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R-93-09-23-10C - 9/23/1993WHEREAS, the City of Round Rock collects a seven (7) percent RESOLUTION NO. if 93- 09- z-/oc. tax on hotel /motel rooms, and WHEREAS, the tax money is to be spent for promoting tourism and the arts, and WHEREAS, a proposed 1993 - 1994 budget for hotel /motel 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 1993 -1994 Hotel /Motel Tax Budget is hereby approved and the disbursements shown thereon are hereby authorized. RESOLVED this 23rd day of Septembe , 1993. ATTEST: 1 Alit AL I ' /A /L.1 KS/RESOLUTION RS09233C LAND, City Secretary CHARLES CULPE City of Round R Mayor , Texas 92 -93 93 -94 91 -92 REVISED 92-93 PROPOSED ACCOUNT NO DESCRIPTION OF ITEM ACTUAL BUDGET ACTUAL BUDGET Beginning Fund Balance REVENUES: 71 -00- 000 -4123 Hotel -Motel Occupancy Tax 71 -00- 000 -4610 Interest Income 71 -00- 000 -4628 Contributions Total Revenues Total Funds Available Total Tourism Events Total Cultural Events Total Tourism Support City of Round Rock Hotel -Motel Tax Fund #71 1993 -1994 Budget 104,181 90,000 92,203 55,341 122,537 126,210 143,709 150,000 4,494 5,300 3,494 4,000 17,293 15,875 19,162 0 144,324 147,385 166,365 154,000 248,505 237,385 258,568 209,341 EXPENDITURES: 71 -23- 140- 5000's Sportsfest 9,413 10,000 10,613 10,000 71 -23- 139- 5000's Outlaw Trail 100 10,103 12,000 10,728 12,000 71 -23- 167 -5651 Sunrise Kiwanis Club Basketball 5,532 7,000 7,000 7,000 71 -23- 167 -5659 Sertoma Gun Shows (2) 3,000 1,500 1,500 0 71 -23- 167 -5661 Am Legion State Baseball Tourney 6,000 6,000 6,000 6,000 71 -23- 167 -5662 Soccer Tournament (10) 0 2,000 2,000 0 71 -23- 167 -5664 Sertoma Girls Softball Director's 3,000 2,500 2,500 2,500 71 -23- 167 -5665 Music Festival 7,500 7,500 7,500 7,500 71- 23- 167 -5666 ElAmistad 3,000 3,000 3,000 3,000 71 -23- 167 -5668 RR Police Off-BBQ Cook -Off 2,250 2,500 2,500 2,500 71 -23 -167 -5669 Rock Hardball Classic 0 3,000 3,000 3,000 71 -23- 167 -5670 Fast Draw Contest 0 4,025 4,025 5,000 71 -23- 167 -5672 District 30 Little League 0 2,500 2,500 0 New Account Frontier Days Advertising 0 0 0 10,000 49,798 63,525 62,866 68,500 ARTS SUPPORT 71- 23- 179 -5654 Choir 3,600 3,600 3,600 4,000 71- 23- 179 -5656 Sam Bass Theatre 4,000 3,825 3,825 4,000 71- 23- 179 -5667 Community Band 3,500 3,500 3,500 3,500 71 -23- 179 -5671 Miss Round Rock Pagent 0 2,500 0 0 11,100 13,425 10,925 11,500 TOURISM SUPPORT 71 -23- 203 -5640 OSP @ PV Festival Impvts 4,837 15,000 3,935 0 71 -23- 203 -5639 Chamber of Commerce 55,000 55,000 55,000 55,000 71 -23- 203 -5639 Winter Tourism 0 32,880 32,880 0 59,837 102,880 91,815 55,000 ACCOUNT NO DESCRIPTION OF ITEM 91 -92 ACTUAL 92 -93 REVISED 92 -93 BUDGET ACTUAL 93 -94 PROPOSED BUDGET 71- 23- 194 -5315 71 -23- 194 -6205 71 -23- 194 -6621 71 -23- 113 -6408 N/A CONVENTION /CIVIC CENTER Operations and Maintenance Total Community Center Consulting —R. Gill Feasibility Study Total Center Funding Unallocated Contingency Total Expenditures RESERVES: Advertising Reserves (3) Total Reserves Ending Unallocated Fund Balance 2,980 8,000 3,517 8,000 2,980 8,000 3,517 8,000 2,588 , 0 1,163 0 0 15,000 1,350 0 2,588 15,000 2,513 0 0 0 0 0 126,303 202,830 171,636 143,000 0 0 122,202 0 0 34,555 0 0 86,932 0 0 66,341 ROUND ROCK CHAMBER OF COMMERCE MEMORANDUM TO: Round Rock City Council FROM: Janice McKennon, Chairman ' Tourism Committee Subject: Hotel /Motel Requests 1993 -, 1994 September 17, 1993 A study by Texas A &M University states that it takes 5 years for a new or expanded event to become successful. Based on this study and surveying other communities in Texas, the Tourism Committee of the Round Rock Chamber of Commerce recommends decreasing funding for existing events over the next five year period. The 1993 -94 event funding requests will serve as the base year for existing events. For all events requesting funds this year, we are recommending 100% funding to each organization regardless of the age of the event. Starting with the 1994 -95 funding year, it is our recommendation that the funding for these events shall be no greater than 80% of the base year request. Each consecutive funding request year shall be decreased by an additional 20 %. As the Tourism efforts in Round Rock continue to grow, additional monies will be needed for new events and tourist/visitor attractions. This process will assist current events in continuing to grow but free up additional money to be utilized for other beneficial tourism efforts. It is our hope that the Council concurs with these new recommended • guidelines. 212 EAST MAIN STREET ROUND ROCK, TEXAS 78664 (512) 255-5805 (800) 747 -3479 FAX (512) 255 -3345 Round Rock City Council Page 2 September 17, 1993 The Tourism Committee has reviewed the applications for event funding and we recommend the following disbursements of the funds: WHATABURGER HOLIDAY CLASSIC BASKETBALL TOURNAMENT (December 28 - 38, 1993) This is a basketball tournament involving 16 high school teams from around the State and a guest team from Reno, Nevada. Proceeds go to the Round Rock High School and the Booster club. This event is sponsored by the Kiwanis Club of Round Rock Sunrisers. Projected Attendance: 4000 Hotel /Motel Room Nights: 140 ' Financial Assistance Requested and Recommended: $7,000 PONY'S NATIONAL /INTERNATIONAL INVITATIONAL GIRLS SOFTBALL TOURNAMENT (Last weekend in July or first weekend in August) This is a four day softball tournament with opening ceremonies on Wednesday and the championship games ending Saturday. The tournament is a round robin format, so all the teams participate every day. Proceeds go to maintain, improve and enhance the softball fields. This event is sponsored by the Round Rock Sertoma Girls Softball League. Projected Attendance: 2400 Hotel /Motel Room Nights: 1950 Financial Assistance Requested and Recommended: $2,500 3RD ANNUAL SAM BASS BAR -B -QUE COOK -OFF September 16 & 17, 1994 This is a bar -b -que cook -off with 100 -150 teams participating. Other activities include horseshoe & volleyball tournaments, military display, classic car display, remote airplane show, horseback & pony rides, and k -9 demonstration. Proceeds go for scholarships, the DARE Program, city youth baseball complex, k -9 unit, and special Missions Team. This event is sponsored by the Round Rock Police Officers Association. Projected Attendance: 3,000 - 4,000 Hotel /Motel Room Nights: 60 Financial Assistance Requested and Recommended: $2,500 TEXAS MUSIC FEST (October 8, 9, & 10, 1993) This is a 3 -day music festival with national and local bands, workshops on instruments taught by professional musicians, children's entertainment, jam sessions and an open stage to provide performance opportunities. This event is sponsored by the Old Settlers Bluegrass Festival, Inc. Round Rock City Council Page 3 September 17, 1993 Projected Attendance: 1000 Hotel /Motel Room Nights: 150 Financial Assistance Requested and Recommended: $7,500 AMERICAN LEGION BASEBALL TOURNAMENTS These are four invitational tournaments of different teams from around the State. The events are sponsored by the American Legion Post #447. Projected attendance: 1000 per tournament Hotel /Motel Room Nights: 240 Financial Assistance Requested: $6,000 Financial Assistance Recommended: $2,000 per tournament hosted up to the $6,000 requested. FIESTA AMISTAD (Memorial Day Weekend) 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 is sponsored by El Amistad Club of Round Rock. Projected Attendance: 10,000 plus Hotel /Motel Room Nights: 180 Financial Assistance Requested and Recommended: $3,000 ROCK HARDBALL CLASSIC BASEBALL TOURNAMENT (February 1994) The "Rock Hardball Classic" is a round robin baseball tournament. Four high school teams from out of town participate in this tournament at the Round Rock High School field. This is sponsored by the Round Rock High School Baseball Team. Projected Attendance: 600 plus Hotel /Motel Room Nights: 120 Financial Assistance Requested and Recommended: $3,000 OUTLAW TRAIL 100 BICYCLE TOUR (October 24, 1994) The Outlaw Trail 100 is a bicycle tour which brings recreational cyclists from around the State and region to participate in one of six courses which meander through Williamson County. This is a City sponsored event. Projected Attendance: 600 Hotel /Motel Room Nights: 200 Financial Assistance Requested and Recommended: $12,000 Round Rock City Council Page 4 September 17, 1993 SPORTSFEST '94 (March - April 1994) The purpose of this event is to promote health, fitness and recreation through incorporating a number of activities under the Sportsfest umbrella. The goal is to bring sporting events to Round Rock which will attract national, regional state and local participation. This is a City sponsored event. Projected Attendance: 12,000 Hotel /Motel Room Nights: 550 Financial Assistance Requested and Recommended: $10,000 FRONTIER DAYS FAST DRAW CONTEST (July 9 & 10, 1994) A 2 -day fast draw contest used to enhance Frontier Days and encourage additional tourists from the state and central Texas area to attend. Participants in the contest are members of the Texas and World Fast Draw Associations. This is a Chamber of Commerce sponsored event. Projected Attendance: 3500 Hotel /Motel Room Nights: 80 Financial Assistance Requested and Recommended: $5,000 FRONTIER DAYS (July 8 - 10, 1994) The traditionally 2 day event will be expanded to possibly 3 days and relocated to Old Settlers Park. Changes being discussed are to add an ice cream social with area choirs performing on Sunday and changing Friday night to encourage more local talent. This is a Chamber of Commerce sponsored event. Projected Attendance: 10,000 plus Hotel /Motel Room Nights: 100 Financial Assistance Requested and Recommended: $10,000 INCOME 1992 -93 1992 -93 1993 -94 BUDGET ESTIMATED PROPOSED TOTALS BUDGET EXPENSES ROUND ROCK CHAMBER OF COMMERCE CONVENTION & TOURISM BUDGET 1993 -1994 City of Round Rock $55,000 $55,000 $55,000 Interest $1 ,000 $394 $400 Carry Forward from prior year $321 $321 $2,785 TOTAL INCOME $56,321 $55,715 $58,185 Ads, Promo & Sales Advertising & Promotions $8,000 $8,000 $8,000 Convention Reg. & Supplies $4,000 $4,000 $3,500 Publications /Brochures $8,000 $8,000 $5,000 Tour Promotions $300 $300 $0 Dues & Subscriptions $1,265 $1,225 $1,225 Advertising Response $3,600 $3,600 $3,715 Consulting $3,600 $3,600 $6,600 Miscellaneous $2,121 $1,500 $1,540 Total Ads, Promo & Sales $30,886 $30,225 $29,580 Administrative Expense Support Personnel $15,960 $13,920 $19,180 Volunteer /Staff Dev. $360 $420 $765 Travel $600 $240 $600 Office /Operations $3,500 $3,500 $3,500 Office Supplies $1,015 $1,025 $960 Insurance $2,000 $2,100 $2,100 Phone -Long Distance $2,000 $1,500 $1,500 Total Administrative $25,435 $22,705 $28,605 TOTAL EXPENSES $56,321 $52,930 $58,185 NET $0 $2,785 $0 Advertising & Promotion Newspaper and magazine advertising New advertising and promotional ideas Convention Registration & Supplies Piece of the Rock rock candy Round Rock Pins Welcome Bags New promotional item Miscellaneous and Winter Texan coupons Publications & Brochures Round Rock Guide for Quality Living Great Round Rock Shoot -Out Round Rock City Maps Walk Historic Round Rock Food For Thought Round Rock Events Dues & Subscriptions Texas Assoc. of Conventions & Visitors Bureau Texas Hotel /Motel Association Texas Festivals Association Texas Travel Industry Association Central Texas Bluebonnet Travel Council Texas Highway magazine subscription Ad Responses Postage $200 x 12 months Envelopes, stationary, etc. $100 x 12 months Miscellaneous Consulting Fees Karen Wager MiscellaneousNisitors Center TOTAL ADS, PROMO & SALES ROUND ROCK CHAMBER OF COMMERCE CONVENTION & TOURISM BUDGET 1993 -1994 ADS, PROMO, & SALES $500 x 12 months Have over 3,000 on hand Have 10,000 on hand Have 6,000 on hand 10,000 x $.25 Finish printing of 10,000 Have 7500 on hand $.15 x 7000 brochures $.24 x 6000 brochures $.26 x 2500 brochures $.10 x 7000 brochures $.10 x 7000 brochures $550 x 12 months $6,000 $2,000 $0 $0 $0 $2,500 $1,000 $500 $1,000 $1 ,450 $650 $700 $700 $150 $212 $75 $750 $25 $13 $2,400 $1,200 $115 $8,000 $3,500 $5,000 $1,225 $3,715 $6,600 $1,540 $29,580 Support Personnel Salary Visitors Center - weekend & holidays $5.25 x 628 hrs Visitors Center - weekdays Taxes Visitors Center - weekend & holidays Visitors Center - weekdays Health Insurance Volunteer /Staff Development TACVB Conference TACVB Seminars A & M Festival Workshop Travel TACVB Conference A &M Festival Workshop Office /Operations Utilities Custodial Building Maintenance Office Equipment Repair Office Supplies Insurance (Workman's Comp, Liability, etc.) Phone & Long Distance (Including "800" service) ROUND ROCK CHAMBER OF COMMERCE CONVENTION & TOURISM BUDGET 1993 -1994 ADMINISTRATIVE EXPENSE $125 x 12 months $66.67 x 12 months $83.33 x 12 months $16.66 x 12 months $80 x 12 months $125 x 12 months $3,300 $6.5 x 40 hrs x 52 weeks $13,520 $270 $1,130 $960 ' $210 $75 x 2 seminars $150 $135 x 3 people attending $405 $300 $300 $1 ,500 $800 $1,000 $200 $19,180 $765 $600 $3,500 $960 $2,100 $1,500 TOTAL ADMINISTRATIVE EXPENSE $28,605 DATE: SUBJECT: ITEM: September 21, 1993 City Council Agenda, September 23, 1993 10C. Consider a resolution adopting the 1993 -1994 Hotel /Motel Budget. STAFF RESOURCE PERSON: Joanne Land STAFF RECOMMENDATION: In your packet is a copy of the proposed entire hotel /motel budget for the year 1993 -1994. We anticipate $209,341 total funds available with total expenditures of $143,000 leaving an ending unallocated fund balance of $66,341. A full presentation of the allocations was made during the presentation portion of the meeting.