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2011-04-19 HOT Committee Minutes 1 2 MINUTES 3 4 Hotel Occupancy Tax Committee Meeting 5 April 19, 2011 6 7 After determining that a quorum was present, the Hotel Occupancy Tax Committee (HOT) 8 convened into an Open Meeting on Tuesday, April 19, 2011 at 1:00 p.m. in the City Hall 9 Conference Room, City of Denton City Hall, 215 E. McKinney Street, Denton, Texas. 10 11 PRESENT: Council Members Pete Kamp, Chris Watts and Dalton Gregory 12 13 EX-OFFICIO MEMBERS: 14 Jon Fortune, Assistant City Manager 15 Bryan Langley, Chief Financial Officer 16 Jerry Drake, Deputy City Attorney 17 Antonio Puente, Jr., Assistant Director of Finance 18 Randee Klingele, Treasury Services Specialist 19 20 AGENDA ITEM 1: CONSIDER APPROVAL OF HOTEL OCCUPANCY TAX 21 COMMITTEE MINUTES FROM JANUARY 11, 2011. 22 23 Minutes were approved as written by Councilmember Dalton Gregory and seconded by 24 Councilmember Chris Watt. Motion passed unanimously. 25 26 AGENDA ITEM 2: RECEIVE A REPORT AND HOLD A DISCUSSION REGARDING 27 FINAL HOTEL OCCUPANCY TAX REVENUE AND EXPENDITURES FOR FY 2009/10. 28 29 Bryan Langley provided the committee with an overview of the final revenue and expenditures 30 31 32 AGENDA ITEM 3: HOLD A DISCUSSION AND PROVIDE DIRECTION REGARDING 33 THE HOTEL OCCUPANCY TAX PROGRAM. 34 35 Bryan Langley presented the opportunity for the committee to prepare for future tourism 36 expenditures by increasing the existing fund balance. The current policy of maintaining a fifteen 37 percent (15%) fund balance can remain to assist approved recipients in current and future 38 program years while any fund balance amount exceeding that percentage would be held for a 39 future purpose. Each year the additional fund balance would grow so that a larger impact or need 40 could be easily allocated when necessary. 41 42 During a budget workshop meeting in June, Bryan Langley will present this fund balance 43 increase to council showing a scenario to reach a $1,000,000 target. 44 45 AGENDA ITEM 4: RECEIVE A REPORT, HOLD A DISCUSSION AND PROVIDE 46 DIRECTION REGARDING THE HOTEL OCCUPANCY TAX PROGRAM YEAR 2012 FOR 47 FY 2011/12. 48 49 Randee Klingele presented the two exhibits (Program Guidelines and Application) with little 50 changes from the previous program year. Changes include updating the guidelines to include 51 advertising restrictions reflected in the contracts and clerical clean up. 52 53 Randee also provided the committee an explanation regarding the o and 54 wordmark in/on advertising and marketing materials. These items are to be used in any 55 must be used according to 56 57 guidelines regarding city sponsorship which also include the correct use and approval of use with 58 the city logo. 59 60 AGENDA ITEM5: NEW BUSINESS 61 62 Pete Kamp inquired to know when the sponsorship guidelines will be represented to council. Jon 63 Fortune advised that the document/s should be presented again in the next few months but will 64 not become effective until January 2012. 65 66 Meeting adjourned 1:28 P.M.