G-99-10-14-12C1 - 10/14/1999ORDINANCE NO. U " q - 10 1 - 1
AN ORDINANCE ADOPTING THE HOTEL OCCUPANCY TAX
BUDGET OF THE CITY OF ROUND ROCK, TEXAS FOR FISCAL
YEAR 1999-2000.
WHEREAS, 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
WHEREAS, a proposed 1999-2000 budget for Hotel Occupancy Tax
funds is attached which provides for expenditure of the funds in a
manner in compliance with Section 1.1809 of the City Code (1995
Edition), Now Therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS:
That the attached 1999-2000 Hotel Occupancy Tax Budget is
hereby approved and the disbursements shown thereon are hereby
authorized.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Ordinance was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Ordinance and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended, and the Act.
K:\WPDOCS\ORDINANC\090923B1.WPD/scg
READ and APPROVED on first reading this the 2
day of ALA) , 1999.
READ, APPROVED and ADOPTED on second reading this the
I
day of
ATTEST:
Oivtivuz
NE LAND, City Secretary
, 1999.
R0: RT A. STLUKA,' R., Mayor
City of Round Rock, Texas
City of Round Rock
Hotel Occupancy Tax Fund #71
Fund Balance Analysis
Estimated Fund Balance 10/1/99
Less Reserves (* 1) (*2)
Estimated Revenue (FY 1999-2000)
Total Funds Available
Requested Expenditures (FY 1999-2000)
Estimated Unreserved Fund Balance 9/30/00
*1 - Reserves are established in accordance with operating reserve policies.
*2 - Assumes evenly distributed expenditure levels throughout the year.
Note: In addition, $598,580 in capitalized interest from Hotel -Motel Occupancy Tax
revenue bond proceeds will be used for first year debt service on the bonds.
496,365
(611,075)
939,710
825,000
(825,000)
$ 0
City of Round Rock
Hotel Occupancy Tax Fund #71
1999-2000 Proposed Budget - Tourism Committee
98-99
97-98 Revised
Actual Budget
99-00 Date
Proposed Funds
Budget Needed
Beginning Fund Balance 10/1/99
REVENUES:
4123 710 00000 Hotel -Motel Occupancy Tax $ 434,355 616,261
4610 710 00000 Interest Income 20,533 12,000
4626 710 00000 Round Rock Historical Homes Tour 0 0
4628 710 00000 Contributions 17,556 10,000
New 710 00000 Bond Proceeds 0 175,000
Total Revenues
$496,365
915,710
24,000
0
0
0
472,444
813,261 939,710
EXPENDITURES:
Tourism Events
5642 710 23000 Outlaw Trail 100 15,679 17,000 17,000
5643 710 23000 Sportsfest 6,628 8,000 8,000
5651 710 23000 Sunrise Kiwanis Club Basketball 7,000 7,000 7,000
5663 710 23000 Arts & Crafts Expo (Humane Society) 0 0 0
5664 710 23000 Sertoma Girls Softball 0 0 0
5665 710 23000 Old Settlers' Music Festival 20,000 10,000 7,000
5666 710 23000 Fiesta Amistad 5,000 5,000 7,000
5668 710 23000 RR Police Officers Assn -BBQ Cook -Off 0 0 5,000
5669 710 23000 Rock Hardball Classic 2,500 2,500 3,000
5670 710 23000 Fast Draw Contest 3,600 3,600 3,500
5673 710 23000 Frontier Days Advertising 5,000 5,000 10,000
5674 710 23000 Texas Old Time Fiddlers 2,000 2,000 0
5676 710 23000 Morning Kiwanis Cowboy Jubilee 25,000 10,000 0
5677 710 23000 Old Settlers Reunion 2,500 1,600 1,600
5678 710 23000 Chocolate Affair 6,000 5,000 0
5679 710 23000 Old Time Texas Dance 0 0 0
5683 710 23000 TBCH Children at Heart 5,000 4,000 0
5688 710 23000 Daffodil Days 2,000 2,000 2,000
5685 710 14000 Round Rock Historic Homes Tour 3,511 5,000 5,000
5686 710 23000 Accordion Kings 9,500 7,000 7,000
5687 710 23000 Festejo Folklorico 0 0 0
5689 710 23000 Aussie Texans Connection 0 0 0
5690 710 23000 Celtic Music Festival 0 10,000 0
5691 710 23000 RR Pan Am Golf Association 13,950 0 0
5693 710 23000 RR Quilt and Cloth Doll Show 2,500 2,500 1,600
5694 710 23000 Williamson County Sesquicentennial 10,000 0 0
5695 710 23000 Marilyn Monroe Birthday 500 0 0
new 710 23000 Chisholm Trail Fine Arts Festival 0 0 10,000
new 710 23000 Lightcrust Doughboys 0 0 2,000
Total Tourism Events 147,868 107,200 96,700
Arts Support
5654 710 23000 Choir 8,650 9,500 10,000
5656 710 23000 Sam Bass Theater 6,575 4,500 7,000
5667 710 23000 Community Band 4,000 4,000 4,000
5681 710 23000 Ballet Folklorico 6,600 4,800 6,790
Total Arts Support
Budget summary, page 1
25,825 22,800 27,790
City of Round Rock
Hotel Occupancy Tax Fund #71
1999-2000 Proposed Budget - Tourism Committee
Account Fund Org ' DESCRIPTION OF ITEM
98-99 99=00 Date
97-98 Revised Proposed Funds
Actual Budget Budget Needed
Tourism Support
5640 710 23000 OSP ® PV Festival Impvts
5639 710 23000 Chamber of Commerce
6112 710 23000 Lighted Outdoor Sign
5641 710 23000 Event Advertising
Total Tourism Support
Museum Support
5682 710 23000 Palm House Museum
0 0
75,178 61,047
0 0
0
80,566
0
25,575 63,953 52,944
100,753
2,273
125,000 133,510
2,000 2,000
Total Museum Support 2,273 2,000 2,000
Unallocated
6408 710 23000 Contingency - Mid Year Events
6615 710 23000 Hotel/Motel Demand Survey
51,450
16,500
3,000
0
0
0
Total Unallocated 67,950 3,000 0
Subtotal -Tourism, Arts, Museum 344,669 260,000 260,000
Convention Center Complex Project
??? Convention Center Complex Project 0 232,050
??? Transfer to Revenue Fund at Trustee Bank 0 0
??? Property Insurance 0 0
??? Contingency and Trustee Fees 0 0
0
515,000
25,000
25,000
Total Convention Center Project 0 232,050 565,000
Other
6110 710 23000 Cattle Drive Statues Project -Survey 0 0
6151 710 23000 Cattle Drive Statues Project -Land 261,461 38,500
0
0
Total Other 261,461
38,500 0
Total Expenditures 606,130 530,550 825,000
Operating Reserves* (611,075)
Estimated Unreserved Fund Balance 9/30/00 SO
*Operating Reserves are established in accordance with operating reserve policies.
Budget summary, page 2
R0uND R0CK
Chamber of Commerce
Tourism and Event Funding Budget
1999-2000
ROUND ROCK CHAMBER OF COMMERCE
1999-2000 Fiscal Year - Tourism Budget
NOTE: The budget is shown as it is used according to the definitions and use of hotel/motel tax
revenue by municipalities.
SECTION 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 contraction, improvement, enlarging, equipping,
repairing, operation and maintenance of convention facilities or visitor information centers, or both;
(2) the furnishing of facilities, personnel, and materials for the registration of convention
delegates or registrants.
Chamber of Commerce
Administrative/Wages $ 80,567
Subtotal $ 80,567
(3) advertising and conducting solicitations and promotional programs to attract tourists
and convention delegates or registrants to the municipality or its vicinity.
II Advertising and Promotion -Media
Texas Accommodations Guide 1,500
Texas State Travel Guide 10,000
Texas Monthly Spring Travel Planner 5,000
TTIA File Folder Program 500
Tourism part of Annual Report 2,000
Contingency for unknown rate increases (about 10%) 500
Subtotal $ 19,500
III Travel, Trade Shows & Conferences
Administration (shows, travel, etc.) $ 7,000
Display Updates 1,500
Promotional Items 3,000
Subtotal $ 11,500
IV Collateral and Creative Projects
Brochure Reprints (20M 97-98) (30M 98-99) $ 10,000
Special Projects 2,897
Design Work 2,396
Subtotal $ 15,293
V Advertising Support
(Ad agency support for planning & coordination of
advertising, PR, Photo Library and Event Funding
Coordination and Procedures) $ 6,000
Subtotal $ 6,000
VI Miscellaneous Expenses
Dues and Subscriptions 650
Subtotal $ 650
1
TOTAL ADMINSTRATIVE
$ 133,510
VII Event Funding *Tourism Committee recommendations
(Festivals, events & attractions for promotion/advertising
of City.)
*Classic Basketball Tournament 7,000
*Daffodil Days 2,000
*Fiesta Amistad 7,000
*Frontier Days 10,000
*Old Settlers Reunion 1,600
*Rock Hardball Classic 3,000
*Texas State Fast Draw 3,500
Sportsfest & Outlaw Trail 25,000
*Sam Bass BBQ Cook -off 5,000
Subtotal $ 64,100
(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 recordings; and other arts related to the presentation, performance, execution, and exhibition
of these major art forms.
VIII Performing and Visual Arts
*Accordion Kings 7,000
*Ballet Folklorico 6,790
*Old Settler's Music Festival 7,000
*Chisholm Trail Fine Arts Festival 10,000
Community Band 4,000
*Doll & Quilt Show 1,600
*Community Choir Season 10,000
*Sam Bass Community Theater 7,000
*Lightcrust Doughboys 2,000
Subtotal $ 55,390
(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.
IX Historical Restoration and Preservation Projects
*Round Rock Homes Tour 5,000
*Palm House Museum 2,000
Subtotal 7,000
TOTAL EVENT FUNDING $126,490
TOTAL TOURISM BUDGET $ 260,000
2
ROUND ROCK CHAMBER OF COMMERCE
1999-2000 Fiscal Year - Budget Support
Administrative/wages
This subtotal represents wages and administrative cost of 1/3 of the Chamber's total
operating budget. Wages are based on a percentage of time each staff member works in
Tourism. Wages include a full time Tourism Asst. According the Texas Department of
Tourism, the tourism industry continues to grow being the 2nd largest industry in the State
of Texas. Tourism in Round Rock has grown over the past several years. Enhanced by the
new Stadium/Conference Center, hotel growth and attractions, promoting Round Rock is a
full time job with a focus on marketing meeting space and organizing bus tours.
II Advertising and Promotion -Media
Advertising and promotion of events, festivals, accommodations and the city in general, to
cities outside of the Round Rock/ Austin area, for the purpose of attracting tourist to Round
Rock.
III Travel and Trade Shows
Trade shows this year will focus on promoting Round Rock as a conference center.
Increased hotels with meeting facilities, the new stadium/conference center and new
attractions such as the Longhorn Cattle Drive statue project, provide the infrastructure for
conferences, recreation and bus tours.
The display update is maintenance of our display for trade shows. New pictures, different
formats for the market we are attracting, whether it's tourism or convention, and
information on new attractions to our area, will keep the display fresh and up to date.
Promotional items include, "piece of the rock" candy, lapel pins, cups, bags, etc., to be
used for events, conventions and seminars.
IV Collateral and Creative Projects
Our brochure, once again, have been the largest request for information in the 98-99 year.
To keep our look fresh, the brochure will receive an update both in information and
appearance.
Special projects and design work will cover those unexpected projects that are not
budgeted, but would be a benefit to our Tourism advertising and promotional efforts.
V Advertising Support
This fee continues use of the MyersWilliams ad agency. This agency was at the conception
of our new ad campaign including the new brochures, event advertising, new street map,
directory and other relative issues. We want to insure the consistency of our statement
and have been thoroughly pleased with MyersWilliams ability to capture the uniqueness of
Round Rock's culture and heritage. We will continue to add to a photo library we began
three years ago that has proven valuable for other organizations seeking specific photos for
their event's advertising and promotional needs. In addition, the design work done on all
our pieces has been used in part to create a brochure for the Round Rock Police
3
Department, reducing the design cost for that piece. Myerswilliams maintains a press
release database for Tourism's use as well as city and community use. They will also work
closely with the event funding process and events in coordinating ads and press releases in
upcoming publications and magazines.
VI Miscellaneous Expenses
These expenses remain the same from prior years and are basically dues and membership
fees. Dues are membership to the tourism industry associations and subscriptions are
publications related to the tourism industry and/or carry our advertising.
VII, VIII, IX Event Funding
Event funding has been divided into three categories according to the Tax Code: those that
advertise and promote the City of Round Rock to tourist; those that advertise and promote
tourism through the performing and visual arts; and those that advertise and promote
tourism through historical restoration and preservation.
Last year the committee has imposed a $10,000 limit on the amount of funds any one
event may receive so as many qualified events can be funded as possible and funds are
distributed proportionately. Another avenue for maximizing the use of funds is to reduce
funding or eliminate assistance altogether. Events considered are those which are profiting
and can continue without assistance, or have been in business for over five years and are
not showing progress in attracting tourist, or securing revenue to eventually fund the event
on their own.
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Event Date
10.17-18.98
05.07.00
04.1.98
1st wkd 05/00
11.20-21.98
12.4-5/05.19-20
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04.7-9.00
year round
02.24-26.00
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10.2-3.99
05.26-27.00
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Event
'Austin Celtic Festival
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'Children at Heart Golf
Chisholm Trial Fine Arts Festival
Chocolate Affair
Community Choir
Daffodil Days
Kiwanis Basketball Tournament
Old Settlers Music Festival
Palm House Museum
Rock Hardball Classic
Round Rock Historic Homes Tour
Sportsfest & Outlaw Trail
1st Quarter Total
1
1
'Community Band
Quilt & Doll Show
Sam Bass Community Theater
2nd Quarter Total
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'Cowboy Jubilee
Fiesta Amistad
Frontier Days
Lightcrust Dougboys
Old Settlers Reunion
Sam Bass BBQ Cook -Off
Texas State Fast Draw
'Texas State Fiddlers
3rd Quarter Total
'contC
ingency
Total 1998-99 allocations
Total 1999-00 request
Total 1999-00 recommendations
DATE: October 8, 1999
SUBJECT: City Council Meeting — October 14, 1999
ITEM: 12.C.1. Consider an ordinance adopting the 1999-2000 Hotel
Occupancy Tax Budget. (Second Reading) The Hotel Occupancy
Tax Budget establishes funding for programs promoting tourism
and the Convention Center Complex. The first reading of the
ordinance was approved on September 23, 1999. Staff Resource
Person: Joanne Land, Assistant City Manager.