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R-91-1558 - 2/14/1991WHEREAS, pursuant to Chapter 1, Section 1.1811, Round Rock City Code (1990 Edition), the City Council has the authority to contract with another entity for the management or supervision of programs and activities funded with revenue from hotel occupancy tax, and of Commerce has been proposed, and WHEREAS, the Council wishes to approve said contract, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City a contract with the Round Rock Chamber of Commerce to manage and supervise programs and activities funded from revenue from hotel occupancy tax. RESOLVED this 14th day of February, 1991. ATTEST: WHEREAS, a contract for said purposes with the Round Rock Chamber JO NE LAND, City Secretary RS02141C RESOLUTION NO. 155E R 7Allz• MIKE ROBINSON, Mayor City of Round Rock, Texas THE STATE OF TEXAS COUNTY OF WILLIAMSON PUBLICITY AND TOURISM AGREEMENT KNOW ALL MEN BY THESE PRESENTS: This Agreement made this the PO day of !71.btuatit , 1991, by and between the City of Round Rock, Texas ("City "), a municipal corporation of Williamson County, Texas, and the Round Rock Chamber of Commerce ( "Chamber "). I. The City, by authority of powers granted to it under state statutes and its home -rule charter, has heretofore enacted a hotel occupancy tax on occupants of hotels within the City of Round Rock. II. As part of its obligation under state statutes [primarily V.A.T.S. Tax Code, Section 351.101] to use hotel occupancy tax funds for attracting and promoting tourism and the convention and hotel industry, the City hereby agrees to pay to the Chamber 38.4 percent (31. of the money actually received by the City from the hotel occupancy tax as collected by the City Finance Director, in consideration for the Chamber advertising and promoting tourism for the visitor market from which the City derives direct tourist income benefit. The Chamber agrees that any hotel occupancy tax funds paid to it by the City of Round Rock shall be used only in the following specific areas: (1) The furnishing of facilities, personnel, and materials for the registration of convention delegates or registrants; TCRRTOURI (2) Advertising and conducting solicitations and promotional programs to attract tourists and convention delegates or registrants to the municipality or its vicinity; or (3) Advertising and conducting solicitations and promotional programs to encourage tourists and convention delegates to visit preserved historic sites or museums. The Chamber agrees to conduct a continuing program of advertising and promotion for the purpose of attracting visitors, tourists, and conventions to the local area and to the City by publishing and distributing brochures and community information packets, by advertising in various tourist publications and general media publications which are appropriate, by representing the City at travel shows and other such events, by participating with state and regional agencies in tourist development programs of benefit to the local area and the City, and by using all appropriate means to increase the traveling public's awareness of the resort and recreational advantages of the local area and the City. The Chamber further agrees that it will seek to achieve economic benefit for the City through all of such activities, that it will provide tourist - related information about the City upon request, and that it will serve as an advisory body to the City, on request, in matters related to expanding the tourist- derived economy. III. It is expressly understood and agreed by and between the parties that the Chamber is hired and engaged as an independent contractor and is not an officer, agent or employee of the City. 2. Iv. The Chamber shall secure sufficient numbers of employees to accomplish this Agreement. The Chamber shall further provide such office space, equipment, supplies and other materials as may be necessary to accomplish the purposes of this Agreement. V . Within thirty (30) days of the execution of this Agreement, the Chamber shall provide to the City, prior to obtaining any occupancy tax funds, a proposed budget for the remaining of the fiscal year which began October 1, 1990, said budget to be approved by the City Council in writing in advance of the release of any occupancy tax funds. Thereafter the Chamber shall submit a proposed budget for each succeeding fiscal year on or before June 1, of each year. It is understood and agreed by and between the parties that, upon budget approval by the municipality, a fiduciary duty is created in the Chamber with respect to expenditure of revenue provided. Thereafter, the Chamber shall provide to the City Council periodic reports, at least quarterly, on the activities that are conducted to benefit the City as well as an annual financial statement listing the expenditures made from revenue from the occupancy tax. It is further agreed by the Chamber that it shall maintain said occupancy tax revenue in a separate account established for that purpose and that it shall not commingle that revenue with any other money or maintain it in any other account. The Chamber shall maintain complete and accurate financial records of each expenditure of occupancy tax revenue and, upon request 3. of the City Council or other authorized person, shall make the records available for inspection and review. It is understood and agreed by and between the parties that hotel occupancy tax funds may be spent by the Chamber for day -to -day operations including supplies, salaries, office rental, travel expenses, and other administrative costs, if same have been previously approved in the budget and if directly related to the promotion of tourism. If the Chamber conducts an activity for which hotel occupancy tax revenue may be used, and such activity is a joint activity with another non - authorized activity, then the portion of the total administrative costs of the Chamber for which hotel occupancy tax revenue may be used may not exceed the portion of those administrative costs actually incurred in conducting the activities for which hotel occupancy tax revenue may be used. Hotel occupancy tax revenue may not be spent for travel for a person to attend an event or conduct an activity the primary purpose of which is not directly related to the promotion of tourism and the convention and hotel industry or the performance of the person's job in an efficient and professional manner. The Chamber agrees to indemnify, save harmless and defend the City from any and all claims, causes of action and damages of every kind arising from the operations of the Chamber, its officers, agents and employees carried out in furtherance of this Agreement. The Chamber shall carry or cause to be carried public liability, bodily injury insurance on all automobiles used in the operations embraced by this agreement in the amount of One Hundred Thousand and No /100 4. Dollars ($100,000.00) for each person and Three Hundred Thousand and No /100 Dollars ($300,000.00) for each occurrence, and Twenty -Five Thousand and No /100 Dollars ($25,000.00) property damage liability insurance for each occurrence. Said insurance policies shall name the City of Round Rock as an additional insured. Said policies, or duplicate originals thereof, must be filed with the City before any operations contemplated by this Agreement are begun. VI. This Agreement shall continue in force for as long as the parties deem it necessary. The City Council shall review the Agreement annually prior to budget adoption. This agreement may only be cancelled or terminated upon mutual consent of the parties, or by either party by written notice by certified mail, at the end of each fiscal year of the City. VII. Any notice necessary or appropriate relative to this Agreement shall be effective when deposited in the United States mails, either certified or registered mail, postage prepaid and addressed to the City of Round Rock, City Hall, 221 E. Main Street, Round Rock, Texas, 78664, or to the Round Rock Chamber of Commerce, 212 E. Main Street, Round Rock, Texas, 78664. VIII. No part of this Agreement may be assigned or delegated without the prior written consent of the other party, and any attempted assignment of benefits or rights or delegation of duties or obligations shall be a breach of this Agreement. However, nothing in this Agreement shall prohibit the Chamber from participating with 5. regional or state tourism programs or to contract for joint promotion with other agencies. IX. This Agreement shall be subject to the laws and statutes of the State of Texas. X The City shall remit quarterly on the 15th day of February, May, August and November to the Chamber an amount equal to 31. ¥ percent (..344%) of the occupancy tax receipts that are collected for the preceding quarter by the City Finance Director, for as long as this contract is in effect. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year first above written. 6. CITY OF ROUND ROCK, TEXAS Mike Robinson, Mayor ATTEST: Jenne Land, City Secretary ROUND ROCK CHAMBER OF COMMERCE 9?Ct/j2ec tclovdf, ,,,J CITY OF ROUND ROCK, TEXAS ROUND ROCK TOURISM SUBCOMMITTEE MONDAY FEBRUARY 11, 1991 — 7:30 A.M. ROUND ROCK CHAMBER OF COMMERCE MEMBERS Mayor Pro —tem Charles Culpepper Councilman Robert Stluka Councilwoman Tish ;Oatman John Turner Trudy Roegner Ron Hagood ROUND ROCK CHAMBER OF COMMERCE EXECUTIVE COMMITTEE Chairman of the Board Ken Long Chairman Elect Jon Sloan Vice Chairman of Finance Joe Baker Vice Chair of Programs Trudy Roegner Vice Chairman of Special Projects Ron Morrison Immediate Past Chairman Scott Evans BOARD OF DIRECTORS Dr. Jerry Bradley Mozelle Nicks Texas Baptist Children's Home Union National Bank Tony Fontana Nancy Rabb United Artists Cablevision Wag —A —Bag Grocery Sue Hoover Robert Tranchon Round Rock Insurance Westinghouse Motor Co. Ella Jez John Turner T.U. Electric David Koch Terry Webster Wayne Dresser Bank One Texas Dr. Dan McLendon Steve Wilson Round Rock I.S.D. Orthopedic Associates Chairman George McAdams Vice Chair Rosemary Borner Radisson Inn Jeff Bell Travelers Inn • Hugh Bender City of Round'Rock Harold Creed Postmaster S.C. Garcia's (no representative at this time) Mary Hadden Brushy Creek Travels ? Dale Hargrove Hargrove R.V.Center ROUND ROCK CHAMBER OF COMMERCE TOURISM COMMITTEE Manhattan's Restaurant (no representative at this time). Dr. Kent Macauley D.D.S. Sharon Prete City of Round Rock Sherry Roberts Cabbages & Kings Patti Romans 1st National Bank Pam Schmidt YMCA Dr. Dennis - Sundbeck Z D.V.M. A COORDINATED APPROACH TO MARKETING ROUND ROCK TO VISITORS The attached budget ;and explanation is given to the City of Round Rock as the beginning of a long term plan. This beginning will give the city a long range look while taking care of short range marketing needs. 1. Advertising will target activities supported by the hotel tax from the city and seek additional — realistic — markets. The Chambers goal is to coordinate the advertising and public relations for the groups to provide maximum economic benefits to the city and motels. 2. The Chamber will began a conventions /meetings support program with the objective of establishing Round Rock as a good place to hold meetings. As the word spreads the sale of Round Rock to other meetings or to a repeat group will be easier. The support will take the form of providing name badges, making the badges and provide registration assistance and equipment for those that meet the room night requirements. 3. The printed material, used by the Chamber for promotion, needs to be updated and provide basic answers to visitor questions. The objective of this budget to to do the maximum that gets results with the minimum cost. 4. The Chamber intends to respond to request for information within 24 hours of the request and provide a good visitor image. 5. The overall approach for the first year is to develop good fulfillment material and develop a target market through research with the events and motels. ROUND ROCK CHAMBER OF COMMERCE CONVENTION AND TOURISM BUDGET 1990 — 1991 ADVERTISING, PROMOTIONS & SALES ADVERTISING & PROMOTION $ 13,000 CONVENTION REGISTRATION AND SUPPLIES $ 2,000 PUBLICATIONS /BROCHURES $ 12,000 MOTOR COACH TOUR PROMOTIONS $ 2,000 TOURISM ORGANIZATIONS DUES & SUBSCRIPTIONS $ 1,200 ADVERTISING RESPONSE $ 5,000 CONSULTING & SUPPORT SERVICE $ 1,000 TOTAL ADVERTISING, PROMOTIONS & SALES $ 36,200 ADMINISTRATIVE EXPENSE SUPPORT PERSONNEL $ 8,000 VOLUNTEER /STAFF DEVELOPMENT $ 1,200 TRAVEL $ 1,200 OFFICE /OPERATIONS(SHARED COST) $ 4,800 OFFICE SUPPLIES $ 1,200 INSURANCE $ 1,200 PHONE — LONG DISTANCE $ 1,200 TOTAL ADMINISTRATIVE $ 18,800 �3 1 /3 GRAND TOTAL $ 55,000 Divided into four quarterly draws $ 55,000 divided by 4 = $ 13,750 / quarter SUPPLEMENTAL BUDGET PAID WITH 89 — 90 FUNDS OCTOBER 90 — JANUARY 91 Blue Grass Festival- $ 1,600.00 Austin Outdoor Advertising $ 3,067.69 Rapid Press — Sam Bass books $ 206.84 TOTAL $ 4,874.53 and other materials necessary to respond to these will come from this part of the budget. Consulting & Support Services This figure will be used to hire professionals to layout details of the budget, produce a marketing plan and assist in target marketing. Support Personnel Provides for half of the salary and taxes for a person to answer the phone and respond to information request. Volunteer /Staff Development Training for volunteers and staff at meetings and schools. Travel Expenses related to training or attendance at trade shows. Office /Operations (shared cost) Approximately 25% of basic overhead for the office and equipment. Office Supplies, Insurance, & Phone Self explanatory. 1990 —1991 BUDGET EXPLANATION Convention Registration and Supplies Name badges and equipment to support conventions; meetings and programs that bring people to Round Rock. Publications /Brochures (1)Provides for designing, developing and printing a new basic promotional brochure that will be used to answer all inquiries (2)design, development and printing of an accommodations /dining guide (3 -4) design, development and printing of 2 events guides for the year (in the beginning of our program many organizations will not know about or will not respond to our request for information for an events guide. In order to serve everyone, we will be prepared to print a second guide during the summer months.) Motor Coach Tour Promotions Motor coach tours are rapidly becoming a major part of any balanced tourist promotion. While competition is strong we must take the first steps to penetrate the market. This budget will allow us to write and print a manual for tour operators that can be mailed around the country. Tourism Organizations Dues & Subscriptions Memberships in the Texas Association of Convention and Visitors Bureau, International Association of CVB's, Texas Festivals Association and other like groups. These groups provide training and trade shows that will be needed to market on a wholesale level. Subscriptions will include Texas Highways, Association Management and others. Advertising & Promotions Following the game plan we have laid out in the preceding page, half of this program will be dedicated to getting target markets acquainted with Round Rock through news releases and other "free" advertisements. $ 3,000 is set aside for advertising in Austin and Killen /Temple area for events funded by the city from the Hotel Tax. $ 4,000 is set aside for advertising in other areas to promote Round Rock as an overnight destination out of the "hectic" Austin pace. $ 6,000 is to be used to produce news releases and stories on Round Rock for the "free" publicity. Advertising Response With advertising and public relations promotions, there should be a number of responses. The postage DATE: February 12, 1991 SUBJECT: City Council Meeting, February 14, 1991 ITEM: 9.C. Consider a resolution authorizing the Mayor to enter into a Tourism Contract with the Round Rock Chamber of Commerce. STAFF RESOURCE PERSON: Bob Bennett STAFF RECOMMENDATION: The attached proposed tourism contract was submitted to the Chamber staff and has been presented to the Chamber Board. They approved the contract and tourism program. Nancy Wyndum will be at the meeting to disucss the attached program which was submitted to Mayor Pro -tem Culpepper, Councilman Stluka and Councilwoman Oatman Monday morning.