03-A V&CC Budget DRAFT
F:~Attorney~ALICEkRESWORK\CURRENT\V&CC Budget 2003.wpd
August 29, 2003
RESOLUTION NO.
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, 2003, TO
SEPTEMBER 30, 2004; 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, 2003, and
ending September 30, 2004; 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, 2003, and
ending September 30, 2004, 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 4th day of September, 2003.
Curtis Fendley, Mayor
ATTEST:
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
Visitors & Convention Council
Expense Budget
2003-2004
u~E 2001-02 2002-03 2002-03 !2003-04
o
EXPENSES ACTUAL Projected Budget ! BUDGET
I 1 Media Promotion 23,096 31,995 24,900 29,300
2 Events Promotion 25,000 19,728 25,000' 25,000
3 Visitors/Cony. Materials 27,967 24,441 30,000: 11,700
4 Convention Promotion 13,000 4,826 13,000 7,500
5 Arts Allocation 20,000 20,000 20,000! 20,000
3
6 Membership Dues/Subs 3,1001 2,395 ,400; 2,500
7 Out of Town Travel 5,000 6,957 5,000; 1,000
8 Operating Reserve 3,000 21,561 3,000' 0
Prollram Expc.sc $120,292 $131,903 $124,300 ;, $97,000
9 Program Coordinator 35,000 36,750 36,7501 38,587
10 Fica/Med Taxes 2,678 2,242 2,811 ~ 2,952
11 Unemp./Workercomp Ins 259 302 348 398
12 Group Ins./Retirement 8,789 5,059 6,897 8,277
13 Auto Allow/Intown Exp. 2,000 1,725 2,000 1,200
Administrativc $48,726 $46,078 $48,788 $51,414
,¢~ ~ffi~ overh~a~l/suppl 36,309 37,398 37,3981 37,398
115 Tour de Paris 5,200 12,000 12,000 12,000
16 Communications 7,500 7,088 7,500 7,000
17 Printing/Supplies 2,000 3,748 5,000 2,000
18 Equipment/Furnishings 3,500 3,342 3,500 0
19Audit 800 750 8001 750
20 Building Maintenance 1,000 0 1,0001 0
21 Administrative Reserve 1,000 49 1,000 i 0
22 Visitor Guide 20,000 19,158 19,000 :~ 19,300
23Civic Center Operations 146,000 136,059 150,000 136,102
I 24 Depot Expenses 5,1__:171 20,749 31,716 10,000
[ Contracted Services $228,426 $240,341 $268,914 $224,550!
TOTAL BUDGETED EXPENSES = $397,444 $418,322' $442,002i $372,964
EXHIBIT
Visitors & Convention Council
Income Budget
2003-2004
LINE INCOME 2001-02 2002-03 2002-03 2003-04
ITEMi.~ Actual Projected Budget Budget
1 Motel Tax 340,667 317,471 352,326 317,471
2 . Interest Income 4,968 01 3,500 0
3 i Other Income/Souven. Sales 2,000 5,511 ! 3,000 5,500
4 Tour de Paris 8,000 12,0001 12,000 12,000
5 Visitor Guide 20,500: 20,045 19,000 ~ 20,045
6 Sale of CD 20,000 17,948
.---- Cash Carry Over ~ 21,309 31,279 52,176 0
TOTAL BUDGETED INCOME $397,444 $406,306 $442,002 $372,964
Outstanding checks (970)
Checking Account Total 13,267
CERTIFICATES OF DEPOSIT: Rate Amount
First Federal S & L (#01000774~ 5.9% 26,941
Guaranty Bank CD 32,952
TOTAL SAVINGS $59,893
Total Current Asse ............................................................ $73,160
VISITORS AND CONVENTION COUNCIL
2003-2004
CHAIRPERSON: Derald Bulls
SECRETARY: Linda Suarez
Mission Statement:
The Paris Visitors and convention council will provide all necessary
services and information to visitors/tourists, and develop programs
to attract meetings, conventions, and other activities that will
produce economic benefits for the Paris community.
SPECIFIC PROJECTS:
· lo Provide a variety of literature highlighting local attractions for visitor and
local information including a monthly calendar of events, visitor and
newcomer guide, city map, historical tour guide and cooperative brochures
with special events and tourism entities.
o:o Promote the economic benefits of the travel industry to the citizens of Lamar
County.
· :- Promote and assist class reunions, sporting events, concerts, square dancing
groups, fishing tournaments, and other events that generate txavel income to
the community.
· :- Continue to evaluate possible funding assistance to tourism events.
· :. Support the continued operation of the Sam Bell Maxey House State Historic
S~ruc~ure.
· :. Evaluate various advertising opportunities to promote tourism in Lamar
County.
· :o Conduct and promote the Tour de Paris Bicycle Rally.
· :, Solicit social and service clubs to conduct regional and/or district meetings
in Paris.
o:o Solicit church groups to hold functions in Paris.
· I' Support the development of the Paris Train Depot.
· :o Support the South Sulphur Regional Development Association's efforts in
developing the ampl~itheater project on Cooper Lake.
o:, Support the recreational development of Lake Crook.
COMMITTEE MEMBERS:
Wayne Brown
Judy Brummett
Derald Bulls
Mary Lou Coe
Gall Dority
Fred Eatherly
Curtis Fendley
Brady Fisher
Felix Gibson
Ann Gilliland
Roy Gwinn
Suzy Harper
Rita Haynes
George Kimbrough
Eleanor Maddox
Michael Malone
Mike Patterson
Helen Bonham Short
Ray Sissel
Linda Suarez
Gary Vest
Don Wall
Karen Wilkerson
Budget Notes
Paris Visitors and Convention Council
2OO3-04
INCOME
Motel Tax: based upon the best estimate as of this date. If the income is less than expected, it will be
necessary to reduce the budget.
Interest Income: not calculated as interest rates are low.
Other income: from the salesofsouvenirs, maps, etc.'
Tour de Paris: registration fees from the participants.
Visitors Guide: as publisher of the guide, collections from advertisers.
Reserve CD: to help pay the unexpected overages from the rehabilitation of the new Chamber facilities.
EXPENSES
1. Print advertising to promote Paris in general include:
Pre-print/TTIA Spring & Fall Editions 8700.00
TxDOT (Texas Highways &
State Travel Guide) 9,941.00
Billboard (two year contract remaining) 6,000.00
ETTA 4,659.00
TOTAL .............. $29,300
2. Event Promotion Assistance is for events held locally to encourage out-of-town attendance.
TOTAL .............. $25,000
3. Visitor and convention promotion materials are so popular and well used in the solicitation and
servicing of groups. TOTAL .............. $11,709
4. Convention Promotion provides assistance to conventions held in ParAs and the promotion of Paris to
groups for meetings such as the Chaparral Square Dance, TxDOT District Meetings, Texas State Coonhunters,
Antique Automobile Club of America. Upcoming meetings include the Lions District Convention, Texas
Council of Garden Clubs and a very heavy reunion season
TOTAL ............... $7,500
5. Arts Allocation in support of the 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,
Texas Travel Industry Association, Texas Hotel/Motel Association, Red River Valley Tourism
Association, Northeast Texas Tourism Association, Dallas/Fort Worth Regional Tourism Council
TOTAL .................$2,395
Down slightly from $3,400 after eliminating membership in the Texas Hotel Motel Association, who has been a
strong advocate for a legal expenditure of the HOT.
7. Out of town Meeting Expenses. Regional Meetings only
TOTAL ................. $1,000
Down from $5,000 to eliminate attendance at all state travel functions to include the Texas State Travel
Counselors Fair, Texas Travel Industry's Annual Summit, Texas Association of Convention and Visitor
Bureaus. Our heavy association with these groups compliments our marketing strategy and provides us access
to and exposure from state magazine editors, film crews, state meeting decision makers.
8. ~)perating Reserve would be available in the event 6 f unexpected promotional opportunities.
TOTAL ................. $0
This line item is down from $3,000.
9. Staff salary. TOTAL ............... $38,587
Reflected is a 5% increase in salary.
10. FICA
TOTAL ................ $2,952
11. Unemployment Tax/Workers Compensation
TOTAL ................. $398
12. Group Insurance/Retirement.
TOTAL ................. $7,884
13. Auto allowance/Intown Expenses.
TOTAL ................ $1,200
14. Office Overhead and support.
TOTAL ................ $37,398
15. Tour de Pads expenses are generally offset by registration fees of participants.
TOTAL ................ $12,000
16. Communications.
TOTAL ................. $7,000
17. Printing and supplies.
TOTAL ................. $2,000
18. Equipment and furnishings.
TOTAL ................ $0
19. Audit required by city contract.
TOTAL ................ $ 750
20. Building Maintenance.
TOTAL ................ $0
21. Administrative Reserve.
TOTAL ................ $0
22. Cost for the printing of the Visitors and Newcomers Guide to Paris. It is offset by the ad revenue
generated.
TOTAL ................ $19,300
23. In accordance with the Contract with the City of Paris, 3/7ths of the motel tax collections received
from the City is transferred into the operating budget of the Love Civic Center. The Love Civic
(~enter budget is approved by the Governing Board bfth¢ Love Civic Center, Paris Visitors and
Convention Council, Chamber Board of Directors and the City of Paris.
TOTAL ............... $136,102
Down from $150,000 due to income shortage.
24. The Depot Maintenance Fund in accordance with ~vritten agreement with City.
TOTAL ............... $10,000