Loading...
10 - LCC and VCC Annual BudgetsItem No. 10 memorandum TO: Mayor & City Council FROM: John Godwin, City Manager SUBJECT: LCC & VCC BUDGETS DATE: June 29, 2018 BACKGROUND: The bylaws of both the Love Civic Center and the Visitors and Convention Council, since they receive funding from the city's Hotel Occupancy Tax (HOT), require that their annual budgets be presented to and approved by the city council each summer. STATUS OF ISSUE: Lamar County Chamber of Commerce President Paul Allen will speak to the council and then Lamar County Chamber of Commerce Chairman Josh Bray and Incoming Chair Linda Kapp will present their board's recommended budget at the July 9 council meeting, explaining any increases and answering council questions. BUDGET: Funding is from the 7% Hotel Occupancy Tax (HOT), plus certain operating revenues. RECOMMENDATION: Approve chamber requested budgets. II � I�.QV� Iliu�l 2018-2019 Program of Work Continue to address and utilize the Long -Term Planning Committee's facility assessment for improvements, and specifically address the following opportunities for improvement: • Continue HVAC upgrades throughout the building • Complete Request For Proposal (RFP) process currently underway with goal of contracting Audio / Visual / Lighting and HVAC control upgrade • Replace catering entrance exterior doors • Explore options and possibly install method to secure Main Hall doors prior to events, when not rented and facilitate ability to reducing heating and cooling during periods of non-use • Improve Trolley Barn to eliminate excessive humidity inside causing mold and mildew • Prepare scope -of -work and received bids for landscaping improvements • Upgrade lighting in and around civic center • Pave RV spots at rear of building and install concrete pad to accommodate turning radius necessary for trolley to be backed into barn. • Locate and repair roof leaks • Replace ceiling tiles with like type tiles where necessary for aesthetic purposes • Replace windows that have fogged due to seal failure • Improve handicap accessibility throughout facility • Create marketing materials and improve social media and web presence Love Civic Center Profit & Loss Budget vs. Actual P.g. i .t2 Love Civic Center Profit & Loss Budget vs. Actual Page 2 oT 2 Mission Statement: 2018-2019 Program of Work The Paris Visitors & Convention Council will provide all necessary services and information to visitors/tourists, and develop programs to attract meetings, conventions, sports events, groups, and other activities that will produce economic benefits for the Paris community. PROJECTS: • Endeavor to attract groups and individuals by providing marketing materials, e.g. social media videos, literature, website information, calendar of events, visitor and newcomer guides, maps, historical tour guides, and brochures. • Promote Paris and Lamar County as an event location to meeting and event planners. • Work with existing partners to continue and expand annual events. • Evaluate and potentially offer funding for events that bring 'heads -in -beds.' • Encourage civic clubs and local businesses to hold meetings and events in Paris • Collaborate with Paris Main Street and Paris Downtown Association and assist with events. Develop and broaden existing events: • Tour de Paris Bicycle Rally • "Hell of North Texas" Gravel Grind partnering with Tour de Paris • Paris Balloon Festival and Music Festival • ASA "Southwest Shootout" Archery Tournament • Southern Drag Boat Races • Three separate square-dance conventions • Antique car events • Fishing tournaments • Golf tournaments • Baseball and Softball tournaments • Motorcycle rides and events Bolster promotion of area attractions: • Eiffel Tower topped with red cowboy hat • Red River Valley Veterans Memorial • Trail de Paris and the North East Texas Trail • Sam Bell Maxey House • Lake Crook • Pat Mayse Lake • Historic Downtown • Lamar County Courthouse • Historic Evergreen Cemetery • Lamar County Historical Museum • Valley of the Caddo Museum and Cultural Center • Lamar County Historical Genealogy Library • John Chisum Monument • Promote Historical Trolley Tours • Paris Community Theatre • Love Civic Center Visitors Convention Council Profit Loss Budget vs. Actual A B I C El F G Hj I KI L M 1 Budget Actual Budget Budget 2 10116-9117 10116-9117 10/17-9118 10/18-9119 Description 3 !Ordinary Income/Expense 4 Income 5 40000 • Income from Events - not hot 6 40030 • Souvenir Sales $ 20,000.00 $ 9,983.77 $ 20,000.00 $ 12,000.00 we have seen a continual decline in Souvenir sales. Tour de Paris has seen revenue based on increase in riders plus the 7 40040 - Tour de Paris Income 40,000.00 44,987.10 45,000.00 45,000.00 addition of the Gravel Grind on July 22. 8 40200 . Motel Tax - hot 615,000.00 658,525.56 630,000.00 640,000.00 Hotel/motel growth from events and travelers. 9 41000 - Misc Income 1,500.00 _ 508.00 1,500.00 2,000.00 10 41200 - Trolly / Historical 5,000.00 3,910.10 5,000.00 5,000.00 Trolley is aging, so expect repairs. 11 41920 • ASA Booth Rentals - 1,800.00 - 12 Total Income 681,500.00 719,714.53 701,500.00 704,000.00 13 Expense 1A 54600 - Training I Education 2,500.00 465.72 3,000.00 2,000.00 ,Continuing Education for Tourism Director. 15 52900 - Furniture & Fixtures 1,000.00 600.00 2,000.00 1,000.00 Office chairs. 16 50000 • Bank Service Charge 17 50010 • Credit Card Charges 1,000.00 2,470.05 1,500.00 2,500.00 Credit card use continually grows. 18 50000 • Bank Service Charge - Other 400.00 98.19 400.00 500.00 19 50001 - Motel Tax Transferred Out 263,571.00 282,225.23 270,000.00 320,000.00 One-half of the budgeted $640,000. 20 50100 • Communications 7,000.00 871.06 7,000.00 3,000.00 Phone service and fax line. 21 50200 • Office Expense 3,000.00 3,791.04 5,000.00 4,000.00 22 50300 - Payroll Expenses 120,000.00 83,034.13 115,000.00 80,000.00 Tourism Director, Director of Sales and Marketing, and Secretary. 23 50400 • Payroll Tax Expense 9,180.00 6,595.55 9,500.00 6,120.00 Proportional to payroll. 24 50500 • Marketing / Advertising 50,000.00 45,387.66 63,000.00 64,000.00 Covers Sales materials, Marketing, Maps, Direct Mail, Advertising. 25 50600 • Professional Fees 26 50610 • Audit 2,000.00 1,758.00 2,000.00 2,000.00 Based on recent costs. 27 50620 • Bookkeeping 3,000.00 4,146.36 3,000.00 4,500.00 Based on recent costs. 28 50600 • Professional Fees - Other 150.00 500.00 29 50700 • Membership Dues/Sub. 4,000.00 2,444.67 4,000.00 4,000.00 ITourism organization dues. 30 50800 • Utilities 34 50900 - Intown Auto/Exp Allowance 4,000.00 2,300.00 5,000.00 5,000.00 Auto allowance plus some mileage at IRS rate. 35 51000 • Out of Town Travel 3,000.00 1,303.93 7,500.00 5,000.00 (Recruitment of events. Visitors Convention Council Profit Loss Budget vs. Actual A B C E' F i G H I KI L M 1 Budget Actual Budget Budget 2 10/16-9/17 10/16-9117 10/17-9/18 10/18-9/19 Description 36 51100 • Small Equipment 300.00 278.00 1,000.00 1,000.00 37 51200 Event Expenses 38 51210 - Paris Art & Wine Festival - 1,650.00 - - 39 51230 • Souvenir Exp 20,000.00 13,822.90 20,000.00 5,000.00 40 51240 • Tour de Paris Exp, 30,000.00 25,589.69 32,500.00 32,500.00 41 51250 • Uncle Jessie's Exp - 986.00 250.00 500.00 Event underwriting. 42 51260 Lamar Co Days in Austin Exp 6,000.00 9,174.06 250.00 4,500.00 Expense of VIP gifts for Legislators. NE TX Trail information. M43 51350 • ASA 30,000.00 22,029.34 30,000.00 27,000.00 Anticipated expenses. 44 51370 • Chaparral Square Dancers 500.00 41.68 500.00 500.00 Event underwriting. 45 51380 • Visitors Guide Exp - - 46 E 51392. SDBA Boat Races 10,000.00 7.00 7,500.00 7,500.00 Event underwriting 47 51395. Wings Over Paris - 2,500.00 - - 48 51200 • Event Expenses - Other 5,125.98 200.00 200.00 49 51400 • Events Promotion / Funding 20,000.00 39,370.69 15,000.00 33,000.00 INew event underwriting. 503,500.00 Museum 3,500.00 - 3,500.00 Left off PY budget, incurred actual expense. 51 51600 • Arts Allocation 7,000.00 7,000.00 7,000.00 7,000.00 Required as part of the contract with the City. 52 51710 -Chamber Management 40,000.00 40,000.00 40,000.00 40,000.00 53 51740. Trolley Driver 500.00 1,766.25 500.00 2,000.00 54 52000 • Meetings & Hosting 3,000.00 355.043,000.00 3,000.00 Underwriting of potential meetings we sponsor. 55 52100 • Eiffel Tower Lighting/Maint 990.95 56 54800 - Rent to COC 12,000.00 12,000.00 12,000.00 12,000.00 57 52400 • Staff Ins./Retirement 11,000.00 6,858.54 13,000.00 10,000.00 Based on estimated cost. 58 52600 • Insurance 59 52610 -Trolley expense (insurance) 2,000.00 1,300.72 2,100.00 2,100.00 60 52620 -General Liability - 248.06 Based on estimated cost. 61 52640 - D & 0 Insurance 2,750.00 1,947.50 2,800.00 2,800.00 Based on estimated cost. 62 52630 • Worker's Comp 1,500.00 745.73 2,000.00 2,000.00 Based on estimated cost. 63 52700 • Misc Expenses 250.00 2,736.78 2,000.00 2,500.00 Based on estimated cost. 64 53000 • Trolley Expenses 5,000.00 4,513.59 6,000.00 6,000.00 Repairs cost have increased as Trolley gets older. 65 54000 . Sponsorship Exp 500.00 1,000.00 500.00 - 66 54300 • Postage 1,500.00 547.02 1,500.00 1,500.00 Visitors Convention Council Profit Loss Budget vs. Actual A B CEl F G HI I K L M 1 Budget Actual Budget Budget 2 10/16-9117 10116-9/17 10/17-9/18 10118-9119 Description 68 54500 - Intern - 1,500.00 69 Pump Track - 50,000.00 New bicycle pump track potentially coming to Paris. 70 1 (City of Paris light project - 13,333.00 Going to go in with City to provide Softball lights on Field 7. 71 Total Expense 677,601.00 643,577.11 699,500.00 773,053.00 72 Net Ordinary Income 3,899.00 76,137.42 2,000.00 (69,053.00) deficit. 73 Other Income/Expense 74 Other Income 75 I 60000 • Interest Income 150.00 124.44 150.00 150.00 76 (Total Other Income 150.00 124.44 150.00 150.00 77 Net Other Income 78 Net Income $ 4,049.00 $ 76,261.86 $ 2,150.00 $ (68,903.00)