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R-91-1666 - 10/22/1991ATTEST: NE LAND, City Secretary RS10221B RESOLUTION NO. /6966,e, WHEREAS, the City of Round Rock collects a seven (7) percent tax on hotel rooms, and WHEREAS, the tax money is to be spent for promoting tourism and the arts, and WHEREAS, a proposed 1991 -1992 budget for hotel tax funds is attached which provides for expenditure of the funds in a manner in compliance with Section 1.1809 of the City Code (1990 Edition), Now Therefore, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the attached 1991 -1992 Hotel Tax Budget is hereby approved and the disbursements shown thereon are hereby authorized. RESOLVED this 22nd day of October, 1991. MIKE ROBINSON, Mayor City of Round Rock, Texas Beginning Fund Balance Total Tourism Events Total Cultural Events City of Round Rock, Texas Hotel -Motel Tax Fund #71 1991 -92 Budget prepared: October 15, 1991 F71 BUDS 11:02 AM 90 -91 ACTUAL 91-92 89 -90 ORIGINAL THRU PROPOSED ACCOUNT NO DESCRIPTION OF ITEM ACTUAL BUDGET AUG 1991 BUDGET 25,000 36,139 54,493 44,408 REVENUES: 71 -00 -000 -4123 Hotel -Motel Occupancy Tax 100,349 106,000 110,854 107,000 71 -00- 000 -4610 Interest Income 3,945 3,400 4,854 5,000 71 -00- 000 -4628 Contributions - Sportsfest 5,747 0 0 0 71 -00- 000 -4628 Contributions- Outlaw Trail 8,630 0 0 0 71 -00- 000 -4628 Contributions -Blue Grass Fest 0 0 0 0 71 -00- 000 -4628 Contributions - Tourism 500 0 0 0 71 -00 -000 -4628 Contributions - Sunrisers 3,112 0 0 0 71 -00- 000 -4628 Contributions ' 500 0 11,207 0 Total Revenues 122,783 109,400 126,915 112,000 Total Funds Available 147,783 145,539 181,408 156,408 - EXPENDITURES: 71 -23- 113 -6408 Park Improvements 0 0 65 0 71 -23- 140- 5000's Sportsfest 12,965 13,000 5,062 10,000 71 -23- 139- 5000's Outlaw Trail 100 13,354 14,000 8,077 6,000 71 -23- 167 -5458 Contingency 0 0 0 0 71 -23- 167 -5651 Sunrise IGwanis Club Basketball 6,000 6,000 3,846 6,000 71 -23- 167 -5652 RR Jaycees 0 0 0 0 71 -23- 167 -5653 BMX Club 0 0 0 0 71 -23- 167 -5655 IGwanis Domino Tournament 0 0 0 0 71-23-167-5657 RR Fencing Assn. 1,500 1,500 0 0 71 -23- 167 -5658 Pony Colt 0 3,000 0 0 71 -23- 167 -5659 Sertoma Gun Shows (2) 7,500 3,000 1,500 3,000 71 -23- 167 -5660 Bluegrass Festival Publicity 2,600 0 0 0 71 -23- 167 -5661 Am Legion State Baseball Tourne 6,000 6,000 6,000 6,000 71 -23- 167 -5662 Soccer Tournament (10) 5,000 5,000 0 0 71 -23- 167 -5663 Horseless Carriage Club 500 0 0 0 71 -23- 167 -5664 Sertoma Girls Softball Director's 3,000 3,000 3,000 3,000 71 -23- 167 -5665 Bluegrass Festival 3,400 7,500 0 7,500 71 -23- 167 -5666 El Amistad 3,000 3,000 3,000 3,000 64,819 65,000 30,550 44,500 ARTS SUPPORT 71 -23- 179 -5458 Contingency 0 0 0 0 71 -23- 179 -5654 Choir 3,000 3,000 3,000 3,600 71-23-179-5656 Sam Bass Theatre 3,000 3,000 3,000 4,000 71 -23- 179 -5667 Community Band 0 3,000 3,000 3,500 6,000 9,000 9,000 11,100 90 -91 ACTUAL 91 -92 89 -90 ORIGINAL THRU PROPOSED ACCOUNT NO DESCRIPTION OP ITEM ACTUAL BUDGET AUG 1991 BUDGET TOURISM SUPPORT 71 -23- 203 -5402 Advertising Contingency 71 -23- 203 -5402 Advertising— Pearce 71 -23- 203 -5402 Advertising —Austin Outdoor 71 -23- 203 -5458 Contingency 71 -23- 203 —new OSP @ PV Festival Impvts 71 -23- 203 -5639 Chamber of Commerce Total Tourism Support COMMUNITY CENTER 71 -23- 194 -5315 Operations and Maintenance 4,171 8,000 1,487 8,000 71 -23- 194 -6110 Capital Outlay: Misc, 0 0 0 0 HVAC System, Signage, Gutters 0 0 0 0 Total Community Center 4,171 8,000 1,487 8,000 71 -23- 194 -6201 Construction —Gil Prather 0 0 0 0 71 -23- 194 -6208 Contingency 0 0 0 0 71 -23- 194 -6404 Landscape —BOST 0 0 0 0 71 -23- 194 -6416 Improvements — Gerlich Homes 0 0 0 0 . N/A Interior Design —OPUS 3 0 0 0 0 N/A Exterior Design —GSP 0 0 0 0 Total Center Funding 0 0 0 0 71 -23- 113 -6408 Unallocated Contingency (5,864) 0 0 0 Total Expenditures 111,644 137,000 82,287 133,600 RESERVES: N/A Advertising Reserves (3) Total Reserves Ending Unallocated Fund Balance 300 0 0 0 800 0 0 0 818 0 0 0 0 0 0 0 0 0 0 15,000 40,600 55,000 41,250 55,000 42,518 55,000 41,250 70,000 36.139 0 0 0 0 0 0 0 0 8,539 99,121 22,808 Mayor Mike Robinson Mayor Pro -tem Charles Culpepper Council Members Robert Stluka fish Calman Rick Stewart Earl Palmer Jimmy Joseph City Manager Robert L. Bennett, Jr. City Attorney Stephan L. Sheets Date: To: From: Subject: THE CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 512- 255 -3612 Fax 512-255-6676 MEMORANDUM October 14, 1991 Bob Bennett, City Manager Joanne Land, Assistant City nager/ City Secretar Hotel /Motel Requests 1991 -1992 Staff feels the City will receive approximately $107,000 in hotel /motel taxes for the fiscal year 1991 -1992. We project a fund balance as of 9 -30 -91 at $44,408 and interest income at $5,000 bringing the total funds available to $156,408. Staff recommends the following disbursement of the funds: 1. SPORTSFEST '92 - This event consists of approximately 20 sporting events from March 15 - April 30, 1991. This is a City sponsored event. Financial Assistance Requested: $10,000 Financial Assistance Recommended: $10,000 2. OUTLAW TRAIL 100 BICYCLE TOUR - The Outlaw Trail 100 is a bicycle tour which brings recreational cyclists from around the State to participate in one of five tours. This is a City sponsored event. Financial Assistance Requested: $6,000 Financial Assistance Recommended: $6,000 3. ANNUAL BOYS BASKETBALL TOURNAMENT - This is a basketball tournament involving 16 high school teams from around the State and 6 teams from within 70 miles of Round Rock. This event is sponsored by the Kiwanis Club of Round Rock Sunrisers. Financial Assistance Requested: $6,000 Financial Assistance Recommended: $6,000 4. GUNSHOW AND GOLF TOURNAMENT - The annual Round Rock Sertoma Gun Show is scheduled for March 28 -29, 1992 and the Round Rock Sertoma Open Golf Tourny is slated for June of 1992. The golf tournament is a new event. Both of these events are sponsored by the Round Rock Sertoma Club. Financial Assistance Requested: $3,000 ($1,500 per event) Financial Assistance Recommended: $3,000 5. 1992 FIESTA AMISTAD - Fiesta Amistad is the only major hispanic cultural celebration in Round Rock. The fiesta provides the opportunity for the hispanic community to exhibit its cultural pride and heritage to the community in general. All funds collected are returned to the community in the form of scholarships, educational seminar sponsorships, and help to needy families in the Round Rock community. This event if sponsored by the Round Rock El Amistad Club. Financial Assistance Requested: $3,000 Financial Assistance Recommended: $3,000 6 SPRING BASEBALL CLASSIC AND THE FRONTIER DAYS OPEN - The Spring Baseball Classic is an invitational tournament of 5 different teams from around the State. The Frontier Days Open will be an open tournament of 8 to 10 American Legion teams from around the State. The event is sponsored by American Legion Post #447. Financial Assistance Requested: $6,000 ($3,000 per tournament) Financial Assistance Recommended: $6,000 7 PONY GIRLS NATIONAL SLOW -PITCH SOFTBALL TOURNAMENT - This is a national tournament which was held in Round Rock last year. The event is projected to bring in approximately 80 girls softball teams from around the U.S. This event is sponsored by the Round Rock Sertoma Girls Softball League. Financial Assistance Requested: $3,000 Financial Assistance Recommended: $3,000 8 OLD SETTLERS BLUEGRASS FESTIVAL - This is a bluegrass music festival with national and local bands, workshops on bluegrass instruments taught by professional musicians, children's entertainment, jam sessions and an open stage to provide performance opportunities. Attendance is expected to be between 2,500 and 3,000. This event is sponsored by the Old Settlers Bluegrass Festival, Inc. Financial Assistance Requested: $7,500 Financial Assistance Recommended: $7,500 9. CHRISTMAS CONCERT: This event will be held December 7 -8, 1991 and is free of charge to the community. The choir will be accompanied by full orchestra and has always enjoyed full capacity -plus audiences. In addition to this event, the choir sings at city events, nursing homes, the hospital, industry openings and other events as necessary. This event is sponsored by the Round Rock Community Choir. Financial Assistance Requested: $3,600 Financial Assistance Recommended: $3,600 10. 1991 -1992 SEASON OF PLAYS - The Sam Bass Theatre Association is requesting funds to help provide funding for four productions as well as replace the stage lighting system at the Old Depot Theater. These productions are sponsored by the Sam Bass Theatre Association. Financial Assistance Requested: $4,000 Financial Assistance Recommended: $4,000 11. BAND PERFORMANCES - The recently formed Brushy Creek Community Band is an all volunteer organization which provides listening entertainment to the Round Rock community. They perform at city events, nursing homes and any other functions they are invited to attend. These concerts are provided by the Brushy Creek Community Band. Financial Assistance Requested: $8,200 (entire budget) Financial Assistance Recommended: $3,500 12. CHAMBER OF COMMERCE - Please see the attached explanation of the request from the Chamber of Commerce Convention and Tourism Committee. Financial Assistance Requested: $55,000 Financial Assistance Recommended: $55,000 13. COMMUNITY CENTER - Staff is requesting funds be made available for the operations and maintenance of the community center. Financial Assistance Requested: $8,000 Financial Assistance Recommended: $8,000 14. FESTIVAL IMPROVEMENTS AT OLD SETTLERS PARK AT PALM VALLEY - Staff is requesting $15,000 be allocated to install a portion of the electricity needed to host festivals and events at Old Settlers Park at Palm Valley. The Council previously approved funds to install the necessary transformers and the hotel /motel funds will provide the actual outlets needed to accommodate various festivals. Financial Assistance Requested: $15,000 Financial Assistance Recommended: $15,000 The requests as recommended for hotel /motel funds total $133,600 leaving an ending unallocated fund balance of $22,808. As in the past we anticipate some of the groups will be able to "give back" a portion of their request thus leaving a larger fund balance in September of 1992. If there are other requests throughout the year the unallocated balance should be sufficient to handle the needs. R CONVENTION C AND D TOURISM O BUDGET 1991 - 1992 1990 - 91 1990 - 91 1990 - 91 1991 - 92 1991 - 92 Budget Actual Carry Budget Budget Estimated Forward (New) Total Ads, Promo & Sales Advertising & Promotion 13,000 6,000 7,000 12,000 19,000 Convention Req. 8 Supplies 2,000 250 1,750 250 2,000 Publications /Brochures 12,000 6,000 6,000 8,000 14,000 Motor Coach Tour Promo. 2,000 - 2,000 - 2,000 Dues & Subscriptions 1,200 1,475 (275) 1,675 1,400 Advertising Response 5,000 2,500 2,500 2,500 5,000 Consulting & Support 1,000 900 100 900 1,000 Video - 0 - - 0 - - 0 - 8,000 8,000 Visitors Center & Misc. -0- -0- -0- 5.555 5,555 Total Ads, Promos & Sales 36,200 17,125 19,075 38,880 57,955 Administrative Expense Support Personnel 8,000 4,000 4,000 9,300 13,300 Volunteer /Staff Dev. 1,200 420 780 820 1,600 Travel 1,200 -0- 1,200 - 1,200 Office /Operations 4,800 3,200 1,600 4,400 6,000 Office Supplies 1,200 200 1,000 -0- 1,000 Insurance 1,200 1,000 200 800 1,000 Phone -Long Distance 1,200 800 400 800 1,200 Total Administrative 18,800 9,620 9,180 16,120 25,300 GRAND TOTAL 55,000 26,745 28,255 55,000 83,255 ROUND ROCK CHAMBER OF COMMERCE CONVENTION AND TOURISM BUDGET 1991 - 1992 EXPLANATION ADVERTISING & PROMOTIONS: $6,500 for advertising in a fifty -mile or so radius for events funded by the city from the Hotel Tax. This includes Sportsfest, Fiesta Amistad, Frontier Days, Outlaw Trail 100, and Holiday Classic Basketball Tournament. $6,500 for advertising in other areas to promote Round Rock as an overnight destination out of the "hectic" Austin pace. $3,000 to be used to produce news releases and stories on Round Rock and its history for the "free" publicity. $3,000 for promoting Round Rock as a site for conferences and conventions. CONVENTION REGISTRATION AND SUPPLIES: Furnishing of facilities, personnel, and materials for the registration of convention delegates or registrants. PUBLICATIONS /BROCHURES: 1. Provide for finalizing design, development and printing of a new basic promotional brochure that will be used to answer all inquiries. 2. Printing and updating of an accommodations /dining guide 3. Printing and updating of a semi - annual calendar of events guide. 4. Printing of a historical brochure. MOTOR COACH TOUR PROMOTIONS: This budget will allow us to write and print a manual for motor coach tour operators that can be mailed around the country. 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 and others. CONVENTION AND TOURISM BUDGET PAGE 2 ADVERTISING RESPONSE: With advertising and public relations promotions, there will be a number of responses. The postage and other materials necessary to respond to these will come from this part of the budget. CONSULTING & SUPPORT SERVICES: Professionals will be hired as needed to lay out details of the budget, produce a marketing plan and assist in target marketing. VIDEO: Development of a 10 -15 minute quality video promoting Round Rock as a tourist and convention site will assist in selling the city. VISITORS CENTER & MISCELLANEOUS: Items needed in setting up the Palm House as a seven day a week Visitors Center and other projects deemed appropriate by the Chamber's Tourism Committee following the Tourism Assessment Report. SUPPORT PERSONNEL: Provides for half of the salary and taxes for a person to answer the phone and respond to information requests from Monday through Friday and the full salary of a person to man the Visitors Center on weekends. VOLUNTEER/STAFF DEVELOPMENT: Training for volunteers and staff at meetings and schools. TRAVEL: Expenses related to training or attendance at trade shows. OFFICE/OPERATIONS: Approximately 25% of basic overhead for the office and equipment. OFFICE SUPPLIES, INSURANCE & PHONE: Self explanatory. DATE: October 18, 1991 SUBJECT: City Council Meeting October 22, 1991 ITEM: 10B. Consider a resolution adopting the 1991 -1992 Hotel /Motel budget. STAFF RESOURCE PERSON: Joanne Land STAFF RESOURCE PERSON: This item was discussed under item 7B. Staff recommends approval.