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14 - BUDGET REQUEST FROM NON-PROFIT AGENCIESItem No. 14 memorandum TO: Mayor & City Council John Godwin, City Manager FROM: Janice Ellis, City Clerk SUBJECT: BUDGET REQUEST FROM NON - PROFIT AGENCIES DATE: August 17, 2016 BACKGROUND: The City of Paris enters into professional service agreements on an annual basis with several entities such as Red Cross and Children's Advocacy Center. These non - profit agencies provide services to the citizens of Paris. STATUS OF ISSUE: This year, the City had two new requests for public funding from Paris Optimist Club and the Northeast Texas Trail Coalition. At a recent Council meeting, several Council Members indicated they wanted to receive a presentation from these new applicants. BUDGET: These requests total $15,000 and are not included in the proposed budget. RECOMMENDATION: Receive presentations from non - profit agencies. REQUEST FOR PUBLIC FUNDING Non - profit agencies requesting funding from the City of Paris for projects that benefit the citizens of Paris must complete the following information to be eligible for consideration (you may use additional pages, if necessary). In addition, please submit with this form a copy of your agency's most recent financial statement or audit and a detailed budget for the project. Agency Name: Paris Optimist Club Date:06 /14/2016 Agency Mailing Address: P.O. Box 1011, Paris, Texas 75461 Agency Phone Number: (903)272 -0335 Agency Fax Number: Contact Person: Savanha Barnes Contact's Title: Executive Director Contact's Mailing Address: P.O. Box 1011, Paris, Texas 75461 Contact's Phone Number: (903) 272 -0335 Contact's Fax Number: Contact's Email Address: sbarnesnnarisontimist.or Name of Project: Washing Woodall Location /Service Area of Project: Charles E. Taylor Complex a.k.a. Woodall Field Summary of Project: Our facility has become older and in need of repairs. Over just the last few years our facility has suffered damage from the high winds, hail, and treacherous rain. From the roofs of our outbuildings to broken fences and cracked concrete there is a lot of maintenance that needs to be done to keep this facility up and running for our youth. Describe how your project will benefit the City of Paris and its citizens: We believe having a beautiful and appealing_ ballpark will entice out of town visitors and open the possibilities of hosting more events. Also, the maintenance issues would allow easier access for the disabled or physically challenged individuals. List other sources of funding for this project and the amounts: We have requested $5,000 from the Lowe's Community Partner program. The recipients have not vet been chosen. The selection will not take place until September 2016, which is well after our Fall Ball season begins. Is a detailed project budget, including columns and descriptions for allocations of city funding and the agency's matching funds, attached? ❑ Yes ® No Is the agency's most recent financial statement or audit attached? ® Yes ❑ No Have you received funding from the City of Paris in the last five years for this or any other project? ❑ Yes ® No If you have received previous city funding, list the name of the project, the amount of the City's award, and the year awarded: City of Paris Revised 5/22/2015 Detailed description of project (including description of need, scope of work, methodology, who benefits, number of beneficiaries, other project partners, etc.): We currently are in need of fence repair, concrete repair, painting, plumbing updates and roof repair. This list will not only beautify the facility, but make it safer for our youth. We have approximately 800 boys girls register during the he Spring season and approximately 500 boys and girls register during the fall season. To have a safe healthy facility for these boys and girls to play a sport is vital. The repairs would also make our facility more appealing to tournament directors, which would bring revenue to the City of Paris. We believe our facility is something to o be proud of. We have a lot of amazing g istory that needs to be restored. Please help us in this matter. City of Paris Revised 5/22/2015 Paris Optimist Club PO Box 1011 Paris, Texas 75461 Savanha Barnes, Executive Director sbarnes @parisoptimist.ore 903 - 272 -0335 Financial Statement October 2015 — May 2016 REVENUES Program Revenue $56,304.00 Program Sponsorship Revenue $25,255.00 Concession Revenue $39,025.10 Other Program Revenue $3,094.00 Total Revenue $123,678.10 OPERATING EXPENSES Concession COGS $30,407.41 Payroll Expenses $54,755.89 Baseball COGS $10,841.32 Maintenance Expenses $9,203.43 Utility Expenses $4,603.99 Total Operating Expenses $109,812.04 Profit for the Year $13,866.06 REQUEST FOR PUBLIC FUNDING Non - profit agencies requesting funding from the City of Paris for projects that benefit the citizens of Paris must complete the following information to be eligible for consideration (you may use additional pages, if necessary). In addition, please submit with this form a copy of your agency's most recent financial statement or audit and a detailed budget for the project. Agency Name:—Northeast Texas Trail Coalition (NETT Coalition) June 17, 2016 Agency Mailing Address: 106 Hideaway Lane, Powderly, Tx 75473 Agency Phone Number: 903 -517 -9778 (Earl Erikson's #) Agency Fax Number: Contact Person: Mary W Clark Contact's Title: Chair of Fund Drive Contact's Mailing Address: 3160 Allen, Paris Tx 75460 Contact's Phone Number: 903 - 491 -4873 (cell) Contact's Fax Number: Contact's Email Address: marywalkerclark(a hotmail.com Name of Project: Executive Director for NETT Coalition Location /Service Area of Project: Paris and Northeast Texas Summary of Project: The Northeast Texas Trail (NETT) began as a Leadership Lamar County project with the opening of the first phase of the Trail de Paris. This launched a movement to open up the entire 130 mile railroad corridor to a hike, bike and equestrian trail. Through the efforts of the non - profit Northeast Texas Trail Coalition in finding matching local money, every community along the trail in Paris and Lamar County has benefited from grants through the Texas Parks and Wildlife and the Texas Department of Transportation. To date Eight Million dollars have been received by Paris and Lamar County for the development of the trail in this county. In addition to Paris and Lamar County, the NETT Coalition has worked with towns and counties along the way to find funding for the trail development and to promote the use of the trail. The Coalition has begun an extensive effort to eventually have the NETT become a linear state park through Texas Parks and Wildlife. In addition, it is completing a strategic plan for the trail which includes continued support of requests from Texas Parks and Wildlife and the Texas Department of Transportation for more development grants, follow up on existing grants, increased promotion of the trail for greater use and economic development, and enforcement of building standards along the trail. The goal is, City of Paris Revised 5/22/2015 obviously, development of the complete 130 mile trail. With completion, the true economic benefits can be realized from sizeable increases in use. The longer the trail, the further people will drive to use it. All of this has been accomplished through volunteer efforts, led by Earl Erikson, and assisted by hundreds of interested and committed citizens. But it has become too big for one volunteer to oversee. An Executive Director is needed to coordinate all the moving parts of this enormous project. The right person would speed up this process of development and accelerate regional and multi -state promotion of the use of the trail. This fund - raising project has a goal of a three -year commitment of $100,000 /per year for a total of $300,000. We are asking for $10,000 from the City of Paris for three years towards the cost of an Executor Director and office. Describe how your project will benefit the City of Paris and its citizens: Paris stands to benefit greatly by the success of the Executive Director's work. By accelerating the efforts to develop the full 130 mile trail, greatly expanding publicity of the trail and its events, and being successful in obtaining designation as a State Park, Paris will become an even stronger tourist destination for access to the trail. This translates into more tax revenue from increased tourism as well as increased revenue for business owners along or near the trail. List other sources of funding for this project and the amounts: The fund drive is in three parts. The first part is asking towns and counties along the trail to commit to a three -year contribution which is happening this summer. The commitments from Paris and other communities along the trail will be the seed money for the launch of the second and third parts of the Drive. City of Paris Revised 5/22/2015 The second part will be to approach local foundations and industries as well as sympathetic state wide foundations and organizations. The third part will be a request from individual supporters. Is a detailed project budget, including columns and descriptions for allocations of city funding and the agency's matching funds, attached? ❑ Yes . The proposed initial budget is attached. Is the agency's most recent financial statement or audit attached? ❑ Yes. A bank statement indicating the financial condition of the NETT Coalition is attached. Have you received funding from the City of Paris in the last five years for this or any other project? ❑ No If you have received previous city funding, list the name of the project, the amount of the City's award, and the year awarded: Detailed description of project (including description of need, scope of work, methodology, who benefits, number of beneficiaries, other project partners, etc.): The need for the executive director is described above. The development of the NETT has become too large and complicated for volunteers to maintain. Attached is the job description for the position as well as expectations from the Executive Director for the first three years of employment. The position will be posted state wide and hired by January 1, 2017. The number of beneficiaries from the work of the Executive Director will number in the thousands - hikers, bikers, equestrians, businesses along the trail, hotels, restaurants, gift stores, and cities and counties that will receive increased tax revenue. Paris is in a unique position to benefit greatly from the efforts of this director. As the center of the trail and the largest community along the trail, Paris will attract users for overnight stays, meals at restaurants and shopping. Other project partners will be communities along the trail. City of Paris Revised 5/22/2015 Job Description for the Executive Director of the Northeast Texas Trail Coalition Overall Purpose of the Job: The Executive Director is the Chief Executive Officer of the NETT Coalition and works with the Board of Directors, volunteers, and partners to provide leadership to carry out the mission and objectives of the NETT. The Executive Director reports to the Board of Directors. Primary Responsibilities: Overall Management: • Oversee day -to -day operations of NETT, including marketing, grant writing, fundraising, program development, event planning, promotion of trail and budgeting. • Serve jointly with the chair of the board as spokesperson for the organization. • Implement the financial policy and report the financial condition of NETT to the Board as required or requested. • Coordinate meetings with board and committee chairs, assist in the preparation of all board documents, and work with the executive committee to plan all board meetings, in addition to planning and coordinating the annual meeting, as well as other administrative functions as may be necessary. • Attend all board meetings and serve as ex- officio of board at all committee meetings. • Serve as liaison between NETT and external stakeholders, developing and maintaining productive relationships with other nonprofit leaders, trail banked agencies and leaders in business and government in order to cultivate long -term strategic partnerships and donor relationships. Board and Committee Development Responsibilities: • Actively engage, energize and maintain communication with board members, committees, volunteers and funders. • Work in partnership with the Board and the Nominating Committee to develop, recruit and maintain a strong Board of Directors. • Work with board to develop and regularly review a strategic plan for NETT and monitor such plan at least annually. Program Operations Responsibilities: • Work in Partnership with the Governmental and Public Affairs Committee and the Funding and Grants Committee to encourage governmental support for the development and maintenance of the NETT, including the long term goal of adoption of the trail by the Texas Department of Parks and Wildlife as a state linear park. • Develop support from elected officials, Texas Department of Transportation, Texas Parks and Wildlife Department, and U.S. National Parks Service for the trail and its development. • Research for and assist in preparation of Governmental Grant Applications and other grant opportunities for the trail development. • Develop Match funding sources for grants. • Prepare segment packages for undeveloped portions of the trail to be ready for grant and other funding opportunities which preparation may include the NETT history, letters of support, cost estimates, and engineering expertise. • Monitor awarded trail development grants to encourage compliance and completion. • Work with Construction and Maintenance Committee to encourage use of standards in the development and maintenance of the trail. Communications and Marketing Responsibilities • Be the primary public face of the organization. • Work with the Marketing and Communications committee to increase tourism and economic development along the Trail. • Encourage and help promote events along the Trail. • Develop and keep current ideas and products that will promote the trail such as brochures, website and Facebook, a NETT app, pocket map with local amenities, and anything necessary to maximize the digital and printed footprints of the Trail. • Develop a speakers' bureau with needed promotional material to present on behalf of the Trail, especially for smaller communities. • Create an internal communication system for ease of communication with board and committee members, supporters, and the media. Fundraising Responsibilities to support NETT Coalition • Work with the Funding and Grants Committee to expand revenue - generating and fundraising activities to support existing program operations and staff. • Identify potential new funders in order to have a balanced funding portfolio, including private and public funding sources. Fiscal Management and Budgeting Responsibilities • Work with the Treasurer, audit committee and the board in developing and applying sound financial practices and preparing an annual operating budget. • Work with the Treasure to oversee accounting system and payment of bills. • Provide accurate financial reports at Board meetings. Qualifications: 1. Knowledge, skills and abilities to meet the responsibilities of the job description including: a. Multi- tasking in a busy environment, prioritizing tasks, and being flexible with a positive attitude. b. Representing the NETT in a knowledgeable and professional manner. c. Exercising a high degree of initiative, judgment, discretion and decision - making to achieve objectives. d. Working independently and on a team. 2. Education: Bachelor's degree minimum in business administration, public administration, communications, natural resources or a related field or equivalent education and /or experience. 3. Experience: Five years of professional experience in nonprofit or governmental management, administration and oversight, development and budgeting. 4. Number One requirement is an interest in and love of trails. Deliverables for Executive Director of the NETT Coalition in the first three years. 1. Coordinate and advance efforts to have the NETT adopted as a Texas State Park through Texas Parks and Wildlife. This will lead to development and maintenance of the entire trail. 2. Identify funding sources and coordinate efforts to develop 30% of the undeveloped portions of the NETT per year. This will lead to more use of the trail. 3. Increase use of the NETT by 10% per year through promotion and events. This will lead to more tourism and economic development. 4. Monitor new construction and maintenance of the NETT to encourage consistency and quality of construction. This will minimize future maintenance of the trail. 5. Identify and secure future funding for this position and to support expansion of the programs of the trail. Budget for NETT Executive Director Salary and Benefits Base Salary $65,000 Payroll Tax $ 5,200 Health Insurance allotment $12,000 Travel Allotment 2,600 TOTAL $85,000 Office Overhead Telephone and internet $3,600 Copier rental $1,500 Insurance (workmans comp, Liability and Errors and Omissions) $1,250 Promotional printing costs Brochures, etc. $6,000 Social Media update and $3,000 Maintenance Accounting services $2,400 Miscellaneous $2,250 $15,000 TOTAL BUDGET $100,000 FIRST FEDERAL COMMUNITY BANK, SSB * * * * * * * * * * * * * * * * AUTO* * 3 754 NORTHEAST TEXAS TRAIL COALITION 106 HIDEAWAY LN POWDERLY TX 75473 -9339 0 DEPS 0 CHKS PAGE 1 342 MAY 31, 2016 8 342 BUSINESS NOW DDA Stmd.ARY :::::::::::::5 -01 -16 THROUGH 5 -31 -16 PREVIOUS DEPOSITS - -- - - - -- CHECKS - - - -- - -- WITHDRAWALS -- ENDING BALANCE NO. AMOUNT NO. AMOUNT NO. AMOUNT BALANCE 8,055.08 1 0.34 0 0.00 0. 00 8,055.42 DAILY BALANCE SUMMARY FOR BUSINESS NOW DDA DATE DESCRIPTION DEPOSITS WITHDRAWALS BALANCE PREVIOUS BALANCE 8,055.08 05 -31 INTEREST POSTING 0.34 8,055.42 ENDING BALANCE 8,055.42 LOW BALANCE (05 -01 -2016) 8,055. 08 AVERAGE BALANCE 8,055.09 INTEREST PAID THIS YEAR 1 ANNUAL PERCENTAGE YIELD EARNED 0. CURRENT INTEREST RATE 7 0 NtnLSER OF DAYS IN INTEREST 05 PERIOD 0.05000 31 I TOTAL ASSESSED THIS CYCLE I TOTAL ASSESSED THIS YEAR: ITOTAL RETURNED ITEM FEES I I i 0.00 (TOTAL RETURNED ITEM FEES 1 I 0.00 1 I ITOTAL OVERDRAFT FEES 1 I I I I 0.00 (TOTAL OVERDRAFT FEES 1 I I I 0.00 I I PLEASE CONTACT THE BANK I >NEDIATELY IF ANY OF YOUR CONTACT INFORMATION HAS CHANGED : PHONE NUMBER , PHYSICAL /MAILING ADDRESS, EMAIL ADDRESS. ETC. CLARKSVILLE 903 - 427 -3858 PARIS DowNTowN PARIS Loop 903 - 784 -0881 903 - 669 -0600 WWW.FFCBANK.COM MT. PLEASANT 903 -577 -1 1 18 FDIC