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R-88-1118 - 5/26/1988WHEREAS, the City Council of Round Rock, pursuant to Chapter 351, Section 351.002, Local Government Code, V.A.T.S., has imposed a tax on hotels and motels within its incorporated limits, and WHEREAS, it is the intent to the City Council to expend the hotel /motel tax revenues in a manner directly enhancing and promoting tourism and the convention and hotel industry, and WHEREAS, the City Council, in accordance with the fiscal 1988 Tourism Budget adopted in Ordinance No. 2329, Code of Ordinances, City of Round Rock, desires to make certain disbursements from the funds derived from the hotel /motel tax revenues, Now Therefore, BE IT RESOLVED BY THE COUCIL OF THE CITY OF ROUND ROCK, TEXAS, That certain tourism funds derived from the hotel /motel tax revenues be disbursed as follows: 1. Round Rock Fencing Association 2. Sam Bass Theatre ATTEST: 3. Kiwanis Club of Round Rock Sunriser's Club 4. Chamber of Commerce RESOLVED THIS ‘4( / 0 . day of May, 1988. C25RESTAXHO RESOLUTION NO. / //i• $1,500.00 $2,557.00 $3,000.00 MIKE ROBINSON, Mayor City of Round Rock, Texas $ Z1, ,gCA DD DATE: May 23, 1988 SUBJECT: Council Agenda, May 26, 1988 ITEM: 9A. Consider a resolution authorizing the disbursement of tourism funds to various organizations. (Sam Bass Theatre; Chamber of Commerce; Fencing Association; Round Rock Morning Kiwanis Club) STAFF RESOURCE PERSON: Bob Bennett and Sam Huey STAFF RECOMMENDATION: I. Tourism Fund Balance Disbursements: - Round Rock Fencing Association Tourism Fund Balance $4,150.00 1,500.00 $2,650.00 II. Disbursement Tourism Funds (next fiscal year), Kiwanis Club of Round Rock, Sunrisers $3,000.00* III. Arts Fund Balance Disbursements: Sam Bass Theatre Association Arts Fund Remaining IV. Round Rock Chamber of Commerce *Funds to be approved. $12,000.00 2,557.00* $ 9,443.00 $27,500.00* April 29, 1988 RECEIVED SHAY - 3 1988 Mr. Bob Bennett City Manager City of Round Rock Round Rock, Texas 78664 Dear Mr. Bennett: As you recall, Round Rock will be hosting the second annual USFA Junior Olympic Southwest Sectional Fencing Camp August 14- August 21. My letter of March 4 requesting financial assistance provided you, the City Council and the Chamber an introduction to our program. The purpose of this letter and enclosed information is to provide all interested groups and individuals an update on the organization of this years camp. I have enclosed a letter I sent to Mike Kowalski who is the USFA Southwest Section Chairman for your review. This letter should give you a feel for what has developed over the past two months regarding the camp. Additionally I have enclosed my letter to Leon Auriol who is an internationally known French Fencing Master. We are extremely fortunate to be able to attract him to our camp. There are only seven fencing masters in the United States, and two of them will be at our camp. I have also enclosed a list of the Directors of the Round Rock Fencing Association which was inadvertently omitted from our letter of March 4 and a copy of our mailer which goes out this week to fencers, coaches and clubs all over the country. Our reception will be held at the Round Rock Country Club and we are hopeful that Mike, George, Marion and yourself will be able to attend. The out -of -town coaches will be staying at the Raintree and the location of the banquet remains undecided until we know how many people we will have. At any rate, the banquet will be held in Round Rock. Over the next four weeks we will be identifying host families for our kids. The host family will be responsible for housing and transportation and meals (except lunch) throughout the week. If you have any names to give us, it would be greatly appreciated. We are dedicated to making this years camp a big success for Round Rock. Your continued support is greatly appreciated. Sincerely, Patrick $. McClain Organizing Committee Chairman cc: Mayor Robinson George McAdams Marion Wells • Patrick S. McClain VICE PRESIDENT & CASHIER April 22, 1988 ROUND ROCK NATIONAL, BANK Mike Kowalski Southwest Section Chairperson 2926 Tory hill Lane Sugar Land, Texas 77478 Dear Mike: I would like to begin by thanking you for requesting that we conduct the Southwest Section USFA Junior Olympic Fencing Camp again this year. We would like to establish a tradition of holding the camp here in Round Rock annually and hope to make the camp bigger and Netter each year. Gary has suggested that I send you this letter to bring you up Lo date with the organization of this years event. In a summary manner I will attempt to do this as best I can within the constraints of this letter. Recognizing the extent of time and effort necessary to pull off .a successful camp Gary has had the foresight to put this job in the hands of the newly comprised Board of Directors of the Round Rock Fencing Association. Members include Gary Murray Sr., Steve Clark, Carolyn Todd and myself. We have worked up a preliminary budget which I have enclosed. Additionally, we have assigned various tasks to individuals (see enclosed list) and are in the process of formulating a time table. We are meeting on a weekly basis to discuss progress and map strategy. After several early changes we have finally set the dates of the camp to by AngnsL 14 through August 21. We plan to kick off the camp Sunday afternoon with an informal outdoor picnic with Mayor Robinson welcoming all out of town guests and presenting a proclamation by the City of Round Rock proclaiming the coming week as Junior Olympic Fencing Week. We will close the camp with an all day tournment followed by an awards banquet Saturday evening. Fencers will be encouraged to stay and enjoy the banquet and we hope to attract a special guest speaker for the occasion. We rectiinved a very positive response last year to fencers staying in selected homes and we plan to handle housing in this manner again this year. Not only does this give the kids a break from the full day of instruction but it helps to get the whole community involved in the camp. I have been approched by n number of outstanding Round Rock citizens who would enjoy having a future olympian in their hone for the week. Financially, we are dedicated to learning from last years disaster. We are not counting on any money from USFA or the division although I certainly believe we are entitled to some help. We have requo•;Led $1,500 from the City and at this point it appears we will get it. We have set tuition for the camp at $175 and are counting on a minimum of 30 campers. Additionally, we are putting together n couple of fond raisers and will ofcou rse be hitting as many people up as possible for donations of money or other needed goods. Now to the best part of all. What attracts good fencers to these camps? Good instruction! I am proud to announce we will he honored with not one but two french fencing masters. Leon Auriol and Gerry I'onjardien will be our head coaches, They will be assisted by USFA Coaches Camp attendees 'Pony Bertucci (512) 244.2233 P 0 BOX 400 ROUr10 ROCK TEXAS 78680 0400 Page 2 and Steve Popielski. We are very excited at getting Leon, who, as you know,. is Michael Marx's master and we have Master Poujardieu to thank for this. I want to point out that with the exception of the camp in Portland, ours will be the only camp in the U. S. with two fencing masters on the staff of instructors. Leon will be attending the USFA Coaches Camp and we are in hopes he will be certified as a "national coach" there. If not, USFA will send a national coach as well to oversee and sanction the camp. I hope this gives you a feel for our progress to date. Please call me at (512) 244 -2416 or 388 -4553 if you have any questions or suggestions. We plan to put on a camp the Section can be proud of. Remember, "We make a difference!" Sincerely, Patrick S. McClain Organizing Committee Chairman cc: Gerry Poujardieu Leon Auriol PAT MCCLAIN * Get with Ray Sexton on being our equipment coordinator and amoror (Involves working with Oscar to get all needed equipment.) * Send formal letter to Leon confirming phone conversation. * Send letter to Mike to bring him up to date. * Send Letter to City Manager - Update Status (Copy to Mayor). * Open bank account. * Work on caterer for donation of food for banquet. * Ask Ray to see if we can get Gatti's to donate lunches again this year. * Call Mayor Robinson and ask him to attend reception and banquet. * Verify Leon's status as to "national coach ". If he won't be official, send letter to Carla Mae Richards requesting a national coach. GARY MURRAY * Ask Steve and Tony to be tassistants without pay, but we can cover Steve's expenses. • Call Raintree and negotiate best possible deal on housing for coaches, also set groundwork for possible banquet there. • Get phone at center. Give number to Carolyn for printing. * Get official letter from Mike requesting we hold camp. * Get with hearing impaired people on what their involvement can be. Very important to PR of camp if we can get them involved. * Make all arangoments for non fencing activities such as movie tickets bowling passes etc. STEVE CLARK * Get with Tony and put together complete mailing list for all camp literature. Communicate totals to Carolyn so she knows how many copies to get printed. * Check into 'placing ad in fencing magazine on camp to get the word out. * Work on getting airfare donated for Leon and make all his travel plans. * Work on getting awards donated for tournament. CAROLYN TODD * Get resume on Poujardieu and Leon for use in brochure. * Design all printing material and get printing done. Get with Steve on quantities. * Work with Steve on design for ad in fencing magazine. * Include in printing material: a. Promo Section b. Application for Camp c. Release of Liability Letter d. Insert for Hearing Impaired People if Gary Can Incorporate ANTICIPATED EXPENSES HONORARIUMS ROOM & BOARD (COACHES) LUNCHES MEALS ANTICIPATED REVENUES SECTIONAL JUNIOR OLYMPIC 17UMME R CAM(' 1988 PROPOSED DLIDNE1 T 1.600,0 $ 1.600.(0 $ 1.000.00 BANQUET $ 500.0 FACILITIES RENTALS 3 500.00 AWARDS $ 300.00 PRINTING & MAILING ?. 500.00 TELEPHONE (LONG DISTANCE) $ 150.00 BEVERAGES & SNACKS 7 200.00 SUPPLIES (ADMINISTRATION) $ 150.00 RECREATION S 154.00 MISCELLANEOUS EXPENSES 3 250.00 REGISTRATION 30 a $175.00 $ 5.250.00 DONATIONS (R.R. TOURISM COMM) $ 1.500.00 CONTINGENT 6. 7 :0. 0 .0u u _ ROUND ROCK NATIONAL BANK Patrick S. McClain VICE PRESIDENT & CASHIER April 23, 1988 Mr. Leon Auriol 4425 221 Place, NE Redmond, Washington 98052 Dear Master Auriol: On behalf of the organizers of the Second Annual Southwest Sectional USFA Junior Olympic Fencing Camp, I would like to extend our official invitation to you to be our fencing master and national coach. We would be honored to have a fencing master of your caliber at our camp this year. The camp will begin with an outdoor reception and barbeque on Sunday, August 14, at the Round Rock Country Club. It will close with a tournament on Saturday, August 20, and an awards banquet that evening. We are finalizing printing matter for a mass mailing and have plans to put an advertise- ment in the Fencing Magazine. It is our understanding that you will be granted "national coach" status at the coaches camp. if this understanding is correct, USFA will cover your honorarium at $75 a day. If not, we would like to take you up on your offer to settle for $50 a day fee. Either way, we will of course be picking up all your travel costs from Seattle as well as your room and board for the week. I will send you airline tickets and other details as plans are firmed up. Fencers will be staying in host family homes throughout the week as we did last year with out of town coaches staying in the Raintree Inn in Round Rock. We have had several inquiries as to whether you will be avail- able for private lessons in the evenings. If you wish to do this, we would like to set a surcharge of two or three dollars above your regular charge to go into the camp treasury. Please drop me a note as to your plans in this regard. (512) 244.2233 P.O BOX 400 ROUND ROCK. TEXAS 780500400 Page 2 I have enclosed a copy of a letter I sent to our Section Chairperson regarding the camp. I will be sending you other information throughout the next three months to keep you informed. Again I can't say enough on how pleased we are to have you as our coach. I'll be in touch. Patrick S. McClain Organizing Committee Chairman PSM:pt cc: Gerry Poujardieu ROUND ROCK FENCING ASSOCIATION BOARD OF DIRECTORS Gary Murray 1901 Rock Creek Drive Round Rock, Texas 78681 244 -1916 (home) 244 -7323 (work) Patrick S. McClain 2713 Creekbend Circle Round Rock, Texas 78681 388 -4553 (home) 244 -2416 (work) Carolyn Todd 1607 Karen Cove Round Rock, Texas 78664 255 -6770 (home) 928 -2262 (work) Steve Clark 2302 Spanish Oak Trail Round Rock, Texas 78681 259 -3627 (home) 835 -2424 (work) /1,LeemQCU 5 -23 - 0 ) GUIDELINES FOR EXPENDITURES OF HOTEL /MOTEL. TAX REVENUE Expenditures must result in the creation of new tourism related programs. Programs that are already in existence can be eligible for funding if a critical need can be demonstrated. New events that are associated with existing tourism programs can be eligible For funding. In all cases the event must result in encouraging the occupancy of Round Rock Hotels and Motels and expenditure of tourism dollars in Round Rock. NAME ORGANIZATION /CLUB: Round Rock Fencing Association CONTACT PERSON: Patrick S. McClain ADDRESS: 2713 Creekbend Circle Round Rock, Texas 78681 PHONE: (Daytime) 244 -2416 NAME OF EVENT: USFA Junior Olympics Fencing Camp DATE(S) OF EVENT: August 14 -21 IS THIS A NEW EVENT: This is second annual Junior Olympics Camp in Round Rock FINANCIAL ASSISTANCE REQUESTED: $1,500.00 DATE FUNDS ARE NEEDED: ASAP - Receipts from tuition 'wi]i not come in until July, therefore we need funds to promote event. REQUIRED EVENT BUDGET IS ATTACHED: XX Yes WHAT PERCENTAGE OF EVENT BUDGET DOES THIS REQUEST REPRESENT: 17 .3% WOULD YOUR GROUP BE WILLING TO REIMBIJRSE A CERTAIN PERCENTAGE OF THE MONEY RECEIVED FROM THE CITY TO HELP FUND OTHER GROUPS WITH SIMILAR REQUESTS? XX WHAT TYPE OF ADVERTISING DOES YOUR ORGANIZATION HAVE PLANNED: See Attached BRIEF NARRATIVE DESCRIBING YOUR EVENT:The Round Rock Fencing Association has been awarded the sponsorship of the second annual United States Fencing Association Southwest Sectional Junior Olympic Fencing Camp. The week long camp will be held at the Town and Country Mall for fencers from the ages of 8 -18. The purpose of the camp is to further individual self - discipline, build character and promote sportsmanship and training for our youth as they prepare and qualify for Olympic Competition. One of our long term goals for Round Rock is to achieve National and International recognition as a center for the development of olympic class fencers. PROJECTED ATTENDANCE: 40 - 50 CITY OF ROUND ROCK FINANCIAL ASSISTANCE REQUEST Yes No AGE GROUP OF PARTICIPANTS: 8 - (Evening) 388 -4553 NUMBER OF ACCOMPANYING NON - PARTICIPANTS: Approximately 5 PROJECTED OVERNIGHT STAYS (# OF ROOMS): We are planning to be placing participants in Round Rock homes. All out of town coaches and participant overflow will be staying at the Raintree (Radison) Inn. We will need at least 3 ro for 7 ights and maybe REQUEST SUBMITTED BY: • as many as 10 rooms. Advertising for event will be as follows: I. Local • Upcoming articles in Leader and Statesman • Pamphlets displayed throughout Round Rock . Posters in businesses who endorse /sponsor camp II. Regional III. National Radio talk show segment planned Radio - Public Service announcements on several stations Mass mailing of 2,000 pamphlets on camp to coaches, clubs and individual fencers Article /Advertisement in United States Fencing Association summer newsletter IV. International . Human interest article sent to French magazine "Paris Match" and French sports magazine 1988 BUDGET USFA JUNIOR OLYMPIC FENCING CAMP ANTICIPATED EXPENSES HONORARIUMS $ 1,600.00 ROOM & BOARD (COACHES) $ 1,800.00 TRANSPORTATION COSTS (EQUIPMENT & COACHES) $ 750.00 LUNCHES & MEALS $ 1,300.00 BANQUET $ 1,000.00 FACILITIES RENTALS $ 500.00 AWARDS $ 300.00 PRINTING & MAILING $ 500.00 TELEPHONE (LONG DISTANCE) $ 150.00 BEVERAGES & SNACKS $ 200.00 SUPPLIES (ADMINISTRATION) $ 150.00 RECREATION $ 150.00 MISCELLANEOUS EXPENSES $ 250.00 ANTICIPATED REVENUES REGISTRATION 40 (MIN.) @ $175.00 DONATIONS (R.R. TOURISM COMM) CONTINGENT DONATIONS (MISC.) $ 8,650.00 $ 7,000.00 $ 1,500.00 $ 150.00 $ 8,650.00 PHONE!. (Daytime) 255 3000 DATE(S) OF EVENT: 29 December 1988 IS THIS A NEW EVENT: Yes FINANCIAL ASSISTANCE RE DATE FUNDS ARE NEED REQUIRED EVENT BUDG REQUESTS? Ys 0 ,te c/if-ift CITY OF ROUND ROCK FINANCIAL ASSISTANCE RFOUEST GUIDEIINEELEPEEPEfADTTIPF..5gFHQTU Expenditures must result in the creation of new tourism related programs. Programs that are already in er-istence c.ln be eligible for funding if a critical need can be demonstrated. New events that are associated with existing tourism programs can be eligible for funding. In all cases the event must result in encouraging the occupancy of Round Rock Hotels and Motels and eypenditure of tourism dollars in Round Rock. NAME ORGANIZATiON/CLUB: Kiwanis, Club ,of _Round Roc1 .Sunri,sers_ _ CONTACT PERSON:aoward_aaker. ADDRESS: 807 Lime Rork Round Rock 78681 ( Even ng ) 2556332_ WHAT PERCENTAGE OF EVENT BUDGET DOES THIS REQUEST REPRESENT:50_ WOULD YOUR GROUP BE WILLING TO REIMBURSE A CERTAIN PERCENTAGE OF THE MONEY RECEIVED FROM THE CITY TO HELP FUND OTHER MOUPS WITH SlMILAR WHAT TYPE OF ADVERTISING DOES YOUR ORGANIZATION HAVE PLANNED:_ Newsuauer,_ radio, _programa,_ mailouts,, free spots on TV sp_orts____ BRIEF NARRATIVE DESCRIBING YOUR EVENT: First annual boys holidai_ basketball tournament held between Christmas and New Years. We have invited 8 teams from different areas of the State and teams that do not play each other during the regular season. With dditional sponsors, we intend to invite teams from out of State and possibly expand to a 16 team tournament. Each succeeding year should create more interest from both participants and non-participants. PROJECTED ATTENDANCE: participants= 136 AGE GROUP OF RARTICIF'ANTS: 16-18 NUVIBER OF ACCOMPANYING IVON 100 plus local non PROJECTED OVERNIGHT STAYS (# OF ROOMS): 52 room x 2 nights REDDEST SUBMITTED E Program Sales & Advertising: City Financial Assistance: Expenses: The RRISD will pay for: SOURCE OF FUNDS Officials Use of Facility (including utilities) Equipment Trophies & Awards $ 750.00 3,000.00 $3,750.00 5 Teams, 2 nights motel charge, 4 to a room, 26 rooms @ $39.00 = $2,028.00 8 Teams, two meals each, 272 meals (i $5.50 = 1,496.00 Hospitality Room = 225.00 $3,749.00 or \ /( ,te aw ? (L -5-j'f 6)s CITY OF ROUND ROCK FINANCIAL ASSISTANCE REQUEST GUIDELI S FOR EXPENDITURES OF HOTEL /MOTEL TAX REVENUE E::penditures must result in the creation of new tourism related programs. Programs that are already in existence can be eligible for funding if a critical need can be demonstrated. New events that are associated with existing tourism programs can be eligible for funding. In all cases the event must result in encouraging the occupancy of Round Rock Hotels and Motels and expenditure of tourism dollars in Round Rock. c� NAME ORGANIZATION /CLUB: 5 01{55 l f{;TQE. ASSJC‘aTttONv CONTACT PERSON: 71) -, -0121 r"NN ADDRESS: t `Eb 3 Lob-4pr,r.1 -- e_oCL. I . PHONE: (Daytime) ' 4 - /j3 (Evening) 0 __ e DS/Sfp NAME OF EVENT: n e96)5 57 L 1 ✓ /i( //i l 2r} ICU T rfPgtan TiDe DATE(S) OF EVENT: rE.5E1./94.e / le- Z' /$ 98 IS THIS A NEW EVENT: S NE•� alt F� t� — ( FINANCIAL ASSISTANCE REQUESTED: /33 O DATE FUNDS ARE NEEDED: • rn e Yes REQUIRED EVENT BUDGET IS ATTACHED: S e IAl .c e I-t r,,nb a v. ce me v * , Ft a 1 n -• See }l WHAT PERCENTAGE OF EVENT BUDGET DOES THIS REQUEST REPRESENT: .5 /0 WOULD YOUR GROUP BE WILLING TO REIMBURSE A CERTAIN PERCENTAGE OF THE MONEY RECEIVED FROM THE CITY TO HELP FUND OTHER GROUPS WITH SIMILAR REQUESTS? Yes No 4+1442-ked WHAT TYPE OF ADVERTISING DOES YOUR ORGANIZATION HAVE PLANNED: 7 PU IIC BRIEF NARRATIVE DESCRIBING YOUR EVENT: ? o') ..5 1 >2DTe 7 2R 2D u C 7' O AI 19 3Dzi l ,q 14)cs7 TFX /9 5 f;'91 Al )40.5 A)8,9!_ /N ,MA-5 Lei) TO e ti°&D ,44/.15 Z(/d� 7!V(T : "iv') 7 G ( (e7 5r9G 1/G S 7 /i 2 PROJECTED ATTENDANCE: —..19,6 AGE GROUP OF PARTICIPANTS :2 5 $/ '5 �/�-7 � C/)S1 /" . 7 NUMBER OF ACCOMPANYING NON - PARTICIPANTS: S'u '/''ae2 ,6I Of 707 :...) PROJECTED OVERNIGHT STAYS (# OF ROOMS): 0�� /D(A3TFf , e /EUD80.tfr0 //{pj,�),'/ [/! REQUEST SUBMITTED BY: i m / fi e / r 5 A i c 1 7 / 5 7 7 . 7 4 1 ? INCOME Budget For OLDEST LIVING GRADUATE Scripts 15 @ $3.50 $52.50 Royalties 1 @ $50.00, 9 @ $35.00 $365.00 Costume, Rental, Cleaning $300.00 Props $95.00 Set $250.00 Lights (additional equipment) $315.00 Sound $15.00 Artwork $25.00 Printing $400.00 Postage $195.00 Copying $25.00 House $75.00 Total direct Show Expense $2112.50 Pro -rata Share of Fixed Expenses $1702.00 Total Show Expense $3814.50 INCOME 4 Performances x Avg. of 20 x $6.00 $480.00 5 Performances x Avg. of 30 x $7.50 $1125.00 1 Performance x Avg. of 40 x $10.00 $400.00 Total Direct Show Income $2005.00 Pro -rata Share of Fixed Income $471.00 Total Show Income $2476.00 TOTAL SHOW INCOME $2476.00 TOTAL SHOW EXPENSE $3814.50 NET SHOW MARGIN - $1338.50 To Whom It May Concern Concerning the statement on the application form about reimbursing some of the money recieved for similar events, we already have that history established. The following is a list of clubs and organizations who have used the facility at no cost; Buddy Bear Day Care Center, American Dance Academy, Round Rock Chapter of the Girl Scouts Of America, and several theatre organizations. The SBTA has absorbed all costs for technical support, electrical usage, and provided volunteers for supervision of equipment and facilities during the actual events. Sincerely / Jim Grisham President S.B.T.A CITY OF ROUND ROCK FINANCIAL ASSISTANCE REQUEST GUIDELINES FOR EXPENDITURES OF HOTEL /MOTEL TAX REVENUE E•:penditures must result in the creation of new tourism related programs. Programs that are already in existence can be eligible for funding if a critical need can be demonstrated. New events that are associated with existing tourism programs can be eligible for funding. In all cases the event must result in encouraging the occupancy of Round Rock Hotels and Motels and e;:penditure of tourism dollars in Round Rock. NAME ORGANIZATION /CLUB: �fJM er Z%' , CONTACT PERSON: f„7 / /.5 u,r c' EDC.t! n. %665 PHONE: (Daytime) 3" /z -z 3 -3 (Evening) 67 0 - z54 "- o1"sh NAME OF EVENT: __J f _6 oOD 4)0G72 b DATE(S) OF EVENT: //e96 S/0i ADDRESS: IS THIS A NEW EVENT: ,% /1/5 /a XJ 2E�dcye� g� / �u� � .P. c7DucTl- FINANCIAL ASSISTANCE REQUESTED : ^ /Z /S DATE FUNDS ARE NEEDED: 1/ M ED, Pt L y REQUIRED EVENT BUDGET IS ATTACHED: !Ye fl.isfJclf477o4/ T de -toes L: S -j'j2 WHAT PERCENTAGE OF EVENT BUDGET DOES THIS REQUEST REPRESENT: 33 /, WOULD YOUR GROUP BE WILLING TO REIMBURSE A CERTAIN PERCENTAGE OF THE MONEY RECEIVED FROM THE CITY TO HELP FUND OTHER GROUPS WITH SIMILAR REQUESTS? Yes No gft "TrPceNeD WHAT TYPE OF ADVERTISING DOES YOUR ORGANIZATION HAVE PLANNED:4Ve _ �4":4/f4?44i1 # da/ A X1(1 7h4g 7 / LP LJAy5 3 �tv 171 e /v\ ls Lo u � • A) f aye A/5/1 sfe 'i e e u - /FUt BRIEF NARRATIVE DESCRIBING YOUR EVENT: /1/4// / r/,q .• 25 id 64-4? / f" 5 0 F 5 - 4.v t) , -/,, e PL 55,4 P.97 -S 2 - ' / r S w(/ re) Cc ik,1` le . Per/)Gl C7'• a/ FO/'•�f//T. 7rwe .5lcw 'd 5 ( ,iza /D /tT 777t Fu Fae a Fi/T.ef /u c" &AI ,ve4 z z /973 PROJECTED ATTENDANCE: 0 75 l AGE GROUP OF PARTICIPANTS: lip yes N.2.) 'I'D z 'S��t'3 pL✓� ( «3TpF /J NUMBER OF ACCOMPANYING NON-PARTICIF'AlgTS: ..„5 RQ T PROJECTED OVERNIGHT STAYS (# OF ROOMS): CS (CRST cLA, cvd cCibcen) REQUEST SUBMITTED BY: EXPENSES Budget for THE GOOD DOCTOR Scripts Royalties 1 @ $50.00, 9 @ $35.00 Costume, Cleaning, Makeup Props Set Lights Sound Artwork Printing Postage Copying House INCOME Total Direct Show Expense Pro -rata Share of Fixed Expenses Total Show expense 4 Performances x $6.00 x Avg. of 20 5 Performances x $7.50 x Avg. of 30 1 Performance x $10.00 x Avg. of 37 15 @ $3.50 Totii Direct show Income Pro —rata Share of Fixed Income Total Show Income TOTAL SHOW EXPENSE TOTAL SHOW INCOME NET SHOW MARGIN $52.50 $365.00 $450.00 $50.00 $250.00 $50.00 $15.00 $25.00 $400.00 $190.00 $40.00 $75.00 $1962.50 $1702.00 $3664.50 $480.00 $1125.00 $370.00 $1975.00 $471.00 $2446.00 $3664.50 $2446.00 - $1218.50 To Whom It May Concern Sincerely Jim Grisham President S.B.T.A Concerning the statement on the application form about reimbursing some of the money recieved for similar events, we already have that history established. The following is a list of clubs and organizations who have used the facility at no cost; Buddy Bear Day Care Center, American Dance Academy, Round Rock Chapter of the Girl Scouts Of America, and several theatre organizations. The SBTA has absorbed all costs for technical support, electrical usage, and provided volunteers for supervision of equipment and facilities during the actual events. SBTA Annual Budget Fixed Income Monthly Estimated Average Annual Association Membership Dues $50 $600 Program Advertising $60 $720 Interest $47 $564 Total fixed Income $157 $1884 Fixed Expenses Past Projected Average Annual Electricity $197 $2364 Printing $100 $1200 Post Office $80 $960 Storage $46 $552 Telephone $31 $372 Membership $35 $420 Insurance $33 $400 Publicity $45 $540 Total Fixed Expenses $567 $6808 Estimates based on four(4) scheduled productions per year. Variable Income Ticket Sales Variable Expenses Production Costs Monthly Average $634 Monthly Average Estimated Annual $7610 Estimated Annual $603 $7240 Monthly Estimated Average Annual Total Income $791 $9494 Total Expenses $1171 $14048 Net Margin ($380) ($4554) (ALL ESTIMATES BASED ON AVERAGES OF PAST TWO YEARS) Mike Stuckey 707 Lime Rock R.R. Tx. 78681 255 -8511 S.B.T.A. BOARD OF DIRECTORS 1987/1988 Jim Grisham President 1403 London Road R.R. Tx. 78664 244 -1853 Sherry Badum Secretary 1601 Wildwood R.R. Tx. 78681 255 -6166 Venie Perry Treasurer 1904 Lime Rock R.R. Tx. 78681 255 -6275 Mary Lee Harris Historian 1708 Egger Av. R.R. Tx. 78664 255 -6659 Phil Robinson House 1904 Stonewreath R.R. Tx. 78681 255 -0456 Vice President Mary Ellen Milburn Membership 1188 Red Bud Lane R.R. Tx. 78664 255 -6890 Pam Long Publicity 2107 Egger Av. R.R. Tx. 78664 255 -8821 Doug Pope Member At Large 10610 Morado Circle Austin, Tx. 78759 -5562 346 -6275 Frank Waters Member At Large 8000 Spandera Cove Austin, Tx. 78759 447 -2058 Steve Copenhaver Legal Counsel 908 Walsh R.R. Tx. 78681 244 -7115 Charlotte Motsinger Ex Officio 603 Lime Rock R.R. Tx. 78681 255 -1016 -2- S.B.T.A. PROJECTED SLATE OF OFFICERS 1988/1989 PRESIDENT HUTCH MILBURN VICE PRESIDENT PHIL ROBINSON SECRETARY RENE' SHERIFF TREASURER • VENIE PERRY HISTORIAN MARY LEE HARRIS HOUSE STEVE CRUMLEY MEMBERSHIP MARY ELLEN MILBURN PUBLICITY CHARLOTTE MOTSINGER M.A L JIM PRIOR M.A L FRANK WATERS LEGAL COUNSEL STEVE COPENHAVER EX OFFICIO JIM GRISHAM NOMINATING COMMITTEE JIM GRISHAM- PRESIDENT MIKE STUCKY -VICE PRESIDENT SHERRY BADUM- SECRETARY VENIE PERRY- TREASURER CHARLOTTE MOTSINGER -EX OFFICIO...CHAIRMAN ALL HAVE BEEN CONTACTED AND HAVE AGREED TO ABOVE STATED. The name of this non - profit organization shall be The Sam Bass Theatre Association Inc." The purpose shall be to provide entertainment and educational and cultural development. MEMBERSHIP: MEETINGS: OFFICERS: Section 1: Election Section 2: Duties SBTA BYLAWS ARTICLE I Any person interested in community theatre will be eligible for membership. This organization shall not discriminate against any person because of race, age, creed, color, or national origin. ARTICLE II There shall be a general membership meeting held annually each fiscal year, the fiscal year beginning September 1 through August 31. ARTICLE III The officers of the organization shall consist of; President, Vice President, Secretary, Treasurer, Historian, House, Publicity, and Membership. The election of the above named officers shall be by nominations from the floor after the general membership meeting. At the conclusion of nominations, a vote shall be taken and the officers duly elected and installed. The term of elected and appointed officers shall be one year. All officers may succeed themselves. These elections shall be at the general membership meeting of the fiscal year for the ensuing year. (a) President 1. Conduct board meetings. 2. Define annual goals and objectives. 3. Coordinate transition from old to new board. (b) Vice President 1. Assistant to the President BOARD OF DIRECTORS: Section 2: Meetings -2- (c) Secretary 1. Minutes 2. Correspondence (d) Treasurer 1. Banking transactions 2. Pay bills 3. Receive and record all income 4. Prepare financial reports (e) Historian 1. Document our past 2. Arrange for displays (f) Publicity 1. Publicity of all activities 2. Play programs 3. Mailing list (g) House 1. House 2. Concessions (h) Membership 1. Campaigns 2. Members night 3. Newsletter Section 3: Vacancies Any vacancies shall be appointed by the board of directors for the remainder of the officer's tenure. ARTICLE IV The affairs of the organization shall be managed by the board of directors who shall establish organizational policy and act on behalf of the organization. Section 1: Number and Election The board of directors shall consist of the elected officers, two members to be elected by the general membership of the organization, the immediate past president, and the organization's attorney. Each director shall be elected for a term of one year. This election will take place at the general membership meeting of the fiscal year for the ensuing year. The president shall serve as president of the board of directors. The board shall meet at least monthly. The board Section 3: Quorem Section 4: Voting Section 5: Vacancies COMMITTEES: AD SALES: PRODUCTION AND THEATRICAL LIASON: BUILDING MGMT: SEASON: THEATRICAL EDUCATION AND CREATIVE DRAMATICS: FINANCE /FUND RAISING/ LONG RANGE GOALS AND OBJECTIVES /LONG RANGE FINANCIAL PLANNING: -3- shall approve play directors, selection of plays, and play budgets. The president shall vote only in the case of a tie. A majority of the board of directors serving shall constitute a quorem for transaction of business requiring a vote. At board meetings, board members only shall have voting rights. At general membership meetings, any member in good standing shall have voting rights. Any vacancy in the board of directors shall be filled by the affirmative vote of a majority of the remaining members of the board. The term of an elected director shall be until the end of the elected term. ARTICLE V The president shall appoint ad hoc committees as necessary. Standing committees appointed by the president with board approval STANDING COMMITTEES The president shall recommend nominees to the board and must have board approval. Treasurer and two members. Publicity and two members. Vice President and two members. Three board members and two members to select plays and coordinate calender. Member at large and two members. Board member and two members. COMMUNITY RELATIONS/ THEATRE GUILD /CIVIC AND CITY COUNCIL: AMENDMENTS: REVENUE: —4— Board member and two members. ARTICLE VI DUES: Dues shall be assessed at a rate determined by the board. ARTICLE VII These by —laws may be amended at any general membership meeting of the organization by an affirmative vote of two thirds of those members present. Members must be notified of a proposed change at least three days in advance. ARTICLE VIII All revenue shall be utilized for the activities of the organization. In the event of dissollution, any unencumbered funds shall be dispersed to any one or more non — profit organizations as directed by the board of directors provided that such organization(s) shall have been approved by the Internal Revenue Service as a non — profit organization(s) under Section 501(c) (3) of the Internal Revenue Service Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). All meetings are open meetings and should be publicized as such. �—' __ —_'--�_'�— �-� —� — _— *---Workin with Volunteer -Center to- " `o^""�='�� � . [ `' -- . --^------ ----'------ &_ — — . �r -- , ,--'--- ' �- n [ ' � '�--� - -�- -•' � )--f-�, -' !, ! � | -4- -- . � `'l- ---- : � — ' I - i + - 4 i71 ' ., � / ` 11 ' 14 15 m 19 20 71 22 23 24 25 m o m 29 30 31 ( 32 33 34 . 36 o 38 39 40 n"""^.n""k_uu°mx"r_pc _Commerce _ - _--- —1988 Tourism Budget - --- - ' ' ' ' ; ! ! ; ; 1 1 r 1 ; ; • ' r--- , M 1 I I ' 000 00,. MN ' ' - - --- sportsfest Advertisin 0 ;____I_ I Insurance on exhibits (I year) ) 2 3,000 09 I I p anners' 3 " L ,* Regional video tape for tour p ` . .. � i | . � . . . _ � i T / ` 11 ' 14 15 m 19 20 71 22 23 24 25 m o m 29 30 31 ( 32 33 34 . 36 o 38 39 40 n"""^.n""k_uu°mx"r_pc _Commerce _ - _--- —1988 Tourism Budget COST ESTIMATES ROUND ROCK CHAMBER OF COMMRRCE 1. Brochure Art direction, copywriting, paste -up, design, concept, etc: $1200 Printing (4 color, quantity 20,000) $3000 Veloxes, type, etc: $500 Photography, illustration, etc: $1000 2. Ad Format (3 sizes) Art direction, copywriting, paste -up design, concept, etc: $100 3. Consultation, media strategy, press releases and public relations, marketing, meetings, co- ordination: $1800 yearly fee All costs are estimates only and do not include tax. General Plan and Rationale MOORE Prepared for the Round Rock Chamber of Commerce 3/15/88 I. Overall marketing suggestions A. You need a consistent format for all ads, posters, radio spots, etc: With a small budget, you must be more careful to say the same thing in the same way. You may get tired of looking at it, but the general public does no ads every 18 B. You need a se Generally, people place more confidence in a news item as :opposed to a space ad by a margin of 8 to 1. You need to promulgate all events at least 3 months in advance for trade magazines and one month in advance for newspapers. . C. You need to spend your money wisely. We would suggest a split roughly like this: 1. Newsprint- 40% You need urgency and "local" crowds for your events. And most People need something in writing so they can plan their dates, times, and schedules. MORE a c• . • i c • v 0 or example, Coke changes its ess Release campaign. 7s 2. Magazines- 10% Used mostly for "menu" type ads, highlighting several events for advance planning. 3. Radio- 10% Needs to be for supplementing specific events just before they happen. 4. Billboards- 20% Very important for local awareness and helps awareness for other advertising medias. 5. Point of Purchase /Collaterals- 10 %' Posters and handouts at local businesses, etc, are very important. Overall, your budget isn't that low for a town your size. We must be careful to use it in the best places and with the least production costs. A more detailed plan will be devised at your direction at a later date. There is only a small supply of these brochures and a new one is needed for the Texas Highway Department Tourist stations at the twelve entrances to the state; for distribution by the local motels, Chamber packets that are mailed, distribution in travel shows and in the Chamber office for tourists just dropping in. SCHEDULE 'A' - 1988 DISPLAY DATES Jan 18 - 31 West Pala Beach, Florida May - 02 Steubenville, Ohio 15 - 21 Feb 04 - 11 Jacksonville, Florida 04 - 10 Johnstown, Pennsylvania 26 - 27 - 13 - 19 Norfolk, Virginia Sep - 01 Mar - 04 Inverness, Florida 24 - 30 Hull, Georgia 08 - 14 - 14 Poulan, Georgia Jun 04 - 12 Little Rock, Arkansas 24 - 18 - 24 Carrollton, Georgia 17 - 23 Lenoir City, Tennessee Oct - 01 28 - 28 - 07 - 13 Apr - 03 Macon, Georgia Jul - 04 Atlanta, Georgia _ l7 - 23 - 14 Greenville, South Carolina 09 - 15 Tampa, Florida 26 - 18 - 24 Springfield, Illinois 24 - 31 Orlando, Florida Nov - 01 2B - Aug 04 - 10 Louisville, Kentucky 07 - 13 SCHEDULE 'B' - 1908 DISPLAY DATES Apr 10 - 17 San Francisco, California - 13 - 19 Magnolia, Mississippi 14 - 20 23 - 21 - 27 Barksdale AFB, Louisana 24 - 30 May - 01 Tacoma, Washington Jul 02 - 07 Winnetka, Illinois Sep 03 - 09 04 - 10 Vancouver, Canada 09 - 15 St. Peters, Missouri 13 - 19 17 - 23 Salina, Kansas 17 - 23 Evansville, Indiana 22-28 26 - 27 - Oct 03 - 09 Jun - 01 Houston, Texas Aug - 02 Flint, Michigan 04 - 10 Biloxi, Mississippi 05 - 11 Des Moines, Iowa Nov 07 - 13 For information about the Moving Wall write; VIETNAM COMBAT VETERANS, LTD. 1267 ALMA COURT Rom mor CA a911? Carlisle, Pennsylvania Elmhurst, Illinois Sioux Falls, South Dakota Norfolk, Nebraska Cleveland, Ohio Toledo, Ohio Jasper, Alabama Omaha, Nebraska Loveland, Colorado Los Angeles, California Porterville, California Vacaville, California Salem, Oregon Riverside, California • VIETNAM. VETERANS MEMORIAL 1/2 SCALE REPLICA OF THE WALL BIG SPRING , TEXAS 30 SEPTEMBER - 6. OCTOBER 1987 EXHIBITS City Hall Annex Days: 7 days per week Hours: Monday thru Saturday 10 a.m. - 5 p.m. Sunday 1 p.m. - 5 p.m. MEXICAN FOLK TOYS - FREESTANDING This colorful display consists of actual toys (approximately 250), showing a variety of materials and skillful construction techniques. Some of the objects'are miniatures of household utensils, while others are pure fantasy with ceramic figures, wooden animals, lead soldiers and shaped tops and whistles. Although made in Mexico, these toys are representative of playthings used in many Mexican- American homes in Texas today. Method of Display 9 Plexiglas exhibit cases, each measuring 2' x 3', require 550 square feet of floor space; 12 wall -hung text panels require 45 linear feet of wall space. Crated Weight 3 crates weighing 1,800 lbs. total. Each crate measures 47" wide X 42" long X 58 1/2" high. All crates the same size - 600 lbs. each. Rental Fee $200 for four weeks Insurance Value $10,000 INFORMATION We furnish press release, photograph, setup instructions where needed, and information sheet with each exhibit. Please call to make a booking. Then, upon receipt of a written request from you confirming the exhibit and booking dates, and including a shipping address, we will furnish contracts, picture and press release. We ship motor freight collect and you return motor freight prepaid. We use an educational shipping number for a more favorable shipping rate. This number is Class 125, Item #154630. Please call your local freight office for an estimate of shipping costs to and from your area. Traveling Exhibits Coordinator The Institute of Texan Cultures P.O. Box 1226 San Antonio, TX 78294 512/226 -7651 ;'Traveling Exhibits The Institute's widely varied traveling exhibits are designed for use in schools, libraries, museums, banks, shopping malls and other public spaces. Because of the popularity of the traveling exhibits, most are booked several months in advance. To plan the showing of a traveling exhibit, contact the Traveling Exhibits Coordinator, (512) 226 -7651. Traveling exhibits may be rented for a minimum of one month. The borrower is charged a rental fee and round -trip freight costs. Freight expenses can be roughly estimated using the weight of the exhibit and the distance it will travel. On an average, the one - way cost is $11.00 per 100 pounds. Assembly instructions are included with the exhibit, and explanatory brochures are available for distribution with most exhibits. The first 100 copies are supplied free of charge; additional copies cost $10.00 per hundred. Please contact the Traveling Exhibits Coordinator for details about shipping: The Institute of Texan Cultures, P.O. Box 1226, San Antonio, Texas 78294. Or call (512) 226 -7651. Free - Standing Exhibits Archeology in Texas Our heritage, material culture and history have been recorded in various archaeological sites around Texas. It is the responsibility of everyone to protect these artifacts and guard their historical importance, as they are an integral part of our Texas heritage. This exhibit explains how to recognize a historical site and to learn the prop- er techniques for reporting this infor- mation to a representative of the Texas Archeological Society. Space required: 120 square feet Crated weight: 460 pounds F _ ;�ntal fee: $100.00 Children of Many Lands Came to Texas This exhibit uses historic and contem- porary photographs to show children of many ethnic, racial and national groups playing, working, celebrating and learning. The photographs illus- trate the diversity of toys, play acting, family and home life. Space required: 36 linear feet or 350 square feet Crated weight: 450 pounds Rental fee: $200.00 The Greeks in Texas: A Proud Heritage This 12 -sided exhibit examines the Greek immigrants' experience in Texas. Text and photos cover such topics as early businesses, fraternal organizations, Greek holidays, the Greek Orthodox churches in Texas, Greek athletes and more. Space required: 500 square feet Crated weight: approx. 1,000 pounds Rental fee: $150.00 Mexican Folk. Toys Actual toys showing a variety of mate- rials and skillful construction are used in this colorful display. Some of the objects are miniatures of :household utensils while others are pure fantasy: ceramic figures, wooden animals, lead soldiers, and shaped tops;and whis- tles. The exhibit includes photo- graphs, text panels and display cases for the toys, and is also available as a wall exhibit (see next section). Space required: 250 square feet of floor space and 40 linear feet of'wall space Crated weight: 1,075 pounds Rental fee: $200.00 13 14 Ranch Women: Roles, Images, Possibilities Texas ranch women significantly shaped their own public image and, at the same time, built new roles for themselves. In addition to their often controversial behavior, the portrayal of their lives in the media contributed to their new image. This exhibit ex- plores the complex process of change in some of these images. Space required: 55 linear feet or 650 square feet Crated weight: 1,387 pounds Rental fee: $250.00 Scholars, Scoundrels and Schoolteachers: Education in Texas Texas education began with the In- dians' instruction of their offspring. Today it has grown into a school sys- tem encompassing some three million multicultural children. The growth of education is uniquely told by this book - shaped exhibit. Space requited: 350 square feet or 20 x 20 - foot room Crated weight: 405 pounds Rental fee: $150.00 Texas Women: A Celebration of History This exhibit highlights the impact of women on Texas culture, government, economy, and family and community life. Using photographs, artifacts, diary excerpts and words of the wom- en themselves, the exhibit depicts not only the state's most accomplished heroines, but also reveals the strug- gles, sorrows and joys of the more typical women. Space required: 30 linear feet or 400 square feet Crated weight: 1,000 pounds Rental fee: $150.00 To Stand Alone: A Gallery of Texas Originals Many of Texas's most famous charac- ters are also her most eccentric. The individuals highlighted in this exhibit were never afraid to be themselves. Included are sculptor Elisabet Ney, who dressed like a man; Mollie Bailey, the circus queen of the Southwest; and W.C. Brann, an editor so hated, that someone shot his tombstone. Photographic reproductions and brief text panels tell the amazing, amusing and unusual stories of these people. Space required: 36 linear feet or 300 square feet Crated weight: 415 pounds Rental fee: $100.00 Ships Treasure, People, and Dreams This exhibit features photographs, illustrations and reproductions of an astrolabe, crucifix, silver coins and other artifacts discovered in the archaeological excavation of three ships which sank in a storm off Texas in 1554. The exhibit has a slide show of the entire story of the:voyage, ship- wreck and excavation.' ;(Projector and screen not provided.) Space required: 400 square feet Crated weight: 900 pounds Rental fee: $250.00 Thu exciting adventure is available also as a book (see Publications section) and as a slide show /filmstrip (see Audiovisual section), a longer version than the exhibit slide show. El Vaquero: Genesis del Cowboy Texano William D. Wittlifl's photographic essay looks at the old -time skills prac- ticed by the vaquero. One hundred black - and -white photographs and texts on 20 panels make up this bilin- gual exhibit, which is also available in a wall - hanging version (see next section). Each oak - framed panel is 36 x 84 inches. Space required: 60 linear feet or 800 square feet (material on both sides) Crated weight: 1,100 pounds � Rental fee: $200.00 ' ' An exhibit catalog is also available on this subject. See Publications section. Wall- Hanging Exhibits Afro - American Texans This set of 13 posters traces the black experience in Texas. Mounted in Plexiglas, each poster reveals contri- butions Texas blacks have made in the military, politics, the arts and scho- lastic fields. Space required: Wall area for 13 posters, each measuring 18 x 24 inches Crated weight: 125 pounds Rental fee: $50.00 The Afro - American Poster Series is also available for purchase, unmounted See Publications section. A Festival of Pinatas This colorful exhibit presents a selec- tion of the brightest, most fanciful pinatas in South Texas. The unusual, centuries -old history of the game is presented on four text panels de- signed to be mounted on the wall. Several unfinished pinatas are in- cluded to show the stages of construc- tion, as well as pinatas that can be hung from the ceiling for display. A special feature of this exhibit is an cxtra pinata with instructions for your own party. Space required: 750 square feet and hanging space Crated weight: 265 pounds Rental fee: $100.00 Mexican Folk Toys Actual toys showing a variety of mate- rials and skillful construction are used in this colorful display. The exhibit includes photographs, text panels and display cases for the toys, and is also available as a floor exhibit (sec pre- vious section). Space required: 65 linear feet Crated weight: 730 pounds Rental fee: $200.00 15 Saints Preserve Us This colorful exhibit of retablos— images of patron saints— consists of 25 wall panels illustrating which saints were favored by the early settlers. Discover how many places and things throughout Texas were named for saints. This exhibit is especially popu- lar during the Christmas holidays.. Space required: 75 linear fret Crated weight: 380 pounds Rental fee: $200.00 Texas Images Striking color photographs bring 24 symbols of Texas to full glory, includ- ing the official state seal, flower, tree, bird, motto, song, gemstone, capitol and the Lone Star flag. Oil, the Alamo, the longhorn, chili and even an armadillo give glimpses of this multifaceted state. Space required: 60 linear feet Crated weight: 320 pounds Rental fee: $200.00 f" The Texas Rangers This exhibit documents the history and development of the Texas Rang- ers, from their legendary beginnings to today's service as members of the Texas Department of Public Safety. Extensively illustrated, the exhibit consists of 29 wall hangings, each 28 x 28 inches, done on soft nauga- hyde for a leathery western look. Space required: 75 linear feet Crated weight: 70 pounds Rental fee: $100.00 Traveling Trunks El Vaquero: Genesis del Cowboy Texano William D. Wittliffs photographic essay looks at the old -time skills prac- ticed by the vaquero. Black- and -white photographs and texts on 40 panels make up this wall- mounted exhibit. Each oak - framed panel is 2 x 4 feet. This bilingual exhibit is also available in a free- standing version (see pre- vious section). Space required: 120 linear feet Crated weight: 650 pounds Rental fee: $200.00 Traveling trunks are hands -on teaching tools containing artifacts, games, vocabulary cards, teacher's guides, supplemental books, filmstrips, audio cassettes and much more on various topics in Texas history. Traveling trunks can be rented on a monthly basis. Mini traveling trunks are similar to the above- described trunks but are significantly smaller and focus on a specific aspect of a broad topic. Mini traveling trunks contain fewer artifacts and a less extensive teacher's guide, and are designed to be used for a shorter period of time than the larger traveling trunks. However, they are extremely effective for a brief but intriguing look into a specific aspect of a culture. Mini traveling trunks can be rented on a two -week basis. For more information on renting traveling trunks, contact the Traveling Exhibits Coordinator at (512) 226 -7651. Cowboys and Cattle Drives This trunk contains artifacts, photo and activity cards, books and audio cassettes to help children experience what life was like on a cattle drive. They can inspect a "warbag" and learn about "soogans." They will enjoy wear- ing spurs and twirling the lariat and can even try on cowboy cloches to get a feel for the times. Wars on Texas Soil This exhibit looks at three crucial periods in Texas history from the perspective of the military campaign mounted for each. Through historic photographs and texts you will relive the valiant struggle to create the Republic of Texas; see the vital pan played by Texas in the Civil War; and better understand the challenges and problems of the 1870's Indian Wars. Space required: 45 linear feet Crated weight: 540 pounds Rental fee: 8100.00 Grade level: Elementary and middle school Crated weight: 96 pounds Rental fee: $100.00 16 A Spanish Boy in Early Texas This trunk uses puppets, costumes, artifacts, an exciting board game, five copies of the book With Domingo Leal in San Antonio, 1734, vocabulary activities in both English and Spanish, audio cassettes and a teacher's guide to tell the story of one day in thc life of a Canary Island boy in early Texas. Children will enjoy acting out scenar- ios or putting on a puppet show. Role s playing with a strike -a- light, a sol- dier's shield or an Indian puppet will help students understand what life was like in the early days of the Spanish missions. Grade level: Elementary and middle school Crated weight: 165 pounds Rental fee: $100.00 Texas Indians Who Lived in Houses This trunk contains Native American artifacts, filmstrips, audio cassettes, activity cards, photographs, books, a teacher's guide and study materials. Children will love the trunk's drum, sewing kit, seed collection, throwing stick, bow and arrow, arrowheads, and samples of deerskin and buffalo hide. The class can cook Indian fry bread, make an adobe brick or start an Indian garden. Grade level: Elementary and middle school Crated weight: 90 pounds Rental fee: $100.00 17 Y: Mini Traveling Trunk Indians Who Hunted Buffaloes This mini traveling trunk is filled with buffalo rawhide, horns, sinew and much more to be handled and passed around to help bring alive one of the most important parts of the Plains Indian culture. Many aspects of tribal life are covered, from hunting of the buffalo to constructing clothing and tipis. Reproduction artifacts include hunting arrows and lance points, a hide scraper, a sewing kit and mocca- sins. A teacher's guide presents sug- gested activities to reinforce thc edu- cational experience. Grade level: Kindergarten through junior high Crated weight: 13 pounds Rental fee: $25.00 (two weeks) Plaques displaying where to stand while listening to the tape. Norte $ oN G R fl,1E Sr Y \ F' 6� Y 6 califii t, (se t.96 11‘43e4' 6- L. lis C/!,dIC$ 0� el,z,/ —y45s r5 SHO TM) W h.ds i x0oAE 6,1 - eseny.), s Polite-13A To *4 sc5 eil,15cd ey gimice , 25 owo offal IOW CUNfi2C TD : poowccS C'Ortrut4.. e6702 Nr�9. Fi ° ' PE )01 Gars INTv 6 UNFte p � -Tv koJ�r; k- 67 leAt 7 sX0a72-0Vt- 6 �. r1� �} Y (.CD,M �t '1.'V^ 'Vit/ 1,r� ��'d,., - TRAVEL SHOW BOOTH Portable plexiglass sections Section for upcoming events Section for various pictures of Round Rock Section for promotion of certain groups, etc. Available for city use for meetings here and elsewhere Available for groups or organizations trying to get a convention here Working with the Tourism Department of the Texas Department ofk Commerce to co- ordinate our travel shows with theirs. Possible shows to attend after the travel booth is produced: The Marketplace in Nacagdoches in the fall Mexico Expo Vactions in Mexico City next spring The Summit in San Antonio September 11 -14 Boat Shows Vacation Shows York with Georgetown and Salado groups to put together the regional video tape eo.that the bus tour lines will visit our are and then book it for future groups. Sample design of pin which will be available in two types: Type 1. is a plastic covered metal pin which will sell for $2 Type 2. is a plastic pin which will be used for promotional events and will sell'for $.25 and will be distributed at travel shows and given to groups visiting the city and staying at the motels. f LETTER OF AGREEMENT FOR ENGAGING PROFESSIONAL SERVICES Roger Moore, and Moore and More, Inc. agrees to work on a project basis for public relations, advertising and marketing for the City of Round Rock at an hourly rate of $50.00, or a flat rate mutually agreed upon in writing through alstandard Letter of Authorization before the project begins. In no case shall project cost exceed $5,000.00 without prior approval of the Round Rock City Council. All projects will be on an individual basis. There will be no retainer fee. F Thank you for your business. Roger T. Moore MOORE MORE , A D V E R T I S I N G SUITE o Au TIN T[Xas78759 15121 343 8781 � May 23, , 1988, SUBJECT: Coun Agenda, May 26, 1988 ITEM: 12A. Consider acceptance of a retainer letter from Moore and More Advertising. STAFF RESOURCE PERSON: Bob Bennett /Sam Huey STAFF FRECOMMENDATION: Accept retainer letter. Moore and More advertising has been doing peace meal work for us in the area of Economic Development and tourism. This is an on going relationship that needs to be approved by the Council if we are going to continue using the service. This particular type of expenditure also needs a budget line item for accounting. r Currently funds are coming from the contigency account. Thus for we have spent ±$2,000.00 on various types of help from this firm. A detailed " cost breakdown is available if you desire.