2002-144-RES ACCEPT/APPROVE PARIS VISITORS & CONVENTION COUNCIL AND CHAMBER OF COMMERCE BUDGET FOR FISCAL YEAR OCTOBER 1, 2002 TO SEPTEMBER 30, 2003
RESOLUTION NO. 2002-144
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 1,2002, TO
SEPTEMBER 30, 2003; 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, 2002, and ending
September 30,2003; 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, 2002, and
ending September 30, 2003, 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 9th day of September, 2002.
~~
ATTEST:
"'~'M~tr,- i>,~ >>- N'.r-c-- \ ~~ Q~
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
2002-03 BUDGET
Paris Visitors and Convention Council
Lamar County Chamber of Commerce
ACTUAL ACTUAL YR. END EST. BUDGET PROPOSED
INCOME: 1999-00 2000-01 2001-02 2001-02 2002-03
Motel Tax $339,567.00 $338,456.00 $340,667.00 $340,667.00 $352,326.00
Interest Income 3,291.00 5,944.00 3,384.00 4,968.00 3,500.00
Other Income 4,479.00 1,565.00 2,965.00 2,000.00 3,000.00
Tour de Paris 8,855.00 9,302.00 12,000.00 8,000.00 12,000.00
Visitor Guide 18,840.00 20,542.00 18,520.00 20,500.00 19,000.00
Cash carry over 12.000.00 -0- 20.036.00 21.309.00 52.176.00
TOTAL INCOME $387,032.00 $375,809.00 $397,572.00 $397,444.00 $442,002.00
EXPENDUTURES:
I. Media Promotion $16,725.00 21,547.00 18,780.77 $23,096.00 24,900.00
2. Events Promotion 23,580.00 14,875.00 8,312.30 25,000.00 25,000.00
3. Visitor/Conv. Materials 25,486.00 30,153.00 17,408.53 27,967.00 30,000.00
4. Convention Promotion 10,478.00 4,147.00 9,593.01 13,000.00 13,000.00
5. Arts Allocation 5,000.00 15,000.00 20,000.00 20,000.00 20,000.00
6. Membership Dues 3,785.00 3,524.00 3,365.00 3,100.00 3,400.00
7. Out of Town Travel 5,623.00 3,265.00 4,977.24 5,000.00 5,000.00
8. Operating Reserve 5.845.00 756.00 234.45 3.000.00 3.000.00
SUBTOTAL PROGRAM EXPENSES$96,522.00 $93,267.00 $ 82,671.30 $120,292.00 $124,300.00
9. Director/Program Coord. $29,508.00 33,000.00 $35,000.00 $35,000.00 $36,750.00
10. FICA 1,671.00 2,016.00 2,678.00 2,678.00 2,811.00
11. Unemployment Tax 500.00 76.00 80.00 80.00 80.00
12. Workers Compensation w /line # 11 w/line #11 179.00 179.00 268.00
13. Group & Life Insurance 5,486.00 5,962.00 5,845.24 6,319.00 5,113.00
14. Retirement w/line #13 w/line #13 1,750.00 2,470.00 1,838.00
15. Auto Allowance/Intown Exp. 1.962.00 1.870.00 1.989.00 2.000.00 2.000.00
SUBTOTAL ADMIN. EXPENSES $39,127.00 $42,924.00 $47,521.24 $48,726.00 $48,788.00
16. Office Overhead/Support $33,574.00 $32,250.00 $36,309.00 $36,309.00 $37,398.00
17. Tour de Paris 6,572.00 8,984.00 5,200.00 5,200.00 12,000.00
18. Communications 7,057.00 7,952.00 6,943.00 7,500.00 7,500.00
19. Printing & Supplies 1,471.00 1,033.00 4,575.00 2,000.00 5,000.00
20. Equipment & Furnishings 189.00 392.00 2,160.00 3,500.00 3,500.00
21. Audit 762.00 725.00 775.00 800.00 800.00
22. Building Maintenance 0.00 0.00 0.00 1,000.00 1,000.00
23. Administrative Reserve 736.00 0.00 45.00 1,000.00 1,000.00
24. Visitor Guide 28,216.00 18,900.00 9,725.00 20,000.00 19,000.00
25. Civic Center Operations 145,528.00 145,052.00 146,000.00 146,000.00 150,000.00
26. Depot Expenses 1.123.00 1.798.00 3.471.00 5.117.00 31.716.00
SUBTOTAL CONTRACTED SERVICES$225,228.00 $220,086.00 $215,203.00 $228,426.00 $268,914.00
TOTAL OPERATING EXPENDlTURES$360,877.00 $356,277.00 $345,395.54 $397,444.00 $442,002.00
Estimated Balance $26,155.00 19,532.00 52176.46 -0- -0-
EXHIBIT A
Budget Notes
Paris Visitors and Convention Council
2002-03
INCOME
Motel Tax: based upon the best estimate as ofthis 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: $52,176.00 estimated surplus to accommodate the support of the
Paris Municipal Band, the Paris Area Arts Alliance and the anticipated move to the depot.
EXPENSES
1. Print advertising to promote Paris in general include:
Focus Magazine $2,898.96
Northeast Texas Tourism Council Map 300.00
Pre-print/TTIA 8,700.00
ETTA Guide Ad 3,395.00
Texas Highways 5,000.00
AAA Texas & New Mexico 4,360.00
TOTAL. . . . . . . . . . . . . . . . $24,817.46
2. Event Promotion Assistance is for events held locally to encourage out-of-town attendance.
Sponsorship determination is approved administratively which was approved by VCC in the 1993-94 year.
TOTAL................ $25,000
3. Visitor and convention promotion materials are so popular and well used in the solicitation and
servicing of groups. Recommended increase to accommodate reprinting of new city brochures.
TOTAL. . . . . . . . . . . . . . . . $30,000
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 ofthe Paris Area Arts Alliance and the Paris Municipal Band.
TOTAL. .. ..... . .... ... $20,000
6. Professional Association Members Dues in Texas Association of Convention and Visitor Bureaus,
DFW R~gional Film Commission, Texas Travel Industry Association, Texas Hotel/Motel
Association, Red River Valley Tourism Association, Northeast Texas Tourism Association, Friends
of the Maxey House, Annual Card Fees
TOTAL.... .... . . . . . ... . $3,400
7. Out oftown Meeting Expenses:
TACVB Annual Meeting, TTIA Summit, TTIA Unity Dinner, Texas Travel Counselors Fair, TxDOT
Highway Appearance, Regional Meetings
TOTAL. . . . . . . . . . . . . . . . . $5,000
8. Operating Reserve would be available in the event of unexpected promotional opportunities.
TOTAL.... . .. .. . . . . .... $3,000
9. Staff salary.
TOTAL.. ........... .. $36,750
10. FICA
TOTAL. . . . . . . . . . . . . . . .. $2,811
11. Unemployment Tax
TOTAL . . . . . . . . . . . . . . . . .$80
12. Workers Compensation
TOTAL. . . . . . . . . . . . . . . . $179
13. Group & Life Insurance.
TOTAL.............. .$5,113
14. Retirement.
TOTAL. . . . . . . . . . . . . . $1,838
15. Intown travel and meeting cost reimbursement.
TOTAL. . . . . . . . . . . . . . . . $2,000
16. Office Overhead and support. Increase of3%
TOTAL. . . . . . . . . . . . . . . . $37,398
17. Tour de Paris expenses are generally off set by registration fees of participants.
TOTAL. . . . . . . . . . . . . . . . $12,000
18. Mailing and telephone costs.
TOTAL. . . . . . . . . . . . . . . . $7,500
19. Printing and supplies to include stationary, envelopes, "Happenings In Paris" Calendars.
TOTAL. . . . . . . . . . . . . . . . $5,000
-20. Anticipated costs for equipment and furnishings purchases after move into the depot.
TOTAL .. . . . . . . . . . . . . . . $10,000
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 ofthe Visitors and Newcomers Guide to Paris. It is offset by the ad revenue
generated.
TOTAL .. .. . . . . . . . . . . . . $19,000
25. In accordance with the Contract with the City of Paris, 3/7ths ofthe 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. . . . . . . . . . . . . . . $150,000
26. Expenses incurred with the construction ofthe Depot Rehabilitation outside ofthe project costs; i.e.,
water and electricity bills.
TOTAL. ... . . ... . . . . .... $25,204