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R-94-11-22-10A - 11/22/1994WHEREAS, the City of Round Rock collects a seven (7) percent tax on hotel /motel rooms, and WHEREAS, the tax money is to be spent for promoting tourism and the arts, and 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 1994 -1995 Hotel /Motel Tax Budget is hereby approved and the disbursements shown thereon are hereby authorized. RESOLVED this 22nd day of November, 1994. ATTEST: KS /RESOLUTION RS41122A RESOLUTION NO. /, ' 9 - 11 - - I 0 fl WHEREAS, a proposed 1994 - 1995 budget for hotel /motel tax E LAND, City Secretary DATE: ' ' November 15, 1994 ' Round Rock City Council RECEIV :NOV 1 7 1994 On November 10, the Tourism Committee met to discuss event funding for the 1995 year. It was recommended by the Committee to continue•100% event funding for the 1995 year. This will allow concerned parties to come together during the 1995 year to address' the issues and ' ', guidelines associated with funding and come to an agreement that will be in the best interest of all concerned. At the November 10th Board of birectors meeting, it was voted to accept the Tourism Committee's recommendation. `212 EAST MAIN STREET „` - , ROUND ROCK, TEXAS 78664 (512) 255-5805 (800) 747 -3479 - FAX (512) 255 -3345 i •- Tourism Committee Recommendation City of Round Rock Hotel -Motel Tax Fund #71 1994 -1995 Budget 93 -94 92 -93 REVISED 94 -95 ACCOUNT NO DESCRIPTION OF ITEM ACTUAL ESTIMATE 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 92,203 76,724 143,709 170,400 3,900 2,713 19,897 12,134 167,506 185,247 62,703 175,000 3,500 0 178,500 EXPENDITURES: 71 -23- 139- 5000's Outlaw Trail 100 11,053 11,955 12,000 71 -23- 140- 5000's Sportsfest 10,614 7,000 10,000 71 -23- 167 -5651 Sunrise Kiwanis Club Basketball 7,000 6,913 7,000 71 -23 -167 -5659 Sertoma Gun Shows (2) 1,500 0 0 71 -23- 167 -5661 Am Legion State Baseball Tourney 6,000 6,000 0 71 -23- 167 -5662 Soccer Tournament (10) 2,000 0 0 71 - 167 - 5663 Arts & Crafts Expo 0 0 3,000 71 -23- 167 -5664 Sertoma Girls Softball 2,500 2,500 2,500 71 -23- 167 -5665 Music Festival 7,500 7,500 7,500 71 -23 -167 -5666 El Amistad 3,000 3,000 0 71 -23- 167 -5668 RR Police Officers Assn -BBQ Cook -Off 2,500 2,500 2,500 71 -23 -167 -5669 Rock Hardball Classic 3,000 3,000 3,000 71 -23 -167 -5670 Fast Draw Contest 4,025 5,000 5,000 71 -23 -167 -5672 District 30 Little League 2,500 0 0 71 -23 -167 -5673 Frontier Days Advertising 0 10,000 10,000 71 - 167 - 5674 Texas Old Time Fiddlers 0 5,000 5,000 71 -23- 167 -5675 Regional Gymnastics Meet 0 1,000 0 71 -23- 167 -5676 Morning Kiwanis Cowboy Jubilee 0 25,000 25,000 71 -23- 167 -5677 Old Settlers Reunion 0 1,800 1,800 Total Tourism Events 63,192 98,168 94,300 ARTS SUPPORT 71 -23- 179 -5654 Choir 3,600 4,000 4,000 71 -23- 179 -5656 Sam Bass Theatre 3,825 4,000 4,000 71 -23- 179 -5667 Community Band 3,500 3,500 3,500 Total Cultural Events 10,925 11,500 11,500 TOURISM SUPPORT 71 -23- 203 -5640 OSP (0 PV Festival Impvts 5,113 8,460 0 71 -23- 203 -5639 Chamber of Commerce 55,000 55,000 58,200 71 -23- 203 -5639 Winter Tourism 32,880 0 0 Total Tourism Support 92,993 63,460 58,200 93 -94 92 -93 REVISED 94-95 ACCOUNT NO DESCRIPTION OF ITEM ACTUAL ESTIMATE BUDGET CONVENTION /CIVIC CENTER 71 -23 -194 -5315 Operations and Maintenance Total Community Center 71 -23- 194 -6205 Consulting -R. Gill 71 -23- 194 -6621 Feasibility Study 71 -23- 194 -6225 Aspencrest Total Center Funding HISTORIC PRESERVATION/RESTORATION 71 -23- 264 -6222 Historic Cemetery Fence Total Preservation/Restoration 71 -23- 113 -6408 Unallocated Contingency for Mid -Year Events N/A Total Expenditures RESERVES: Advertising Reserves Total Reserves Ending Unallocated Fund Balance Tourism Committee Recommendation City of Round Rock Hotel -Motel Tax Fund #71 1994 -1995 Budget 76,624 7,673 6,231 0 7,673 6,231 0 1,163 0 0 7,139 7,950 0 0 4,909 0 8,302 12,859 0 0 0 38,000 0 0 38,000 0 7,050 14,000 183,085 199,268 216,000 0 0 0 0 62,703 0 0 25,203 ROUND ROCK CHAMBER OF COMMERCE MEMORANDUM TO: Round Rock City Council FROM: Sherry Roberts, Chairma Tourism Committee SUBJECT: Hotel /Motel Event Funding Requests 1994 -1995 September 30, 1994 The Tourism Committee has reviewed the applications for event funding which totalled $89,645. After much deliberation, we recommend funding the following events as noted which totals $58,440. Whataburger Holiday Classic Basketball Tournament Dates - December 28 - 30, 1994 Sponsoring Organization - Kiwanis Club of Round Rock - Sunrisers Projected Attendance: 5000 Hotel /Motel Room Nights: 200 Requested: $7,000 Recommend - $5,600 (80% of Base Year Amount - $7,000) Round Rock Cowboy Jubilee Dates - Labor Day Weekend 1995 Sponsoring Organization - Kiwanis Club of Round Rock - Sunrisers Projected Attendance: 5000 Hotel /Motel Room Nights: 300 Requested: $25,000 Recommend - $20,000 (80% of Base Year Amount - $25,000) 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 30, 1994 4th Annual Sam Bass Bar -B -Que Cook -off Dates - September 15 & 16, 1995 Sponsoring Organization - Round Rock Police Officers Association Projected Attendance: 3,000 -4,000 Hotel /Motel Room Nights: 60 Requested: $2,500 Recommend - $2,000 (80% of Base Year Amount - $2,500) Round Rock Baseball Hardball Classic Tournament Dates - February 1995 Sponsoring Organization - Round Rock High School Baseball Team Projected Attendance: 100 per game times 10 games equals 1,000 Hotel /Motel Room Nights: 120 Requested: $2,400 Recommend - $2,400 (80% of Base Year Amount - $3,000) Pony's National Girls Slowpitch Softball Tournament Dates - Last Weekend in July, 1995 Sponsoring Organization - Round Rock Sertoma Girls Softball League Projected Attendance: 2400 Hotel /Motel Room Nights: 2,400 Requested: $2,500 Recommend - $2,000 (80% of Base Year Amount - $2,500) Old Settlers Celebration Dates - July 8, 1995 Sponsoring Organization - Old Settlers Association of Williamson County Projected Attendance: 1,000 Hotel /Motel Room Nights: 30 Requested: $1,440 Recommend - $1,440 (80% of Base Year Amount - $1,800) Texas Old Time Fiddlers Championships Dates - July 8 & 9, 1995 Sponsoring Organization - Old Settlers Association of Williamson County Projected Attendance: 5,000 Hotel /Motel Room Nights: 200 Requested: $4,000 Recommend - $4,000 (80% of Base Year Amount - $5,000) Round Rock City Council Page 3 September 30, 1994 Texas State Fast Draw Championships Dates - July 8 & 9, 1995 Sponsoring Organization - Round Rock Chamber of Commerce Projected Attendance: 3,500 Hotel /Motel Room Nights: 60 Requested: $4,000 Recommend - $4,000 (80% of Base Year Amount - $5,000) Frontier Days Dates - July 7 -9, 1995 Sponsoring Organization - Round Rock Chamber of Commerce Projected Attendance: 15,000 Hotel /Motel Room Nights: 160 Requested: $8,000 Recommend - $8,000 (80% of Base Year Amount - $10,000) Old Settlers Bluegrass and Acoustic Music Festival '94 Dates - October 8 & 9, 1994 Sponsoring Organization - Old Settlers Bluegrass Inc. Requested: $2,000 in addition to $7,500 granted last year Recommend - The Tourism Committee does not recommend additional funding assistance for this event especially since our recommendations are not being presented to the City Council until after the event. Old Settlers Bluegrass and Acoustic Music Festival '95 Dates - Second weekend in October 1995 Sponsoring Organization - Central Texas Bluegrass Association Projected Attendance: 2,000 Hotel /Motel Room Nights: 570 Requested: Consideration as new event for funding and asked for $13,500 Recommend - $6,000 (80% of Base Year Amount - $7,500) The Committee does not feel that the event can be considered as a new event since it is actually a continuation of an on -gong event even though the organizers are different. The following new event funding requests are recommended as follows: Arts & Crafts Exposition Dates: November 19 & 20, 1994 Sponsoring Organization - Williamson County Humane Society Projected Attendance: 5,000 Round Rock City Council Page 4 September 30, 1994 Hotel /Motel Room Nights: 55 Requested: $6,200 Recommend: $3,000 to cover the expenses outlined in the budget for Advertising and Promotion which fits the guidelines set out in the Tax Code. We are recommending allocating slightly more than the amount itemized for this because we would like to encourage them to spend more on Advertising and Promotion. Williamson County RC Flyers Association sanctioned 9 events Dates: Throughout year Sponsoring Organization - Williamson County RC Flyers Association Projected Attendance: 200 per event times 9 events equals 1,800 Hotel /Motel Room Nights: 33 x 7 events equals 231 nights and (39 x 2 nights) times 2 events equals 156 for a total of 387 nights. Requested: $10,645 to construct runway, fence, pavilion, etc. Recommend: The committee does not feel that the Tax Code guidelines allow funds to be allocated for construction. We have suggested that the association reapply by February 1 for specific event(s) and comply with the Tax Code guidelines. Attached is a spread sheet showing event funding requests as well as other requests the committee knows about. We encourage the City Council to allocate the $28,000 line item shown for "Mid Year Funding Requests and New Requests." First, the February 1st date for mid year funding for new events has been publicized. Second, during the 1993 -94 year, requests for new event funding that were granted totalled $32,800. There needs to be monies available for these new tourist opportunities which comply with state and local guidelines. Enclosed is a copy of the applicable tax code as well as the 20% existing event reduction guidelines initiated last year by the Tourism Committee and approved by the City Council. All organizations reapplying for funding for existing events were sent these new guidelines last year with their notification of their 1993 -1994 funding. Sponsoring Organization EVENT Base Amoun, % Eligible Amt. APPROVED Williamson Co. RC Flyers Assoc. 9 total events during year $10,645 100% $10,645 $ 0 NOTE 1 Williamson County Humane Society Arts & Crafts Exposition $6,200 100% $6,200 $3,000 NOTE 2 Old Settlers Bluegrass Inc. 1994 Old Settlers Bluegrass Festival $7,500 100% $0 $0 NOTE 3 Central Texas Bluegrass Association 1995 Old Settlers Bluegrass Festival $7,500 80% $6,000 $6,000 NOTE 4 Kiwanis Club of Round Rock Whataburger Holiday Classic Basketball Tournament $7,000 80% $5,600 $5,600 Kiwanis Club of Round Rock Round Rods Cowboy Jubilee $25,000 80% $20,000 $20,000 Round Rock Sertoma Girls Softball League Pony National/lnternational Girls Softball Tournament $2,500 80% $2,000 $2,000 Round Rock High School Baseball Team Rock Hardball Classic Baseball Tournament $3,000 80% $2,400 $2,400 Round Rock Chamber of Commerce Frontier Days $10,000 80% $8,000 $8,000 Round Rock Chamber of Commerce Frontier Days Fast Draw Contest $5,000 80% $4,000 $4,000 Round Rock Police Officers Assoc. 4th Sam Bass Bar -B -Que Cook -Off $2,500 80% $2,000 $2,000 Old Settlers Association of Williamson Co. Old Settlers Celebration $1,800 80% $1,440 $1,440 Old Settlers Association of Williamson Co. Texas State Old Time Fiddlers Championship $5,000 80% $4,000 $4,000 American Legion Post #447 American Legion Baseball Tournaments $5,500 80% didn't request $0 NOTE 5 Amistad Club of Round Rock Fiesta Amistad $3,000 80% didn't request $ 0 NOTE 5 TOTAL OF EVENT FUNDING REQUESTS $72,285 $58,440 City of Round Rods Parks & Recreation Sportsfest 510,000 100% $10,000 $10,000 City of Round Rock Parks & Recreation Outlaw Trail 100 $12,000 100% $12,000 $12,000 Chamber's Tourism Program $55,000 106% $58,200 $58,200 Arts Support $11,500 100% $11,500 $11,500 Mid Year Funding Requests and New Requests $28,000 $178,140 REVENUES Hotel /Motel Occupancy Tax $175,000 Interest $3,500 $178,500 NOTE 1: Request was for funds to build a airplane runway. State law doesn't allow these expenditures NOTE 2: Request was reduced to pay just for Advertising and Promotional expenses NOTE 3: Request was for an additional $2000 over base amount for this year's event. NOTE4: Request was for $13,500 and to be considered a new event which the committee rejected. NOTE 5: Organizations did not request funds for this year. Event Funding Recommendations EXCERPTED FROM SECTION 351, TAX CODE REGARDING DEFINITIONS AND USE OF HOTEL/MOTEL TAX REVENUES BY MUNICIPALITIES: "Sec. 351.101. USE OF TAX REVENUE. (a) Revenue from the municipal hotel occupancy tax may be used only to promote tourism and the convention and hotel industry, and that use is limited to the following: (1) the acquisition of sites for and the construction, improvement, enlarging, equipping, repairing, operation, and maintenance of convention center facilities or visitor information centers or both; (2) the furnishing of facilities, personnel, and materials for the registration of convention delegates of registrants; (3) advertising and conducting solicitations and promotional programs to attract tourists and convention delegates or registrants to the municipality or its vicinity; (4) the encouragement, promotion, improvement, and application of the arts, including instrumental and vocal music, dance, folk art, creative writing, architecture, design and allied fields, painting, sculpture, photography, graphic and craft arts, motion pictures, radio, television, tape and sound recording, and other arts related to the presentation, performance, execution and exhibition of these major arts forms; and (5) historical restoration and preservation projects or activities or advertising and conducting solicitations and promotional programs to encourage tourists and convention delegates to visit preserved historic sites or museums; (A) at or in the immediate vicinity of convention center facilities or visitor information centers; or (B) located elsewhere in the municipality or its vicinity that would be frequented by tourists, convention delegates, or other visitors to the municipality." (b) Revenue derived from the tax authorized by this chapter shall be expended in a manner directly enhancing and promoting tourism and the convention and hotel industry as permitted by Subsection (a). That revenue may not be used for the general purposes or general govemmental operations of a municipality. IMPORTANT NOTE ABOUT FUNDING Beginning in 1994, the Tourism Committee adopted a new policy regarding granting funding requests. The funding granted to all events who applied for the 1993 -94 funding year served as the "base year". For all events requesting funding after that date, the first year of a request shall be the "base year". The first year after the "base year", each event will be funded no more than 80% of the base year amount. For the next funding year, each event will be funded no more than 60% of the base year amount. For the 3rd funding year, each event will be funded no more than 40% of the base year amount. For the 4th funding year, each event will be funded no more than 20% of the base year amount. For the 5th request year, each event will receive no funds. These guidelines have been adopted to ensure maximum usage of tax dollars for future tourism /visitor attractions. ROUND ROCK CHAMBER OF COMMERCE Mayor Charlie Culpepper City of Round Rock 221 East Main Street Round Rock, Texas 78664 Dear Mayor Culpepper: ,Enclosed is the 1994-95 ,Tourism funding request for the Round Rock Chamber of ' Commerce to continue its tourist efforts as well as maintain the City's Visitor ' Center located in our offices. • The Tourism Committee and the staff of the Chamber have , seen an increase in the tourist' activity in Round Rock and feel that our efforts have contributed tremendously to that increase. _ The enclosed budget request has been increased slightly from the usual $55,000 to $58,200. We feel to' maintain an adequate level of staffing for •the Visitor Center and _our touri effort, certain items needed'tobe increased. • The Tourism Committee has also been investigating several areas that we may need additional funding assistance to accomplish. ,_ We want to complete our investigation so we can present the final plan to you prior to submitting a. request for additional- . • , funds. We will be happy to review the 1993 -94 year and present our plans for the 1994 -95 fiscal year to you and the other members of the City Council at any time' in the future._ We look' forward to' continuing our beneficial relationship with the, City of Round Rock.- Sincerely, • i • Sherry Roberts, Chairman Tourism Committee ' • 212 EAST MAIN STREET ROUND ROCK, TEXAS 78664 (512) 255 -5805 , (800) 747-3479 FAX (512) 255 -3345 INCOME City of Round Rock $55,000 $55,000 $58,200 Interest $400 $450 $500 Carry Forward from prior year $2,785 $1,450 $85 TOTAL INCOME EXPENSES ROUND ROCK CHAMBER OF COMMERCE CONVENTION & TOURISM BUDGET 1994 -95 1993 -94 1993 -94 1994 -95 BUDGET ESTIMATED PROPOSED TOTALS BUDGET $58,185 $56,900 $58,785 Ads, Promo & Sales Advertising & Promotions $8,000 $8,000 $7,220 Convention Reg. & Supplies $3,500 $3,500 $3,500 Publications /Brochures $5,000 $5,000 $5,000 Dues & Subscriptions $1,225 $750 $865 Advertising Response $3,715 $3,715 $3,700 Consulting $6,600 $6,600 $7,000 Miscellaneous $1,540 $1,540 $1,500 Total Ads, Promo & Sales $29,580 $29,105 $28,785 Administrative Expense Support Personnel $19,180 $19,180 $20,575 Volunteer /Staff Dev. $765 $20 $765 Travel $600 $450 $600 Office /Operations $3,500 $3,500 $3,500 Office Supplies $960 $960 $960 Insurance $2,100 $2,100 $2,100 Phone -Long Distance $1,500 $1,500 $1,500 Total Administrative $28,605 $27,710 $30,000 TOTAL EXPENSES $58,185 $56,815 $58,785 NET $0 $85 $0 Advertising & Promotion Newspaper and magazine advertising $2,000 Regional Advertising $2,500 Rotating Poster Billboard $340 x 8 months $2,720 Convention Registration & Supplies Round Rock Pins & Welcome Bags New promotional item Registration Supplies ADS, PROMO, & SALES $1,000 $1,500 $1,000 Publications & Brochures Round Rock Guide for Quality Living $2,000 Great Round Rock Shoot -Out $1,000 Food For Thought $700 Round Rock Events $700 Regional Christmas Brochure $150 Miscellaneous $450 Dues & Subscriptions Texas Assoc. of Conventions & Visitors Bureau $1 50 Texas Hotel /Motel Association $219 Texas Festivals Association $75 Texas Travel Industry Association $200 Central Texas Bluebonnet Travel Council $50 Texas Highway magazine subscription $13 Central Texas Museum Association $5 Texas Association of Museums $50 Miscellaneous $103 Ad Responses Postage $200 x 12 months $2,400 Envelopes, stationary, etc. $100 x 12 months $1,200 Miscellaneous $1 00 Consulting Fees Karen Wager $550 x 12 months $6,600 Miscellaneous $400 $7,220 $3,500 $5,000 $865 $3,700 $7,000 MiscellaneousNisitors Center Museum Association (Visitor Center Volunteers) Sponsorships Miscellaneous TOTAL ADS, PROMO & SALES Volunteer /Staff Development TACVB Conference A & M Festival Workshop Travel Office /Operations Utilities Custodial Building Maintenance Office Equipment Repair Office Supplies Insurance (Workman's Comp, Liability, Phone & Long Distance (Including "800" service) $60 x 12 months $720 $200 x 2 events ADMINISTRATIVE EXPENSE $50 x 12 months $125 x 12 months $66.67 x 12 months $83.33 x 12 months $16.66 x 12 months $80 x 12 months etc.) $125 x 12 months $400 $380 Support Personnel Salary Visitors Center - weekend ' $5.25 x 485 hrs $2,545 Visitors Center - weekdays $7.09 x 40 hrs x 52 wks $15,000 Taxes Visitors Center - weekend & holidays $210 Visitors Center - weekdays $1,500 Health Insurance $1 ,320 $265 $500 $1,500 $800 $1,000 $200 $1,500 $28,785 $20,575 $765 $600 $3,500 $960 $2,100 $1,500 TOTAL ADMINISTRATIVE EXPENSE $30,000 DATE: November 18, 1994 SUBJECT: City Council Agenda, November 22, 1994 ITEM: 10A. Consider a resolution adopting the 1994 -1995 Hotel/Motel Tax Budget. STAFF RESOURCE PERSON: Joanne Land RECOMMENDATION: The attached budget reflects the recommendations made by the Tourism Committee after their last meeting which was held November 10th. The Tourism Committee, with the sanction of the Chamber Board is recommending that the events be funded at 100% this year and that • over the next year the guidelines be refined to better meet the needs of those hosting the events as well as keep the funding within the guidelines of State law. Staff recommends approval of the attached budget.