one. Good morning to our hundreds of adoring fans. I'm sure who are watching this meeting
of the Community Partnership Committee of the Denton City Council. If you are watching,
thank you and let me know because that'd be very interesting to know who's out there watching
us on the internet. We're going to start off our agenda this morning. I should note that
it's Thursday, March the 18th, 2021, and our first item for consideration is 1A, hold the
discussion and elect a committee chair and vice chair. And, Randy, is there really anything
that we need to go over there other than to point out that we do this annually? The committee,
it's a committee of three people. Right now, it's myself, Council Member Johnson of District
1 and Council Member Connie Baker of District 2. We elect a chair each year, someone to
preside over our meetings. The meetings are usually pretty informal, but then we also
elect a vice chair in the event the chair is unable to attend and preside. So I'll open
the floor for nominations for chair. Allow me to nominate Councilman Baker since he's
not here and that we can vote him in. Oh my gosh. Well, I'd hesitate to do that just because
he's not here, just because we don't know if he's willing to serve or not. We haven't
heard from him yet this morning. Well, sir, you have done a good job, so how about we
nominate Councilman Baker? I mean, Councilman Desi Davies. Thank you, Council Member Johnson.
I'll accept your nomination. And not anticipating any other further nominations, I'll close
nominations and move on to a vote. Council Member Johnson, how do you say? Yes. And the
chair is an aye, so I will remain as chair of this subcommittee. And Council Member Johnson,
would you like to serve as vice chair or? Yes. Yes, sir. That would be great. I will
nominate you as vice chair, and then we'll move on to a vote. Council Member Johnson?
I accept. Me. And the chair is an aye, so Council Member Johnson, you'll serve as vice
chair. And I think you'll enjoy that role, too. This committee is involved in supporting
a lot of the community stuff that I know that you're also very much in support of. That
moves us to item 1B, considering approval of the minutes from July 20th, 2020. Those
have been posted on our website along with the agenda and provided to the committee members.
Council Member Johnson, do you have any changes to the minutes, or would you move their approval
if you don't? I move their approval. And I will second. Council Member Johnson, how do
you say? Yes. And the chair is an aye, so the minutes are approved. That moves us to
item 1C, receive a report, hold discussion, and consider approval of an annual meeting
schedule. Thank you. Per the city's ordinance, each committee needs to set a schedule for
the fiscal year. And we do that normally in the first meeting that we meet in the calendar
year. As you've noticed in your backup, it's only three meetings that we dedicate onto
our agenda. We have the current meeting that we're in today, which is just an informal
meeting about information about the programs. We will have a kickoff meeting April 22nd
for the next program year, where we talk about applications and guidelines and things like
that for our next process. And then in June, we get back together and talk about funding
for that program year. So those are the three main meetings that we are required to have,
and we'll put on the calendar for you to approve today. But we can make any additions and add
any meetings as necessary throughout the year. But these are the three that we know we want
to have and need to have for the program can continue on and move forward. So those dates
are provided in your backup as today, April 22nd, today's date, April 22nd, and then June
24th. Council Member Johnson, are those meeting dates
acceptable to you? I move that they be accepted.
I will second. And Council Member Johnson, are you an aye?
Aye. The Chair is an aye and the annual meeting
dates are approved. That moves us to item 1D, receive a report and hold discussion regarding
the hotel occupancy tax and sponsorship programs. Great. We have a short presentation for you
today. And let me share my screen before I do that. I guess that's a good idea. Okay,
get to full view here. Okay. Is everybody on board with this presentation
here? Yes. Awesome. Yes.
So this is the overview that I spoke with earlier before we started about the hotel
occupancy tax program and the sponsorship program, which are the two main programs that
this committee oversees. So we're basically going to go over the HOT and the sponsorship
program separately. And then there's a slide in between in the slide deck so we can talk
about the HOT program if you have any questions. And then we'll move on to sponsor with questions
at the end of that or any time throughout that you have a question, feel free to join
in and let me know what you have going. So the HOT program, hotel occupancy tax, is based
on the state statute 35101 on expenditures. There's also a state tax on the revenue that
we receive from all of our hotels. But annually what we do in the HOT kickoff, which we will
have in April, is review the guidelines and the applications for the HOT program that
are already in existence and then looking to see if the committee or staff or anybody
that participates throughout the year has provided us with any feedback or items of
concern through the guidelines or the contract that may have challenges. So we present you
with a red line of those items for you to review that we can update for the upcoming
program year. Once we approve those applications and guidelines, they are put out on the city's
website and also emailed to current and past recipients to give anybody an opportunity
that is still interested in participating, the time to submit the applications. They
come to the committee and the committee annually reviews those and makes funding recommendations
in June. So we go through the applications, you have those in your backup, you can review
all the questions and answers, and then when we come to the committee, we have a fund balance
sheet where you can see the actuals for the previous year, what the budget looks like
for the current year, and then what the ask is of the recipients for the next program
year. Staff produces the fund balance sheet, which we project revenues and establish the
funding levels for you guys to review during that meeting. And then the HOT recipients
provide quarterly reports to finance 30 days after each end of quarter. The HOT program
begins January 1st and ends December 31st, so runs in the program year, calendar year,
excuse me. See how if I could minimize you guys over here. Hopefully I don't lose you.
There you go. Okay. The contracts are approved by council after your recommendations are
made in the August budget work session. And the contracts include the approved budget,
which you've reviewed during your committee meetings. The use of funds with all the state
statute recognizes what we call categories, such things as advertising, art, history,
convention center, convention registrants. The use of funds will be itemized in exhibit
A in the budget attached to each contract. The contract also illustrates how that particular
recipient will be paid out. Majority of our recipients are paid out quarterly, but we
do have a few that get paid twice a year and a handful that are paid with lump sums. Depends
on the total contract amount. It also depends on possibility of where their event is in
the calendar year. So we have a couple that have already happened in the first quarter.
And so having some of their money or all of their money, depending on the contract term
in this first quarter really assists them to put on a better program with having their
money upfront. In the payout section of the budget of the contract, it also shows that
reductions of current budgets can occur during the contract period at any time. If we foresee
any shortfalls in our estimates, for example, last year, you know, we had this conversation
in the summer due to the COVID pandemic, you know, how are we going to adapt? One of the
options we could have done is reduce the contract during the year. We chose not to do that and
the recipients were grateful and we had a lot of discussions, but that is a possibility
and it is in each contract. It's also in each contract that at the end of your calendar
year, if you have not used the funds for the hot purpose that was intended, those funds
are due back to the city and create a refund for the next year. It also has the quarterly
reporting procedures that each recipient must do every quarter, 30 days after the quarter.
There's a financial report, expenditure detail report, and some banking information to show
that those checks and credit card payments have cleared their bank and went to the proper
vendor as noted in their information. And then it also has the terms of the contract.
We have three internal recipients and what we consider as an internal recipient is some
that we don't contract with or cannot contract with. So the Parks and Recreation Department
of the city currently oversees three applications and three processes, and that's for the Public
Art Committee, who by resolution receives 2.4% of the estimated hotel revenue every year,
and that is the minimum that they can receive. They can be allotted more and they have asked
for less in the past when they've had a bunch of projects that are needing to be completed
and they just can't take on anymore at that point. And so we've allotted them less when
they've asked for less, but they are required to get 2.4% of the actual revenue. The Civic
Center also is one of the recipients that we consider internal and then the Water Works
Park. Those are the three internals. They still apply. They go through the same process.
They just do not have a contract, and the only caveat is they run by our fiscal year.
Their funds are already in the city's budget, so they use check recs, P cards, purchase
orders, all the rules and regulations that the city uses to expend funds. They do that
in the same manner, so they have to follow the fiscal year along with the rest of the
expenses. And this is the best way I could illustrate how the city's fiscal year, when
we receive the revenue from the hotels, looks versus how we pay out the hotel revenue to
the recipients. So the hot revenue for quarter one is received by the city October through
December of 2020, and then we pay it out in the first calendar month of the contract.
So for January, that's when recipients start their contract year, and that's where they
receive their first allocation, and then they can use it in their first quarter, which is
January through March. We move to quarter two. It's the same thing. We take three months
of revenue from the hotels. Once we've collected that money, then we have the opportunity and
by contract, we pay it out 25 days after that quarter. Then the recipients have three months
to expend it. Now they can accumulate all this money as they go. If they don't have
an event until December, oops, sorry, if they don't have an event in December or wherever,
they can build that money up, but most of them have expenses that they need to pay prior
to it. It doesn't all come during or after their event. So if the recipient gets $10,000,
they don't have to spend it in that quarter. They can spend five, or they can spend nothing,
and it just rolls over till the next quarter, as long as they expend everything by December
31st. So I will jump down to Q4. This is just an internal note, but just so that we understand
how the process works, because during this quarter for the recipients, they're already
in our new fiscal year, which is not relevant to them, but so that our budget books are
correct and our accounting is correct, the July, August, and September money that I received
from Hot Funds, I go ahead and I cut those checks that need to go out to the recipients,
but so they're in our current fiscal year, I cut them and I hold them, because I'm not
due to pay those to my recipients until October, their last quarter, but so we get them on
our books, I go ahead and cut them in September, hold them, and then issue them to everybody
in October. And that's how we cross the line between their calendar year and our fiscal
year, and make sure that our expenses for the city are going out in our fiscal year
four quarters, but they're allotted to them properly in their four quarters of their calendar
year. That's a lot to keep up with, so I have to keep it up in my head, too. So the Hot
Program timeline, we have a March meeting, which we're here today, to elect chair, look
at the meeting schedule, and any outstanding items, you know, we may have in place that
we need to discuss or want to discuss from the last meeting. The last time we did meet
was July of last year. April is what I consider a kickoff meeting for the next program year,
when we get together and talk about the applications that are going to be distributed and placed
on the website. And then in May is the opportunity for all the applicants to review the guidelines
and the applications and complete those, ask any questions they have. The Treasury staff,
we're here to work with them, how their budget should look, you know, maybe they're having
a hard time on what to request, and we are here to walk through that process. We just
don't want to throw the applications out there and just let them figure it out. A lot of
the applications have had a lot of, applicants have had a lot of practice, so they've done
this a lot, but there's, you know, some constraints on finances sometimes and where they want
to spend it and maybe how they can adapt their general fund to help out their ask for the
hot funds. So we're here to do that for them and we're always available. Once the application
is closed, that due date in May, it is a hard close. The committee last year made a decision,
a formal decision that once that deadline is received, no more applications will be
accepted throughout that calendar year for that program year. So in June, when that meeting
is closed and y'all have decided what your recommendations are for the council, then
there will be no more opening of that budget and that availability of funds. If we have
any or we don't have any money to allocate. So that is just a stance that this committee
has taken for ease of administrating the program. So you know the money that you have, you know
the money that users spend, and then you know the contracts that you're going to work throughout
the year. So in June, you will review the applications and the budget requests. You'll
discuss them and make a budget recommendation to council. And it is up to the committee
on how they want to review them during that meeting. You'll have all the backup information
before that. We itemize each applicant out on your fund balance sheet. So you will see
each request, what they had last year, what they asked going in. We make a recommendation
and it goes to the budget work session in August. And there's not a lot of time spent
on it in the budget work session. Usually it might be one slide and it'll just kind
of give you an overview that the committee has recommended this. And it's let's just
say 2.1 million dollars in expenses this year. And we give the opportunity to the council
to ask any questions at that time. In August, once that meeting occurs on the budget work
session, I wait a couple of days, make sure there's no follow-up questions from the council
or the committee. And then we get an applicant notification of what has been recommended
by the committee to the council, and that the contracts will be forthcoming for them
to review. So at that time, they just get a nice letter that you have been reviewed.
This is the dollar amount that the committee has recommended, and then the contracts will
be forthcoming. And at that time, if the committee has directed me or we need to go back and
ask them, you know, you asked for 50,000, you're getting 45,000, please submit me a
new budget reflective of the $45,000. And that gives a little time for them to review
the actual amount that they're going to receive it and kind of allocate it differently if
there needs to be that done with their difference in what they've asked. And then in October,
we'll get the organizations their contracts, they'll review them, they'll sign them and
they'll return them back to finance. And then November is our target date for contracts
to go to council. And that is a target date. This last year, you saw them in December.
So it really is just about how soon the contracts can be returned to us from their committees
they have to meet with their boards, you know, they also have to get with the commissioners
court. So there's a process for our recipients as well. December is not too late. They don't
start till January. So as long as I have time to enter their contracts into the JD system,
December is not too terribly late. So you may see them in December some points. So that
is the hot program and I will unshare my screen. So move that out of the way. We have any questions
we can't seem to get it there. Councilmember Johnson, I think it's still just you and I
so sorry about Mr. Baker. That's okay. I'll kind of get with him offline too and make
sure he has read through the presentation, everything. Councilmember Johnson, do you
have any questions? I was wondering about the public art committee. There's 2.4%. Why
is it just designated a certain amount? Once upon a time when this was created, that's
my new favorite. Once upon a time there was the public art committee and the public art
groups that were interested in always having some money set aside that they knew they could
have. And so when the parks department created the public art policy internally, it was a
discussion. I don't want to tell you how many years ago that was, but it's eight to 10,
five to seven, somewhere in there. And I honestly do not know how parks and legal at that time
came up with a 2.4%. We get 7% out of the 13% that a guest pays at a hotel. So I don't
know if it had anything to do based on that 7%, but I'd be more than happy to go back
and look at that timeframe and see what drove that 2.4%. I'm not so much interested in the
timeframe as I am in the why the decision was made to do one more so than the other.
Okay. Thank you. Where the percent came from? Yes. Okay. Absolutely. And Randy, kind of
along those lines, can you remind us, there are some percentages involved in how much
we can give to certain things, you know, historic preservation is the one that comes to mind,
kind of some restrictions in the law on how we can allocate this money. Granted, we have
groups that it's almost like an incremental budgeting when we look at it from year to
year, because we have groups that come back every year, Arts and Jazz Fest, Denton Black
Film Festival, those kinds of things. And they come with a similar ask most years. But
if we were to look at it from a zero budgeting standpoint, we'd be limited by some percentages.
And could you remind us what those are? Yes, sir. The 351 101 has caps and regulations
regarding on how much we can expend in some of those categories. Advertising, they consider
the biggest bang for their buck. And so we have to at least spend 1% of our revenue on
that. And that is easily done every year, because we can support that in many ways,
you know, besides, you know, television, radio, marketing, print advertising, social media,
those are all things that fit into advertising. Also, internet, Facebook, their websites,
you know, hosting those and updating those. The caps that we run into most is the 15%
cap on the art category. So we're, we're an art town. That's one of our things. So all
the festivals that want to pay for musicians, anything to put on the event, whether it's
the generators, the stages, the microphones, the artists themselves, those all fall into
the 15% cap of our revenues. And then we also have the same 15% cap on historical expenditures.
So anything to preserve museum sites or operation, things like that. Those are the two main ones
we really look at 15% in the art is really the closest one we get to. Historically, that's
the we usually have maybe a percent, you know, and used to we be over the top. And what we
would do going into the application phase, we would go ahead if we already knew we were
going to exceed before we even came to the committee, we would go back to everyone that
requested art, you know, and kind of ask them, what can we do to look at your budget to either
move it into advertising, you know, or something like that. So we're very aware of the 15%
art plays a factor in our city, particularly. Sure. And on those, those three internal accounts,
we talked about public art already, but do you remember the the others obviously Waterworks
Park has not been around forever. But do you remember any of those discussions with those
two internal accounts, the Civic Center and Waterworks? Because, you know, they're just
not enormous sums of money. Do those support specific activities and in parks, or they
do certain things with that? Those hot funds? The Waterworks Park is advertising only. And
so that supports all the not all the advertising, but the advertising that they do along with
the general fund budget. And unique to them, I'd found in the past, and once upon a time,
is movie theater advertising. And they did that a lot, pre summer and through spring
break to get all the kids and everybody that are going to the G, you know, and PG movies
and things like that. And they would put movie theater advertising in. So that was a lot.
And then they have some North Texas child magazines and things like that, that they
do and that they promote. And for the Civic Center, they do do some advertising. But in
the past, I would say five years, it's really geared more towards their building, the use
of their building and updating things that will be a better rental, you know, in the
kitchen and in the tables and the outdoor seating. Those are the type of tangible things
that the Civic Center statutory categories are the actual Convention Center category.
And then a little bit of advertising to promote that. Those are the two that have been used.
Do they have any? And you may know the answer, you may not. But do they have any limits on
being able to use general fund money for those things? Like, are we are we kind of supplementing
their general fund budget with hot funds because hot funds are more available for those those
purposes or just because it was kind of a decision made a policy decision made at some
point to support advertising to support the Civic Center as a destination, that kind of
stuff. I think at some point, it was just another pot of money you could you could grab
and it also relieves the general fund. And there are other things to, you know, tighten
up on things like hot funds. It's just an expenditure that they are going to expend
anyway. And if they can take that out of the general fund and alleviate and give them the
ability to do something else from the general fund money, that's just the way I've seen
it in the past. Sure. Good deal. Councilmember Johnson, do you have any more questions on
this presentation? No. Good deal. Then that will wrap up item D and we'll move on. Sorry,
we have sponsorship sponsorship. I'm sorry. I forgot about that. Okay, I split it up.
Okay. So here's the sponsorship, the second program that this committee oversees and this
is based on resolution 18 1709, which in your backup, I illustrated just for historical
purposes that once upon a time, I'll get tired me say that once upon a time, the city did
sponsorships all across all departments in some fashion or form. And they were out there
doing what was appropriate for their own departments. And then we were looking at how those things
were done and what would be a better way and really came down to transparency, you know,
instead of having departments making those decisions in 2017, some of the couple of departments
came to the council and create a resolution that kind of trued up what they were doing
in each department. So we had three resolutions out there with sponsorships on how the process
works and what the department would do and how they would report it to council annually.
And then we got that barely under our belt. And then we looked at it again, we're like,
well, this really is a fit for at the time the hot committee, you know, it's the same
process, it could be more streamlined, and the decisions could be taken off the departments
and placed on a committee that has oversight and reports regularly to the council. So that's
where we resulted in the 18 1709 resolution, which is one resolution for the entire city.
So with this program, it falls very similar to the hot program in that in the April kickoff,
we will review the program guidelines and the application to the subcommittee and just
get your feedback on if there's any changes or needs that you think the program needs
to see moving forward into the next fiscal year. And we'll make those changes and update
those and then we submit the applications at the same time as the hot application and
we put those on the city website, email them out just like we do the hot and present those
to the committee. And those funding decisions again are presented to the council. The city
sponsorship budget includes both general fund and electric funds. So both of those funds
budget the dollar amounts. And then in the fiscal year, we transfer those into the sponsorship
fund, where we have one pool of money then and it's not a general fund sponsorship, it's
not electric or a wastewater DME, it is just a city sponsorship. And this is basically
a cash sponsorship that does not have all the restrictions like the hot funds. So it's
unrestricted money. And so they also have a contract, just like the hot funds, which
will provide in it the approved budgets, because they do ask specifically for the dollar amount
on what they want to spend it on. And the things I've seen in the last couple of years
of your oversight is anything from a venue rental to catering to maybe gifts and awards
that they're going to be presented to their organization. So it varies once upon a time,
and it still goes on in a different manner, it would be a sponsorship for a table, and
they would use the money however they needed to be, or that type of thing. So they ask
more specifically now and then you take a view at their application and decide what
level of sponsorship that you provide to each organization. So it will have the approved
budget, the use of funds, and we pay this out in a lump sum in Q1. It's just a check
correct to the organizations and then they have that money to spend and report back to
the city. They do have an annual reporting requirement instead of the quarterly one.
And then the terms of the contract are the fiscal year. So hot program terms, calendar
year, sponsorship goes with the city's fiscal year. And at the end of that fiscal year in
September, they report back to the city to finance department on how they spent those
funds and we just make sure it matches the budget and that those cleared the bank properly
and went to the proper people. And then we close that off and we're in with that that
year on September 30th. Finance administers the program within the fiscal year. All allocations
are paid out in Q1 and these are unrestricted funds and only spent by the contract terms
that are allowed. No city departments allocate sponsorship funds individually. If they get
a request or have something that comes through, they forward it to finance and we contact
the organization and let them know our process and put them on our list so that they will
be aware of the next application process that they can be involved in. One caveat to this
is it includes two long term contracts that the city has held for many years, 25, 30 years,
maybe even longer than that. And that is noted there on your slide deck there for the greater
Denton Arts Council and the Denton Community Theater. And sponsorship contracts support
city DME utilities, gas and facility and maintenance cost. This has been going on for many years,
but the current contract, which finance took over as part of the sponsorship program. So
the contract out there right now is through 21 through 2026 and that is a five year contract
that we oversee. And currently GDAC is getting 111,300 and that money goes for the Center
for Visual Arts and the Campus Theater. And then the Denton Community Theater gets 11,100
annually and that is dedicated to the Black Box Theater, which is now at the Golden Triangle
Mall. So those contracts are overseen by finance and they are reviewed by the committee. They
do not go through the application process. This is just something we work with individually
with both those organizations. This money is stagnant through the five years. In previous
years, you know, we came back every year and they asked for an increase or we allowed for
a certain increase through that year, but currently we're going stagnant with for these
dollar amounts for the five years. Similar to the Hot Funds, we meet in March, talk about
the chair and everything because that is the committee role. We come back in April where
we were talking about the kickoff for the next fiscal year. In May, the applications
go out and the applicants have time to submit those, ask any questions to the finance department.
In June, we come back and we have another fund balance sheet for the sponsorship so
that you can see how the sponsorships, actuals were in the previous year, the current budget
and what the ask is for the next fiscal year. August, the recommendation from the committee
goes to the council and the budget workshop. Applicants are notified and we begin contracts
review for the legal department. And my best goal is to have these contracts, the sponsorships
contracts come in October, the very first month of our fiscal year, because we do have
a couple of events that are in November and December of our fiscal year. And so it's really
important that they have their funds on middle to the end of October. So I try to get the
sponsorships in October, hot in December, but sometimes all the stars don't align and
they come to you at the same time and I take up a lot of space on your agenda on the council
meeting. But sometimes I will separate those out if I can get the sponsor ones to come
back in October. And that is all for the sponsorships. So if you'd like to have any questions.
Councilmember Johnson, any questions? Not at this time. Okay, very good. And Rani, I'm
going to put you on the spot just a little bit, but from an internal accounting standpoint
and just a management of all these sponsorship contracts, does it feel like the way we're
doing it now is a is a big improvement over kind of the, you know, solid waste is sponsoring
this event over here and getting their name on the t shirt and DME is sponsoring this
one over here and then putting the light bulb on the t shirt and all the stuff we used to
do, as opposed to a little bit of council oversight like we have now.
I think it's a great process that we have now, but both of those departments still have
some of their own advertising money, if you will, or marketing where they get to go to
events and be on property at school functions or on the square or any of those redbud events
and those types of things, they still can participate and have that level. But the other
just cash hand out to sponsor coming through the committee and presenting in council has
really been a great idea and it's worked out well. Good deal. All right, if there aren't
any other questions, I think we're, we're now done with D, I jumped the gun earlier,
and that'll take us to item E, receive a report and hold a discussion regarding the hot program
year 2020 for fiscal year 2020. Oh, excuse me, am I looking at them? Yep. Good deal.
Okay, I have another short presentation for you. So this is hot program year 2020 update.
Just a short presentation. Really, it's just to come back and update the committee, because
last year we had a lot of discussions around COVID and what we should do or shouldn't do
and how we are going to proceed without making too many negative impacts on the recipients.
And so what we've done here is the little short slide here to give you an overview of
what that looked like. So on your screen right here, the column that says program year 20
budget, that is where we started in the summer of 2019. We made these plans in 2019 for the
calendar year 2020, where you can see we had a total resources of 5.4 million coming in
and expenditures of 3.4. And then we got into 2020 and the reality of COVID and all that.
And so somewhere in May, we came back together and the committee had me go back to the recipients
and say, what are we going to do? What are you going to do as an event? Do you foresee
any changes in your budget that you can estimate that you will return to the city at the end
of your contract due to COVID reasons or any other at that particular time? Whether you're
going to move your event date, you're going to shorten your event, you're going to cancel
your event. And so all the recipients were great during that process coming back and
trimming their budgets, even if they weren't canceling something, or if they had to adapt
how the best way they could adapt and put on a great event with just a little bit less
money. So in estimate program year 20, you will see our projected revenue at that time
mid year went down to 3.8. But the choice that we made at the time, we looked at the
expenses and because of the projected revenue and some of the fund balance that we had,
the committee decided not to reduce program year 20 recipients at all. We were going to
allocate all the funds. Half of them had already been spent at that time and expended through
the check rec process. And we still had two more quarters to pay out. And the committee
decided go ahead and pay them out. Even though we knew some of that portion would be refunded,
we wanted the accounting system to see that we allocated all that money so we could see
the refunds come in later. So program year 20 final came to 4.1 million, which was pretty
close to the 3.8 since we were really an unchartered territory. We had no idea what was coming
or how things would develop throughout the year. So I think we did a really good estimate
on that. So I thought we looked pretty good at the end of the program year 20. We had
a large reduction, obviously, in the 380 agreement. The 380 agreement, in case anybody is unaware,
is the embassy suites hotel and convention center area. That is an agreement with the
hot taxes that they pay in. And if you'll see the program year 20 final, that is embassy
suites for 462,774. What they pay in, they automatically get returned. So those two line
items will always be a wash as long as we go for many years until that ends. And so
we allocated everything. And estimated fund balance for program year 20 is $1.1 million,
which we will carry over into the current year that we're in. And so this kind of gives
you a look at where we are in the budget for our current program year, which is this calendar
year, and then the estimate, as you can see. If you look in program year 21 estimates,
we are looking at receiving $554,597 in the actual refunds. And let me just pop over and
give you a clear picture. This is what we estimated in June of last year that we would
receive $476,989 in refunds. And the estimate, we're just missing one payment, but the estimate
by the end of this month, we will have $554, which is a difference of $77,000 than we anticipated.
So not only did our recipients do a good job, unfortunately, there are some events that
were canceled later in the year. You know, they thought they were going to spend the
money in June, they were going to have an event and there's a couple that they didn't
quite get there and had to cancel. And then some just had to reduce some of the events
that they were doing. So we're not going to spend as much money as they thought they were
going to spend. And so I think going into 2021, we're looking good. We're opening up,
you know, revenues are looking good. But if we look back here on this slide, 2020 was
an interesting year. And from 2019, which was a very good year, we were down about 30%
in revenue from 2019 to 2020. 2019 is not on your visual right now, but when we come
to you in June for the funding, you'll have all the 2019 actuals, the 2020 budget, and
you'll be able to see a larger spectrum of what it looked like pre-COVID, during COVID,
and then what we're looking for in the future. So do we have any questions on the program
year 20? Any, any questions on? No questions. I'll kind of second Randy on that was a wasn't
interesting year and we were worried we might have to make some more difficult decisions
and ultimately we did we did have to kind of adjust some things but between people rescheduling
their events or being able to, like the fireworks show they were able to adjust their contract
with a supplier and everything turned out just fine.
All right, then, sorry, I switched screens here to get my agenda. I guess that takes
us into item F, the management report, and is that just, I guess that's an informational
item for us to know about virtual events. And, and I appreciate legal especially for
kind of running that down for us last year to make sure that people, people had the ability
to still hold their events and still make good use of hot funds to do that. Councilmember
Johnson, did you have any questions on the, the virtual events memo that's attached to
our agenda? No, I have no questions at this point. Very good. Then that brings us to concluding
items. Councilmember Johnson, do you have any concluding items? No, sir. Very good.
And I have none for myself so that exhausts our agenda. I appreciate staff very much for
all the information this morning and we'll make sure Councilmember Baker gets briefed
on that as well. So, all right, y'all have a good morning. Thank you.