Loading...
R-97-06-12-11B - 6/12/1997RESOLUTION NO. R- 97- 06- 12 -11B WHEREAS, the City Council has previously adopted by resolution a 1996 -97 budget for the expenditure of hotel tax funds, and ATTEST: WHEREAS, the Council wishes to amend said budget in accordance with the attached proposal, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the 1996 -97 budget for the expenditure of hotel tax funds be amended as set forth in Exhibit "A" attached hereto and incorporated herein for all purposes. RESOLVED this 12th day of June, 1997. R. \NPDOCS \RRSOLUTL \RS,RR1aB.NPO /, g LAND, City Secretary )" CHARLES CPE ER, Mayor City of Round Rock, Texas MAY -12 -1997 14:39 FROM RR CHAMBER TO CITY P.01 MEMORANDUM FROM THE ROUND ROCK CHAMBER OF COMMERCE TO: JOANNE LAND FROM: MICHE —LL RACRLEY SUBJECT: MID -YEAR EVENT FUNDING DATE: MAY 9, 1997 CC JOHN MOMAN, TOURISM CHAIRMAN & PHIL BREWER, EXECUTIVE DIRECTOR At the May 2 Tourism meeting, the commiucc voted to approve the following events for mid -year funding. Since mid -year funding is allocated from the contingency fund of the approved 1996 -97 event funding budget, city council.action is not necessary. Please advise finance of these additions to the 96-97 event funding allocations. Texas State Fiddlers Championships 55000 event date - April 19 - 26, 1997 Aussie -Texas Connection - $5,000 event date - July 12 & 13 1997 L Celtic Music Festival - S10,000 event date - October 11 & 12, 1997 1 'Mail "to : Q.Q.at- Za A Citbw: ` 1. 1,0-P,Aa-u' PO. 804395 fSb-u d' Ace t X7,680 5kun-e-z-t a - bteAIJ s as - 97 rnstdeA kuoiatelo tfer.--#.777 /?Q% - 1917 � / /)2C't . ra boa, .jurnsigtaiku May 7, 1997 Marie Van Wart Austin Celtic Association P.O. Box 3164 Austin, Texas 78764 Joanne Land Assistant City Manager City of Round Rock 221 E. Main Street Round Rock, Texas 78664 Dear Joanne, A S � , RECEIVED MAY 1 21997 i JSTIN E�, EL-TIC S©CIATI®Nit P.O. Box 3164, AUSTIN, TX 78764 512 -443 -5827 / FAX: 512 -447 -0987 On behalf of the Austin Celtic Association , I would like to formally accept the entire amount of $10,000 for the grant awarded to our non - profit association for the Austin Celtic Festival to be held October 11 and 12 of this year. We would also like to express our utmost appreciation to the City of Round Rock for this show of support for the festival which is shaping up to be a very wonderful event. In addition to the 14 or so bands which we have booked, we will have arts and crafts booths, music workshops, dance demonstrations, and a children's area. A STINI E ( ELTI S ©CI ATI ©N P.O. Box 3164, AUSTIN, TX 78764 512- 443 -5827 / FAX: 512- 447 -0987 We would like to extend an invitation to the citizens of Round Rock to participate in the planning and running of the festival. Our next general meeting is scheduled to be held on Wednesday, June 11 at Halapeno Harry's Restaurant at 7:30pm. Halapeno Harry's is located in a shopping center at the northeast corner of the intersection of Highway 183(Research Blvd.) and Burnet Road. In addition, we are planning a meeting /fund- raiser at a location in Round Rock to be held sometime in the early summer. As soon as we have received confirmation, I will forward the details to you as well as to the local paper. If you have any suggestions that would help us involve the community of Round Rock and promote the festival in your area, they would be very welcome. In the meantime, if you have any questions, feel free to call me at 443 -5827. Thank you again. Sincerely, Marie Van Wart President- Austin Celtic Association Dear Event Coordinator: By applying for and accepting the grant of the hotel occupancy tax funds, your organization is agreeing to abide by the following terms and conditions related to the grant. This Agreement must be li at on wh neaplyingtfor a grant of hotel occupancy tax funds. Please se note that no disbursement PP of local hotel occupancy tax funds will be made to your organization until the City is in receipt of the executed original of this Agreement. ���,,J 1. This Agreement is made this J / day of Y f ,19 17, by and . between the City of Round Rock, Texas, (hereinafter "City" a .me -rule municipal corporation SN . , (name of • situated in Williamson Count exas, and Aw t S organization), a i 0 A A r'JI ee t - 4 alit r (e.g.non- profit corporation, partnership, association, etc.) ( hereinafter "Event Coor. inator "). 2. The City, by authority of powers granted to it under state statutes and its home -rule charter, has heretofore enacted a local hotel occupancy tax on occupants of hotels situated within the City. 3, In its discretionary powers under state statutes, primarily Section 351.101(c), Texa Tax C Qg,�V'T.s ' idd amok nt constituting revenue Coordinator e from the local hoteloccupancy tax: The amount $�� of revenue granted herein is to be used � manage, conduct, and supervise the following program s and /or activity(ies): CC 4. In consideration for the amount granted herein, the Event Coordinator understands, accepts, and agrees to the following terms: a. The Event Coordinator shall use the funds grante herein in federal, e with h Chapter 351, Texas Tax Code, and shall observe and comply other applicable provision o or , and local laws and /or regulations. If the Event Coordinator fails to applicable y with federal, r state, or Chapter 351 of the Texas Tax Code (see attached copy), any w eal law 1 oegulato, da the noncompliance wi h said or regulations. For the purposes of this Agree (l0) Y Agreement, the determination regarding whether noncompliance with any provision'of Chapter 3 of the Texas Tax Code, or any other applicable federal, state, or local law or regulation has occurred shall be within the sole discretion of the City. b. The Event Coordinator shall provide to the Ci ty, prior a five- year any l o ca l hotel occupancy tax funds, a proposed budget for the upcoming Y . LETTER AGREEMENT FOR GRANT OF FUNDS - LOCAL HOTEL OCCUPANCY TAX REVENUES funds will be used to manage, conduct, and supervise: advertising and conducting solicitations and promotional programs to attract tourists and convention delegates to Round Rock and its vicinity; a festival located in the Round Rock vicinity which promotes tourism through the encouragement, promotion, improvement, and application of the arts of the Celtic peoples, including instrumental and vocal music, dance, folk art, creative writing, architecture, design and allied fields, painting, sculpture, photography, graphic and craft arts, motion pictures, multi- media, radio, television, tape, and sound recording, and other arts related to the presentation, performance, execution, and exhibition of these major art forms. Other te r - 1 nt:—. THE AUSTIN CELTIC ASSOCIATION The Austin Celtic Association is a non profit organization founded for the purpose of celebration and promoting Celtic culture through music, dance, language, sports, history, and the arts in Central Texas. Towards this end, the Association is sponsoring a two day festival October 11th and 12th, 1997 on a beautiful piece of land a few miles north of the Austin area. The festival will feature music by both local and regional musicians, demonstrations by Irish and Scottish dancers, information booths sponsored by Celtic organizations from around the state, traditional foods and drink, a children's area, a ceili, and Celtic arts and crafts. If you would like to join the Austin Celtic Association, please fill out the information on the bottom of the page and send with your check to The Austin Celtic Association, P.O. Box 3164, Austin, Texas, 78764. Members will receive discounted festival tickets as well as notification of ACA events. If you are interested in participating in the festival, indicate your area of interest at the bottom of the form and we will contact you. Name Address t �.�- -s°. E -Mail i��1 phone Ii' / ini Membership Category ,lfir S 18 /year Indluldual $15 /year family r� ,ir l mi S25B /year Corporate S25B Individual lifetime ``�`�g Yes, I would like to volunteer in the fallowing areas: Publicity t,ro1 tnr f , tll Hospitality 1 0 : Festival Setup /Breakdown, �,., v 0- On Site Facilitation Food /Beverage Vending Austin Celtic Music Festival Walsh Ranch Round Rock, Texas October 11 & 12, 1997 October 11, 1997 Noon Gates Open 12:00 Public Welcome - Ed Miller, Scottish Balladeer Silver Thistle Pipes and Drums - Highland March Irish Step Dancers Scottish Highland Dancers Taste of Ireland - Emerald Restuarant, Inn at Brushy Creek, Senor O'Brien's Gaelic Language Primer and Workshops Childrens' Area - Welsh Pony Cart Rides, Storytelling, Pumpkin Patch Celtic Canines - Irish Wolfhounds, Scottish Deerhounds, Border Collies, Welsh Corkies, West Highland Terriers Celtic Arts and Crafts Living Museum - Celt Village Guiness and Harp Beer Main Stage Festival Statte 12:15 -1:15 St. James Gate - San Antonio 12:45 -1:45 Nobody's Reel - Houston 1:45 -2:45 Ptarmigan - Austin 2.15 -3:15 Kildares - Dallas 3:15 -4:15 The Mollys - Phoenix 3:45 -4:45 Claymore - San Antonio 4:45 -5:45 Crazy Jane and the Bishop - Austin 5:15 -6:15 Legacy - New Orleans 6:15 -7:30 Ed Miller - Scotland October 12, 1997 Main Stage 12:15 -1:15 Hair of the Dog - Austin 12:45 -1:45 1:45 -2:45 Boys of Wexford - San Antonio 2:15 -3:15 3:15 -4:15 Ed Miller - Scotland 3:45 -4:45 4:45 -5:45 Clandestine - Houston 5:15 -6 :15 6:15 -7:30 The Mollys - Phoenix Closing Ceremonies - Silver Thistle Pipes and Drums Festival Stage Agus - San Antonio Two O'Clock Courage - Austin "Doc" Grauzer, harper- Austin Legacy - New Orleans the event, said budget to be approved by the City in advance of the releas'e by the City of any local hotel occupancy tax funds. It is understood and agreed by and between the City and the Event Coordinator that, upon budget approval by the City, a fiduciary duty is created in the Event Coordinator with respect to the local hotel occupancy tax revenue provided to the Event Coordinator by the City. c. With respect to funded events and activities that are ongoing throughout the event funding year, the Event Coordinator shall provide to the City Manager periodic reports, at least quarterly' while this Agreement is in effect, listing the expenditures made by the Event Coordinator with revenue from the local hotel occupancy tax. With respect to funded events that are held annually as a single event, the Event Coordinator must submit a post event disclosure report as described in the following paragraph. Upon the conclusion of any event funded by local hotel occupancy tax funds, the Event Coordinator shall submit, in addition to any quarterly reports that may be required, a post event disclosure and . accounting of the expenditure of the hotel occupancy tax funds within sixty days after the event has been concluded. d. The Event Coordinator shall maintain complete and accurate financial records of each expenditure of local hotel occupancy tax revenue and, upon request of the City or any other person, shall make the records available for inspection, review, and copying. e. The hotel occupancy tax funds granted herein may be spent by the Event Coordinator for day -to -day operations, supplies, salaries, office rental, travel expenses, and other administrative costs, if same have been previously approved by the City in the Event Coordinator's budget, and if directly related to enhancing and promoting tourism and the convention and hotel industry as authorized by Section 351.101(a) of the Texas Tax Code. The portion of the total administrative costs for which hotel occupancy tax revenues are, expended may not exceed the actual administrative costs for these activities. If the hotel occupancy tax funds granted pursuant to this Agreement are expended in ways not authorized by Chapter 351 of the Texas Tax Code, other applicable law, or this Agreement, the grant of funds to the Event Coordinator shall be immediately withdrawn, and the Event Coordinator shall remit the full amount of the funds granted herein back to the City within ten (10) days after the unauthorized expenditure is discovered or disclosed by whatever source. For the purposes of this Agreement, the determination regarding whether the funds granted herein were expended in ways not authorized by Chapter 351 of the Texas Tax Code, other applicable law, or this Agreement, shall be within the sole discretion of the City. f. If the event, program, or activity funded by the hotel occupancy tax funds granted herein is not held or does not occur as represented in the application made for the funds, then the Event Coordinator shall remit the full amount of the funds granted herein back to the City within ten (10) days after the date the event, program, or activity is canceled or was to have been held as represented in the application made for the funds, whichever occurs first. Exceptions to the terms of this section.may be made if the event is canceled or otherwise altered due to weather, strikes, floods, fire, natural disasters, acts of God, or other circumstances beyond the control of the Event Coordinator. The determination regarding whether there has been compliance with this section, including the determination whether circumstances beyond the control of the Event Coordinator caused the event to be canceled or otherwise altered from the representations made in the application for the funds, shall be within the sole discretion of the City. 5. Any notice necessary or appropriate relative to this Agreement shall be effective when deposited in the United States mail, either certified or registered mail, postage pre -paid and addressed to the City Manager, City of Round Roc 221 E. Mph St., Round RB Rock, Tpxaas78664, ' and to the, Event Coordinator, ft S � exas 7 S 7 O LO • `f l 6. No part of this Agreement may be assigned or delegated without the prior written consent of the City, and any attempted assignment of benefits or rights or delegation of duties or obligation shall be void, and shall constitute a breach of this Agreement. 7. The Event Coordinator agrees to and shall indemnify and hold harmless and defend the City, its officers, agents, and employees from any and all claims, losses, causes of action and damages suits and liability of every kind including all expenses of litigation, court costs, and attorney's fees, for injury to or death to any person, or for damage to any property, arising from the operations of the Event Coordinator, its officers, agents and employees carried out in furtherance of this Agreement. It is the expressed intention of the parties hereto, both the Event Coordinator and the City, that the indemnity provided for in this paragraph is also indemnity by the Event Coordinator to indemnify and protect the City from the consequences of the City's own negligence, where the negligence is either the sole cause or a concurring or contributing cause of the injury, death, or damage. 8. This Agreement shall be subject to the laws and statutes of the State of Texas, and venue of any action involving this Agreement shall be in Williamson County, Texas. EVENT COORDINATOR: - fir, Ott' ; 6 C10,oY Name of Organization By: Printed Name: Title: M.5 G 9nfi CITY OF ROUND ROCK, TEXAS: Date Charlie Culpepper, Mayor Date City of Round Rock, Texas �f�� /y SPECIAL EVENTS FUNDING GUIDELINES Dear Event Coordinator. Our e new events. se These guidelines are designed with the State Legislature's views on te expand e of hotel/motel tax revenues, evenues, accountability, etc., as outlined in Section351 of the Tax Code, passed into law May, 19 A copy of these guidelines and Section 351 of the Tax Code will be attached to each application for funding assistance. • Please review the following guidelines carefully. hey determine to whom the City will allocate event funding dollars and for what purposes. An event ma apply for event funding only if it can meet the following criteria: . ❑ Must generate overnightAvisitors to Round Rock. • ❑ Must demonstrate the capability to grow either by number of participants or spectators. CI Events must not limit attendance by age, sex, race or other means, and must be held in proper facilities so as to not limit spectators to a small number. ❑ Non - profit clubs and organizations may apply for grants or loans; all other groups may apply for loans only. ❑ Event must qualify for funding under state tax code, section 351. (see attached) Rock Events considered for or existing (events which ha a been held (events n in Rock before this atte pt), are dvidedli no four principal pt) categories: Category 1 . Those events which are solelyfor the benefit of the community and are not expected to generate profits for the organizer; Category 2 • The ow and become establi t e Once esta d and profitable, nce to ble, event funding is eliminated. Category 3. Those events which require a "no interest loan" in order to hold the event and then will repay the loan at the conclusion of the event. Category 4. Those One events only requiring funding for one year. ROUND ROCK CHAMBER OF COMMERCE APPLICATION FOR SPECIAL EVENT FUNDING Date of Application: 1 ( +, 1I -��, iq�'�7 CC 5 1(at_ ( Date of Event: � � Event check one New Event Existing Event �o V 3�i►'1 C� Ir, 3 d e I°�-�6YI Sponsoring Organization: ii g'.2_ Q OM - r o Tax I.D. Number/Tax ax Status: S Person Presenting Request: i S 't '1 b I C R �� Address: 0 1 Phone (day): ( Contact Person for Organization (if not same): Description of activites planned (include schedule of events, samples of publicity, etc...) se e. o..' 0. C 11 - 4 Ci Please indicate number of rooms per night expected to book at local hotels /motels: # of Rooms # of Nights Round Rock hotel /motel Williamson County hotel /motel 3 Austin hotel /motel ` Age Group of Participants 00 ���Q per GI_a`�J \ projected Attendance 1 t Q r i �� a —S O 1 I a 5 --Cy r p Number of accompanying non - participants 1 REQUESTED MONIES v Amount request from hotel /motel funds $ 1 O� 00 Date Funds are needed: 6 List plans for using monies (specific line items from budget) oA . -��r a,�ct,6 &ps is • � -�ovn� a % a;116eN3 (fit 3t- o c) t - 0 . CK T ><C G 5 R T-e v is IQ'N Fa ;.[H--1 rip 3 ECR Cs -ee.t1 y Additional Comments: , �� /gam eor-Gol et. )0 J- 0 AA PRE -EVENT BUDGET YEAR Must be submitted on this form or in this format for review. Applicant must submit complete five -year financial report to accompany this application. REVENUE: Start - up Revenue (from previous proceeds, etc.) Projected Revenue: p4.124i. Admission Fees/Ticket Sales Booth Sales ff Souvenier Sales - Q d Concession Sales 00 Donations Hotel/Motel Tax Total projected Revenue: Total Value of In -Kind Services 1N - KIND SERVICES Ne: It is not necessary to add the $ figure for the final revenue /expenditure figures. These figures are important into for the sponsoring organization to be aware of and make note of and count as added value and contributions to the success of your event. Donated orIn - Kind Services (attach $$ figure if possible.) Supplies Materials Volunteer o rs $ 00 Expenses Administrative Expenses Staff Facility Rental Postage Telephone Office Supplies Extension Cords Tape,'Glue, Nails, etc. Operating Expenses Entertainment Port-A- Potties Clean -up Food, Lodging (for entertainers) Decorations Projected Actual $ s- oe8 $ $ 900 $ $ ( $ $ ,.(0,00 $ $ sp(7 $ $ 3019 $ $ "))o ■ $ $ $ $ $ $ $ Advertising /Promotion Expenses Posters (include prod. & printing) $ (n 0 0 $ Flyers (include prod. & printing) $ ! Q $ e 0 $ Newspapers (detail papers, frequency) $ $ Magazines (detail & frequency required) $ Radio (detail & frequency required) $ 2 NO 3 $ Television (detail & frequency required) $ ) j Q 0 U Billboard (no. of and locations) $ j t 6 Q () $ $ $ $ $ . $ Total Expenses $ ‘ 3,(15 $ . Profit (loss) b, $ 7q o O $ POST -EVENT BUDGET YEAR Start-up Revenue from Previous Proceeds REVENUE Projected Actual _-- Admission Fees/Ticket Sales $ $ Booth Sales $ Souvenir Sales $ $ Concession Sales $ Donations $ $ Hotel /Motel Tax . $ $ -- $ $ $�-- $ Total Revenue IN -KIND SERVICES Supplies $ $ $ Materials $ Volunteer Hours $ $ $ $ $ -- - • $ Total Value of In -Kind Services $ $ Expenses Projected Actual Administrative Expenses Staff $ $ Facility Rental $ $ Postage : $ $ Telephone $ $ Office Supplies $ $ Extension Cords $ $ Tape, Glue, Nails, etc. $ $ $ $ Operating Expenses Entertainment $ $ Port -A- Potties $ $ Clean -up $ $ Food, Lodging (for entertainers) $ $ Decorations $ $ $ $ $ $ $ $ $ $ $ $ Advertising /Promotion Expenses Posters (include prod. & printing) $ $ Flyers (include prod. & printing) $ $ Newspapers (detail papers, frequency) $ $ Magazines (detail & frequency required) $ $ Radio (detail & frequency required) $ $ Television (detail & frequency required) $ $ Billboard (no. of and locations) $ $ $ $ $ $ $ $ Total Expenses $ $ Profit (loss) 4 $ $ DATE: June 10,1997 SUBJECT: City Council Meeting - June 12,1997 ITEM: 11.B. Consider a resolution amending the 1996 -1997 Hotel /Motel Budget to include the Celtic Music Festival. (Tabled 5/22/97) STAFF RESOURCE PERSON: Joanne Land STAFF RECOMMENDATION: This item was tabled at the last meeting. If Council approves the $10,000 request, the unallocated fund balance in the Hotel /Motel account will be $97,699.