1998-096-RES WHEREAS, PARIS VISITORS AND CONVENTION COUNCIL, CHAMBER OF COMMERCE
RESOLUTION NO. 98-096
WHEREAS, the Paris Visitors and Convention Council, Chamber of Commerce of Lamar
County, has presented its budget for the fiscal year beginning October 1, 1998, and ending
September 30, 1999; 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 OI" 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, 1998, and ending September 30, 1999, be, and
the same is hereby, accepted and approved.
PASSED AND ADOPTED this 13th day of July, 1998.
ATTEST:
(I
Charles H. Neeley, Mayor
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
7~ fl-P
Scott P. Foster, City Attorney
PROPOSED BUDGET
I is Visitors and Convention Committee
Lamar County Chamber of Commerce
ACTUAL ACTUAL YEAR TO DATE BUDGET
INCOME: 1995-96 1996-97 1997-98 1998-99
Motel Tax $221,911 $229,480 $128,606 $239,539
Interest Income-checking 2,274 2,408 780 750
Tour de Paris 12,294 6,394 -0- 11,500
Cash carryover from previous year 12,000 12,000 12,000 12,000
Train Ride 2,070 -0-
Savings/CD Interest 1,403 1,500
visitors Guide 9,820 25,000
Other Income 2,359 1, 079 735 800
TOTAL INCOME $250,838 $252,126 $155,414 $291,089
LINE ACTUAL ACTUAL YEAR TO DATE BUDGET
ITEM 1995-96 1996-97 1997-98 1998-99
1. Media Promotion 8,514 8,491 9,950 15,000
2. Events Promotion 17,631 7,370 4,781 20,000
3. Visitor/Convention Materials 13,859 17,288 6,222 14,800
4. Convention Promotion 4,371 2,876 3,324 6,000
5. Arts Allocation 3,000 3,000 3,000 5,000
6. Membership Dues 2,855 2,019 2,559 3,000
7. Out of town Travel 3,485 1,296 608 3,650
8. Operating Reserve 1, 032 557 228 1,000
SUBTOTAL (Program Expense) $ 54,747 $ 42,897 $ 30,673 $ 68,450
9. Program Coordinator 22,940 25,442 15,561 28,105
10. FICA/Medicare 1,854 2,038 1,216 2,151
11. UC/WC 209 236 205 223
12. Group Insurance/Retirement 4,159 3,988 2,896 4,895
13. Intown Auto/Expenses Allowance 1,840 1, 692 818 2,500
- - -
SUBTOTAL (Administrative) $ 31,002 $ 33,396 $ 20,696 $ 37,874
14. Office Overhead & Support 28,752 30,398 18,393 31,973
15. Train Ride 2,930 -0-
16. Tour de Paris 12,294 8,798 94 11,500
17. Communications 4,211 5,006 2,149 6,000
18. Printing/Supplies 2,057 1,368 980 2,000
19. Equipment/Furnishings 389 405 90 3,500
20. Audit 525 525 600 600
21. Bank Service Charge -0- -0- -0- -0-
22. Building Maintenance Fund -0- 125 -0- 1,000
23. Administrative Reserve 3,614 -0- 1,090 1,000
24. Visitor Guide 9,246 17,819
25. Civic Center Operation~ 103,397 98,349 55,117 107,385
- -
SUBTOTAL (Contracted Srvs) $155,239 $144,974 $ 90,689 $182,777
TOTAL OPERATING EXPENDITURES $240,988 $221,267 $142,058 $289,101
Estimated balance $ 9,850 $ 30,859 $ 13,356 $ 1,988
EXHIBIT A
BUDGET NOTES
f~~is Visitors and Convention Council
1998-99
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 Paris in general include:
NETTC Map $ 400
ETTA Vacation Guide 3,800
Group Tour Promotions 1,589
RRV Tourism Assoc. Ad 525
TTIA Insert 3,982
Retirement Promotion 4,704
TOTAL. . . . . . . . . . . . . . . . . . . . . . . . . . $15 , 000
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:
Focus Magazine 1,571
Garden Study Club 150
Maxey House Event 51
Remote Controlled Airplane Runway 2,000
Crimestoppers Rodeo 100
Rainbow of Color Rodeo 125
RRV Fair & Exposition 200
RRV Honkers 160
Young Farmers 175
Paris Rodeo 75
Sub-total $ 4,781
Proposed events include:
Excursion Train Transportation 2,720
Focus Magazine 924
Southern Gospel Music Convention 1,000
Girls Fast pitch Baseball Tournamentl,OOO
Dixie Majors Tournament 2,000
Sub-total $ 7,644
TOTAL........$12,425
3. Visitor and convention promotional materials:
Eiffel Tower Bottles 120
Postcards 1,319
Eiffel Tower Lapel pins 3,263
Name tags 168
Travel Counselors Promo 50
Photographer 119
Pens 525
Chocolate Eiffel Towers 384
Booth Reg. Travel Fair 275
Travel Counselor's Promo 50
Sub-total $ 6,273
An inventory is taken of materials in September and orders
refill depleted supplies.
Sub-total
are placed to
$ 8,527
TOTAL................ .$14,800
VCC 1998-99 Budget No~ ~s
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:
TxDOT Regional Maintenance Conference $ 1,333
Education Conference 65
Tx State Coonhunters 1,877
Tx State Cushman Convention Promo 358
Sub-total $ 5,191
Pending meeting expenses:
AACA Central District Meet
Chaparral Square Dance Convention
Sub-total
Current advertising:
Listing in Convention South magazine
Sub-total
$ unknown
55
$ 55
TOTAL.......! 5,246
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. They have asked that their allocation be raised to $5,000.00
TOTAL.......! 5,000
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
$ 225
100
1,250
125
300
500
500
TOTAL.......t 3,000
7. Out of town meeting expenses:
East Texas Tourism Assoc. meetings $ 110
North East Texas Tourism Council Meetings 300
TTIA Travel Counselors' Fair 600
Texas Travel Summit 750
TACVB Annual Meeting 350
TFEA Annual Conference 900
Red River Valley Tourism Assoc. Meetings 480
DFW Regional Film Commission meetings 160
TOTAL..............i 3,650
8. Operating reserve would be available in the event of unexpected
promotional opportunities.
TOTAL..............i 1,000
9. Staff salary increase represents 5%.
10. FICA/Medicare.
TOTAL............. .$28,105
11. UC/WC.
TOTAL. .. . . . . . . II . . .! 2, 151
12. Group Insurance/Retirement.
TOTAL...............$. 223
TOTAL. I I I I I I I I I I I I It 4,895
VCC 1998-99 Budget No j
Page 3
13. Intown travel and meeting cost reimbursement.
TOTAL. . . . . . . . . . . . . .! 2,500
14. Office overhead & support. Increase in accordance with the C.P.I.
TOTAL. . . . . . . . . . . . . . $ 31 , 973
16. Tour de Paris expenses are not expected to exceed income.
TOTAL............. .$11,500
17. Mailing and telephone costs. 800-number tolls average $115 monthly.
Increase for anticipated postage increases.
TOTAL. . . . . . . . . . . . . . i 6, 000
18. Printing and supplies to include stationary, envelopes, "Happenings In
Paris Calendar."
TOTAL. . . . . . . . . . . . . . ~ 2, 000
19. Anticipated costs for equipment/furnishing purchases after move into
depot.
TOTAL. · .. . . .. . . . . ..1 3,500
20. Audit required by city contract.
TOTAL. · . · . . . . . . . . . .1 600
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. . . . . . . . . . . . . .! 1, 000
23. The Administrative Reserve would be available in the event of unexpected
administrative needs.
TOTAL. . . . . . . . . . . . ..1 1, 000
24. Cost for the printing of the Visitors and Newcomers Guide to Paris. It
is offset by the ad revenue generated. 1997-98 will show a profit of
$5,000.
TOTAL. . . . . . . . . . . . ..$. 17,819
25. 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............ .$107,385
LOVE CIVIC CENTER
LAMAR COUNTY CHAMBER OF COMMERCE
1998-1999 BUDGET
REVENUE STATEMENT
,. " .::.:::':::':::: ..,::::::,:,:,::::::::::,::::::.:::::::::::::::::::,::.::::.:.::::::::::::'::;:::::::,::;:;::;;::;::::::::::::::;::::;::;~::::::::::;: :::::::::..::;::'::;'1996 :::::::::::.::::': ::::;:.:'::::':'::;"1997/::::::;':::::::: .:::::':::;:::::::;::'1988.':;:::::::::::;:;;:: . ;:;::::::'1'" . .::. ..... '';';::':':':':';':':':';':':'':::''1999.';' ..';,".
LiNn' ......................'...............................,..,......................... .... ............. ......,.. ........'.......... ........... ..... 998'Y eat......... '''''.'''.' . ..........'..
A 3{7th Motel Tax 95,105 98,349 92,200 98,000 107,385
8 User Fees 62,405 58,683 60,000 65,000 63,000
C Damage Deposits 3,037 27,682 25,000 30,000 30,000
o Catering Fees 5,516 7,204 7,500 10,000 10,000
E RV Hookups 2.215 1 ,484 1,200 1,100 1,200
F Vendor Fees, etc. 818 187 250 250 250
G Checking Acct. Interest 3,129 2,780 400 800 1,000
H Other Income 9,689 5 50 783 50
I CD Interest ---- ---- 0 3,000 3,000
--- ------------------ -------- -------- -------- -------- --------
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LOVE CIVIC CENTER
LAMAR COUNTY CHAMBER OF COMMERCE
EXPENSE BUDGET
1998-1999
L1NI! . ..:. .': ':"::.:::::. ...... ".:.:.: :::.: -:. .::.:::':;:.::: :,:.,:::,:::,:::::,:::,:,:,:::;:.::::::., .... ...... '1996 .,):,'.::': 1997 ../::.:::::::. ::;:;:;:t998' EST"::::::::: :'::::::-:':;":"1998:::::';:'::::::: :.:..........1999. ...... ....
, EX~g~~~~j8);i}:;j;i;!)!!!fil~i~I'iiiffACTUA[}w!iACTUAG!I~ARjE~! fgoDGEtJlllu DGEif
1 Staff Salaries 46,301 54,115 58,161 54,480 60,440
2 FICA 3,292 3,914 4,144 4,167 4,356
3 Unemployment Taxes 263 398 240 250 250
4 Workers Camp. Insurance 6,227 3,415 3,100 3,500 3,500
5 Staff Insurance/Retirement 3,320 8,041 12,556 11,210 14,799
6 Financial & Clerical Support --- --- --- --- 3,943
7 Contract Labor --- --- --- --- 3,000
----------------------- -------- -------- -------- -------- --------
SALARIESrr AXESIBENEFITS $59,403 $69,883 $78,201 $73,607 $90,288
........................................................,...,......................................................................................................"....,........................".....".............,......................,.......'0......,.,..............,...,............,.......:..,..:...;.;.:.;.:0:-..:.:.:.
8 Utilities 52,477 50,835 49,552 53,000 54,279
9 Communications 2,901 3,226 3,342 3,300 4,000
1 0 Office Supplies 1,008 872 1,772 750 1,000
11 Housekeeping Supplies 3,266 4,783 5,444 3,500 5,000
12 Building Maintenance/Sps. 6,210 6,408 7,456 5,600 8,000
13 Building Insurance 5,861 5,664 5,664 6,000 6,000
14 Grounds Maint./Supplies 9,000 6,237 3,908 9,000 5,000
15 Damage Deposit Refunds 0 27,947 0 25,000 30,000
16 Equipment --- --- --- --- 5,000
----------------------- -------- -------- -------- -------- --------
OFFICE/CENTER OPERATIONS $80,723 $105,972 $n ,138 $106,150 $118,279
~:.;.:.;.:.:.:.:.;.;.;.;.:.:.;.;.;.;.;.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.~:.:.:.:.:.:.:.~:.:.:.:.:.:.:...:.:.:.;.:.:...:...:.:...:.:.:.:.:...:.;...:.:.:.:.;.:.;.;.;.;.;...:.:.:.:.:.;.;...:.:.;.;...;.;...;.;,.:.:.;.:.;.;.:.:.:.:.:.:.:.;.:.;.:.:.;.:.:.:.:.:.;.:...:,...;.:"':':':':';';':':';':";':';';';';';':':':';':':':'.':.;.;...;.;.:.;.........;.;.:.;.;.:.:.:.;.:.:.:.:.:.:.:.;.:...:.;.....:...:.:...\;,...:....:.;.:.....:........................................,............................................................
..........................................................................................................................................................................................................................................................w..............................................................................................;.........:.;.;.....:.:.:...:...;
17 Membership Dues/Subs. 166 100 100 250 150
18 Out of Town Travel 460 341 400 250 750
19 Audit 525 525 600 525 600
20 Operating Reserve 5,198 3,606 2,344 5,818 5,818
----------------------- -------- -------- -------- -------- --------
SPECIAL EXPENSES $6,349 $4,572 $3,444 $6,843 $7,318
......:....................................:..........:;...........:.....:.....:.;.:.......:.:.;.:.:.;.;.;...;...:.;.:.;.:...;.:.;.;...:.:.;.:.:.;.;.:.:.;.:.:.;.:.;.;.:.;.;.:.:.;.:.:.;.:.:.;.;.:.:.:.;.;.;.;.;.:.;.;...:.;.;.:.;.:.;.:.:.:.:::.:.:.:...;.:.:.:.;.'.;.:.:.;.:.:.;.;.'.:.;.;.:.:.:.'.:.:.;.;.:.;.:.:.:.:.;.:.:.:.:.:.;.;.;.:.:.;.;.'.;.;.;.;.;.:.:.;.;.:.:.:.;.:.:.:.:.:.;.:.:.:.:.:.:.;.;.:...:.;.;.;....................................................................................................................................................
'; ?q,~i0~,wiiiii~iiAiijtJli I!~l~~;~~! ~;l~~~~~*,~ !!&8~i~J !I~,~,~~~~i !~~~;n;3!:
*Unbudgeted: Ughting system - $11,970
Sign - $ 7,275
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 to 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 civic 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 unexpected expenses