2002-282ORDINANCE NO.
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT
BETWEEN THE CITY OF DENTON AND THE TEJAS STORYTELLING ASSOCIATION,
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 I. That the Mayor is hereby authorized to execute an agreement between the
City of Denton and the Tejas Storytelling Association, 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 II. That this ordinance shall become effective immediately upon its passage
and approval.
PASSED AND APPROVED this the ~~Z/dayof (~7~5~/~ , 2002.
EULINE BROCK, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPROVED
AGREEMENT BETWEEN THE CITY OF DENTON AND
TEJAS STORYTELLING ASSOCIATION, INC. (CY2003)
PROVIDING FOR THE PAYMENT AND USE OF HOTEL TAX REVENUE
THIS AGREEIVlENT made between the City of Denton, Texas, a municipal corporation
(the "CITY"), and the Tejas Storytelling Association, Inc., a legal entity incorporated under the laws
of the State of Texas (the "ASSOCIATION"):
WHEREAS, TEX. TAX CODE §351.002 authorizes the 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, the CITY has provided for the assessment and collection of a
mmcipal hotel occupancy tax in the City of Denton of seven percent (7%); and
WHEREAS, TEX. TAX CODE §351.101(a) authorizes the CITY to use revenue fi.om 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, the ASSOCIATION is well equipped to perform those activities; and
WHEREAS, T~x. TAX CODe §351.101(c) authorizes the CITY to delegate by contract with
the ASSOCIATION, as an independent entity, the management and supervision of programs and
activities of the type described hereinabove funded with revenue fi.om the municipal hotel
occupancy tax;
NOW, THEREFORE, in consideration of the performance of the mutual covenants and
promises contained herein, the CITY and the ASSOCIATION agree and contract as follows:
I. HOTEL TAX REVENUE PAYMENT
1.1 Consideration. For and in consideration of the activities to be performed by the
ASSOCIATION under this Agreement, the CITY agrees to pay to the ASSOCIATION a portion of
the hotel tax revenue collected by the CITY at the rates and in the manner specified herein (such
payments by the CITY to the ASSOCIATION sometimes herein referred to as the "agreed
payments" or "hotel tax funds').
1.2 Amount of Payments.
(a)
meanings:
As used in this Agreement, the following terms shall have the following specific
(i) The term "hotel tax revenue" shall mean the gross monies collected and
received by the 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
Ordinance. Hotel tax revenue will include penalty and interest related to the late
payments of the tax revenue by the taxpayer.
(ii) The term "Collection period" will mean the collection period for the CITY's
fiscal year. It will include hotel tax revenue due to the City for the relevant fiscal year and
collected through the 22nd day of the month following the close of the relevant fiscal year.
(iii) The term "base payment amount" shall mean a net amount of money equal
to the total hotel tax revenue collected by the CITY during any relevant period of time (i.e.,
fiscal year or fiscal quarter), less (1) attorney and auditing costs incurred daring 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 the CITY
for which attorneys or agents effect compliance or collection of the hotel tax l~om taxpayers;
and (2) court costs and other expenses incurred in litigation against or auditing of 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 30th,
September 30th, and December 31st of each contract year.
(b) In return for satisfactory performance of the activities set forth in this Agreement
and all attachments hereto, the CITY shall pay to ASSOCIATION an amount of money in each
contract year equal to the lesser amount of: Five and Ninety Four One Hundredths percent
(5.94%) of the annual base payment amount or the fixed contract amount of Forty Nine
Thousand and Eight Hundred and Sixty Five Dollars ($49,865). This amount will be divided
into quarterly payments equal to 25% of the annual fixed contract amount, unless the CITY can
show with reasonable certainty that the annual base payment amount will be less than originally
estimated for the fiscal year. The fourth quarterly payment will represent 25% of the fixed
contract amount or the unpaid remainder of 5.94% of the base payment amount, whichever is
less. Each quarterly payment is subject to receipt of unused funds from the prior contract period
and the receipt of the required quarterly reports.
1.3 Dates of Payments to ASSOCIATION.
(a) The term "quarterly payments" shall mean payments by the CITY to the
ASSOCIATION 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
25th day following the last day of the contract quarter. If quarterly financial and performance
reports are not received within thirty (30) days of the end of the applicable contract quarter, the
recipient may be held in breach of this Agreement. The CITY may withhold the quarterly
payment(s) until the appropriate reports are received and approved, which approval shall not
unreasonably be withheld.
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1.4 Other limitations regarding consideration.
(a) The funding of this project in no way commits the CITY to future funding of this
program beyond the current contract period. Any future funding is solely the responsibility of the
ASSOCIATION.
(b) It is expressly understood that this contract in no way obligates the General Fund or any
other monies or credits of the CITY.
(c) CITY may withhold further allocations if CITY determines that ASSOCIATION's
expenditures deviate materially fi.om their approved budget.
H. USE OF HOTEL TAX REVENUE
2.1 Use of Funds. For and in consideration of the payment by the CITY to the ASSOCIATION
of the agreed payments of hotel tax funds specified above, the ASSOCIATION 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 well as to
engage in historical restoration and preservation projects and promotional programs to encourage
tourists and convention delegates to visit preserved historic sites or museums as authorized by TEX.
TAx CODE §351.101(a). Funds for any calendar year which are unused by midnight December 31st
of that year shall be refunded to CITY within thirty (30) days.
2.2 Administrative Costs. The hotel tax funds received fi.om the CITY by the ASSOCIATION
may be spent for day-to-day operations, office supplies, salaries, travel expenses, and other
administrative costs that are incurred directly in the performance by the ASSOCIATION of those
activities specified in ~[2.1 above and are allowed by TEX. TAX CODE §351.101 (f).
2.3 Specific Restrictions on Use of Funds.
(a) That portion of total administrative costs of the ASSOCIATION for which hotel tax
funds may be used shall not exceed that portion of the ASSOCIATION's administrative costs
actually incurred in conducting the activities specified in 72.1 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
the convention and hotel industry or the performance of the person's job in an efficient and
professional manner.
III. RECORDKEEPING AND REPORTING REQUIREMENTS
3.1 Budget.
(a) The ASSOCIATION shall prepare and submit to the City Manager of the CITY an
annual budget (see Exhibit "A") as approved by the City Council for each calendar year, for such
operations of the ASSOCIATION in which the hotel tax funds shall be used by the
ASSOCIATION. This budget shall specifically identify proposed expenditures of hotel tax funds
by the ASSOCIATION. In other words, the CITY should be able to audit specifically where the
Tejas HOT Funding CY 2003 - Page 3
funds in the separate checking account relating to hotel tax funds will be expended. The CITY shall
not pay to the ASSOCIATION any hotel tax revenues as set forth in Section I of this contract during
any fiscal year of this Agreement unless a budget for such respective fiscal year has been approved
in writing by the Denton City Council authorizing the expenditure of funds. Failure to submit an
annual budget may be considered a breach of contract, and if not remedied is considered grounds for
termination of this Agreement as stated in paragraph 4.2.
00) The ASSOCIATION acknowledges that the approval of such budget by the Denton
City Council creates a fiduciary duty in the ASSOCIATION with respect to the hotel tax fimds paid
by the CITY to the ASSOCIATION under this Agreement. The ASSOCIATION shall expend
hotel tax funds only in the manner and for the purposes specified in this Agreement, TEX. TAX
CODE §351.101 (a) and in the budget as approved by the CITY.
3.2 Separate Accounts. The ASSOCIATION shall maintain any hotel tax funds paid to the
ASSOCIATION by the CITY in a separate bank cheeping account with segregated accounting,
such that any reasonable person can review the source of expenditures of tax funds. A bank
reconciliation report (see Exhibit "B") is required with each quarterly report.
3.3 Financial Records. The ASSOCIATION shall maintain complete and accurate financial
records of each expenditure of the hotel tax funds made by the ASSOCIATION. These funds are
required to be classified as restricted funds for audited financial purposes, and may not be used for
supporting services, including, but not limited to, auditing fees and attorney's fees. Upon
reasonably advance written request of the Denton City Council, the City Manager or designate, or
any other person, shall make such financial records available for inspection and review by the party
making the request. ASSOCIATION understands and accepts that all such financial records, and
any other records relating to this Agreement shall be subject to the Public Information Act, TEX.
GOV'T CODE, ch. 552, as hereafter amended.
3.4 Quarterly Reports. Within thirty days after the end of every contract quarter,
ASSOCIATION shall furnish to CITY: (1) a performance report of the work performed under this
Agreement describing the activities performed pursuant to this Agreement during that contract
quarter, (2) a list of the expenditures made with regard to hotel tax funds pursuant to TEX. TAX
CODE §351.101(c), and (3) a copy of all financial records (e.g., receipts, invoices, bank statements,
and other relevant documentation). Both the performance and expenditure reports will be in a form
either determined or approved by the City Manager or designate (see Exhibit '*B"). The
ASSOCIATION shall respond promptly to any request fzom the City Manager of the CITY, or
designate, for additional information relating to the activities performed under this Agreement.
3.5 Notice of Meetings. The ASSOCIATION shall give the City Manager or its designate of
the CITY reasonable advance written notice of the time and place of all meetings of
ASSOCIATION's Board of Directors, as well as any other meeting of any constituency of the
ASSOCIATION at which this Agreement or any matter the subject of this Agreement shall be
considered. This provision shall not be deemed to require the ASSOCIATION to give notice of any
executive session of the Executive Committee of the ASSOCIATION.
Tejas HOT Funding CY 2003 - Page 4
IV. TERM AND TERMINATION
4.1 Term. The term of this Agreement shall commence on January 1, 2003 and terminate at
midnight on December 31, 2003. This term shall be a period of one year.
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 Section 4.2(a),
the CITY agrees to reimburse the ASSOCIATION for any contractual obligations of the
ASSOCIATION undertaken by the ASSOCIATION 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 the CITY to reimburse the ASSOCIATION or to assume
the performance of any contractual obligations of the ASSOCIATION for or under any contract
entered into by the ASSOCIATION as contemplated herein shall not exceed 66 2/3% of the
current quarterly payment.
(c) Further, upon termination pursuant to ¶4.2(a), the ASSOCIATION will provide the
CITY: 1) Within 10 business days from the termination notification, a short-term budget of
probable expenditures for the remaining 60 day period between termination notification and
contract termination. This budget will be presented to Council for approval within 10 business
days after receipt by CITY. If formal approval is not given within 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 30 days, a full accounting of all expenditures not previously audited by the
City; 3) Within 5 business days of a request from the CITY, a listing of expenditures that have
occurred since the last required reporting period; 4) a final accounting of all expenditures and tax
fimds on the day of termination. The ASSOCIATION will be obligated to return any unused
funds or funds determined to be used improperly. Any use of remaining funds by the
ASSOCIATION 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.
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 the ASSOCIATION;
Tejas HOT Funding CY 2003 - Page 5
(b) The insolvency of the ASSOCIATION, the filing of a petition in bardcmptcy, either
voluntarily or involuntarily, or an assignment by the ASSOCIATION for the benefit of
creditors;
(c) The continuation of a breach of any of the terms or conditions of this Agreement by
either the CITY or the ASSOCIATION for more than thirty (30) days atter written notice of
such breach is given to the breaching party by the other patty; or
(d) The failure of the ASSOCIATION 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 Section 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, ASSOCIATION
agrees to refund any and all unused funds, or funds determined by the CITY to have been used
improperly, within 30 days after termination of this Agreement.
V. GENERAL PROVISIONS
5.1 Subcontract for Performance of Services. Nothing in this Agreement shall prol'fibit, nor
be construed to prohibit, the agreement by the ASSOCIATION with another private entity, person,
or organization for the performance of those services described in ¶2.1 above. In the event that the
ASSOCIATION enters into any arrangement, contractual or otherwise, with such other entity,
person or organization, the ASSOCIATION 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 TEX. TAX CODE 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. The ASSOCIATION 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 the CITY. The ASSOCIATION shall have exclusive control of its operations and
performance of services hereunder, and such persons, entities, or organizations performing the same
and the ASSOCIATION shall be solely responsible for the acts and omissions of its directors,
officers, employees, agents, and subcontractors. The ASSOCIATION shall not be considered a
partner or joint venturer with the CITY, nor shall the ASSOCIATION be considered nor in any
manner hold itself out as an agent or official representative of the CITY.
5.3 Indemnification. THE ASSOCIATION AGREES TO INDEMNIFY, HOLD
HARMLESS, AND DEFEND THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES
FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR INJURIES, DAMAGE,
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LOSS, OR LIABILITY OF WHATEVER KIND OR CHARACTER~ ARISING OUT OF OR
IN CONNECTION WITH THE PERFORMANCE BY THE ASSOCIATION OR 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 ASSOCIATION, ITS OFFICERS,
EMPLOYEES, AGENTS, SUBCONTRACTORS, LICENSEES AND INVITEES.
5.4 Assignment The ASSOCIATION shall not assign this Agreement without first obtaining
the written consent of the 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 ASSOCIATION
City Manager
City of Denton
215 E. McKinney
Denton, TX 76201
Tejas Storytelling Association, Inc.
Karen Morgan
P.O. Box 2806
Denton, Texas 76202-2806
5.6 Inurement. This Agreement and each provision hereof, and each and every fight, duty,
obligation, and liability set forth herein shall be binding upon and inure to the benefit and obligation
of the CITY and the ASSOCIATION 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 the 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 th/s 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
Tejas HOT Funding CY 2003 - Page 7
Agreement, and the parties hereby declare they would have enacted such remaining portions despite
any such invalidity.
5.12 Insurance. The ASSOCIATION shall provide insurance as follows:
$500,000 Commercial General Liability, or $1,000,000 Event Insurance, covering
all events taldng place on City-owned property
Statutory Workers' Compensation and Employers' Liability
($100,000/$500,000/$100,000)
The 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 the CITY.
EXECUTED this Lq ~7~day of ( ~ ~e/TZ~ff- ,2002
THE CITY OF DENTON, TEXAS
EULINE BROCK, MAYOR
ATTEST:
APPROVED AS TO LEGAL FORM:
lqERBgRY~L~- P~ROI/FFY,
CITY ATTORNEY~/2
rEJ^S STORYTELLn G ^SSOC TION,
~C.
ATTEST:
By: Chairvhan/Director
APPROVED AS TO LEGAL FORM:
By:
Secretary
By:
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TEJAS STORYTELLING ASSOCIATION
FINANCIAL REPORT
Program Year 2003
1ST 2ND 3RD 4TH
QUARTER QUARTER QUARTER QUARTER
(JAN-MAR) (APR- JUN) (JUL- SEP) (OCT- DEC)
$0.00 $0.00 $0.00 $0.00
Exhibit A & B
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Project Director
Date
Local President
Date