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Home My WebLink AboutPR 23948: MUSEUM OF THE GULF COAST CONTRACT FOR FY 2024-2025 City of rrrt rthur Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: September 26, 2024 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Lynda Boswell,Director of Finance RE: P.R. 23948—Museum of the Gulf Coast Contract for FY 2024-2025 Introduction: Request approval for the City Manager to execute a contract between the City of Port Arthur and the Port Arthur Historical Society for the purpose of funding the Museum of the Gulf Coast in the amount of$296,336 for fiscal year 2024-2025. Background: Hotel Occupancy Taxes can provide funding to promote tourism and directly promote the convention and hotel industry. Historically, a portion of the Civic Center operations,the Convention and Visitors Bureau,Museum of the Gulf Coast,Rose Hill Manor and Pompeiian Villa as well as several non-profit organizations that promote art and culture have received funding from Hotel taxes through the City of Port Arthur. The Museum received funding in the amount of$246,336 in fiscal years 2017-2018, 2018-2019, 2019-2020, 2020-2021, 2021-2022, 2022-2023,2023-2024 and the increased amount of$296,336 has been approved in the budget for fiscal year 2024-2025. Budget Impact: Funds are available in the Hotel Occupancy Tax Fund, account number 140- 15-600-5470-00-20-000, Project H07904.OTH.00S. Recommendation: The attached Proposed Resolution No. 23948 authorizes the City Manager to execute a contract between the City of Port Arthur and the Port Arthur Historical Society for the purpose of funding the Museum of the Gulf Coast in the amount of$296,336 for the fiscal year 2024-2025. We recommend that the City Council approve it as presented. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P. R. NO.23948 LYN 9/26/2024 RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF PORT ARTHUR,AND THE PORT ARTHUR HISTORICAL SOCIETY FOR THE PURPOSE OF FUNDING THE MUSEUM OF THE GULF COAST FOR THE 2024-2025 FISCAL YEAR IN THE AMOUNT OF $296,336.00, HOTEL OCCUPANCY TAX ACCOUNT NO. 140-15-600-5470-00-20-000, 1107904.0TH.00S. WHEREAS, the City Council recognizes that the Port Arthur Historical Society and the operation of the historic museum known as the Museum of the Gulf Coast are valuable assets in the community and serve a valid public purpose to directly promote tourism and directly promote the convention and hotel industry; and WHEREAS,pursuant to 351.101 of the Texas Tax Code an expenditure of hotel occupancy tax revenues must directly promote tourism and directly promote the convention and hotel industry; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: 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 providing funding for a portion of the operating budget of the Museum of the Gulf Coast. THAT, the City Council deems the activities of Museum of the Gulf Coast to be consistent with the provisions of Section 351.101 of the Texas Tax Code as it directly promotes tourism and the convention and hotel industry. 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, 2024, AD, at a Regular Meeting of the City Council of the City of Port Arthur,Texas by the following vote: AYES: Mayor: Councilmembers: AYES: Mayor: Councilmembers: NOES: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED\ADMINISTRATION: Ron Burton, ity Manager AVAILA:ILITY OF FUNDS: _,A Lynda B swell, Finance Director 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, and the CITY OF PORT ARTHUR, TEXAS (the "City"), a municipal corporation; WITNESSETH: 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, 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. Said museum is a direct enhancement of the hotel and tourism industry and it contributes greatly to the economic development of downtown have jointly resolved to enter into an agreement to provide operating funds for said facility; and WHEREAS, the City Council deems the activities of Museum of the Gulf Coast to be consistent with the provisions of Section 351.101 of the Texas Tax Code as it directly promotes tourism and the convention and hotel industry. WHEREAS,the CITY OF PORT ARTHUR has agreed to provide operating funds for the museum for the fiscal year in a sum not to exceed $296,336 said appropriation having been included in the City budget for the 2024-2025 fiscal year; and WHEREAS, the remainder of the operating funding will be provided jointly by the PORT ARTHUR HISTORICAL SOCIETY; 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 2024-2025 being provided jointly by the PORT ARTHUR HISTORICAL SOCIETY, 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$296,336.00 for the 2024-2025 fiscal year(October 1, 2024 through September 30, 2025). 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 all funds paid under this contract that have not been expended in accordance with this contract. Signed and agreed to on the day of , 2024 PORT ARTHUR HISTORICAL SOCIETY By Sam Monroe, President Signed and agreed to on the day of , 2024. CITY OF PORT ARTHUR, TEXAS By Ron Burton, City Manager EXHIBIT"A-1" Museum of the Gulf Coast Operating Budget 20242025 Monthly Annually Accounting and Booking Fees 300.00 3,600.00 Advertising 2,583.33 31,000.00 Alarm & Security 3,166.67 38,000.00 Audit Expenses 1,166.67 14,000.00 Automotive Expenses Mileage 125.00 1,500.00 Card Processing & Paypal Fee 58.33 700.00 Dues and Subscriptions 54.17 650.00 Education & Childrens Programs 375.00 4,500.00 Equipment Rental & Lease 141.67 1,700.00 Inductions/Exhibits 1,250.00 15,000.00 Insurance Expense 4,666.67 56,000.00 Janitorial Supplies 333.33 4,000.00 Lawn Maintenance 183.33 2,200.00 Miscellanous 166.67 2,000.00 Newsletters 150.00 1,800.00 Payroll Expenses 24,924.51 299,094.13 Postage 333.33 4,000.00 Printing and Copying 208.33 2,500.00 Public Relations 83.33 1,000.00 Repairs and Maintenance 2,500.00 30,000.00 Suplies (Office, Curator, Museum) 833.33 10,000.00 Taxes and License 370.83 4,450.00 Telephone/Internet 333.33 4,000.00 Utilities (Electric, Water, Gas) 2,916.67 35,000.00 TOTAL 47,224.51 566,694.13 Approved August 22, 2024 Museum of the Gulf Coast Operating Budget 2024-2025 PROJECTED SOURCES OF REVENUE Donations 1 Memorials 30,000.00 Grants 60,000.00 Facilities Rental 15,000.00 Gala Income 30,000.00 Admissions 57,566.13 Membership Dues 30,000.00 Annual Giving 30,792.00 Gift Shop Net Income 55,000.00 Endowment Income 12,000.00 TOTAL 320,358.13 City 246,336.00 43.5% Society _ 320,358.13 56.5% Total 566,694.13 Approved August 22,2024 Pompeiian Villa Operating Budget 20242025 Revenue City of Port Arthur 19,800.00 Admission Fees 1,600.00 Endowment Fund Income TOTAL 21,400.00 Expenses Alarm and Security 166.67 2,000.00 Janitorial Supplies I service 83.33 1,000.00 Repairs and Maintenance 533.33 6,400.00 Telephone/Internet 166.67 2,000.00 Utilities 833.33 10,000.00 4 TOTAL 1,783.33 21,400.00 4 Approved August 22, 2024