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Home My WebLink AboutPR 15465: MUSEUM OF THE GULF COAST FUNDINGCity of Port Arthur Finance Department Memorandum To: Steve Fitzgibbons, City Manager From: Deborah Echols, Director of Finance _ Date: September 30, 2009 Re: PR 15465 Recommendation I recommend that the City Council adopt Proposed Resolution 15465, approving a contract between the City, Lamar State College-Port Arthur and the Port Arthur Historical Society for the purpose of funding the Museum of the Gulf Coast for the 2009-2010 fiscal year in the amount of $144,336. Background The City provided funding in the amount of $48,000 per year for 1993 through 1997, for the Museum of the Gulf Coast. In fiscal 1998, the funding level increased to $60,000 per year. In the 2001 fiscal year, the funding level increased to $71,000. The Museum received a funding increase to $76,000 for 2007 and 2008. City funding, along with funding from Lamar State College-Port Arthur and the Port Arthur Historical Society, provides the operating budget of the Museum. This resolution provides support of $144,336. Budgetary Effect Funds are provided in the 2009-2010 proposed budget to provide for the $144,336 support of the Museum, Hotel Occupancy Tax Account 140-1405-551.59-00 account, Project M97904. Summary I recommend that the City Council adopt Proposed Resolution 15465, approving a contract between the City, Lamar State College -Port Arthur and the Port Arthur Historical Society for the purpose of funding the Museum of the Gulf Coast for the 2009-2010 fiscal year. P. R. NO. 15465 JJA 9/23!09 RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF PORT ARTHUR, LAMAR STATE COLLEGE-PORT ARTHUR AND THE PORT ARTHUR HISTORICAL SOCIETY FOR THE PURPOSE OF FUNDING THE MUSEUM OF THE GULF COAST FOR THE 2009-2010 FISCAL YEAR IN THE AMOUNT OF $144,336, ACCOUNT # 140-1405-557.59-00, M97904 WHEREAS, the City Council recognizes that the Port Arthur Historical Society and the operation of the historic museum !mown as the Museum of the Gulf Coast aze valuable assets in the community; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, said resolution is contingent on the availability of funds in the 2009-2010 fiscal year budget, to be approved by the City Council. THAT, the City Manager is authorized to execute the contract attached hereto as Exhibit "A" on behalf of the City of Port Arthur with the Port Arthur Historical Society, and Lamaz State College- Port Arthur providing funding for a portion of the operating budget of the Museum of the Gulf Coast, and THAT, a copy of the caption of this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of October, 2009, AD, at a Regulaz Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Mayor ATTEST: Terri Hank, City Secretary APPROVED AS TO FORM: M k Sokolow, Cit ttorney ~ Apt- $Q~yL~ B'~) APPROVED FOR ADMINISTRATION: --~-~ Steve Fitzgibbons, City Manager 1 Deborah Echo , Fi nce Director Z:[ mmce/resolutions/museum Exhibit "A" THE STATE OF TEXAS KNOW ALL MEN BY THESE PRESENTS; COUNTY OF JEFFERSON AGREEMENT THIS AGREEMENT, made and entered into at Port Arthur, Jefferson County, Texas, between the PORT ARTHUR HISTORICAL SOCIETY (the "Society"), non-profit corporation, LAMAR STATE COLLEGE-PORT ARTHUR and the CITY OF PORT ARTHUR, TEXAS (the "City"), a municipal corporation; WHEREAS, the PORT ARTHUR HISTORICAL SOCIETY owns the building located at 700 Procter Street in the City of Port Arthur, Texas, for the operation of an historical museum known as THE MUSEUM OF THE GULF COAST (the "Museum"), with a purpose to collect, preserve, protect and display the history of Port Arthur and the Gulf Coast; and WHEREAS, the PORT ARTHUR HISTORICAL SOCIETY, LAMAR STATE COLLEGE- PORT ARTHUR, and the CITY OF PORT ARTHUR, in recognizing the importance of said museum and the benefits to be derived therefrom by patrons of the SOCIETY, the students, faculty, and staff of the State College, and the citizens and visitors to the preservation of the history of the City and economic development of downtown have jointly resolved to enter into an agreement to provide operating funds for said facility; and WHEREAS, the CITY OF PORT ARTHUR has agreed to provide operating funds for the museum for the fiscal yeaz in a sum not to exceed $144,366, said appropriation having been included in the City budget for the 2009-2010 fiscal yeaz; and WHEREAS, the remainder of the operating funding will be provided jointly by the PORT ARTHUR HISTORICAL SOCIETY and LAMAR STATE COLLEGE -PORT ARTHUR; NOW, THEREFORE, in consideration of the mutual promises, covenants and agreements herein set forth, it is agreed between the parties as follows: THAT the PORT ARTHUR HISTORICAL SOCIETY agrees to operate the facility known as THE MUSEUM OF THE GULF COAST for the benefit of the State College, the City and the public with the operating funds for fiscal year 2009-2010 being provided jointly by the PORT ARTHUR HISTORICAL SOCIETY, LAMAR STATE COLLEGE-PORT ARTHUR, and the CITY OF PORT ARTHUR and any other entities or persons that agree to provide a portion of said funds. THAT, the CITY agrees to fund the PORT ARTHUR HISTORICAL SOCIETY a sum not to exceed $144,336 for the 2009-2010 fiscal year (October 1, 2009 through September 30, 2010). Provided however, said sum shall be reduced if any other entities or persons in addition to the CITY, the SOCIETY and COLLEGE agree to provide a portion of said operating costs. THAT, the SOCIETY hereby agrees to use the funds payable hereunder from the CITY in accordance with the budget attached hereto and incorporated herein as Exhibit "A-1" and said funds shall be used only for public purposes. THAT, the SOCIETY shall keep books of account on all Museum expenses and revenues and shall submit a financial report to the CITY reflecting all receipts and disbursements by the SOCIETY to operate the Museum. THAT the City Manager or his designated representative shall have, upon reasonable notice, the right to inspect all books and records of the SOCIETY. THAT upon termination of the operation of the Museum or dissolution of the PORT ARTHUR HISTORICAL SOCIETY, the Society shall deliver to the City al] funds paid under this contract that have not been expended in accordance with this contract. Signed and agreed to on the day of , 20_ PORT ARTHUR HISTORICAL SOCIETY By Sam Monroe, President Signed and agreed to on the day of 20 CITY OF PORT ARTHUR, TEXAS By Steve Fitzgibbons, City Manager Signed and agreed to on the day of 20 LAMAR STATE COLLEGE -PORT ARTHUR Sam Monroe, President PART AR'I'I3UR I~IS'I'®RICA~, S®CiE'i'Y P.O. BOX 310 PORT ARTHUR, TEXAS 77641 tjE~t~Vt~. SEP 1 ~ 2009 °INANCE DEPARTM September 17, 2009 Ms. Rebecca Underhill, Department Head Finance Department City of Port Arthur P.O. Box 1089 Port Arthur, Texas 77641 Dear Becky: Enclosed is the operational budget for the Museum of the Gulf Coast for 2009-2010. If you have questions or require additional information, please let me know. Sincerely, /~-~r~hi Sam Monroe President /ds Enclosure Sponsorot Port Arthur's Heritage Home, Pompeiian Villa and the Museum of the Gulf Coast MUSEUM OF THE GULF COAST Operating Budget 2009-2010 Salaries $258,179 Professional Staff $113,081 Classified Employees 53,761 Student Employees 15,000 Benefits (Insurance, retirement, sick leave and vacation) 57,162 Security contract personnel 22,000 Utilities Electricity 68,000 Natural Gas 1,500 Water/Sewer Service 1,200 Telephone 2,000 Web Page 350 Insurance Building and General Liability 29,000 Buildino Maintenance Grounds keeping/Contract Labor 3,100 AC cooling tower supplies/maintenance 6,000 Elevator service 7,500 Security alarm 3,300 Pest Control 250 Miscellaneous Expenses Audit expense Advertising/Public Relations Goodwill/volunteer Expense Institutional memberships (AAM, AASLH, TAMS, SETAC) Conservational supplies Office supplies Expendable supplies Postage expense Traveling exhibits Travel Exhibit Expense Programming Fund Raising Events (Solid Gold Show & Mardi Gras) Contingency Allowance Maintenance and Operations Education Codrdinator Contract Labor/Commissions 7,200 4,500 1.000 1,000 1,500 3, 500 $261,004 68,000 1,500 1,500 2,000 600 35,500 3,100 6,000 7,500 3,300 250 7,500 4,500 1,000 1,000 1,500 3,500 2,500 2,500 2,000 2,000 7,500 7,500 3,500 3,500 25,500 25,500 11,600 11,600 32,000 32,000 2,000 2,000 2,000 2,000 10,600 10,600 10 500 10 500 TOTAL EXPENSES $508,779 $518,954 PORT ARTHUR HISTORICAL SOCIETY MUSEUM OF THE GULF COAST Proposed Sources of Revenue September 1, 2009 -August 31, 2010 Lamar State College-Port Arthur $ 192,668 37.1 City of Port Arthur 144,336 27.8 Port Arthur Historical Society 181.950 35.1 TOTAL PROPOSED 2009-10 BUDGET $ 518,954 100%