1999-091-PARIS VISITORS AND CONVENTION COUNCIL PROPOSED BUDGET
RESOLUTION NO. 99-091
WHEREAS, the Paris Visitors and Convention Council, Chamber of Commerce of Lamar
County, has presented its budget for the fiscal year beginning October 1, 1999, and ending
September 30, 2000; and,
WHEREAS, it is appropriate that said budget, attached hereto as Exhibit A, be accepted
and approved; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, that the
proposed budget for the Paris Visitors and Convention Council, Chamber of Commerce of Lamar
County, for the fiscal year beginning October 1, 1999, and ending September 30, 2000, be, and
the same is hereby, accepted and approved.
PASSED AND ADOPTED this 12th day of July, 1999.
~
Charles H. Neeley, Mayor
ATTEST:
~G-~~~~~
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
~l4"J~
Stepha Ie H. Hams, Ass!. City Attorney
PROPOSED BUDGET
Paris visitors and Convention Committee
Lamar County Chamber of COmmerce
r:~
el Tax
terest Income-checking
ur de Paris
sh carryover from previous year
ain Ride
vings/CD Interest
sitors Guide
her Income
TOTAL INCOME
NE
EM
Media Promotion
Events Promotion
Visitor/Convention Materials
Convention Promotion
Arts Alloc.ation
Membership Dues
Out of town Travel
Operating Reserve
SUBTOTAL (Program Expense)
Program Coordinator
FICA/Medicare
UC/WC
Group Insurance/Retirement
Intown Auto/Expenses Allowance
SUBTOTAL (Administrative)
ACTUAL
1996-97
$229,480
2,408
6,394
12,000
-0-
1. 079
$252,126
ACTUAL
1996-97
8,491
7,370
17,288
2,876
3,000
2,019
1,296
557
$ 42,897
25,442
2,038
236
3,988
1. 692
ACTUAL
1997-98
$251,157
4,Q~4
4,378
12,000
-0-
2,070
21,915
8.057
$303,611
ACTUAL
1997-98
11,191
13,470
15,105
7,249
3,000
2,844
3,269
1. 376
$ 57,451
26,714
2,069
214
4,755
1. 986
$ 33,396 $ 35,901
'.
Office Overhead & Support
Train Ride
Tour de Paris
Communications
Printing/Supplies
Equipment/Furnishings
Audit .
Bank Service Charge
Building Maintenance Fund
Administrative Reserve
Visitor Guide
Civic Center Operations
Tourism Conference
Depot Expenses
'.
'.
>.
,.
SUBTOTAL (Contracted Srvs)
30,398
8,798
5,006
1,368
405
525
-0-
125
-0-
98,349
-0-
-0-
31,531
2,930
7,925
5,859
1,989
90
600
-0-
-0-
1,090
17,670
107,639
5,932
-0-
$144,974 $183,255
TOTAL OPERATING EXPENDITURES $221,267 $276,444
Estimated balance
. .
$ 30,859 $ 27,167
EXHIBIT A
EST YR END
1998-99
$260,319
1,800
8,447
.12,000
-0-
1,500
25,000
1. 539
$285,605
EST YR END
1998-99
16,392
20,000
14,030
8,676
5,000
3,086
3,650
1. 000
$ 71,834
28,105
2,182
16
6,630
1.986
BUDGET
1999-00
$250,000
750
7,833
12,000
-0-
1,500
21,622
1. 500
$295,205
BUDGET
1999-00.
17,000
20,000
14,800
8,000
5,000
3,075
3,650
1. 000
$ 72,525
29,510
2,258
230
5,578
2.000
$ 38,919 $ 39,576
31,973
-0-
8,447
6,366
2,232
2,464
1,625
-0-
1,000
-0-
17,819
111,565
-0-
1. 675
33,572
-0-
7,789
6,000
2,000
3,500
600
-0-
1,000
1,000
18,000
107,143
-0-
2.500
$167,343 $183,104
$278,096 $295,205:
$ 7,509
-0-
BUDGET NOTES
Paris isitors and Convention Cc. "ci1
1999-00
he income from the Hotel-Motel Occupancy Tax is based on the best estimate as
f this date. If the income is less than expected, it will be necessary to
educe the budget.
he following is background information on each line item in the budget:
ine
tern Information
1. Print Advertising to promote Paris in general include:
NETTC Map $ 575
ETTA Vacation Guide 3,996
Group Tour Promotions 1,664
RRV Tourism Assoc. Ad 1,850
TTIA Insert 5,682
Focus Magazine 2,700
Paris News 533
TOTAL... _..................... .$17.000
2. Event Promotion Assistance is for events held locally to encourage o~t-
of-town attendance. Promotions are usually approved by the events
funding sub-committee, however, sponsorship determination is approved
administratively which was approved by VCC in the 1993-94 year.
Regional newspaper advertising to promote events is also taken from this
line item. Current year's expenditures included:
Focus Magazine for Specific Events 1,844
Crimestoppers Rodeo 100
Rainbow of Color Rodeo 125
RRV Fair & Exposition 200
Paris Rodeo 75
Longhorn Nationals 7,000
Paris Teen League 4,000
Breakfast Optimists 3,000
YWCA Fiddling Contest 500
SSRDA Ampitheater Project 1,500
Wise Home Open House 50
Balance 1,156
TOTAL........$20.000
3.
Visitor and convention promotional
Eiffel Tower Bottles
Eiffel Tower Lapel pins
Travel Counselors Promo
Photographer
Chocolate Eiffel Towers
Booth Reg. Travel Fair
Brochures
Note Pads
Shirts
Stress Relievers
Tote Bags
Lighted Sign
Sub-total
An inventory is taken of materials
refill depleted supplies.
Sub-total
materials:
60
1,376
50
50
206
175
4,156
1,285
648
583
1,328
1,080
$ 10,997
in September and orders are placed to
$ .3,803
1 TOTAl.J. ......... .'.-.... ..S14..8,-
::.._"'-
.
'.
Convention Promotion provides assistance to conventions
the promotion of Paris to groups for meetings.
Current year assistance given:
Tx State Coonhunters
AACA Central Spring Meet
Texas State MG Ragister
Texas State Cushman Convention Promo
Chaparral Square Dance Convention
C 1999-00 Budget Notes
ge 2
held in Paris and
. .
TOTAL.......2 8,000
Arts Allocation in support of the Paris Area Arts Alliance. They use
it as matching funds for programing and sub-granting to local arts
groups.
Professional Association Membership Dues:
Red River Valley Tourism Association
DFW Regional Film Commission
North East Texas Tourism Council
Texas Festivals & Events Association
Texas Travel Industry Association
Texas Assoc. of Convention and Visitor Bureaus
Texas Nature Tourism Association
Out of town meeting expenses:
East Texas Tourism Assoc. meetings $
North East Texas Tourism Council Meetings
TTIA Travel Counselors' Fair
Texas Travel Summit
TACVB Annual Meeting
TFEA Annual Conference
Red River Valley Tourism Assoc. Meetings
DFW Regional Film Commission meetings
TOTAL.......2 5,000
100
1,250
125
300
500
500
300
TOTAL.......2 3,075
110
300
600
750
350
900
480
160
TOTAL..............2 3.650
Operating reserve would be available in the event of unexpected
promotional opportunities.
3. Staff salary increase represents 5%.
~. FICA/Medicare.
1. DC/WC.
2.
Group Insurance/Retirement.
3.
Intown travel and meeting cost reimbursement.
TOTAL..............2 1.000
TOTAL............. .$29,510
TOTAL..............~ 2.258
TOTAL..............~ 230
TOTAL..............~ 5.578
TOTAL..............~ 2.0r
4 .
Office overhead & support.
Increase in accordance with the C.P.I.
TOTAL. . . . . . .. . . ,'. . . $33 ,572
. .
~
C 1999-00 Budget Notes
.ge 3
, .
Train ride operation expenses no longer exist.
-",
'. Tour de Paris expenses are set off by registration fees and donations.
TOTAL. . . . . . . . . . . . ..l 7,789
Mailing and telephone costs. BOO-number tolis' average $115 monthly.
TOTAL,~.............~ 6.000
I. printing and supplies to include stationary, envelopes, "Happenings In
Paris Calendar."
TOTAL..............! 2.000
I. Anticipated costs for equipment/furnishing purchases after move into
depot.
TOTAL... . . ... . .....~ 3.500
). Audit required by city contract.
TOTAL. . . . . . . . . . . . . . ~
600
1. No estimated bank service charges projected.
2. Assistance with long term building maintenance above that which is
included in the overhead; i.e., parking lot repair, entry way repair,
termite extermination. This does not represent 1/3 of the estimated cost
of repairs although the City holds title to 1/3 of the building.
TOTAL....... . . .. . ... ..~ 1.000
3. The Administrative Reserve would be available in the event of unexpected
administrative needs.
TOTAL..............ll.OOO
4. Cost for the printing of the visitors and Newcomers Guide to Paris. It
is offset by the ad revenue generated.
TOTAL.............~ 18.000
5. In accordance with the Contract with the City of Paris, 3/7th of the
motel tax collections received from the City is transferred into the
operating budget of the Love Civic Center. That budget is approved by
the Governing Board of the Love Civic Center, Chamber Board of Directors
and the City of Paris.
TOTAL............ .$107.143
'6. Tourism Workshop expenses no longer exist. This was a one time revenue
generator.
'7. Depot Expenses are incurred through utility useage during the
:onstruction phase.
TOTAL. .. .. . . . . . . . . . . S
2.500
, .
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LOVE CIVIC CENTER
LAMAR COUNTY CHAMBER OF COMMERCE
1999-2000 BUDGET
REVENUE STATEMENT
"V;~.99'6'Vr ../1997/{ '1{4 999'/; ..Iki99SIh;'/;g9QPI
iA~TttAuii:III'iIA~Ti!ig~il..'a6dE$iim~;~fJt1:mi;tBUDGEIV.
A 3/7th Motel Tax 95,105 98,349 111,565 107,639
B User Fees 62,405 58,683 90,286 92,013
C Damage Deposits 3,037 27,682 27,192 29,387
0 Catering Fees 5,516 7,204 9,886 9,587
E RV Hookups 2,215 1 ,484 1,300 1,278
F Vendor Fees, etc. 818 187 1,399 386
G Checking Acct. Interest 3,129 2,780 1 ,477 5,571
H Other Income 9,689 5 2,916 2,916
I CD Interest ---- ---- 1,200 0
107,143
95,000
30,000
10,000
1,200
300
1,400
100
1,200
--- ------------------ -------- -------- -------- -------- --------
~~T1!!!i~~5~!D;~:i~~
LOVE CIVIC CENTER
LAMAR COUNTY CHAMBER OF COMMERCE
EXPENSE BUDGET
1999-2000
A6~~~~;}A6Y0~3~;~%{i~~b ~61fJ:Ji: . ...i~Z~lfr
... .".......,....--..-......,.:,....
1 Staff Salaries
2 FICA
3 Unemployment Taxes
4 Workers Comp, Insurance
5 Staff Insurance/Retirement
6 Financial & Clerical Support
7 Contract Labor
46,301 54,115 58,161 58,164 63,379
3,292 3,914 4,144 4,174 4,734
263 398 240 260 250
6,227 3,415 3,100 2,658 3,500
3,320 8,041 12,556 13,306 12,250
3,943 3,000 4,500
3,600
1.m$~.(~'~' .,~,:w. '. :;::., <~&W. 'l~. .~.~tWtg.
8 Utilities
9 Communications
10 Office Supplies
11 Housekeeping Supplies
12 Building Maintenance/Sps.
13 Building Insurance
14 Grounds Maint./Supplies
15 Damage Deposit Refunds
16 Equipment
-------- -------- -------- -------- --------
$59,403 $69,883 $82,144 $81,562 $92,213
".:S
.Il!"
52,477 50,835 48,000 50,000
2,901 3,226 3,979 4,000
1,008 872 1,173 1,200
3,266 4,783 2,290 3,000
6,210 6,408 13,100 38,330
5,861 5,664 5,706 6,000
9,000 6,237 10,740 10,000
0 27,947 26,146 30,000
10,640 5,000
SALARIESrr AXESIBENEFITS
---------------------- -------- -------- -------- -------- --------
OFFICE/CENTER OPERATIONS
$80,723 $105,972 $121,774 $107,262 $147,530
M:tfg~fMfl~t?rJ.Mffm[4.$t.tHtlji1t%'twl*tiltnl1.tm*mmM~:tm~~n#M~ttt.nI&~]trU*tiftMnrt*\tthtf:M*:-.?;W~lf:Wt*l~t~MlMiilitf~%MnHWM$p~9m~~
17 Membership Dues/Subs.
18 Out of Town Travel
19 Audit
20 Operating Reserve
21 Misc. Exp.
22 Auto Exp./Barlnra
5 ecial ex enses
,,'.'
:-: :::;....;
166 100 100 205 150
460 341 867 443 1,000
525 525 1,570 600 750
5,198 3,606 3,000 3,072 3,000
100 0 500
600 0 1,200
$6,349.00 $6,237.00 $4,320.00 $6,600.00
:r.",
~$165,7.2()
Une #12 Includes extra allowance for resurfacing the parking lot
and new flooring for halls inside the center.
NOTE: Any cash receipts over disbursements will be placed
in the Building Reserve CD.
. ,
CIVIC CENTER BUDGET NOTES
INCOME
A - civic Center;s portion of motel/hotel tax from Visitor &
Convention Center
B - Fees collected for rental of civic center
C - Damage Deposits collected (Returned to renter if there is
no damage to the building.)
D - Fees collected for rental of kitchen and 10% fee
collected from caterers
E - Income from RV hookups
F - Income from vendors for allowing vending machines to be
placed in the civic center
G - Interest from checking account
H - Miscellaneous income
I - Interest earned from CD's/savings accounts
CIVIC CENTER BUDGET NOTES
EXPENSE
1 - Salaries for manager and maintenance staff, includes
auto allowances
2 - FICA and Medicare payments to the federal government
(7.65%)
3 - Texas Workforce Commission and FUTA taxes (quarterly)
4 - Workers compensation insurance
5 - Payment of staff medical/dental/life insurance and
retirement benefits
6 - Payment t~ the Lamar County Chamber of Commerce for
bookkeeping and clerical support
7 - For temporary workers (called on as needed basis)
8 -""Gas, electric, and building water bill
9 - Phone bill, long distance service, and postage expenses
10 - General office supplies
11 - Items needed to clean. the inside of the civic center
building
12 - Items purchased to maintain the inside of the building,
includes trash collection
13 - Building insurance
14 - Items purchased to maintain c~v~c center's grounds and
maintain yard equipment, includes water bill for yard
15 - Damage deposit refunds to users
16 - Purchase of any equipment needed
17 - Membership dues for the East Texas Civic Center
Association and a subscription to The Paris News
18 - Travel expenses when attending meetings
19 - Yearly audit
20 - Reserve for unexpecte~ expenses
21 - Catch all category for expenses not listed above
22 - Auto Allowance for Barbara Carpenter