 10 :13 p.m. 10/23/89 - 2 - President • • CITY OF BROOKLYN CENTER council Meeting Date 11/13/89 Agenda Item Number AlL2.i REQUEST FOR COUNCIL CONSIDERATION *********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** • ITEM DESCRIPTION: Earle Brown Heritage Center Computer *** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** DEPT. APPROVAL: Signature - title ************************************ * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * ** V No comments to supplement this report Comments below /attached MANAGER'S REVIEW /RECOMMENDATION: EDA Coordinator *********************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** SUMMARY EXPLANATION: (supplemental sheets attached X ) The attached memo details a computer system (hardware and software) for the Heritage Center. The cost of the system reflects our price through our LOGIS contract. I will be available Monday to discuss the system. • J O S E P H G . O S T E R 8040 Idaho Circle, Brooklyn Park, Minnesota 55445 612/561 -5701 October 16, 1989 City of Brooklyn Center Economic Development Authority Attn: Mr. Brad Hoffman 6301 Shingle Creek Parkway Brooklyn Center, Minnesota 55430 Dear Mr. Hoffman: Attached are proposals from various vendors to supply computer hardware and software for the Earle Brown Heritage Center. I feel that this proposal best meets the need of the Center. This recommendation provides a summary of the software and hardware required, and a cost summary for the recommended products. Accounting Software: The accounting software recommended is Solomon III. Solomon is highly rated by software and microcomputer publications including Software Digest, P C Magazine, Business Software Magazine, CPA Micro Report and Journal of Corporate Computing. Solomon is a integrated accounting package marketed in modules. The modules required to meet all of the needs of the Heritage Center include System Manager /Network, General Ledger, Accounts Payable, Accounts Receivable, Payroll, and Order Entry. The total cost of the accounting software is - $4,203. Administrative Support: Administrative support will continue to be handled with Lotus 1 -2 -3, Word Perfect and DBase III. All of the software programs recommended are widely used within the City and the Heritage Center. I recommend a version of Lotus call the Government Version be purchased at a cost of $495. This version allows unlimited copying of the program for use on multiple work stations. The word processing program, Word Perfect, is available in a network version that provides function key templates and user manuals for each work station. This is important because Word Perfect has a three tier function key template that is difficult for occasional users or new users to memorize. The cost of the network version for the recommended network configuration is $710. The Heritage Center has already purchased DBase III and no additional packages or versions are recommended. y0, • Convention Facility Management and Scheduling: The software products recommended are ResNet for facility scheduling and Meeting Matrix for providing room layouts and setup drawings. Both products are marketed and supported by Phoenix Solutions, Inc. ResNet meets all of the requirements identified in the needs analysis. It is capable of scheduling meeting rooms, room divisions, trade show booths, etc. Food services, audio /visual, setup and other services can be scheduled and billed with this program. Meeting Matrix is a Computer Aided Drafting program created to handle room layout and setup drawings for meeting rooms. It is useful in showing customers their meeting configurations and providing detailed graphic instruction for the Center's setup staff. Bed and Breakfast Desk Management: Bed and Breakfast software is not specifically addressed in this proposal because it is anticipated that the convention center management and accounting software will provide the necessary registration, billing and accounting software. The ability to handle food charges, bar charges, phone services, etc. are available in ResNet and the accounting software can track Bed and Breakfast finances separately and /or combined with other profit centers. Property Management: Property management software is not specifically addressed in this recommendation because the functions required can be handled with the accounting software. The order entry and accounts receivable packages can produce monthly billing for office space leasing as- well -as document other charges such as grounds maintenance, garbage service, snow plowing, utilities, etc. Office space leasing finances can be tracked separately and /or combined with other functional divisions. Hardware Systems: The hardware system recommended is a local area network configuration of Hewlett Packard microcomputers and one Toshiba portable microcomputer. Cedar Computer Center and Data Accessories of Minnesota will cooperatively install and maintain the system. Cedar Computer Centers is responsible for providing the computer hardware. The microcomputers recommended include one file server microcomputer (HP Vectra QS20 100e), four microcomputer workstations (HP Vectra ES /12 46), a portable microcomputer (Toshiba T3100e), a wide carriage printer (Okidata 391), a narrow carriage printer (Okidata 390) an uninterruptable power supply (Grizzly Model 500 VRS) and a tape backup unit (Archive Model FT60). Cedar Computer Centers is also supplying the accounting software and administrative support software. The local area network will be installed and supported by Data Accesories of Minnesota. They will also offer unlimited phone support for systems with modems and Carbon Copy software for $60.00 per month after the initial 90 day installation support period. • • Computer System Implementation: I recommend that the Earle Brown Heritage Center computer system be implemented in two stages. This is due to the fact that, while the Center is under construction and not now open for business, the computer system is needed to provide efficient management of event scheduling activities, provide financial reporting and administrative support. The entire system is not needed until the Center opens for business and implementation of the entire system would result in some duplicate cost when the system is moved to the new location. The first implementation stage involves the purchase and installation of all software products and two additional microcomputers. The computers will not be networked until the final move is made to the Center's new offices. The software programs will operate as stand -alone workstations during this stage. The second stage involves the purchase of the additional microcomputers and the installation of the computer network. This will provide access to the central disk drive and software as- well -as the ability to use stand -alone software programs at each work station. The cost of each implementation stage is provided in the following summary. 3 • Quantity Description Cost Cedar Computer Center 1 1 1 Total Cedar Computer Center - Stage I Larry Rossini 5 Setup and Implementation of Solomon III Accounting Software Packages ($200.00 Each) $ 1,000.00 Total Larry Rossini $ 1,000.00 Phoenix Solutions, Inc. 1 1 1 1 2 HP Vectra ES /12 46 microcomputers $ 6,596.50 including 1 2400 baud modem 1 Okidata 390 dot matrix printer (narrow) 575.00 1 Okidata 391 dot matrix printer (wide) 789.00 6 Solomon III Accounting Software modules 3,575.00 (System Manager, General Ledger, Accounts Payable, Accounts Receivable, Order Entry and Payroll) Lotus 1 -2 -3 - Government Version Carbon Copy Plus Communication Software Word Perfect Network with 3 Workstations ResNet Multi User Version Meeting Matrix for Planners Multi User 8 hours on -line user support Day of Training (Does not include expenses) Total Phoenix Solutions, Inc. Stage I - Computer System Implementation Cost 385.00 140.00 710.00 $ 12,770.50 $ 4,000.00 2,995.00 500.00 600.00 $ 8,095.00 Total Cost Stage I $ 21,865.50 410 Stage II - Computer System Implementation Cost • • Quantity Description Cost Cedar Computer Center 1 HP Vectra QS20 100e microcomputer $ 6,997.81 (File Server) 2 HP Vectra ES /12 46 microcomputer 5,997.50 (workstations) 1 Toshiba T3100e Portable microcomputer 3,395.50 with 2400 baud modem 1 Grizzly Model 500 VRS 500 Watt 624.50 Uninterruptable Power Supply 1 Archive Model FT60 60MB Tape 692.50 Backup Unit 1 Solomon III System Manager /Network 620.50 Total Cedar Computer Center - Stage II $ 18,328.31 Data Accessories of Minnesota 1 Installation and Training of Novelle $ 6,378.00 Network with 90 Implementation Support Total Data Accessories of Minnesota $ 6,378.00 Total Cost Stage II $ 24,706.31 Total Computer System Cost $ 46,571.81 • History Earle Brown Heritage Center Data Processing Needs Analysis By: Joseph G. Oster March 7, 1989 The Earle Brown Heritage Center is a restoration of a historic site, Earle Brown Farm, into a multi- function facility. The nine building complex will be completely restored to serve a wide variety of needs including conventions, conferences, trade shows, banquets, dances, concerts, wedding receptions, craft fairs, collector exhibits, auctions and musical or theatrical performances. The following will be included in the finished complex: The Inn on the Farm: A historic bed and breakfast hotel occupying the original main farm house. The Inn includes eleven bedrooms with private bath, period furnishings, executive service, gazebo, AV equipped conference room and private dining facility. Convention Center and Exhibit Hall: The farm's hippodrome will be restored into the convention center and exhibit hall. Included is more than 13,000 square feet of floor space for meetings, conventions, trade exhibits, banquets and other special events. Also included is 2,500 square feet of prefunction and reception area and lower level meeting rooms. The convention center has a banquet capacity of more than 900 and theater -style seating capacity of more than 1,000 people. Restaurant and Lounge: The farmstead stable will be remodeled into a 160 seat dining and lounge facility. This facility will be leased. On -Site Food and Beverage Service: Provides a fully- equipped, 5,000 square foot kitchen and bakery located on the lower level of the convention center and exhibit hall. The banquet food and beverage service will be leased to a caterer. Office Space: Two small barns, a blacksmith shop and a grainery will be renovated into office space. The four buildings will provide 20,000 square feet of office space. While the Earle Brown Heritage Center is developed and owned by the City of Brooklyn Center's Economic Development Authority, it is managed by the property management firm of Beisner, Ltd. The firm is responsible for the operation of the center. Data Processing Needs The data processing needs of the Earle Brown Heritage Center are separated into five functional areas: accounting, Administrative support, convention facility management and scheduling, bed and breakfast and property management. While each has it's own requirements, favorable consideration will be given to a system that offers the greatest degree of compatibility between functional areas. Software Requirements Accounting: A general ledger accounting package is the primary consideration of the Earle Brown Heritage Center data processing system. The package must have the following features: 1. Multiple company accounting. 2. Multiple department accounting within each company. 3. Departmental and company budgeting. 4. Accounts payable including check writing, aging reports, discounting vendor reporting, outstanding orders, partial payments, etc. 5. Accounts receivable including invoicing, aging reports, multiple level sales tax reports, discounting, service charges, prepayments, etc. 6. Financial reporting including trial balance, balance sheet, income statement, departmental and company reports, consolidated reports by company, selected companies and /or all companies, actual to budget reports, month -to -date and year -to -date reports, current period and previous period reports, etc. 7. Payroll including check writing, tax reporting (state and federal withholding), W -2's, tax tables, commissions, bonuses, etc. Administrative Support: The administrative support functional area is presently supported with a HP Vectra ES /12, 20 Megabyte hard drive, Laser Jet printer, Lotus 1 -2 -3, Word Perfect 5.0, and DBase III Plus. It is anticipated that the requirements of this functional area are met by the present system. It is strongly desired to be able to connect this computer with the other systems through a local area network. Administrative support needs to be addressed in the system recommendation in that it must offer compatibility in the system operating environment. The preference is that the entire system will be IBM PC compatible and therefore be compatible with the present system. The reconunended system should enable the HP Vectra to be connected and operate in the same capacity as other recommended hardware and software. The HP Vectra will not be a separate system support issue and the vendor will accept the Vectra as part of the entire system. The Vectra should not be singled out as a not covered item for the purpose of system support. If the HP Vectra and present software packages do not offer compatibility with the recommended system, the vendor's proposal must include administrative support software and hardware. The following features must be included: 1. Word processing with the ability to incorporate mailing data bases into form letters, dictionary support, laser printer support, etc. 2 2. Spreadsheet with the ability to develop template programs, convert to ACCII files, laser printer support, macro creation, sorting ability, graphic support, etc. 3. Data Base Management with the ability to write program routines, do screen formats, define flexible report formats, communicate with word processing programs to develop personalized form letters, laser printer support, etc. Convention Facility Management and Scheduling: This program is also an extremely important component of the data processing system. The purpose is to manage the scheduling of the convention center floor and the various meeting rooms throughout the complex. Since the Earle Brown Heritage Center is a new facility, the software should be flexible to allow for modifications as operating experience indicates that changes are needed or desired. The following features are desired: 1. Schedule a minimum of 12 rooms including various configurations where rooms are combined into one by opening partitions. 2. Schedule a minimum of 88 booths located on the convention floor and schedule utilities and services required at each booth (i.e. water, electricity, gas, telephone, etc.). 3. Identify room setup requirements based upon attendance and AV needs. 4. Track AV and other inventory to identify if sufficient equipment is available equipment rental requirements. 5. Schedule food and beverage service with five food and /or beverage setups per day. 6. Provide the ability to tentatively schedule events, equipment and services and to flag tentative events so that organizations can be contacted at various intervals to identify their intentions. 7. Schedule setup /teardown times required for each event. 8. Prepare detail charges for invoicing either directly from the scheduling software or from the accounting software. 9. Identify equipment and setup /teardown requirements of customer supplied equipment. 10. Identify dates and times when facilities are not scheduled so dates can be provided to various event promoters. 11. Provide a true multi -user environment so that inquiries and other tasks can be performed at the same time at different terminals. 3 • 12. Have user and terminal security so that unauthorized users can't tamper with event schedules. 13. Include the ability to obtain and schedule entertainment for events if requested by the customer. Bed and Breakfast: The Bed and Breakfast desk is a hotel /motel operation. The data processing needs may be met by the convention center management and scheduling software. While each function is involved in renting rooms, equipment and services, the Bed and Breakfast is more like a retail operation with walk -in customers, credit card charges, cash transactions, special discounts miscellaneous services included, and couponing. If the convention center software is not able to accommodate the the Bed and Breakfast operation, the vendor's proposal must provide software for the special needs. 1. Ability to reserve single rooms as- well -as blocks of rooms in conjunction with convention center activities. 2. Allow convention schedulers to make inquiries into room availability from terminals at main office area. 3. Schedule and bill activities in meeting rooms and gazebo located at the Bed and Breakfast facility. 4. Track and bill telephone and other chargeable expenses. Property Management: The property management system is required to track the office space rental for the Earle Brown Heritage Center and other offices and retail centers operated by Beisner, Ltd. The system must include the following features: 1. Ability to track multiple companies and buildings. 2. Have flexible rate structures that offer discounts for early rental payments, free rental periods, discount periods, etc. 3. Ability to charge operating expenses (i.e. grass cutting, snow plowing, garbage service, water, sewer, electricity, gas, etc.) based upon actual usage, prorated formula, or square footage. 4. Print invoicing reports that detail the appropriate rates, rate basis, extended amounts and operating expenses. Hardware Requirements The system proposed must be able to accommodate six workstations immediately. It must also be capable of upgrading to accommodate 12 workstations. The upgrade can be performed by adding ports to the existing CPU (central processing unit), adding more workstations to a local area network, bridging local area networks, etc. Upgrades should not involve swapping of CPU's or file servers although bridging additional file servers may be considered. 4 All hardware components must be of the highest quality. Installing lesser quality components in brand name equipment is not acceptable. This does not mean that third party hardware cannot be included, but that the third party manufacturer must have an excellent reputation in the computer industry and the product quality must be equal to or greater than the original manufacturer's equipment. The following workstations must be included in the hardware system: Administrative Assistant: The administrative assistant needs to have access to all software systems. The administrative assistant is the main clerical position and requires printer support with the work station. The printer must be letter quality, preferably a laser printer, and must be either quiet or include a sound enclosure. Accountant: The accountant needs to have access to accounting software and any other software that provides invoicing or other accounting related support. The workstation needs printer support of a wide carriage dot matrix capable of draft speed and printing six part forms. Receptionist: The receptionist will need access to all systems except the accounting software. This work station does not require direct printer support as long as printing can be sent to other system printers. Event Manager /Scheduler: The event manager /scheduler needs access to all systems and does not need direct printer support. This position needs access at the convention center as- well -as the administrative offices. This may be a good application for a portable computer but the portable computer must be able to act as a terminal to accounting and other software packages. Bed and Breakfast: The bed and breakfast front desk needs to have access only to the bed and breakfast software and should be supported by a dot matrix printer to do check -in and check -out activities. Future Workstations: There are a number of potential applications that would require additions to or expansion of the system. The following are some of the applications considered: 1. Catering is planned to be contracted to a service provider and at this time the provider has not been determined. The caterer may want to be included in the system so that catering service schedules can be electronically coordinated with the banquet kitchen. The addition of this work station would be at the request and cost of the caterer. 2. The restaurant /lounge is also planned to be contracted and no service provider has been selected. Again, it is the service provider's choice to be included in the system at their cost. 3. A meeting management program is not included in the needs analysis but may be a service offered to attract organizations that do not have their own system to handle program registration, event check - in, name tag printing, etc. Offering this service would require 5 • • two workstations sharing one printer in the reception area of the convention center. If the printer is a laser printer, the workstations could be used to provide secretarial service to exhibitors. Power Conditioning /Backup: A power backup and conditioning system is required that is capable of providing a period of power backup sufficient to systematically shut down the main computer system and network in case of power outage. Each individual workstation should be provided with surge protection. Data Backup System: A data backup system must be included that is capable of performing data backup of the entire hard disk drive(s) on a single tape. Backup should occur at night or be performed without having to shut down the system during regular working hours. Access Security: Access security must be provided in the following ways: 1. System access security must be provided through user ID's so that only authorized users are permitted to use the computer system. This is particularly important for work stations located in the lobby or public areas. 2. Application access security must be provided through passwords to limit access to specific applications to those who have a need to access those applications. 3. Port security should be provided to guard against unauthorized modem access. It may be that administrative procedures of shutting off modem access at times when not needed is sufficient, but if continuous modem access is required, a dial -back device or front -end security system must be included. System Installation: The vendor is responsible for the installation of the entire computer system including all hardware presently owned by the center. The vendor must coordinate, with hardware and software providers, the process of installing products and providing user training. Merely setting up on part of the system and requiring the Heritage Center staff to coordinate installation of the remaining system is not acceptable. The vendor selected will accept responsibility for installation and training for the the entire system. Service Contracts: Maintenance contracts should include one contract for the entire system or, at a minimum, one -call coordination of any hardware and /or software problem. The Heritage Center staff should not have to be concerned with what part of the system is causing the problem so that they can contact the appropriate maintenance service provider. 6 • Summary The Earle Brown Heritage Center data processing system will be very important to the effective operation of the center. Since the computer system and software will be installed prior to the opening of the center, the system will play an important role in determining the administrative and accounting work flows. The system selected should provide flexibility because changes are expected as indicated by operating experience. It is important that every effort is given to provide a quality, user - friendly system that can be operated without data processing support staff. It must truly be a "turn -key" system without complicated technical system administration tasks. While the basic system should be simple, the system should allow for user - defined reporting, query languages, and other features that may be utilized as staff becomes comfortable with system operation. All costs must be included in the system recommendation including installation, training, annual hardware maintenance and service contracts, software support, software updates, shipping, etc. Any incidental costs (i.e. hourly costs for additional training, installation, programing, etc.) must be clearly defined. 7 • • Commissioner introduced the following resolution and moved its adoption: EDA RESOLUTION NO. RESOLUTION APPROVING PURCHASE OF COMPUTER EQUIPMENT FOR EARLE BROWN HERITAGE CENTER WHEREAS, it is necessary to purchase computer equipment for the Earle Brown Heritage Center; and WHEREAS, an analysis has been completed to indicate the appropriate equipment; and WHEREAS, the Economic Development Authority has a purchasing agreement with LOGIS to allow for the purchase of computer equipment. NOW, THEREFORE, BE IT RESOLVED by the Economic Development Authority of the City of Brooklyn Center to approve the purchase of stage 1 of the computer equipment as outlined in the analysis for a cost of $21,865.50. Date President The motion for the adoption of the foregoing resolution was duly seconded by Commissioner , and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. • • •Uornes at Law ROBERT :A. At.SOP RONALD H. BATTY !1:\R\ J. BRINDEN ROBERT C. C:ARISON CHRISTINE: M. CHALE ROBERT L. DAVIDSON J011\ B. DEAN ROBERT J. DE1KE M:ARV C. DOBBINS JEFERF\ Esc STFF.ANIF. N. GAI.EN DAVIT) L. CRAVEN .1011\ R. GREEN November 6, 1989 Mr. Gerald Splinter City Manager City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 Dear Jerry: HOLMES & GRAVEN CIT ARI I RED 470 Pillsbury Center, Minneapolis, Minnesota 55402 (612) 337 -9300 Rapifas (6121337-9310 WRITER'S DIRECT DIAL. 337 -9215 Re: North Metro Convention and Tourism Bureau You have asked for my comment on a letter from Mr. Charles Cook, Executive Director of the North Metro Convention and Tourism Bureau, to Mr. Joseph Strauss, Executive Director of the North Pietro Mayors Association, relating to permissible expenditures of the Tourism Bureau. I do not disagree with the general legal principles expressed in the letter or in the attached memorandum. However, I believe there may be a number of ways in which the Tourism Bureau and the North Metro Development Association may combine their resources and act in concert to their mutual benefit. Minnesota Statutes Section 477A.018, authorizes the use of the lodging tax 1 I ... to fund a local convention or tourism bureau for the purpose of marketing and promoting the city ... as a tourist or convention center." The North Metro Development Association is a joint powers organization organized for the purpose of assembling and disseminating information concerning the member communities and promoting economic development within the northern suburbs through the implementation of a public relations and marketing plan. The Tourism Bureau is authorized to expend funds for the purpose of marketing and promoting the city as a tourist or convention center. If the activities of the North Metro Development Association do not serve these ends, the payment of Tourism Bureau funds to the Development Association would not be authorized. Furthermore, there may be expenditures which incidentally enhance tourism which are nevertheless unauthorized expenditures. For example, the Attorney General has ruled that proceeds from a city lodging tax may not be used to finance capital expenditures such as building a cross - country ski trail even though the trail would JOHN C. 110ES( HI ER J:A NIES S. 1101. AIFS DI NE (:..1011 \SO\ .1011N R. 1. :\RSON W F:I.1. INC EON H. Lac CHAR' ES 1.. LATE FRI: J011N AI. LI:PF.I RE. JR. F20111 12T .1. 1 INDAI. 1. 1..-AI R:N K. N1011 ET D:AXIII. R. NELSON B:ARR:AR:A 1.. PORr\Aoor) I.:ARRV 7.1. AI ER IIIEI)I BONNIE. 1.. NA 11.1(155 Mr. Gerald Splinter November 6, 1989 Page 2 be a tourist attraction. Therefore, if the activities and expenditures of the North Metro Development Association are limited to economic development in such a way that there is no marketing or promotion of the city as a tourist or convention center, or if expenditures of the association are for purposes such as the construction of a cross - country ski trail, the Tourism Bureau would not be legally authorized to participate financially in them. However, this is not to say that the two organizations may not cooperate in activities in which they have common goals and authority. For example, in the memorandum attached to ' Cook's letter, it is noted that the development association has assisted three local festivals through advertising and assistance in promotional literature. Many of the activities of the development association will have the effect of promoting the area as a tourist or convention center. Although I am not familiar with many of the activities of either the Tourism Bureau or the Development Association, it appears to me that the purpose of the Development Association is broad enough to include many of the services listed in the convention and visitors bureau agreement. Therefore, there may be many activities which the Tourism Bureau and the Development Association could undertake in concert. For example, there may be a number of ways in which the Tourism Bureau could participate in the publication of the Development Association's magazine, Northern Light. The Bureau could purchase copies of Northern Light for distribution to people making inquiries about the area, additional information specifically relating to tourism could be included in the Northern Light publication, or the Tourism Bureau could purchase space in Northern Light for the publication of information specifically relating to the desirability of the area as a tourism and convention center, and the publication could be jointly distributed by the Development Association and the Tourism Bureau. There are no doubt a number of other activities which could be undertaken cooperatively between the two organizations. I do not believe that the participation by the Tourism Bureau should be in the form of a simple contribution to the Development Association because the activities of the Development Association may not directly serve the authorized purposes of the Tourism Bureau. However, if the participation by the Tourism Bureau takes the form of the purchase of services or a joint undertaking by agreement for activities which fall within the purposes of both organizations, I believe that such participation would be legally permissible. If you have any more questions relating to this matter, please feel free to give me a call. Very truly yours, Charles L. LeFevere CLL:rsr BR291 -004