19-2402o:\hot and s\py20 legal\word docs\hot clean\historic denton ord.doc
ORDINANCE NO. 19-2402
AN ORDINANCE AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT BETWEEN THE CITY OF DENTON AND HISTORIC DENTON, INC., FOR
THE PAYMENT AND USE OF HOTEL TAX REVENUE; 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 Historic Denton, Inc., 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.
SECTION 2. This ordinance shall become effective immediately upon its passage and
approval ... ... .... ... ......
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Chris Watts, Mayor:
Gerard Hudspeth, District 1:
Keely G. Briggs, District 2:
Jessie Davis, 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 of ����',���'�"�',� �',�,��� , 2019.
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ATTEST:
ROSA RIOS, CITY SECRETARY
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APPROVED AS TO LEGAL FORM:
AARON LEAL, CITY ATTORNEY
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AGREEMENT BETWEEN THE CITY OF DENTON AND
HISTORIC DENTON, INC. (PY2020)
PROVIDING FOR THE PAYMENT AND USE OF HOTEL TAX REVENUE
THIS AGREEMENT made between the City of Denton, Texas, a municipal corporation
Historic Denton, Inc., a legal entity incorporated under the laws of the State of
ORGANIZATION
WHEREAS, T EX. T AX C ODE §351.002 authorizes CITY to levy by ordinance a municipal
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
WHEREAS, T EX. T AX C ODE §351.101(a) authorizes CITY to use revenue from its
municipal hotel occupancy tax to promote tourism and the convention and hotel industry by
advertising and conducting solicitations and promotional programs to attract tourists and convention
delegates or registrants to the municipality or its vicinity; and
WHEREAS, ORGANIZATION is well equipped to perform those activities; and
WHEREAS, T EX. T AX C ODE §351.101(c) authorizes CITY to delegate by contract with
ORGANIZATION, as an independent entity, the management and supervision of programs and
activities of the type described hereinabove funded with revenue from the municipal hotel
occupancy tax;
NOW, THEREFORE, in consideration of the performance of the mutual covenants and
promises contained herein, CITY and ORGANIZATION agree and contract as follows:
I. HOTEL TAX REVENUE PAYMENT
1.1 Consideration. For and in consideration of the activities to be performed by
ORGANIZATION under this Agreement, CITY agrees to pay to ORGANIZATION a portion of
the hotel tax revenue collected by CITY at the rates and in the manner specified herein (such
payments by CITY to ORGANIZATION
1.2 Amount of Payments.
(a) As used in this Agreement, the following terms shall have the following specific
meanings:
(i)
received by CITY as municipal hotel occupancy tax at the rate of seven percent (7%) of
the price paid for a room in a hotel, pursuant to Texas Tax Code §351.002 and City
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Ordinance. Hotel tax revenue will include penalty and interest related to the late
payments of the tax revenue by the taxpayer.
(ii)
fiscal year. It will include hotel tax revenue due to CITY for the relevant fiscal year and
collected through the 22nd day of the month following the close of the relevant fiscal year.
(iii)
to the total hotel tax revenue collected by CITY during any relevant period of time (i.e.,
fiscal year or fiscal quarter), less: (1) attorney and auditing costs incurred during such
relevant period of time for costs of collection or auditing of hotel taxpayers (attorney and
auditing costs include fees paid to attorneys or agents not in the regular employ of CITY for
which attorneys or agents effect compliance or collection of the hotel tax from taxpayers);
and (2) court costs and other expenses incurred in litigation against, or auditing of, such
taxpayers.
(iv)
stth
which this Agreement is in force. Contract quarters will end on March 31, June 30,
thst
September 30, and December 31 of each contract year.
(b) In return for satisfactory performance of the activities set forth in this Agreement
and all attachments hereto, CITY shall pay to ORGANIZATION an amount of money in each
contract year equal to the lesser amount of Three Hundredths percent (0.03%) of the annual base
payment amount, or the fixed contract amount of One Thousand and Twenty Dollars ($1,020).
th
This amount will be paid in one lump sum after the 25 of January 2020. If Chief
Financial Officer determines that hotel tax receipts to the CITY are not meeting the anticipated
budget projection, CITY may reduce ORGANIZATION current budget at any time during the
contract period. Payment is subject to refund of any unused or improperly expended funds from
the prior contract period, and receipt of the required quarterly reports.
1.3 Dates of Payments.
ORGANIZATION of those
amounts specified in ¶1.2, above, as determined by the hotel tax revenue collected.
(b) Each quarterly payment shall be paid upon receipt of the required reports and after the
th
25 day following the last day of the contract quarter. If any quarterly financial report is not
received within thirty (30) days of the end of the applicable contract quarter, the recipient may be
held in breach of this Agreement. CITY may withhold the quarterly payment(s) until the appropriate
reports are received and approved, which approval shall not be unreasonably withheld.
1.4 Other limitations regarding consideration.
(a) The funding of this project in no way commits CITY to future funding of this program
beyond the current contract period. Any future funding is solely the responsibility of
ORGANIZATION.
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(b) It is expressly understood that this contract in no way obligates the General Fund or any
other monies or credits of CITY.
(c) CITY may withhold further allocations if CITY determines that ORGANIZATION
expenditures deviate materially from their approved budget.
II. USE OF HOTEL TAX REVENUE
2.1 Use of Funds. For and in consideration of the payment by CITY to ORGANIZATION of
the agreed payments of hotel tax funds specified above, ORGANIZATION agrees to use such hotel
tax funds only for advertising and conducting solicitations and promotional programs to attract
tourists and convention delegates or registrants to the municipality or its vicinity; as authorized by
T EX. T AX C ODE §351.101(a). Funds for any calendar year which are unused by midnight December
st
31 of 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 outside the Denton city limits. These materials include, but are not limited to, signs,
posters, postcards, newsletters, print advertising, digital marketing, billboards, radio and television.
2.2 Administrative Costs. The hotel tax funds received from the CITY by the
ORGANIZATION may be spent for day-to-day operations, office supplies, salaries, travel
expenses, and other administrative costs allowed by T EX. T AX C ODE §351.101(e), but only if
specified in ORGANIZATION budget attached hereto as and incorporated herein for
all purposes and each are directly attributable to work on programs which promote tourism and the
hotel and convention industry, and if each promotes at least one of the six statutory purposes
enumerated within T EX. T AX C ODE §351.101(a).
2.3 Specific Restrictions on Use of Funds.
(a) That portion of total administrative costs of the THEATRE for which hotel tax funds
may be used shall not exceed that portion of the ORGANIZATION administrative costs actually
incurred in conducting the activities specified in ¶2.1 above.
(b) Hotel tax funds may not be spent for travel for a person to attend an event or conduct
an activity the primary purpose of which is not directly related to the promotion of local tourism and
professional manner.
III. RECORDKEEPING AND REPORTING REQUIREMENTS
3.1 Budget.
(a) ORGANIZATION shall prepare and submit to the City Manager of CITY an annual
all operations
of ORGANIZATION in which the hotel tax funds shall be used by ORGANIZATION. In other
words, CITY should be able to audit specifically the purpose of each individual expenditure of hotel
tax funds from the separate account relating to hotel tax. CITY shall not pay to ORGANIZATION
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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, authorizing the expenditure of funds.
(b) ORGANIZATION acknowledges that approval of the budget by the
Denton City Council creates a fiduciary duty in ORGANIZATION with respect to the hotel tax
funds paid by CITY to ORGANIZATION under this Agreement. ORGANIZATION shall expend
hotel tax funds only in the manner and for the purposes specified in this Agreement, T EX. T AX
C ODE §351.101(a) and in the budget as approved by CITY.
(c) Upon the application or consent of ORGANIZATION, the City Manager or his
designate may authorize minor amendments to the approved budget as necessary to carry out the
intent of this Agreement, in a manner consistent with efficient use of public funds, and in
accordance with State law. Such minor amendments may not increase the overall funding set forth
in ¶1.2(b), extend the term, or otherwise alter the performance obligations of ORGANIZATION,
without approval of the City Council by ordinance.
3.2 Separate Accounts. ORGANIZATION shall maintain any hotel tax funds paid to
ORGANIZATION by CITY in a separate account or with segregated fund accounting, such that
any reasonable person can ascertain the revenue source of any given expenditure.
3.3 Financial Records. ORGANIZATION shall maintain complete and accurate financial
records of each expenditure of the hotel tax funds made by ORGANIZATION. These funds are
required to be classified as restricted funds for audited financial purposes, and may not be used for
contracted services, including, but not limited to, auditing fees or attorney fees. Upon reasonable
advance written request of the Denton City Council, the City Manager or designate, or any other
person, ORGANIZATION shall make such financial records available for inspection and review by
the party making the request. ORGANIZATION understands and accepts that all such financial
records, and any other records relating to this Agreement shall be subject to the Texas Public
Information Act, T EX. G OVT C ODE, ch. 552, as hereafter amended.
3.4 Quarterly Reports. After initial receipt of hotel tax funds, and within thirty (30) days
after the end of every quarter thereafter, until all funds have been expended and reported to CITY,
ORGANIZATION shall furnish to CITY: (1) a completed financial report, (2) a list of the
expenditures or copies of the invoices or receipts made with regard to hotel tax funds pursuant to
T EX. T AX C ODE §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 financial records (e.g.,
copies of front and back cleared checks or bank statements, and other relevant documentation).
Both the financial and expenditure reports will be in a form either determined or approved by the
City Manager or designate. ORGANIZATION shall respond promptly to any request from the City
Manager of CITY, or designate, for additional information relating to the activities performed under
this Agreement.
3.5 Notice of Meetings. ORGANIZATION shall give the City Manager of CITY, or his
designate, reasonable advance written notice of the time and place of all meetings of
ORGANIZATION Board of Directors, as well as any other meeting of any constituency of
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ORGANIZATION, at which this Agreement or any matter subject to this Agreement shall be
considered.
IV. TERM AND TERMINATION
4.1 Term. The term of this Agreement shall commence on January 1, 2020, and terminate at
midnight on January 31, 2021. However, the program period shall commence on January 1, 2020
and terminate at midnight on December 31, 2020. Only those expenditures authorized by Chapter
351 of the Texas Tax Code and the program guidelines, which are actually incurred during the
program period, for events and activities taking place within the program period, are eligible for
funding under this Agreement, and any ineligible expenditures or unspent funds shall be forfeited to
CITY upon termination of 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 ORGANIZATION for any contractual obligations of THEATRE undertaken
by ORGANIZATION in satisfactory performance of those activities specified in ¶¶2.1 and 2.2
above, and that were approved by the Council through the budget, as noted in ¶3.1. This
reimbursement 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 above,
and further conditioned upon such contractual obligations having a term not exceeding the full
term of this Agreement. Notwithstanding any provision hereof to the contrary, the obligation of
CITY to reimburse ORGANIZATION, or to assume the performance of any contractual
obligations of ORGANIZATION, for or under any contract entered into by THEATRE as
contemplated herein, shall not exceed 66 2/3% of the current quarterly payment.
(c) Further, upon termination pursuant to ¶4.2(a), ORGANIZATION will provide
CITY: 1) within ten (10) business days from the termination notification, a short-term budget of
probable expenditures for the remaining sixty (60) day period between termination notification
and contract termination. This budget will be presented to Council for approval within ten (10)
business days after receipt by CITY. If formal approval is not 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 period approved budget; the budget will be
considered approved; 2) within thirty (30) days, a full accounting of all expenditures not
previously audited by CITY; 3) within five (5) business days of a request from CITY, a listing of
expenditures that have occurred since the last required reporting period; 4) a final accounting of
all expenditures and tax funds on the day of termination. ORGANIZATION will be obligated to
return any unused funds, or funds determined to be used improperly. Any use of remaining funds
by ORGANIZATION 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 above, and further conditioned upon such contractual obligations
having a term not exceeding the full term of this Agreement.
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4.3 Automatic Termination. This Agreement shall automatically terminate upon the
occurrence of any of the following events:
(a) The termination of the legal existence of ORGANIZATION;
(b) The insolvency of ORGANIZATION, the filing of a petition in bankruptcy, either
voluntarily or involuntarily, or an assignment by ORGANIZATION for the benefit of creditors;
(c) The continuation of a breach of any of the terms or conditions of this Agreement by
either CITY or ORGANIZATION for more than thirty (30) days after written notice of such breach
is given to the breaching party by the other party; or
(d) The failure of ORGANIZATION to 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, to mitigate damages and to preserve evidence and issues for judicial
determination, either party shall have the right to terminate this Agreement upon immediate notice
to the other party in the event that any person has instituted litigation concerning the activities of the
non-terminating party, and the terminating party reasonably believes that such activities are required
or prohibited under this Agreement.
4.5 In the event that this Agreement is terminated pursuant to ¶¶4.3 or 4.4, ORGANIZATION
agrees to refund any and all unused funds, or funds determined by CITY to have been used
improperly, within thirty (30) days after termination of this Agreement.
V. GENERAL PROVISIONS
5.1 Subcontract for Performance of Services. Nothing in this Agreement shall prohibit, nor
be construed to prohibit, the agreement by ORGANIZATION with another private entity, person, or
organization for the performance of those services described in ¶2.1 above. In the event that
ORGANIZATION enters into any arrangement, contractual or otherwise, with such other entity,
person or organization, ORGANIZATION shall cause such other entity, person, or organization to
adhere to, conform to, and be subject to all provisions, terms, and conditions of this Agreement and
to T EX. T AX C ODE ch. 351, including reporting requirements, separate funds maintenance, and
limitations and prohibitions pertaining to expenditure of the agreed payments and hotel tax funds.
5.2 Independent Contractor. ORGANIZATION shall operate as an independent contractor as
to all services to be performed under this Agreement and not as an officer, agent, servant, or
employee of CITY. ORGANIZATION shall have exclusive control of its operations and
performance of services hereunder, and such persons, entities, or organizations performing the
same, and ORGANIZATION shall be solely responsible for the acts and omissions of its directors,
officers, employees, agents, and subcontractors. ORGANIZATION shall not be considered a
partner or joint venturer with CITY, nor shall ORGANIZATION be considered, nor in any manner
hold itself out as, an agent or official representative of CITY.
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5.3 Indemnification. ORGANIZATION AGREES TO INDEMNIFY, HOLD
HARMLESS, AND DEFEND CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES
FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR INJURIES, DAMAGE,
LOSS, OR LIABILITY OF WHATEVER KIND OR CHARACTER, ARISING OUT OF OR
IN CONNECTION WITH THE PERFORMANCE BY ORGANIZATION OF THOSE
SERVICES CONTEMPLATED BY THIS AGREEMENT, INCLUDING ALL SUCH
CLAIMS OR CAUSES OF ACTION BASED UPON COMMON, CONSTITUTIONAL OR
STATUTORY LAW, OR BASED, IN WHOLE OR IN PART, UPON ALLEGATIONS OF
NEGLIGENT OR INTENTIONAL ACTS OF ORGANIZATION, ITS OFFICERS,
EMPLOYEES, AGENTS, SUBCONTRACTORS, LICENSEES AND INVITEES.
5.4 Assignment. ORGANIZATION shall not assign this Agreement without first obtaining the
written consent of CITY.
5.5 Notice. Any notice required to be given under this Agreement or any statute, ordinance, or
regulation, shall be effective when given in writing and deposited in the United States mail, certified
mail, return receipt requested, or by hand-delivery, addressed to the respective parties as follows:
CITY ORGAN IZATION
City Manager Randy Hunt
CITY OF DENTON HISTORIC DENTON, INC.
215 E. McKinney 722 West Oak
Denton, TX 76201 Denton, TX 76201
5.6 Inurement. This Agreement and each provision hereof, and each and every right, duty,
obligation, and liability set forth herein shall be binding upon and inure to the benefit and obligation
of CITY and ORGANIZATION and their respective successors and assigns.
5.7 Application of Laws. All terms, conditions, and provisions of this Agreement are subject
to all applicable federal laws, state laws, the Charter of CITY of Denton, all ordinances passed
pursuant thereto, and all judicial determinations relative thereto.
5.8 Exclusive Agreement. This Agreement contains the entire understanding and constitutes
the entire agreement between the parties hereto concerning the subject matter contained herein.
There are no representations, agreements, arrangements, or understandings, oral or written, express
or implied, between or among the parties hereto, relating to the subject matter of this Agreement,
which are not fully expressed herein. The terms and conditions of this Agreement shall prevail,
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.
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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. ORGANIZATION shall provide insurance as follows:
1. $500,000 Commercial General Liability, or $1,000,000 Event Insurance, covering
all events taking place on City-owned property,
2. $250,000 Liquor/Dram Shop Liability for any event occurring on City-owned
property where alcohol will be provided or served.
proof of coverage shall be submitted prior to any payment by the CITY.
EXECUTED this _____ day of __________________________, 2019.
THE CITY OF DENTON, TEXAS
By: ____________________________________
TODD HILEMAN,
CITY MANAGER
ATTEST: APPROVED AS TO LEGAL FORM:
By: ______________________________ By: ____________________________________
ROSA RIOS, AARON LEAL,
CITY SECRETARY CITY ATTORNEY
HISTORIC DENTON, INC.
By: ____________________________________
Chairman/Director
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Certificate Of Completion
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Certificate Of Completion
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Record Tracking
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Signer EventsSignatureTimestamp
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Electronic Record and Signature Disclosure:
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Electronic Record and Signature Disclosure:
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Payment EventsStatusTimestamps
Electronic Record and Signature Disclosure
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