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Home My WebLink AboutPR 19914: CONVENTION AND VISITOR'S BUREAU FUNDING City of Port Arthur Finance Department Memorandum To: Brian McDougal, City Manager From: Andrew Vasquez, Director of Finance Date: October 12, 2017 Subject: P. R. No. 19914 Recommendation I recommend that the City Council adopt Proposed Resolution 19914, approving a contract between the City and the Port Arthur Convention and Visitor's Bureau for the purpose of funding the Port Arthur Convention and Visitor's Bureau. Background The City provided funding in the amount of$570,000 in fiscal year 2015 and 2016. In fiscal year 2017, the funding level increased $55,000, to a new total of$625,000. In fiscal year 2018, the City Council approved the Port Arthur Convention and Visitor's Bureau to receive $645,000. Budgetary Effect Funds are provided in the 2017-2018 budget to provide $645,000 in support of the Port Arthur Convention and Visitor's Bureau, Hotel Occupancy Tax 140-1405-551.59-00 account, Project M97912. Summary I recommend that the City Council adopt Proposed Resolution 19914, approving a contract between the City and the Port Arthur Convention and Visitor's Bureau for the purpose of funding the Port Arthur Convention and Visitor's Bureau for the 2017-2018 fiscal year. P.R. NO 19914 JNP 9/19/17 RESOLUTION NO. A RESOLUTION APPROVING AN AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE PORT ARTHUR CONVENTION AND TOURIST ASSOCIATION WHICH MANAGES AND OPERATES A CONVENTION/VISITORS BUREAU IN ORDER TO PROVIDE FUNDING OF THE 2017- 2018 FISCAL YEAR IN THE AMOUNT OF $645, 000 .00, ACCOUNT NO. 140-1405-551.59-00 M97912 WHEREAS, a contract has been approved between the City of Port Arthur and the Port Arthur Convention and Tourist Association, which manages and operates a convention/visitors bureau; and WHEREAS, it is deemed prudent to approve an amendment thereto. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct . Section 2 . That Article V of the Contract, between the City and Port Arthur Convention and Tourist Association shall be amended to read as follows : "V. The City shall advance to the Association a portion of the proceeds of the Hotel and Motel Occupancy Tax received by the City. The amount of the advance will be determined by the City Council on an annual basis . The Convention and Tourist Association requests that during the annual budget planning cycle each year, the City Council take into consideration the changing financial circumstances of the Convention and Tourist Association and the City, as well as the effectiveness of the marketing efforts of the Association and its value to tourism in Port Arthur. The funds allocated to the Association's budget for fiscal year 2017-2018 are $645, 000 . 00 . To effectuate the intentions of the parties hereto, it is agreed that the following procedure for such payments shall be established: a. The City will advance to the Association one-twelfth (1/12) of their annual allocation on a monthly basis . b. In the first month of each calendar quarterly year, the Association shall furnish to the City Manager a statement of the activities of the Convention/Visitors Bureau during the preceding calendar quarterly period. " Section 3 . That the Association shall signify its approval of the foregoing amendment by its President dating and signing two (2) duplicate copies of this Resolution, each of which has been signed by the Mayor and attested by the City Secretary. Section 4. That a copy of the caption of the Resolution be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of October, A.D. 2017, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES : Mayor: City Council : NOES : Derrick Freeman, Mayor r ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: jfrl /YtV " Val Tizeno, City Attorney APPROVED FOR ADMINISTRATION: Brian McDougal, City Manager AVAI %ILITY OF FUNDS: A . 111 Andre Vasquez, Director of Finance AGREED TO: PORT ARTHUR CONVENTION AND TOURIST ASSOCIATION BY: DATE: