2001-145-RES ACCEPTING/APPROVING PARIS VISITORS AND CONVENTION COUNCIL, CHAMBER OF COMMERCE OF LAMAR COUNTY BUDGET FOR FISCAL YEAR OCT 1 2001 TO SEPT 30 2002
RESOLUTION NO. 2001-145
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, ACCEPTING AND APPROVING THE PARIS VISITORS
AND CONVENTION COUNCIL, CHAMBER OF COMMERCE OF LAMAR
COUNTY, BUDGET FOR THE FISCAL YEAR OCTOBER 1,2001, TO
SEPTEMBER 30, 2002; MAKING OTHER FINDINGS AND PROVISIONS
RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Paris Visitors and Convention Council, Chamber of Commerce of Lamar
County, has presented its budget for the fiscal year beginning October 1, 2001, and ending
September 30,2002; 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, PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all
things approved.
Section 2. That the proposed budget for the Paris Visitors and Convention Council,
Chamber of Commerce of Lamar County, for the fiscal year beginning October 1, 200 1, and
ending September 30, 2002, be, and the same is hereby, accepted and approved.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 10th day of September, 2001.
ATTEST:
~~.~~
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
2001-02 BUDGET
Paris Visitors and Convention Council
Lamar County Chamber of Commerce
ACTUAL ACTUAL YR. END EST. BUDGET BUDGET
INCOME: 1998-99 1999-00 2000-01 2000-01 2001-02
Motel Tax $280,480.00 $339,567.00 $345,595.00 $316,810.00 $340,667.00
Interest Income 3,949.00 3,291.00 4,968.00 3,000.00 4,968.00
Other Income 3,088.00 4,479.00 2,014.00 2,000.00 2,000.00
Tour de Paris 5,774.00 8,855.00 8,000.00 4,700.00 8,000.00
Visitor Guide 4,205.00 18,840.00 20,542.00 20,000.00 20,500.00
Cash carryover 12.000.00 12.000.00 12.000.00 12.000.00 21.309.00
TOTAL INCOME $309,496.00 $387,032.00 $393,119.00 $358,510.00 $397,444.00
EXPENDUTURES:
I. Media Promotion $17,374.00 $16,725.00 20,536.00 $20,000.00 $23,096.00
2. Events Promotion 26,278.00 23,580.00 25,000.00 25,000.00 25,000.00
3. Visitor/Conv. Materials 21,883.00 25,486.00 25,081.00 25,000.00 27,967.00
4. Convention Promotion 6,485.00 10,478.00 10,633.00 13,000.00 13,000.00
5. Arts Allocation 5,000.00 5,000.00 15,000.00 15,000.00 20,000.00
6. Membership Dues 3,111.00 3,785.00 2,456.00 3,100.00 3,100.00
7. Out of Town Travel 2,164.00 5,623.00 5,382.00 5,000.00 5,000.00
8. Operating Reserve 3.616.00 5.845.00 214.00 3.000.00 3.000.00
SUBTOTAL PROGRAM EXPENSES$85,911.00 $96,522.00 $104,302.00 $109,100.00 $120,292.00
9. Director/Program Coord. 28,105.00 $29,508.00 $33,000.00 $33,000.00 35,000.00
10. FICA 2,004.00 1,671.00 2,525.00 2,524.50 2,678.00
11. Unemployment Tax 68.00 500.00 249.00 248.60 80.00
12. Workers Compensation wlline #11 w/line #11 w/line #11 w/line #11 179.00
13. Group & Life Insurance 5,162.00 5,486.00 6,058.00 6,380.00 6,319.00
14. Retirement w/line #13 wlline #13 w/line #13 w/line #13 2,470.00
15. Auto Allowance/Intown Exp. 2.002.00 1.962.00 1.989.00 2.000.00 2.000.00
SUBTOTAL ADMIN. EXPENSES $37,341.00 $39,127.00 $43,821.00 $44,153.10 $48,726.00
16. Office Overhead/Support $31,968.00 $33,574.00 $33,572.00 $35,251.00 $36,309.00
17. Tour de Paris 6,891.00 6,572.00 5,000.00 4,700.00 5,200.00
18.' Communications 5,715.00 7,057.00 7317.00 6,000.00 7,500.00
19. Printing & Supplies 1,653.00 1,471.00 874.00 2,000.00 2,000.00
20. Equipment & Furnishings 1,653.00 189.00 312.00 3,500.00 3,500.00
21. Audit 1,075.00 762.00 725.00 800.00 800.00
22. Building Maintenance 50.00 0.00 0.00 1,000.00 1,000.00
23. Administrative Reserve 0.00 736.00 0.00 1,000.00 1,000.00
24. Visitor Guide 8,307.00 28,216.00 9,352.00 18,864.00 20,000.00
25. Civic Center Operations 120,206.00 145,528.00 148,112.00 135,776.00 146,000.00
26. Depot Expenses 1.274.00 1.123.00 1.651.00 6.365.90 5.117.00
SUBTOTAL CONTRACTED SERVICES$179,702.00 $225,228.00 $206,915.00 $215,256.90 $228,426.00
TOTAL OPERATING EXPENDlTURES$302,954.00 $360,877.00 $355,038.00 $368,510.00 $397,444.00
Estimated Balance $6,542.00 $26,155.00 38,081.00 -$10,000.00 -0-
Budget Notes
Paris Visitors and Convention Council
2001-02
INCOME
Motel Tax: based upon the best estimate as of this date. If the income is less than expected, it will be
necessary to reduce the budget.
Interest Income: checking and savings/CD.
Other income: from the sales of souvenirs, maps, etc.
Tour de Paris: registration fees from the participants.
Visitors Guide: as publisher of the guide, collections from advertisers.
Cash carry over from previous year: $21,309.00 estimated surplus to accommodate the support of the
Paris Municipal Band and the Paris Area Arts Alliance.
EXPENSES
1. Print advertising to promote Paris in general include:
Focus Magazineffexas Destinations $5,400
Pre-printfITIA 8,700
Cooper Lake Maps 450
RRVTA Guide 2,500
ETTA Guide Ad 5,000
Miscellaneous 1,046
TOTAL................ $23,096
2. Event Promotion Assistance is for events held locally to encourage out-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. Events
supported include:
RRV Heritage Bluegrass Festival
Five State Youth Baseball Tournaments
Longhorn National Drag Boat Races
TRY-Paris 2001 Triathalon
EMS Golf Cart
Hugo Heritage Railroad Train Ride to Paris
Dallas Model T Car Club Tour
A Maxey House Christmas
Crime Stoppers Rodeo
RRV Fair and Exposition
Rainbow of Color Rodeo
TOTAL................ $25,000
3. Visitor and convention promotion materials are so popular and well used in the solicitation and
servicing of groups. Recommended increase from $20,000 to $27,967. Some of these items are as
follows:
Eiffel Tower Pins
City Brochures
Antique Guides
Bandanas
Stress Relivers
Shirts
Rack Cards
City Maps
Historical Tour Guides
Postcards
Photography
Bags
Eiffel Tower Bottles
TOTAL. . . . . . . . . . . . . . . . $27,967
4. Convention Promotion provides assistance to conventions held in Paris and the
promotion of Paris to groups for meetings such as the Chaparral Square Dance, TxDOT District
Meetings, Texas State Coonhunters.
TOTAL................ $13,000
5. Arts Allocation in support of the Paris Area Arts Alliance and the Paris Municipal
Band. Recommended increase from $5,000 to $10,000 for the Paris Area Arts
Alliance.
TOTAL. . . . . . . . . . . . . . . . $20,000
6. Professional Association Members Dues:
Texas Association of Convention and Visitor Bureaus $ 750
DPW Regional Film Commission 1,300
Texas Travel Industry Association 500
Texas HotellMotel Association 295
Red River Valley Tourism Association 100
Northeast Texas Tourism Association 145
Red River Valley Bluegrass Club 10
TOTAL. . . . . . . . . . . . . . . . . $3,100
7. Out of town Meeting Expenses:
TACVB Annual Meeting
$1,350
ITIA Summit
ITIA Unity Dinner
Texas Travel Counselors Fair
TxDOT Highway Appearance
Regional Meetings
1,350
500
750
500
550
TOTAL................. $5,000
8. Operating Reserve would be available in the event of unexpected promotional opportunities.
TOTAL................. $3,000
9. Staff salary.
TOTAL.. ........... " $35,000
10. FICA
TOTAL. . . . . . . . . . . . .. $2,678.00
11. Unemployment Tax
TOTAL . . . . . . . . . . . . . . . . .$80.00
12. Workers Compensation
TOTAL. . . . . . . . . . . . . . . . $179.00
13. Group & Life Insurance.
TOTAL. . . . . . . . . . . . . . .$6,319.00
14. Retirement.
TOTAL... .. . ........ $2,470.00
15. Intown travel and meeting cost reimbursement.
TOTAL. . . . . . . . . . . . . . . . $2,000
16. Office Overhead and support. Increase of 5%
TOTAL. . . . . . . . . . . . . . . . $36,309
17. Tour de Paris expenses are generally off set by registration fees of participants.
TOTAL. .. . .. . .. .. . .. . . $5,200
18. Mailing and telephone costs. Recommended increase from $6,000 to $7,500.
TOTAL. . . . . . . . . . . . . . . . $7,500
19. Printing and supplies to include stationary, envelopes, "Happenings In Paris" Calendars.
TOTAL. . . . . . . . . . . . . . . . $2,000
20. Anticipated costs for equipment and furnishings purchases after move into the depot.
TOTAL. . . . . . . . . . . . . . . . $3,500
21. Audit required by city contract.
TOTAL. . . . . . . . . . . . . . . . $ 800
22. Assistance with long term building maintenance above that which is included in the overhead; i.e.,
parking lot, entry way repair.
TOTAL. . . . . . . . . . . . . . . . $1,000
23. Administrative Reserve would be available in the event of unexpected administrative needs.
TOTAL. . . . . . . . . . . . . . . . $1,000
24. Cost for the printing of the Visitors and Newcomers Guide to Paris. It is offset by the ad revenue
generated.
TOTAL ........ . . . . . . . . $20,000
25. In accordance with the Contract with the City of Paris, 317ths of the motel tax collections received
from the City is transferred into the operating budget of the Love Civic Center. The Love Civic
Center budget is approved by the Governing Board of the Love Civic Center, Paris Visitors and
Convention Council, Chamber Board of Directors and the City of Paris.
TOTAL............... $146,000
26. Expenses incurred with the construction of the Depot Rehabilitation outside of the project costs; i.e.,
water and electricity bills.
TOTAL. .. . .. . .. . .. .. . .. $5,117