18-1963S:\Legal\Our pocuments\Ordinances\18\HOT PY2019\Denton County Ordinance.doc
ORDINANCE NO. 15-1963
AN ORDINANCE AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT BETWEEN THE CITY OF DENTON AND DENTON COUNTY FOR THE
PAYMENT AND USE OF HOTEL TAX REVENUE IN SUPPORT OF THE DENTON
COUNTY OFFICE OF HISTORY AND CULTURE; AND PROVIDING AN EFFECTIVE
DATE.
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION 1. The City Manager, or his designee, is hereby authorized to execute an
agreement between the City of Denton and Denton County for the payment and use of hotel tax
revenue, under the terms and conditions contained in the agreement, a copy of which is attached
hereto and made a part hereof.
ION 2. This ordinance shall become effective immediately upon its passage and
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approval.
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second d bymoti.�t� �`� �"���"���� � ��� �"� �'':� ...... he Orc�����a�� �����°��:� ����.�' � �����•cav�d by
the following vote � �"� - ��_� �.
Chris Watts, Mayor:
Gerard Hudspeth, District 1:
Keely G. Briggs, District 2:
Don Duff, District 3:
John Ryan, District 4:
Deb Armintor, At Large Place 5:
Paul Meltzer, At Large Place 6:
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Abstain Absent
PASSED AND APPROVED this the ����� day �� �" �'�"��"�" ���������µ.r �„.m .� 2018.
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ATTEST:
JENNIFER WALTERS, CITY SECRETARY
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APPROVED AS TO LEGAL FORM:
AARON LEAL, CITY ATTORNEY
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THIS AGREEMENT made between the City of Denton, Texas, a municipal
corporation (the "CITY"}, and County of Denton, Texas, a gavernmental entity existing under the
laws of the State of Texas, contracting on behalf of its Office of History and Culture (collectively,
LddV ``VoV1V�199).
WHEREAS, TEx. TAx CoDE §351.002 authorizes CITY to levy by ordinance a municipal
hotel occupancy tax ("hotel tax"} not exceeding seven percent (7%) of the consideration paid by a
hotel occupant; and
WHEREAS, by ordinance, CITY has provided for the assessment and collection of a
municipal hotel occupancy tax in the City of Denton of seven percent (7%); and
WHE AS, TEx. TAx CoDE §351.101(a) author�zes CITY to use revenue from its
municipal hotel occupancy tax to promote tourism and the canvention and hotel industry by
advertising and conducting salicitations and pramotional programs to attract tourists and convention
delegates or registrants to the municipality, or its vicinity; and
WHEREAS, TEx. TAx Cor�E §351.101(c) authorizes CITY to delegate by contract with
COLJNTY, as an independent entity, the management and supervision of pragrarns and activities of
the type described hereinabove funded with revenue fram the municipal hotel occupancy tax;
WHEREAS, both CITY and COiJNTY have a secondary source of authority to enter inta
the Agreement as an inter-local cooperation agreement, pursuant to Chapter 791 of the Texas
Government Cade, as: the Agreement is authorized by bath governmental bodies; the Agreement
states the purpose, terms, rights, and duties af the contracting parties; the consideration is being paid
by CITY out of current revenues; the compensation is fair; and the services to be performed are
"museum services" authorized under §791.003(3)(F} of the Texas Government Code, which each
party is authorized to perform individually;
NOW, THE FO , in consideration af the perforrnance of the mutual cavenants and
promises contained herein, CITY and COLTNTY agree and contract as follows:
I I ' '.
1.1 Consideration. For and in consideration of the activities to be performed by COUNTY
under this Agreement, CITY agrees to pay to COiJNTY a portion af the hatel tax revenue collected
by CITY at the rates and in the manner specified herein (such payments by CITY to COUNTY
sometirnes herein referred ta as the c`�A�PPU payIT1P✓IZ�S99 ar "hotel tax funds").
1.2 Amount of Payments.
(a} As used in this Agreement, the fallowing terms shall have the following specific
meanings:
County Ofc of H&C HOT Funds, PY2018 -- Page 1
(i) The term 66hotel tax revenue" shall mean the grass monies collected and
received by CITY as municipal hatel accupancy tax at the rate of seven percent (7%) af
the price paid for a raom in a hatel, pursuant ta Texas Tax Code §351.002 and City
Ordinance. Hotel tax revenue will include penalty and interest related to the late
payments of the tax revenue by the taxpayer.
(ii) The term 66Collection period" will mean the collectian period far CITY's
fiscal year. It will inciude hotel tax revenue due ta CITY for the relevant fiscal year and
collected through the 22nd day af the month fallowing the close of the relevant fiscal year.
(iii) The term bbbase payrnent amount99 shall mean a net amount of money equal
to the total hotei tax revenue callected by CITY during any relevant period of time (i.e.,
fiscal year ar fiscal quarter), less: (1) attorney and auditing casts incurred during such
relevant periad of time for costs of callection ar auditing of hotel taxpayers (attorney and
auditing costs include fees paid ta attorneys or agents not in the regular employ af CITY far
which attorneys ar agents eff'ect compliance ar collection af the hotel tax fram taxpayers);
and (2} court casts and other expenses incurred in litigation against or auditing af such
taxpayers.
(iv) The term "contract quarter" shall refer to any quarter of the calendar year in
which this Agreement is in force. Contract quarters will end on March 31St, June 30�',
September 30�', and December 315t af each cantract year.
(b) In return far satisfactory performance of the activities set forth in this Agreement
and all attachments hereto, CITY shall pay ta COUNTY an amount af money in each contract
year equal to the lesser amount of Four and Eighty-Five Hundredths percent (4.85%) ai the
annual base payment amount, or the fixed contract amount af One Hundred Fifty-Seven
Thousand Five Hundred Ninety Dollars ($157,590). This amount will be divided into quarterly
payments equal to 25% of the annual fixed cantract amaunt, unless CITY can show with
reasonable certainty that the annual base payment amount will be less than orzginally estimated
for lhe fiscal year. The faurth quarterly payment will represent 25% of the fixed contract amount
ar the unpaid remainder of 4.85% af the base payment amount, whichever is less. If CITY's
Chief Financial Officer determines that hotel tax receipts by the CITY are not meeting the
anticipated budget prajection, CITY may reduce COUNTY's current budget at any time during
the contract period. Each quarterly payment is subject to refund of any unused or improperly
expended funds fram the prior cantract periad, and CITY's timely receipt af the required
quarterly reparts.
1 � '
(a) The term "quarterly payments" shall mean payments by CITY to COUNTY of those
amounts specified in ¶1.2, above, as determined by the hotel tax revenue collected.
(b) Each quarterly payment shall be paid upan receipt of the required reports and after the
25th day following the last day af the contract quarter. If any quarterly financial report is not
received within thirty (30) days af the end of the applicable contract quarter, the recipient may be
County Ofc of H&C HOT Funds, PY2018 -- Page 2
held in breach af this Agreement. CITY may withhald the quarterly payment(s) until the
appropriate reparts are received and approved, which approval shall not be unreasonably withheld.
' � � .�. � , � �� �
(a) The funding of this project in no way commits CITY ta future funding of this
pragram beyond the current contract periad. Any future funding is solely the responsibility af
COUNTY.
(b) It is expressly understaad that this cantract in na way abligates the General Fund ar any
other monies or credits af CITY.
(c) CITY may withhold further allocations if CITY determines that COUNTY's
expenditures deviate materially from their appraved budget.
2.1 Use af Funds. Far and in cansideration af the payment by CITY ta COUNTY af the agreed
payments of hotel tax funds specified above, COUNTY agrees to use such hotel tax funds only far
advertising and canducting solicitations and pramotional pragrams ta attract taurists and conventian
delegates or registrants to the municipality ar its vicinity as authorized by TEx. TAx Co�E
§351.101(a). Funds for any calendar year which are unused by midnight December 31 St af that year
shall be refunded to CITY within sixty (60) days.
Advertising materials purchased with the hotel occupancy tax funds must be targeted to reach
audiences autside the Denton city limits. These materials include, but are nat limited to, signs,
posters, pastcards, newsletters, print advertising, digital marketing, billboards, radio and television.
2.2 Administrative Costs. The hatel tax funds received from CITY by COLTNTY may be
spent for day-to-day operations, affice supplies, salaries, travel eYpenses and other administrative
costs allowed by TEx. TAx Cor�E §351.101(e), bui only if specified in COUNTY's budget attached
hereto as Exhibit "A" and incorporated herein for all purposes and each are directly attributable ta
work on pragrams, which promote tourism and the hotel and convention industry, and if each
promotes at least ane of the six statutary purposes enumerated within TEx. TAx CoDE §351.101(a).
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(a} COUNTY agrees to demanstrate strict campliance with the record keeping and
apportionment limitatians impased by TEx. TAx Cor�E §351.101(fl and §351.108 (c) and (d).
COiJNTY shall nat utilize hotel ta�c funds for any expenditure which has not been specifically
documented to satisfy the purpases set forth in ¶¶2.1 and 2.2 above.
(b) Hotel tax funds may not be spent for travel far a person ta attend an event or conduct
an activity the primary purpose af which is not directly related to the pramotion af local tourism and
County Ofc of H&C HOT Funds, PY2018 -- Page 3
the convention and hatel industry or the performance of the person's job in an efficient and
prafessional manner.
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(a) COLJNTY shall adhere to the budget (Exhibit "A") as approved by the City Council
for each calendar year, for all operations of COUNTY funded by hatel tax revenue. In other words,
CITY should be able to audit specifically the purpose of each individual expenditure af hatel ta�c
funds from the separate accaunt relating to hotel tax funds. CITY shall not pay to COUNTY any
hotel tax revenues as set forth in Section I of this contract during any program year of this
Agreement unless a budget for such respective program year has been approved in writing by the
Denton City Council, autharizing the expenditure of funds.
(b) COLJNTY acknowledges that approval of the budget (Exhibit "A"} by the Denton
City Council creates a fiduciary duty in COUNTY with respect to the hotel tax funds paid by CITY
to COUNTY under this Agreement. COIJNTY shall expend hotel tax funds only in the manner and
for the purposes specified in this Agreement, TEx. TAx COr�E §351.101(a), and in the budget as
approved by CITY.
(c} Upon the applicatian or consent of COLTNTY, the City Manager or his designate
may authorize minor amendments to the approved budget as necessary to carry out the intent of this
Agreernent, in a manner consistent with efficient use of public funds, and in accardance with State
law. Such minor amendments rnay not increase the overall funding set forth in ¶1.2(b}, extend the
terrn, ar otherwise alter the perfarmance obligations of COiJNTY, without approval of the City
Council by ordinance.
3.2 Separate Accounts. COiJNTY shall maintain any hotel tax funds paid to COLJNTY by
CITY in a separate checking account ar with segregated fund accounting, such that any reasonable
person can review the revenue source of any given expenditure.
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3.4 Quarterly Reports. After initial receipt of the hotel tax funds, and within thirty (30} days
after the end of every cantract quarter, COUNTY shall furnish to CITY: (1) a completed financial
report, (2) a list of the expenditures made or copies of the invoice or receipts with regard to hotel tax
funds pursuant to TEx. TAx CODE §351.101(c), social media and/or digital marketing expenditures
require invoices to be provided and shall include performance measures, and (3) a copy of all
County Ofc of H&C HOT Funds, PY2018 -- Page 4
financial records (e.g., copies of front and back cleared checks ar bank statements, and ather
relevant documentation). COUNTY shall prepare and deliver all reports in a form and manner
approved by the City Manager or designate. COUNTY shall respond pramptly to any request from
the City Manager of CITY, or designate, far additional information relating to the activities
performed under this Agreement.
3.5 Notice af eetings. COIINTY shall give ihe City Manager af CITY, ar his designate,
reasanable advance written notice of the time and place of all meetings of COLJNTY's
Commissianers Court, as well as any other meeting of any constituency of COUNTY at which this
Agreement or any matter subject to this Agreement shall be considered.
4.1 Term. The term of this Agreement shall commence on January 1, 2019 and terminate at
midnight on January 31, 2020. Hawever, the program period shall commence an January 1, 2019
and terminate at midnight an December 31, 2019. Only thase expenditures authorized by Chapter
351 af the Texas Tax Code and the program guidelines, which are actually incurred during the
program period, far events and activities taking place within the program period, are eligible far
funding under this Agreement, and any ineligible expenditures or unspent funds shall be forfeited ta
CITY upon terminatian af this Agreement.
4.2 Termination Without Cause.
(a} This Agreement may be terminated by either party, with or without cause, by giving
the other party sixty (60) days advance written notice.
(b) In the event this contract is terminated by either party pursuant to ¶4.2(a), CITY
agrees to reimburse COLJNTY far any contractual abligations af COUNTY undertaken by
COUNTY in satisfactory performance of those activities specified in ¶¶2.1 and 2.2 above and
that were approved by the Council thraugh the budget, as noted in ¶3.1. This reimbursement is
conditioned upon such contractual abligations having been incurred and entered into in the good
f�ith performance of those services contemplated in ¶¶2.1 and 2.2 abave, and further canditianed
upon such cantractual obligations having a term not exceeding the full term of this Agreement.
Notwithstanding any provision hereof to the contrary, the abligation of CITY ta reimburse
COLTNTY or ta assume ihe performance of any contractual abligatians af BUREAU for or under
any cantract entered inta by COUNTY as contemplated herein shall not exceed 66 2/3% of the
current quarterly payment.
(c) Further, upan termination pursuant to ¶4.2(a), COUNTY will provide CITY: 1)
within ten (10) business days from the termination notificatian, a shart-term budget of probable
expenditures for the remaining sixty (60) day periad between termination notificatian and
contract terminatian. This budget will be presented ta Council far approval within ten (10)
business days after receipt by CITY. If farmal approval is nat given within ten (10} business
days and the budget does not contain any expenditures that would be prohibited by the Texas
Tax Code, and is within the current contractual periad appraved budget; the budget will be
cansidered approved; 2) within thirty (30) days, a full accaunting af all expenditures not
previausly audited by CITY; 3) within five (5) business days of a request fram CITY, a listing of
County Ofc of H&C HOT Funds, PY2018 -- Page 5
expenditures that have occurred since the last required reporting periodg 4) a fnal accounting af
all expenditures and ta.x funds on the day of termination. COLJNTY will be obligated to return
any unused funds ar funds determined to be used improperly. Any use of remaining funds by
COLTNTY after notification of termination is conditioned upon such contractual obligations
having been incurred and entered into in the good faith performance of those services
contemplated in ¶¶2.1 and 2.2 abave, and further canditianed upon such contractual obligations
having a term not exceeding the full term of this Agreement.
4.3 Autarnatic Termination. This Agreement shall autornatically terminate upon the
occurrence of any of the following events:
(a) The termination of the legal existence of COiJNTY;
(b} The insolvency of COUNTY, the fling of a petition in bankruptcy, either voluntarily or
involuntarily, ar an assignment by COUNTY for the benefit of creditors;
(c) The continuatian af a breach of any of the terms or conditions of this Agreement by
either CITY ar COLJNTY for more than thirty (30) days after written natice of such breach is given
to the breaching party by the other party; or
(d) The failure af COLJNTY ta submit a financial quarterly report which complies with the
reporting procedures required herein and generally accepted accounting principles prior to the
beginning of the next contract term, or quarterly as required by ¶1.3 hereof.
4.4 Right to Immediate Termination Upon Litigation. Notwithstanding any other provision
of this Agreement, ta mitigate damages and to preserve evidence and issues for judicial
determination, either party shall have the right to terminate this Agreernent upon immediate notice
to the other p in the event that any person has instituted litigation cancerning the activities af the
non-terminating party, and the terminating party reasonahly believes that such activities are required
or prohibited under this Agreement.
4.S In the event that this Agreement is terminated pursuant to ¶¶4.3 or 4.4, COLJNTY agrees ta
refund any and all unused funds, or funds determined by CITY ta have been used improperly,
within thirty (30) days after termination of this Agreement.
5.1 Subcontract for Performance of Services. Nothing in this Agreement shall prohibit, nor
be construed to prohibit, the agreement by COUNTY with anather private entity, person, or
arganization for the perforrnance of those services described in ¶2.1 above. In the event that
COUNTY enters into any arrangement, contractual or otherwise, with such other entity, person or
organizatian, COLJNTY shall cause such other entity, person, or organization to adhere to, canform
to, and be subject to all provisions, terms, and conditions of this Agreement and to TEx. TAx CoDE
ch. 351, including reporting requirements, separate funds maintenance, and limitations and
prohibitions pertaining to expenditure af the agreed payments and hotel tax funds.
5.2 Independent Contractor. COLJNTY shall operate as an independent contractor as to all
services to be perforrned under this Agreement and not as an officer, agent, servant, or employee of
Caunty Ofc of H&C HOT Funds, PY2018 -- Page 6
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5.4 sign ent. COLJNTY shall not assign this Agreement without first obtaining the written
consent of CITY.
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County Ofc of H&C HOT Funds, PY2018 -- Page 7
notwithstanding any variance in this Agreement from the terms and conditions of any other
document relating to this transaction or these transactions.
5.9 Duplicate Originals. This Agreement is executed in duplicate originals.
5.10 Headings. The headings and subheadings of the various sections and paragraphs of this
Agreement are inserted merely for the purpose of convenience and do not express or imply any
limitation, definition, or extension of the specific terms of the section and paragraph so designated.
5.11 Severability. If any section, subsection, paragraph, sentence, clause, phrase or word in this
Agreement, or application thereof to any person or circumstance is held invalid by any court of
competent jurisdiction, such holding shall not affect the validity of the remaining portions of this
Agreement, and the parties hereby declare they would have enacted such remaining portions despite
any such invalidity.
5.12 Insurance. COLJNTY shall, at a minimum, provide insurance as follows:
l. $500,000 Commercial General Liability, or $1,000,000 Event Insurance, covering
all events taking place on City-owned property,
2, $500,000 Business Automobile Liability on any owned, non-owned or hired
vehicles.
CITY must be named as an additional insured on all policies (except Workers' Compensation) and
proof of coverage shall be submitted prior to any payment by CITY.
EXECUTED this ^���� day of �,_��,��� ��'���,� b- 2
............................� 018.
ATTEST:
THE CITY OF DENTON, TEXAS
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TODD IIIL�MAN, �
CITY MANAGER
APPROVED AS TO LEGAL FORM:
By � ,�
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. , ON LEAL,
CITY SECRETARY CITY ATTORNEY
DENTON COUNTY ����p�[�+��I�,�"�����
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County Ofc of H&C HOT N�urP���9:�, �� '�.'f�18 - k'i°�„��:^°H�� �� �"""
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Denton Coanly Museums
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Advertlaing
Magazlnes, Newspapers & Dlgltal Medla
Visltors Gulde
Brochures
Hlstorlcal
Exhibk A
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S 13,000
Contract Labor S 3q,g�
Archival Supplles 10,
New Exhlblt Supplles Zp,
Restoratfon of Taylor Log Cabin & Reconstructlon of Barn 40,000
Restoration of Waod Home (Quakertown Housej 40.000
S 144,540
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Certificate of Liability Coverage
P.O. Box 2131 � Austin, Texas 78768 �(512) 478-8753
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Issue Date: 10/30/2018
The Texas Association of Counties Risk Management Pool (Pool) is created by Chapter 119 of the Local Government Code to enable each county or
county related governmental entity to provide self-insurance coverage against liability claims. The specified member participates in this Pool under an
agreement pursuant to the provisions of and operates under the Chapter 791, Texas Government Code Annotated.
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Denton County
1406 Troy H Lagrone Dr
Denton, TX 76205-6332
City of Denton
This certificate is issued as a matter of infoRnatfon only and presents no rights upon the certificate holder. This cert�cate does not amend, extend or
alter the coverage afforded by the Pool. The certificate does verify that coverage has been placed for the period(s) indtcated below, but should coverage
be caneelled before expiration date, notice will be delivered in accordance with the proVisions within the coverage document or inter-local agreernent.
Coverage provided by the Pool described on this certificate is suhject to all the terms, exclusions and conditions of the coverage dacument issued by the
Pool.
GENERAL LIABILITY
EffectiveDate: 10/01/2018 Expiration Date: 10/01/2019
� Additional Insured
Bodily Injury (per person)
Bodily Injury (per occurrence)
Property Damage (per occurrence)
Medical Expense (per person)
Damage to Rented Premises (per
occurrence)
��l'��1�Y,���
$300,000
$100,000
$5,000
$100,000
AUTO Liability
EffectiveDate: 10/01/2018 Expiration Date: 10/01/2019
Bodily Injury (per person) $10d,000
0 Scheduled Autos
OHired/Non-Owned Bodily Injury (per occurrence) $300,000
�Additional Insured Property Damage (per occurrence) $100,000
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Proof of Coverage
Authorized Representative
�, �_.�,_
Michael Shannon
Director, Risk Management Services
Texas Association of Counties
Texas Association of Counties Denton County # 0610
Risk Management Pool Coverage Number: CAS-0610-20181001-1
Issue Date: October 30, 2018 Page 1 of 1