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12-VC&C AND LOVE CIVIC CENTER BUDGETS�ne�zo�andujn TO: Mayor & Council John Godwin, City Manager FROM: Janice Ellis, City Clerk SUBJECT: VC&C AND LOVE CIVIC CENTER BUDGETS DATE: June 10, 2013 BACKGROLJND: The Chamber of Commerce maintains a Visitors and Convention Council for the purpose of managing the municipal hotel occupancy tax fund to promote tourism and the convention and hotel industry in the City of Paris, and/or for the purpose of operating the Love Civic Center. STATUS OF ISSUE: As part of the agreement between the City of Paris and the Lamar County Chamber of Commerce, the chamber is required to submit for approval to the city council before July ls� each year a proposed annual program of work and budget for the Visitors and Convention Council. BUDGET: Funding for the VC&C comes from a portion of the hotel occupancy tax. RECOMMENDATION: Approve the VC&C and Love Civic Center budgets. � �. 9:58 AM Paris Visitor & Convention Council 05/17/13 Accrual Basis Profit & Loss Budget Overview October 2014 through September 2015 � � � � Oct 14 Nov 74 Dec 14 Jan 15 � � � Income 40000 • Income from Events 40030 • Souvenir Sales 40040 • Tour de Paris Income 40150 • Lamar County Days in Austin 40170 • Historical Tour Total 40000 • Income from Events 40800 • Motel Tax 41000 • Misc Income 41100 • Visitor's Guide 41200 • Trolly Total Income 375.00 375.00 375.00 375.00 100.00 375.00 375.00 475.00 375.00 118,750.00 100.00 100.00 416.67 416.67 416.67 416.67 791.67 119,641.67 891.67 891.67 Expense 50000 • Bank Service Charge 50010 • Credit Card Charges 100.00 100.00 100.00 100.00 50000 • Bank Service Charge - Other 10.00 10.00 10.00 10.00 Total 50000 • Bank Service Charge 110.00 110.00 110.00 110.00 50100 • Communications 50200 • Office Expense 50300 • Payroll Expenses 50400 • Payroll Tax Expense 50500 • Marketing 50600 • Professional Fees 50610 • Audit 50620 • Bookkeeping Total 50600 • Professional Fees 50700 • Membership Dues/Sub. 50800 • Utilities 50810 • Electricity 50820 • Water 50830 • Gas Total 50800 • Utilities 50900 • Intown Auto/Exp Allowance 51000 • Out of Town Travel 51100 • Small Equipment 51200 • Event Expenses 51230 • Souvenir Exp 51240 • Tour de Paris Total 51200 • Event Expenses 394.17 394.17 394.17 394.17 150.00 150.00 150.00 150.00 6,044.42 6,044.42 6,044.42 6,044.42 535.86 535.86 535.86 535.86 1,166.67 1,166.67 1,166.67 1,166.67 1, 775.00 180.00 180. 00 180.00 180.00 180.00 180.00 1,955.00 180.00 291.67 291.67 291.67 291.67 250.00 250.00 250.00 250.00 41.67 41.67 41.67 41.67 50.00 50.00 50.00 50.00 341.67 341.67 341.67 200.00 200.00 200.00 200.00 583.33 583.33 583.33 583.33 100.00 833.33 833.33 833.33 833.33 833.33 833.33 833.33 833.33 4� Page 1 of 6 9:58 AM Paris Visitor 8� Convention Council 05/17/13 Accrua� Basis Profit & Loss Budget Overview October 2014 through September 2015 � � � � Oct 14 Nov 14 Dec 14 Jan 15 � � � 51400 • Events Promotion / Funding 51500 • Convention Promotion 51600 • Arts Allocation 51700 • Contracted Services 51710 • Chamber of Commerce 51720 • Love Civic Center 51740 • Trolley Driver Total 51700 • Contracted Services Gallery/Depot Expenses 51800 • ASA Expenses 51900 • Historical Museum Pmt. 52000 • Meetings & Hosting 52200 • Building Repairs/Maintenance 52400 • Staff Ins./Retirement 52600•Insurance 52610 • Building Insurance 52620 • General Liability Total 52600 • Insurance 52700 • Misc Expenses 53000 • Trolley Expenses 53100 • Membership Relations 54300 • Postage Total Expense Net Income 2,500.00 416.67 5,000.00 2,500.00 2,500.00 2,500.00 416.67 416.67 416.67 9,349.50 49,875.00 83.33 83.33 83.33 83.33 83.33 59,307.83 83.33 83.33 100.00 125.00 125.00 125.00 125.00 150. 00 150. 00 150.00 150. 00 599.47 599.47 599.47 599.47 700.00 1, 840.00 700.00 1,840.00 50.00 50.00 50.00 50.00 100.00 56.36 56.36 56.36 56.36 83.33 83.33 83.33 83.33 19,995.28 74,819.78 18,510.28 15,095.28 -19,203.61 44,821.89 -17,618.61 -14,203.61 � "� Page 2 of 6 9:58 AM Paris Visitor � Convention Council 05/17/13 Accrual Basis Profit & Loss Budget Overview October 2014 through September 2015 � � � � � Feb 15 Mar 15 Apr 15 May 15 Jun 15 � � � � Income 40000 • Income from Events 40030 • Souvenir Sales 40040 • Tour de Paris Income 40150 • Lamar County Days in Austin 40170 • Historical Tour Tota140000 • Income from Events 40800 • Motel Tax 41000 • Misc Income 41100 • Visitor's Guide 41200 • Trolly Total Income 375.00 375.00 375.00 375.00 375.00 300.00 2,000.00 16,000.00 0.00 375.00 375.00 675.00 2,375.00 16,375.00 118,750.00 118,750.00 50.00 200.00 250.00 2,500.00 416.67 416.67 416.67 416.67 416.67 119,591.67 991.67 1,091.67 124,291.67 16,791.67 Expense 50000 • Bank Service Charge 50010 • Credit Card Charges 100.00 100.00 100.00 100.00 100.00 50000 • Bank Service Charge - Other 10.00 10.00 10.00 10.00 10.00 Total 50000 • Bank Service Charge 110.00 110.00 110.00 110.00 110.00 50100 • Communications 50200 • Office Expense 50300 • Payroll Expenses 50400 • Payroll Tax Expense 50500 • Marketing 50600 • Professional Fees 50610 • Audit 50620 • Bookkeeping Total 50600 • Professional Fees 50700 • Membership Dues/Sub. 50800 • Utilities 50810 • Electricity 50820 • Water 50830 • Gas Total 50800 • Utilities 50900 • Intown Auto/Exp Allowance 51000 • Out of Town Travel 51100 • Small Equipment 51200 • Event Expenses 51230 • Souvenir Exp 51240 • Tour de Paris Total 51200 • Event Expenses 394.17 394.17 394.17 394.17 394.17 150.00 150. 00 150.00 150.00 150.00 6,044.42 6,044.42 6,044.42 6,044.42 6,044.42 535.86 535.86 535.86 535.86 535.86 1,166.67 1,166.67 1,166.67 1,166.67 1,166.67 180. 00 180. 00 180.00 180. 00 180. 00 180. 00 180.00 180.00 180. 00 180. 00 291.67 291.67 291.67 291.67 291.67 250.00 250.00 250.00 250.00 250.00 41.67 41.67 41.67 41.67 41.67 50.00 50.00 50.00 50.00 50.00 341.67 341.67 341.67 341.67 341.67 200.00 200.00 200.00 200.00 200.00 583.33 583.33 583.33 583.33 583.33 833.33 833.33 833.33 833.33 833.33 1,000.00 2,000.00 5,000.00 5,000.00 1,833.33 833.33 2,833.33 5,833.33 5,833.33 4'7 Page 3 of 6 9:58 AM Paris Visitor 8� Convention Council 05/17/13 Accrual Basis Profit & Loss Budget Overview October 2014 through September 2015 � � � � � Feb 15 Mar 15 Apr 15 May 15 Jun 15 � � � � � 51400 • Events Promotion / Funding 2,500.00 2,500.00 2,500.00 2,500.00 2,500.00 51500 • Convention Promotion 416.67 416.67 416.67 416.67 416.67 51600 • Arts Allocation 51700 • Contracted Services 51710 • Chamber of Commerce 51720 • Love Civic Center 51740 • Trolley Driver Total 51700 • Contracted Services Gallery/Depot Expenses 51800 • ASA Expenses 51900 • Historical Museum Pmt. 52000 • Meetings & Hosting 52200 • Building Repairs/Maintenance 52400 • Staff Ins./Retirement 52600 • Insurance 52610 • Building Insurance 52620 • General Liability Total 52600 • Insurance 52700 • Misc Expenses 53000 • Trolley Expenses 53100 • Membership Relations 54300 • Postage Total Expense Net Income 9,349.50 9,349.50 49,875.00 49,875.00 83.33 83.33 83.33 83.33 83.33 59,307.83 83.33 83.33 59,307.83 83.33 3,500.00 125.00 150.00 599.47 50.00 100.00 1,000.00 10,000.00 9,000.00 3, 500.00 125.00 125.00 125.00 125.00 150.00 150.00 150.00 150.00 599.47 599.47 599.47 599.47 50.00 50.00 50.00 50.00 56.36 56.36 56.36 56.36 56.36 83.33 83.33 83.33 83.33 83.33 78,619.78 19,395.28 26,895.28 88,219.78 19,895.28 40,971.89 -18,403.61 -25,803.61 36,071.89 -3,103.61 / � Page 4 of 6 9:58 AM Paris Visitor & Convention Council 05/17/13 Accrua� sasis Profit & Loss Budget Overview October 2014 through September 2015 TOTAL �� � � Jul 15 Aug 15 Sep 15 Oct'14 - Sep 15 � � Income 40000 • Income from Events 40030 • Souvenir Sales 40040 • Tour de Paris Income 40150 • Lamar County Days in Austin 40170 • Historical Tour Total 40000 • Income from Events 40800 • Motel Tax 41000 • Misc Income 41100 • Visitor's Guide 41200 • Trolly Total Income Expense 50000 • Bank Service Charge 50010 • Credit Card Charges 50000 • Bank Service Charge - Other Total 50000 • Bank Service Charge 50100 • Communications 50200 • Office Expense 50300 • Payroll Expenses 50400 • Payroll Tax Expense 50500 • Marketing 50600 • Professional Fees 50610 • Audit 50620 • Bookkeeping Total 50600 • Professional Fees 50700 • Membership Dues/Sub. 50800 • Utilities 50810 • Electricity 50820 • Water 50830 • Gas Total 50800 • Utilities 50900 • Intown Auto/Exp Allowance 51000 • Out of Town Travel 51100 • Small Equipment 51200 • Event Expenses 51230 • Souvenir Exp 51240 • Tour de Paris Total 51200 • Event Expenses 375.00 375.00 375.00 2.700.00 3,075.00 375.00 375.00 118, 750.00 150.00 150.00 416.67 416.67 416.67 3,641.67 119,541.67 941.67 100.00 100.00 100.00 10.00 10.00 10.00 110.00 110.00 110.00 394.17 394.17 394.17 150.00 150.00 150.00 6,044.42 6,044.42 6,044.42 535.86 535.86 535.86 1,166.67 1,166.67 1,166.67 180.00 180.00 180.00 180.00 180.00 180.00 291.67 291.67 291.67 250.00 250.00 250.00 41.67 41.67 41.67 50.00 50.00 50.00 341.67 341.67 200.00 200.00 200.00 583.33 583.33 583.33 833.33 833.33 833.33 10,000.00 2,000.00 10,833.33 2,833.33 833.33 �� 4,500.00 21,000.00 0.00 100.00 25,600.00 475, 000.00 1,000.00 2,500.00 5, 000.04 509,100.04 1, 200.00 120.00 1, 320.00 4,730.04 1,800.00 72,533.04 6,430.32 14,000.04 1,775.00 2,160.00 3,935.00 3, 500.04 3, 000.00 500.04 600.00 4,100.04 2,400.00 6,999.96 100.00 9, 999.96 25,000.00 34.999.96 Page 5 of 6 9:58AM Paris Visitor 8� Convention Council OS/17/13 Accrua� easis Profit & Loss Budget Overview October 2014 through September 2015 � � � Jul 15 Aug 15 Sep 15 � � � 51400 • Events Promotion / Funding 2,500.00 2,500.00 2,500.00 51500 • Convention Promotion 416.67 416.67 416.67 51600 • Arts Allocation 10,000.00 51700 • Contracted Services 51710 • Chamber of Commerce 51720 • Love Civic Center 51740 • Trolley Driver Total 51700 • Contracted Services Gallery/Depot Expenses 51800 • ASA Expenses 51900 • Historical Museum Pmt. 52000 • Meetings & Hosting 52200 • Building Repai�s/Maintenance 52400 • Staff Ins./Retirement 52600 • Insurance 52610 • Building Insurance 52620 • General Liability Total 52600 • Insurance 52700 • Misc Expenses 53000 • Trolley Expenses 53100 • Membership Relations 54300 • Postage Total Expense Net Income 9, 349.50 49,875.00 83.33 83.33 83.33 83.33 59,307.83 83.33 125.00 125.00 125.00 150.00 150.00 150.00 599.47 599.47 599.47 TOTAL OCt '1� 30,000.00 5, 000.04 15,000.00 37,398.00 199, 500.00 999.96 237,897.96 200.00 23,500.00 3, 500.00 1, 500.00 1, 800.00 7,193.64 700.00 1,840.00 2,540.00 50.00 50.00 50.00 600.00 100.00 56.36 56.36 56.36 676.32 83.33 83.33 83.33 999.96 24,895.28 86,119.78 14,895.28 487,356.36 -21,253.61 33,421.89 -13,953.61 21,743.68 5 O Page 6 of 6 � KpM neiy roteis��w cwn�aLGMIro'��•� �umy re/sqz� uzw we�n. v vsuppies Love Civic Center Profit 8 Loss Budget Overview OcloEe� 201d (hrough September 2015 �ert�— �� —aFRi— �aTl� —ixms— �an� �r�r— —�nE9�� �— �m*�— —�� —�t�T� �crta-SiQTf 51 ��.,