2019-07-11 HOT and Sponsorship Committee Minutes DocuSign Envelope ID:6COFB3D6-55DB-48BA-9B76-6AC1 D07125CF
HOTEL OCCUPANCY TAX AND SPONSORSHIP COMMITTEE MINUTES
July 11, 2019
After determining that a quorum is present, the Hotel Occupancy Tax and Sponsorship
Committee convened into an Open Meeting on Thursday, July 11, 2019 at 9:00 a.m., in the
City Hall Conference Room, City of Denton City Hall, 215 E. McKinney Street, Denton,
Texas.
PRESENT: Mayor Chris Watts, Councilmembers Deb Armintor and Jessie Davis
STAFF PRESENT:
Antonio Puente, Jr, Chief Financial Officer
David Gaines, Director of Finance
Mack Reinwand, Deputy City Attorney
Nancy Towle, Treasury Manager
Randee Klingele, Senior Treasury Analyst
Hailey Payne, Treasury Analyst
Cassandra Ogden, Director of Procurement and Compliance
Jamie Lindsay, Compliance Officer
AGENDA ITEM: HOLD A DISCUSSION TO CONSIDER THE ELECTION OF A
CHAIRPERSON FOR THE HOTEL OCCUPANCY TAX AND SPONSORSHIP
COMMITTEE.
Mayor Watts volunteered to chair this committee for this last committee meeting of the fiscal
year. Councilmember Armintor motioned for Mayor Watts to act as chair to this committee,
seconded by Councilmember Davis.
Motion passed unanimously.
AGENDA ITEM 2: CONSIDER APPROVAL OF HOTEL OCCUPANCY TAX AND
SPONSORSHIP MINUTES FROM MAY 23, 2019.
Minutes were approved as written by Mayor Watts and seconded by Councilmember Armintor.
Motion passed unanimously
AGENDA ITEM 3: RECEIVE A REPORT, HOLD A DISCUSSION AND PROVIDE
RECOMMENDATIOS REGARDING THE CITY'S PARTICIPATION IN CHARITABLE
CONTRIBUTIONS THROUGH THE AMAZONSMILE FOUNDATION.
Compliance Officer, Jamie Lindsay, presented the process in which Amazon uses its
platform to allow members to support non-profit organizations through their AmazonSmile
program. The city received a request from a local non-profit to be named the recipient of the
city's Amazon purchases through this program. The city already uses Amazon to make
purchases using staff member's P-cards, but does not identify any non-profit to receive these
program rewards. The City's historical Amazon activity illustrates its potential to create
DocuSign Envelope ID:6COFB3D6-55DB-48BA-9B76-6AC1 D07125CF
approximately $1,100 annually to this program. There are close to 500 organizations in the
AmazonSmile program in the city of Denton. AmazonSmile has confirmed choosing the
non-profit organization is managed at the user level and currently there are no tools in place
to evaluate which organizations are being chosen. The Committee directed procurement and
compliance staff to present the AmazonSmile Foundation program to Council in a future
meeting.
AGENDA ITEM 4: RECEIVE A REPORT, HOLD A DISCUSSION AND PROVIDE
RECOMMENDATIONS REGARDING HOTEL OCCUPANCY TAX FUNDING LEVELS
AND
BUDGET REQUESTS FOR PROGRAM YEAR 2020 FOR FY 2019-20.
Randee Klingele introduced the item by providing an overview of Exhibit 3 (Financials) as
well as providing the general discussion had by the Committee during the last meeting on
May 23, 2019 when this item was tabled.
Financial were presented to the committee illustrating a 2%projected increase in revenue from
current year budget. The 2020 projection of$2,490,655 is based upon historical activity and
the addition of two hotels. The convention center hotel's (Embassy Suites) revenue is a
projection provided in the City's Economic Development's five-year forecast found in the
economic impact agreement. The agreement dictates all Embassy Suites HOT revenue is
returned to the property, thus has no impact on the allocation of funds.
Committee reviewed budget requests compared to revenue availability. Councilmember
Armintor shared her thoughts on the healthy fund balance and interest in reviewing the
applicants separately. Councilmember Davis expressed his interest in maintaining a fund
balance to assist, if applicable, the City Hall West project. Staff advised the Committee that in
the last several years the Committee used the 2% projected revenue increase to allocate
increases for the budget requests. In addition, fund balance draw down is available for any
one-time requests. Staff directed attention to applicants that did not request an increase, one
applicant that had a portion of its budget that did not qualify based on statutory definitions and
the need for the reduction of expenses in both 15% capped categories, Art and Historical.
Committee discussed new applicant budgets along with Denton African American Scholarship
Foundation, North Texas State Fair Association and Denton Chamber's Convention and
Visitors Bureau. Committee requested Denton County's Office of History and Culture's one-
time request, Denton Community Market and City of Denton's Parks and Recreation
! Departments applications be held for discussions with Council during the August Budget
Workshops.
Councilmember Davis moved to forward to Council the budget of$2,531,984, which includes
two new recipients, seconded by Mayor Watts.
Motion passed 2-1.
DocuSign Envelope ID:6COFB3D6-55DB-48BA-9B76-6AC1 D07125CF
AGENDA ITEM 5: RECEIVE A REPORT, HOLD A DISCUSSION AND PROVIDE
RECOMMENDATIONS REGARDING SPONSORSHIP FUNDING LEVELS AND
BUDGET REQUESTS FOR FY 2019-20.
Staff presented the item with the annual sponsorship budget of$88,000. This is an increase of
$500 from the general fund since the last Committee meeting. The additional funds were
discovered during an annual budget process review. Staff reminded the Committee that this is
not a revenue driven fund, but budgeted within general and electric funds. For FY 2019-20 the
city received two new applications along with thirteen returning requests. Of all fifteen
applications, four budgets remained the same as their current year. Total requests equal
$104,550, which is $16,550 over available budget.
Staff advised the Committee of two remarks provided during the May 23, 2019 meeting in
which this item was tabled: 1) catering be mandated to local vendors and 2) do not fund any
tangible items. The Committee directed staff to allocate a portion of the fund deficit in an even
percentage to those requesting more funds than the previous year, as well as reducing
Filmmaking Access' budget to $500 which equals their previous year's sponsorship budget.
Councilmember Davis moved to forward to Council the budget of $87,225 leaving a fund
balance of$775, seconded by Councilmember Armintor.
Motion passed unanimously.
Meeting adjourned 11:45 a.m.
DocuSigned by: DocuSigned by:
E
esse Davis
RFRR5n7RORD74R1 EaR1EA77DOG E1...
JESSE DAVIS RANDEE KLINGELE
INTERIM COMMITTEE CHAIR RECORDING SECRETARY
CITY OF DENTON,TEXAS CITY OF DENTON,TEXAS
Docul'ice,.
Certificate Of Completion
Envelope Id:6COFB3D655DB48BA9B766AC1 D07125CF Status:Completed
Subject: Please DocuSign:July 11 2019 HOT S Committee Minutes.pdf
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