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R-92-1716 - 5/14/1992WHEREAS, the City Council has previously adopted by resolution a 1991 -92 budget for the expenditure of hotel tax funds, and WHEREAS, the Council wishes to amend said budget to provide for a disbursement to the Round Rock Police Officers Association, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the 1991 - 92 budget for the expenditure of hotel tax funds be amended as set forth in Exhibit "A" to provide for a disbursement to the Round Rock Police Officers Association. RESOLVED this 14th day of May, 1992. ATTEST: RS05142K LAND, City Secretary RESOLUTION NO. I I-1 6 R.- MIKE ROBINSON, Mayor City of Round Rock, Texas CITY OF ROUND ROCK FINANCIAL ASSISTANCE REQUEST 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 OF ORGANIZATION /CLUB: ROUND Rnrg Pn1 TrP 0FFTCRRS ASSOCTATTON CONTACT PERSON: Tim Stuart - President ADDRESS: 2008 Enterprise Round Rock, Tx 78664 PHONE: (Daytime) 388 -1520 (Evening) SAME NAME OF EVENT: 1st ANNUAL / SAM BASS BAR -B COOK -OFF DATE,(5))0F EVENT: : Sept. 18 - 19, 1992 IS THIS A NEW EVENT: Yes and Planning to make it a yearly event FINANCIAL ASSISTANCE REQUESTED: $2,250.00 DATE FUNDS ARE NEEDED: June 1, 1992 REQUIRED EVENT BUDGET IS ATTACHED: g YES WHAT PERCENTAGE OF EVENT BUDGET DOES THIS REQUEST REPRESENT: 20Z 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? g YES NO WHAT TYPE OF ADVERTISING DOES YOUR ORGANIZATION HAVE PLANNED: FLYERS - RADIO - TV "THE PIT" a National Bar -B -Que Monthly Magazine - Austin and Round Rock Newspaper. BRIEF NARRATIVE DESCRIBING YOUR EVENT: Our goal is to have at least 100 cooking teams entered - Top Prize Money and Trophies awarded. Other prospective attraction: Washer & Horseshoe Tournament, Car Show, Arts and Crafts, Hot Air Balloon Show, Military Displays, Remote Radio Broadcast. Contributions from the cook -off will go to the Round Rock Youth Baseball Complexes, Round Rock High School Scholarships Fund, D.A.R.E., K - 9 Unit, Special Mission Team and Round Rock Police Officers Association. PROJECTED ATTENDANCE: 1,500 - 3,000 AGE GROUP OF PARTICIPANTS: All Ages NUMBER OF ACCOMPANYING NON- PARTICIPANTS: PROJECTED OVERNIGHT STAYS (# OF ROOMS): All Ages 30 - 50 REQUEST SUBMITTED BI" ROUND ROCK POLICE OFFICERS ASSOCIATION 2008 ENTERPRISE ROUND ROCK TX 78664 1ST ANNUAL SAM BASS BAR -B -QUE COOK -OFF PROJECTED EXPENSES POSTAGE $ 250.00 ADVERTISING $1,000.00 PRIZE MONEY /TROPHIES - $8,000.00 PRINTING $ 500.00 PORTABLE RESTROOMS /GARBAGE $1,000.00 ELECTRICAL SUPPLIES $ 500.00 TOTAL $11,250.00 54- N i) A ;Vti v A fxs' ; 0/' Ssf /e)eS Tr. i op 0 ,,..•--- .A=. i t,q 60_, ..4„----,-- _,,,_. ____.,,, ,rfp _....„.... „..., dA/ty orris , _ 9 #5 e {" POP `Scy� ._ Pi PP KV 5 i14 RE:4 /0 ??.e-Z-(("7 4 0 X univ cK / ®42 t ®S':E,¢s Zoo 8 QPRzsF - �P °�iva.2«r Tyl�G6SL ����yy� t N6FYS ilf-qt S400I sc- tlA /A-Rs/ 1p FoNps--/),11.PE Pge,y,?f K WO i ' k(b uTf-1 ASEF3A414 (o . R 0 A. WAS Yot /PAM 1 ,�� 7 .de. 1 "/> f 4'ST � /� ,��-T'sis GM //V6 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 Beginning Fund Balance 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 IOwanis 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 ElAmistad 3,000 3,000 3,000 3,000 Total Tourism Events 64,819 65,000 30,550 44,500 i 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 Total Cultural Events 6,000 9,000 9,000 11,100 90 -91 'ACTUAL 91 -92 89 -90 ORIGINAL THRU PROPOSED ACCOUNT NO DESCRIPTION OF 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 300 0 0 0 800 0 0 0 818 0 0 0 O 0 0 0 O 0 0 15,000 40,600 55,000 41,250 55,000 42,518 55,000 41,250 70,000 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 36,139, O 0 0 0 O 0 0 0 8,539 99 121 22,808 Mayor Mike Robinson Mayor Pro-tem Charles Culpepper Coundil Members Robert Stluka ? `• Tish Oatman 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 t 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: $6,000 ANNUAL BOYS BASKETBALL TOURNAMENTJ- •This basketball tournament involving 16'high schooP -teams from around the "and 6,teamsfrom within'70$ miles of Round: Rock: This event -is' sponsored by Kiwanis Club:of,Routgd. Rock•Sunrisers. Financial Assistance•Request'ed$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 comm unity. 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:' $4,00 - 0 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. Council previously approved funds to instal l' the necessary transformers and the'.J.0 :;, 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 S 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. & 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 -0- 2,000 -0- 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 -0- 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: May 12, 1992 SUBJECT: City Council Meeting, May 14, 1992 ITEM: 13.D. Consider a resolution authorizing expenditure of 1991 -1992 Hotel /Motel funds as requested by the Round Rock Police Association. STAFF RESOURCE PERSON: JOANNE LAND STAFF RECOMMENDATION: The Round Rock Police Officers Association is requesting $2,250 of Hotel /Motel funds to help defray costs for their First Annual Sam Bass Bar -B -Que Cook -off September 18 -19, 1992. Projected attendance for the event is between 1,500 and 3,000 people with projected overnight hotel stays between 30 and 50. There is a current unallocated fund balance of $22,808. Staff recommends approval.