1997-115-RES WHEREAS, PARIS VISITORS AND CONVENTION COUNCIL, CHAMBER OF COMMERCE OF LAMARY COUNTY
.
. .
RESOLUTION NO. 97-115
WHEREAS, the Paris Visitors and Convention Council, Chamber of Commerce of Lamar
County, has presented its budget for the fiscal year beginning October 1, 1997, and ending
September 30, 1998; 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, 1997, and ending September 30, 1998, be, and
the same is hereby, accepted and approved.
PASSED AND ADOPTED this 22nd day of se~ 1997.
0~/
Eric S. ,ayor
ATTEST:
,
~~-:<>\~\.~(O~
Mattie CUImingham, City Clerk -
BUDGET
Paris Visitors and Convention Committee
Lamar County Chamber of Commerce
ACTUAL ACTUAL ESTIMATED BUDGET
INCOME: 1994-95 1995-96 1996-97 1997-98
Motel Tax $206,582 $221,911 $223,518 $215,000
Interest Income-checking 554 2,274 750 750
Tour de Paris 12,294 11,500 11,500
Cash carryover from previous year -0- 12,000 9,850 12,000
Other Income 4.680 2.359 -0- -0-
TOTAL INCOME $211,816 $250,838 $245,618 $239,250
LINE ACTUAL ACTUAL ESTIMATED BUDGET
ITEM 1994-95 1995-96 1996-97 1997-98
1. Media Promotion 7,519 8,514 8,000 9,000
2. Events Promotion 8,025 17,631 7,500 20,000
3. Visitor/Convention Materials 15,325 13,859 10,500 14,800
4. Convention Promotion 1,501 4,371 1,500 4,500
5. Arts Allocation -0- 3,000 3,000 3,000
6. Membership Dues 1,843 2,855 3,000 3,000
7. Out of town Travel 2,664 3,485 3,650 3,650
8. Operating Reserve 1.562 1.032 1.000 1.000
SUBTOTAL (Program Expense) $ 38,439 $ 54,747 $ 38,150 $ 58,950
9. Program Coordinator 20,679 22,940 25,492 26,767
10. FICA/Medicare 1,822 1,854 1,951 2,048
11. UC/WC 149 209 182 250
12. Group Insurance/Retirement 4,076 4,159 3,816 4,336
13. Intown Auto/Expenses Allowance 1.800 1.840 1.800 2.500
SUBTOTAL (Administrative) $ 28,526 $ 31,002 $ 33,241 $ 35,901
14. Office Overhead & Support 27,000 28,752 30,398 31,531
16. Tour de Paris 12,294 11,500 11,500
17. Communications 3,843 4,211 4,000 4,200
18. Printing/Supplies 696 2,057 2,000 2,000
19. Equipment/Furnishings 168 389 405 500
20. Audit 500 525 525 525
21. Bank Service Charge 4 -0- -0- -0-
22. Building Maintenance Fund 1,000 -0- 1,000 1,000
23. Administrative Reserve 546 3,614 -0- 1,000
24. Civic Center Operations 88.535 103.397 95.793 92.143
SUBTOTAL (Contracted Srvs) $122,288 $155,239 $145,621 $144,399
TOTAL OPERATING EXPENDITURES $189,253 $240,988 $217,012 $239,250
Estimated balance on 30 Sep $ 22,563 $ 9,850 $ 28,606 $ -0-
EXHIBIT A
Pal
PROPOSED BUDGET NOTES
Visitors and Convention
1997-98
..lncil
The income from the Hotel-Motel Occupancy Tax is based on the best estimate as
of this date. If the income is less than expected, it will be necessary to
reduce the budget.
The following is background information on each line item in the budget:
Line
Item
Information
1.
Print
Advertising to promote
NETTC Map
ETTA Vacation Guide
RRV Tourism Assoc. Ad
TTIA Insert
Romantic NE Texas
Paris in
$ 400
3,616
450
3,982
500
TOTAL......................... .$ 8,948
general include:
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. Current year's expenditures included:
Bonham Daily Favorite $ 210
Hugo Heritage Rail Road 300
Focus Magazine 1,717
Garden Study Club 300
Imagine Texas FAM Tour 151
Aerofit TRYathalon 100
Boys Club Golf Classic 325
Paris Gymnastics Boosters 800
Crimestoppers Rodeo 100
Rainbow of Color Rodeo 100
RRV Fair & Exposition 200
Sub-total $ 4,303
Proposed events include:
YWCA Grand Prix $ 2,500
Excursion Train Transportation 1,500
Focus Magazine 462
Sub-total $ 4,462
TOTAL........~ 8.765
3. Visitor and convention promotional materials:
Photographer 264
Rack Cards 394
Litterbags 79
Pens 115
Extra maps from NETTC 140
Chocolate Eiffel Towers 590
Travel Counselor's Promo 50
Paper cubes & pencils 1,955
Excursion Train Brochures 228
Sub-total $ 3,815
An inventory is taken of materials in September and orders are placed to
refill depleted supplies. Every other year the line item is cleared due
to the expense of new city maps. An anticipated $6,000 will remain in;
this year's line item as no new maps are needed.
Sub-total $ 4,985
TOTAL. . . . . . . . . . . . . . . . . ~ 8.800
VCC Proposed 1997-98 Bur' ,t Notes
Page 2
4. Convention Promotion provides assistance to conventions held in Paris and
the promotion of Paris to groups for meetings.
Current year assistance given:
Optimist District Convention $ 83
Rotary District Convention 42
Chaparral Square Dance Convention 46
Phone Book Cover for Civic Center 59
RR Honkers Annual Meet 136
TSAE Contacts 297
Education Conference 65
Sub-total $ 728
Pending meeting expenses:
North American Team Ropers Assn.
Western English Hunters
Chaparral Square Dance Convention
Heritage Hunt
TxDOT Regional Maintenance Conference
Sub-total
$ unknown
Current advertising:
1/2-page Ad in Convention South magazine $ 695
Listing in Convention South magazine 55
Sub-total $ 750
TOTAL.......~ 1.478
1996-97 Budget for potential convention promotion.....$ 3,022
5. 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.
6.
Professional Association Membership Dues:
Texas Society of Association Executives
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
TOTAL.......~ 3.000
$ 225
100
1,250
125
300
500
500
TOTAL.......~ 3.000
110
300
600
750
350
900
480
160
TOTAL..............~ 3.650
8. Operating reserve would be available in the event of unexpected
promotional opportunities.
7.
Out of town meeting expenses:
East Texas Tourism Assoc. meetings $
North East Texas Tourism Council Meetings
TTIA Travel Fair
Texas Travel Summit
TACVB Annual Meeting
TFEA Annual Conference
Red River Valley Tourism Assoc. Meetings
DFW Regional Film Commission meetings
9. Staff salary increase represents 5%.
10. FICA/Medicare as required by law.
TOTAL. . . . . . . . . . . . ..~ 1.000
TOTAL. . . . . . . . . . . . . . $26. 7fh
TOTAL..............~ 2.048
VCC Proposed 1997-98 BUQ~~t Notes
Page 3
11. UC/WC as required by law.
TOTAL..............l 250
12. Group Insurance/Retirement.
TOTAL...................I 4.336
13. Intown travel and meeting cost reimbursement. Increase reflects local
membership in Kiwanis and Toastmasters, also reflects increase for local
car allowance.
TOTAL...........................i 2;500
14. Office overhead & support. Increase in accordance with the C.P.I.
TOTAL. . . . . . . . . . . . . . $31. 531
16. Tour de Paris expenses are not expected to exceed income.
TOTAL......................... .S11,500
17. Mailing and telephone costs. 800-number tolls average $115 monthly.
TOTAL..............~ 4.200
18. Printing and supplies to include stationary, envelopes, "Happenings In
Paris Calendar."
TOTAL. . . . . . . . . . . . ..l 2. 000
19. No major equipment/furnishing purchases projected.
TOTAL..............l 500
20. Audit required by city contract.
TOTAL..............l 525
21. No estimated bank service charges projected.
22. 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..............l 1.000
23. The Administrative Reserve would be available in the event of unexpected
administrative needs.
TOTAL. . . . . . . . . . . . ..l 1.000
24. Attached is the Proposed Budget for the Civic Center reflecting the
spending of this line item as approved by the civic Center Governing
Board.
TOTAL......................... .S92,143,
LOVE CIVIC CENTER
LAMAR COUNTY CHAMBER OF COMMERCE
1997 -1998 BUDGET
REVENUE STATEMENT
A~~~~L 'A~~~~L', y~:~;;,E~~DBJ6~8ET
A 3/7th Motel Tax
B User Fees
C Damage Deposits
D Catering Fees
E RV Hookups
F Vendor Fees, etc.
G Checking Acct. Interest
H Other Income
88,535 95,105 94,869 92,200
51,426 62,405 59,346 60,000
3,683 3,037 25,000 25,000
5,687 5,516 7,500 7,500
537 2,215 1,200 1,200
0 818 200 250
532 3,129 400 400
3,866 9,689 50 50
---- ------------------ -------- -------- --------- --------
LOVE CIVIC CENTER
LAMAR COUNTY CHAMBER OF COMMERCE
EXPENSE BUDGET
1997-1998
A6i~~L" .A6i~~L. Y~:~ E~~D.. BJ~~8ET".'.
1 Staff Salaries
2 FICA
3 Unemployment Taxes
4 Workers Compo Insurance
5 Staff Insurance/Retirement
46,375
3,732
183
o
5,243
46,301
3,292
263
6,227
3,320
51,920
3,972
360
3,415
11,100
54,480
4,1 fil
250
3,500
11,210
----------------------- --------- --------- --------- ---------
SALARIESrrAXESIBENEFITS $55,533 $59,403 $70,767 $73,607
,i~>,'" ,$:;','-
6 Utilities 43,244 52,477 51,216 53,000
7 Communications 2,960 2,901 3,300 3,300
8 Office Supplies 2,057 1,008 700 750
9 Housekeeping Supplies 4,100 3,266 3,120 3,500
10 Building Maintenance/Sps. 0 6,210 5,587 5,600
11 Building Insurance 5,775 5,861 5,664 6,000
12 Grounds Maint./Supplies 3,301 9,000 9,598 9,000
13 Damage Deposit Refunds 0 0 25,000 25,000
OFFICE/CENTER OPERATIONS
$61 ,437
$104,185
----------------------- --------- --------- --------- ---------
$106,150
$80,723
14 Membership Dues/Subs.
15 Out of Town Travel
16 Audit
17 Operating Reserve
540
570
500
4,271
166
460
525
5,198
100
400
525
5,443
250
250
525
5,818
SPECIAL EXPENSES
$5,881
$6,468
----------------------- --------- --------- --------- ---------
$6,843
$6,349
:....;
. .....;..,..,.-,;.:..,-.;.
* Unbudgeted: Lighting System - $11,970
Sign - $ 7,275
NOTE: Any cash receipts over disbursements will be placed
in the Building Reserve CD.