City of Copperas Cove Funding Application Request FY 2013-2014

City of Copperas Cove
Funding Application Request
FY 2013-2014
Organization Information
Submission Date: June 6, 2013
Name of Organization: Prepared 4 Life - Lemonade Day-Greater Killeen/Fort Hood
Street Address: 1800 West Loop South, Suite
1875, Houston, TX 77027
254-554-4471
Lemonade Day City Director)
Secondary Phone #:
254-338-6224
Primary Phone #:
(local
Mailing Address (if different from above):
Web Site Address:
City:
State:
Zip Code:
forthood.lemonadeday.org
Contact Name: Amanda Stephens
Tax ID #: 20-4235269
Entity’s Creation Date: May 16, 2006
Local Address: P.O. Box 937, Killeen, TX
76541
Organization Type:
Non-Profit
Purpose of your organization:
Prepared 4 Life, founders of Lemonde Day, teach young child money management principles and
how to become entrepreneurs through a fun, free educational experience that encourages
developmental assests along the way. Lemonade Day specifically teaches children how to start,
own and operate their own business - a lemonade stand.
Funding Request Details
Amount Requested: $1,500
Name of activity/project:
Lemonade Day - Greater Killeen / Fort Hood
Date(s) of activity/project:
May 4, 2014 is the next Lemonade Day (always the first Sunday in May). However, events and
activities leading up to Lemonade Day begin as early as February to promote and register children.
Primary location(s) of activity/project:
There is not one set location for Lemonade Day. One of the lessons in the Entrepreneur
Workbook teaches children how to select a location for their business. Some children will setup in
front of their home, in front of a local business (with the business owner's permission), or at a
public park. In years past, the cities of Killeen, Harker Heights, and Copperas Cove have allowed
1
City of Copperas Cove
FY 2012-2013 Funding Application
Lemonade Day participants to setup lemonade stands at certain public parks on Lemonade Day.
Guidelines were posted on the Lemonade Day website.
How will the funds be used? Provide a detailed cost justification.
Lemonade Day is a free program. When a child registers with a Caring Adult, they receive an
official Lemonade Day backpack with materials to teach them about how to open their first
business. Minimum cost per child is $4.00, which does not include license fees and marketing.
Allocated funds from the City of Copperas Cove would go towards the backpacks and workbooks.
Lemonade Day backpacks - $2.00 (Shipping and handling billed separately.)
Workbook Sets - $2.00 (Entrepreneur Workbook and Caring Adult Guide) The $1,500 requested
would fund 375 children.
Primary purpose of funded activity/project (describe):
Lemonade Day is a free, community-wide, educational initiative designed to teach children how to
start, own and operate their own business - a lemonade stand. The success of Lemonade Day
relies on all members of the community coming together for a common purpose - to train the next
generation of entrepreneurs, civic leaders and engaged citizens. Participants receive a free
Lemonade Day backpack complete with the Entrepreneur Workbook, Mentor Guide, and other fun
materials. While they learn the basics of entrepreneurship and money management, the materials
also teach children the importance of giving back and sharing their profits with the community.
Contests and prizes help to build momentum for participants.
2
June 6, 2013
Andrea Gardner
City Manager, City of Copperas Cove
507 S. Main St.
Copperas Cove, TX 76522
Dear Ms. Gardner:
On May 2, 2010, the Greater Killeen/Fort Hood community welcomed a whole new class of
entrepreneurs as children of all ages set up lemonade stands in their neighborhoods, public
parks and in front of local businesses to demonstrate their newfound business skills. Since
that initial year, Lemonade Day-Greater Killeen Fort/Hood has grown by leaps and bounds.
With support from the City of Copperas Cove and other local sponsors, we registered
approximately 3,000 participants in 2013, far exceeding the nearly 2,000 youth registered
the previous year. In Copperas Cove alone, we saw a significant increase from prior years
with over 500 resident children registered. We need your help to continue to broaden the
scope of Lemonade Day so every Copperas Cove child has the opportunity to become an
entrepreneur.
When a child opens their free Lemonade Day backpack, they discover the tools needed to
transform individual creativity into a successful business venture, instilling pride and
ambition for future endeavors. We have already begun planning for 2014 and need your
support to continue impacting the lives of Copperas Cove children each year. Lemonade
Day financial support directly influences the number of young entrepreneurs who will be
inspired through this one of a kind learning experience.
We hope that you will show your support for the children of this great community by
considering the attached request to include Lemonade Day in your FY 2013-2014 budget.
The number of children impacted is only limited by the number of backpacks sponsored.
Your financial support will afford the City of Copperas Cove public recognition on Lemonade
Day materials and at various Lemonade Day events. However, the greatest impact to the
city would be the investment in its future. I look forward to visiting with you more about
this request and Lemonade Day-Greater Killeen/Fort Hood.
Sincerely,
Amanda Stephens
Lemonade Day City Director
Lemonade Day FAQ
What is Lemonade Day?
Lemonade Day is a FREE, community-wide,
educational initiative designed to teach children how
to start, own and operate their own business – a
lemonade stand.
How did Lemonade Day get started?
Michael Holthouse, a Houston entrepreneur and
philanthropist, co-founded Prepared 4 Life (P4L), a
nonprofit organization that provides fun, proactive
and experiential programs infused with life skill,
character education and entrepreneurship. Inspired
by the lessons he was able to teach his young
daughter and her friend when they set up a
lemonade stand, Holthouse launched Lemonade Day
in Houston, Texas in 2007 as a community-wide,
educational initiative, which has now become P4L’s
number one outreach and educational priority.
When is Lemonade Day?
National Lemonade Day takes place the first Sunday
in May.
Who can participate?
Lemonade Day is the perfect opportunity for the
entire community to come together and train the
next generation of entrepreneurs. Youth of all ages,
from Pre-K through high school, can register for an
official Lemonade Day stand and adults are needed
to participate as mentors and volunteers. In addition,
community support from schools, churches,
businesses and youth organizations is essential to the
success of Lemonade Day.
How does it work?
Each child that registers for Lemonade Day receives a
yellow backpack containing an entrepreneurial
workbook for the child and a caring adult guide. The
workbooks outline the steps needed to start a
business, from setting a goal, creating a business
plan, forming a budget, finding an investor, to saving
money and donating a portion back to their
community.
How does a child register?
Registration will begin in the spring. A child can register
by completing a printed application available through
participating partners, such as schools or youth
organizations, or by registering online. There will be
numerous events where a child can sign-up and receive a
backpack. Parents of interested youth can visit the
Lemonade Day website and supply their email address to
receive updates on registration and sign-up events.
What do children learn?
The objective of Lemonade Day is to teach youth how to
start and run their own lemonade business. Through this
enterprise, children will learn the entrepreneurial skills
necessary to be successful in the future and become
contributing members of their communities. The best
part of the program for kids is that after covering their
expenses and paying back their investors, they can keep
what they earn. With this in mind, children are
encouraged to open a youth savings account so their
profits can continue to grow as well as give a portion of
their earnings to a charity.
How can I get involved in Lemonade Greater
Killeen/Fort Hood?
Anyone and everyone can be involved in Lemonade Day.
Young entrepreneurs that have lemonade stands need
mentors, investors, employees and customers! Sponsors
and volunteers are also needed to make Lemonade Day a
success. All money raised through local donations and
sponsorships is used to directly support Lemonade Day in
your city.
How can I learn more about Lemonade Day in my
community?
Please call Amanda Stephens at 254-554-4471 or email
[email protected].
City of Copperas Cove
Funding Application Request
FY 2013-2014
Organization Information
Submission Date: May 20, 2013
Name of Organization: Hill Country Transit District dba The HOP
Street Address: 906 S. High St. (no mail delivery)
Primary Phone #:
Secondary Phone #:
325-372-4677
Mailing Address (if different from above):
City:
State:
Zip Code:
P. O. Box 217
San Saba
TX
76877
Contact Name: Carole Warlick, General Manager
Web Site Address:
www.takethehop.com
Organization Type:
Non-Profit
Tax ID #: 75-2764631
Entity’s Creation Date: April 28, 1998
Purpose of your organization:
Hill Country Transit District, a political subdivision of the State of Texas, is a regional public
transit system whose mission is to build, refine, and operate a safe, dependable, and effective
transportation network that provides mobility, improves the quality of life and stimulates
economic development through the provision of rural, urban fixed route, and ADA complementary
paratransit service for citizens and visitors of the Central Texas Area.
Funding Request Details
Amount Requested: $24,593
Name of activity/project:
Fixed route and complementary paratransit service
Date(s) of activity/project:
Continuous
Primary location(s) of activity/project:
City of Copperas Cove as part of the Killeen UZA
How will the funds be used? Provide a detailed cost justification.
The funds will be used as match for Federal Section 5307 funds for operating expenses such as
drivers' salaries and fringe, vehicle fuel, and vehicle maintenance.
Primary purpose of funded activity/project (describe):
Provision of transportation services.
1
City of Copperas Cove
Funding Application Request
FY 2013-2014
~
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~-
Copperas Cove
Organization Information
Submission Date: May 21, 2013
Name of Organization: Hill Country Community Action Association, Inc.
Street Address: 2905 W Wallace St
Mailing Address (if different from above):
P.O. Box 846
City:
San Saba
State:
TX
Zip Code:
76877
Contact Name: Tama Shaw
Pri mary Phone #:
Secondary Phone #:
325-372-5167
Web Site Address:
www .hccaa.com
Organization Type:
Non-Profit
Tax ID #: 74-1547195
Entity' s Creation Date: Apri l 21 , 1966
Purpose of your organization:
To promote the reduction of poverty, the revitalization oflow-income communities and the
empowerment of families and individuals to achieve economic self-sufficiency and maintain personal
independence
Funding Request Details
Amount Requested : $2,500
Name of activity/project:
Home Delivered Meals
Date(s) of activity/project:
Activity is on-going throughout FY13-14. Noon meals served Monday through Friday each week
Primary location(s) of activity/project:
Meals are prepared at 1101 North Drive, Copperas Co?e, TX 76522
How will the funds be used? Provide a detailed cost justification.
HCCAA spent $35,224 in 20 12 to operate the Meal Program in Copperas Cove. The cost of food was
$22,432. Funds from the City will be used to pay for food cost in FY13 -14. As of April30, 2013 , the
average cost per meal for food is $3.07. We propose to serve around 4,700 meals at a food cost of
$14,429. $2,500 would pay the food cost for 814 meals (1 7% of meals served).
Primary purpose of funded activity/project (describe):
To provide noon meals each week Monday through Friday for senior citizens age 60 and older
1
(
\
Center Expenses January 1, 2012 - December 31, 2012
(only includes expenses charged directly to center locations plus each center's portion of admininstation costs for RSVP and Nut/Aging)
C. COVE
COUNTY/
CITY
TOTAL
CSBG/CHIP
ENERGY
NUT/AGING
RSVP
$31,973.59
$12,802.14
$8,390.39
$6,188.94
$4,592 .12
$9,952.03
$4,178.72
$2,669.54
$1,931.19
$1,172.58
5300-TRAVEL/TRANSPORTATION
$934.01
$102.00
$44.50
$541.73
$245.78
5400-CONSULTANT/CONTRACTUA
$137.04
$106.76
$30.28
$375.74
$297.36
51 DO-SALARI ES/LABOR
5200-FRJNGE
$255 .56
$137.66
5500-SUPPUES/MA TERIALS
$27,579.08
5520-RA W FOOD
$22,432.29
$22,432.29
5555-XEROX/PRJNTJNG
$24.41
$5.29
5600-CENTER UTILJTJES
$179.09
$179.09
5700-TELEPHONE
$851.38
5800-0CCUPANCY COSTS
$155.72
$579.44
$200.61
$71.33
$2.89
$ 152.83
$ 1,I 08.57
$700.00
$408.57
6000-0THER
$1,905.03
$1 ,041.33
$237 .97
$625.73
$261.30
$6.32
$23.80
$222 .55
$8.63
$74,488.20
$2,474.84
$72,0 13 .36
6036-DJRECT ASSISTANCE
6073-AGENCY ADMIN
Summary for_C.COV.E _
-·
~ - ---------
-
----
-
_
-~
$2,390.24
$1J1.n.t..98 _ _
---- -
_$n_,l4o.3s ____$83,279.25
- ·
·-
-
$0 .00
$2,390.24
---
$26,5 12.76
$19.12
5900-REPAI RIMAINT/LEASE
6005-POST AGE
TRANSIT WEATHERIZATION
-
$35,223.86 - ~7,2 15. 7§
~--
-- ~
-
~_§,512.7~-
--- -
·-
Copperas Cove
Tourism & Visitors Bureau
FY 2013-2014 HOT Funds Request
1
Copperas Cove Chamber
of Commerce
Tourism & Visitors Bureau
These are two separate businesses
with two separate funding sources
The Chamber is funded by membership,
events, fundraising & sponsorship
The Visitors Bureau is funded by Hotel Motel
Tax funds
2
Copperas Cove Chamber of Commerce
Mission Statement
The Copperas Cove Chamber is organized to
advance the general welfare and prosperity of the
Copperas Cove area so that its citizens and all
areas of its business community shall prosper.
All necessary means of promotion shall be provided
and particular attention and emphasis shall be given
to the economic, civic, commercial, cultural,
industrial and educational interests of the area.
3
Copperas Cove Chamber of
Commerce
Key Activities
Funding: Membership---Events---Fundraising---Sponsorship
Membership: Cove & Surrounding area businesses
Promote Businesses: Shop Cove---Website listings---Promotions---Ribbon Cuttings
Ground Breaking Ceremonies---Grand Openings---Mixers---Email Campaigns---Military
Affairs Dinners---AUSA---Fort Hood Events
Promote City: State of the City---Ribbon Cuttings----Political Forums--Ground
Breakings Ceremonies--- Building Dedications---Christmas Tree Lighting---Fishing in
the Park---Easter Egg Hunt---Polar Bear Swim---AUSA--Surrounding Chambers---Civic
Organizations---Military Affairs Dinners---Website Support---National Night Out---Fort
Hood Events
Promote CCISD: Sponsorship & Promotion---Email Support---Word of Mouth
Promotion---Military Affairs Dinners—Website Support
4
Copperas Cove
Tourism & Visitors Bureau
5
Copperas Cove
Tourism & Visitors Bureau
Mission Statement
The Mission of the Copperas Cove Visitors
Bureau is to enhance economic and social
growth for the benefit of its members, visitors,
and the residents of our community. The Visitors
Bureau works to market develop and coordinate
tourism events and activities that will increase
awareness of Copperas Cove as a destination,
stimulate overnight stays and enhance visitor
spending to ultimately produce a substantial
impact for our community.
6
Copperas Cove
Tourism & Visitors Bureau
Key Activities
Bike/Run Central Texas: TBI Bike Race---Cove House Bike Rally-Fort Hood
Challenge---Tough Cookie---Jack Rabbit Run---Gallop or Trot---Summer Fun Run
Rabbit Fest: Held Annually for over 30 Years
Krist Kindl Markt: Back to Chamber in 2010
Hood Howdy: Held twice a year at Fort Hood
Parades: Rabbit Fest & Lighted Christmas Parade
Joint Image: In partnership with CCISD & EDC to promote city jointly throughout
Army installations
Promote City, CCISD & EDC
7
Hotel Occupancy Tax Fund
State Requirements – Tax Code Chapter 351
In order to qualify to receive Hotel Occupancy Tax
Funds criteria #1 must be met.
Upon meeting criteria #1; the expenditures must
qualify in one of the 8 remaining categories.
Criteria #1: First, every expenditure must DIRECTLY enhance and promote
tourism AND the convention and hotel industry.
a. Funding the establishment, improvement, or maintenance of a convention
center or visitor information center
b. Pay the administrative costs for facilitating convention registration
c. Paying for advertising, solicitations, and promotions that attract tourists and
convention delegates to the city or its vicinity
d. Expenditures That Promote the Arts
e. Funding Historical Restoration or Preservation Programs
f. Funding costs in our county to hold sporting events that substantially increase
hotel activity
g. Fund the Enhancement or Upgrading of Existing Sports Facilities or Sports
Fields for Certain Municipalities
h. Funding transportation systems for tourists
8
Copperas Cove
Tourism & Visitors Bureau
FY 2013-2014 HOT Funds Request
9
Copperas Cove
Tourism & Visitors Bureau
FY 2013-14 Requested Hotel Motel Tax
$220320
In promoting & marketing Copperas Cove & tourism
we face many expenses in the following areas:
Advertisement
Festivals
Events
General & Administrative
Entertainment
Promotion
Any unmet needs Tourism expenditures are paid out of
the Chamber Operating Fund
10
Copperas Cove
Tourism & Visitors Bureau
Request Summary
FY 2013-14
HOT FUNDS REQUEST 2013 – 14
$220320
TOURISM BUDGET 2013 -14
$220320
TOURISM EXPENSE
UNMET NEEDS 2013 – 14
$0
11
Hotel Occupancy Tax Funding Application
FY 2013-2014
Organization/Business Information
Submission Date: ____________________
Name of Organization/Business: Boys & Girls Clubs of Copperas Cove
Mailing Address: _2777 FM 2057________________
City, State, and Zip: __Copperas Cove 76522______________________________
Contact Name: __Robert Krei_____________________________________________________
Contact Phone Number: _254-547-5578__ E-mail: [email protected]____________
Is your organization/business: Non-Profit _xx_____ Private/For Profit _______
Tax ID #:_74-2712199_______________________
Purpose of your organization/business: Daily Operated Facilities for Youth 6-18 years of age
in Youth Development
Event or Expenditure Description
Please answer all items that apply to your request.
Name of your event/expenditure: _2014 Music At the Gap_____________________
Amount requested: __$2,500_____________________________________________
Website address of your event/expenditure: _www.musicatthegap.org____________________
Date(s) of event: ___June 21st, 2014_____________________________________________
How will the funds be used? _To promote the event through Advertising and to secure
Performers_______
Primary location of event: _Ogletree Gap, Copperas Cove_____________________________
Number of total persons expected to participant in this event: __250______________
Number of persons from another city or county expected to participant in this event: __125____
Number of persons expected to visit this event: ___250_________________________________
Anticipated number of people attending/visiting this event that will stay in a Copperas Cove
hotel, motel or bed & breakfast? __15-20_________________________________________
Total event budget: $__7,500___________________________________________________
Amount of HOT funds allocated in the past for the same event or expenditure:
$_13,000_______ Year _2009__;
______
$_____________ Year ______;
$_____________ Year
Do you anticipate requesting HOT Funds next year? If so, for what amount?
__$5,000______________________________________________________________________
___
Which eligible use(s) from page 1 is (are) most relevant to your event or expenditure?
______________________________________________________________________________
Percentage of Hotel Tax Support of Related Costs
_1/3_ _ Percentage of total event costs covered by Hotel Occupancy Tax
______ Percentage of total facility costs covered by Hotel Occupancy Tax for this event
______ Percentage of staff costs covered by Hotel Occupancy Tax for this event
If staff costs are covered, estimate percentage of time staff spends annually on the funded
event(s) compared to other activities: _______________________________________
Required Attachments:
Along with the application, please submit the following attachments and label the attachments
accordingly:
A) Itemized, detailed budget for the event in which HOT funds are requested
B) Advertising / Marketing Plan, including target audience
C) List of Board of Directors with contact phone numbers
D) Event planning timeline, if applicable
E) Schedule of activities relating to your event
F) Financial report for the last complete fiscal year
G) Financial report for the last complete event for which HOT funds are requested
Provide the amount requested for each eligible use:
1. Convention Center or Visitor Information Center:
construction, improvement, equipping, repairing operation and
maintenance of convention center facilities or visitor
information centers, or both
2. Registration of Convention Delegates: furnishing of
facilities, personnel, and materials for the registration of
convention delegates or registrants
3. Advertising, Solicitations, Promotional programs to attract
tourists and convention delegates or registrants to the
municipality or its vicinity
4. Promotion of the Arts that Directly Enhance Tourism and
the Hotel & Convention Industry: encouragement,
promotion, improvement, and application of the arts, including
instrumental and vocal music, dance, drama, folk art, creative
writing, architecture, design and allied fields, painting,
sculpture photography, graphic and craft arts, motion picture,
radio, television, tape and sound recording, and other arts
related to the presentation, performance, execution, and
exhibition of these major art forms
5. Historical restoration and preservation projects or
activities or advertising and conducting solicitation and
promotional programs to encourage tourists and convention
delegates to visit preserved historic sites or museums
6. Sporting Related Event Funding: Expenses including
promotional expenses, directly related to a sporting event in
which the majority of participants are tourists who
substantially increase economic activity at hotels and motels
within the city or its vicinity.
7. Funding transportation system for tourist. The
transportation system must be owned and operated by the city,
or finance in part by the city to transport tourist from hotels to
the commercial center of a city, a convention center, other
hotels or tourist attractions
Total Requested
Attach any additional information/documentation for any of the uses listed above.
$
$
$
$2,500
$
$
$
$2,500
HOT Agreement Form
Please email completed application with necessary attachments to the City of Copperas
Cove Budget Department by July 18, 2013 ([email protected]). Your
application must be received by the deadline. Late applications will not be accepted. If you
have any questions regarding the application, please contact the Budget Department at
254-547-4221.
By providing your identifying information below and emailing this application and agreement
form to the City of Copperas Cove, you agree to the following statements:
I fully understand the HOT application process and Use Guidelines and Application. I intend
to use Hotel Occupancy Tax funds for the aforementioned event/expenditure to forward the
efforts of the City of Copperas Cove in directly enhancing and promoting tourism and the
convention and hotel industry by attracting visitors from outside Copperas Cove into the City
or its vicinity.
I have read the HOT Use Guidelines and Application.
I understand that if I am awarded HOT Funds by the City Council, any deviation from the
approved event/expenditure may result in the partial or total withdrawal of the HOT Funds.
Boys & Girls Clubs of Copperas Cove
Business/Organization Name
Robert Krei, Unit Director
Applicant Name and Position
____________
Date
2014 Music at the Gap
Performer's Fees
Out of town advertising
Sound and Lighting
Printing
$3,500
$2,500
$500
$1,000
Total
$7,500
Copperas Cove Community Board ‐ Robert Krei ‐ Director
Name
Home
Cell
Blount, Mike
254‐547‐6706
Brand, Ira
254‐247‐7524
Faison, Inez (VP)
254‐547‐5449 254‐681‐7897
Grady, Rick (Treas)
254‐542‐7639 254‐258‐0432
Rivera, Edwin
254‐449‐5281
Thomas, Pat (CVO)
254‐547‐2799
Vegh, Sandy
254‐542‐2300 254‐290‐8791
254‐319‐8782
E‐Mail
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
254‐371‐6313
[email protected]
[email protected]
Work
512‐564‐1669
254‐547‐6300
254‐547‐5449
254‐547‐2626
254‐547‐5578
[email protected]
Boys & Girls Clubs of Coryell County
8:54 AM
01/07/13
Accrual Basis
COPPERAS COVE BRANCHES Profit & Loss
December 2012
Dec 12
Ordinary Income/Expense
Income
Miscellaneous Revenue
Grants Revenue
Fund Raising Rev - Bingo
Fund Raising Rev-Special Events
Contributions
Program Service Income
Interest/Investment
Restricted to Program Funds
Jan - Dec 12
0.00
1,355.58
0.00
0.00
1,029.00
2,040.00
0.13
0.00
431.00
389,356.69
18,783.65
1,921.68
96,768.59
56,133.38
1.56
25.00
4,424.71
563,421.55
4,424.71
563,421.55
Expense
BGCT Admin Alloc Exp
Special events
Employee Benefits Expense
Salaries & Wages Expense
Donations Expense
Miscellaneous Expenses
Training & Staff Expenses
Travel Expenses
Equip Rental Expenses
Supplies Expense
Utilities Expenses
Repairs & Maintainence Expenses
Professional Fee Expenses
Sports & Programs
Office Expenses
Insurance Expenses
Advertising Expenses
Property Rent Expense
Program Expense
Payroll Tax Expenses
3,699.78
0.00
661.74
19,073.11
0.00
0.00
0.00
836.03
168.30
65.77
1,082.46
44.44
0.00
2,288.65
1,145.97
467.70
0.00
2,000.00
209.88
1,511.53
58,878.95
2,320.00
11,553.38
265,710.40
250.00
770.00
547.77
8,286.75
1,421.51
175.21
20,289.98
23,022.55
34,699.17
35,103.41
18,825.27
1,870.80
808.25
30,900.00
1,749.88
22,151.04
Total Expense
33,255.36
539,334.32
-28,830.65
24,087.23
2.00
28.95
2.00
28.95
2.00
28.95
-28,828.65
24,116.18
Total Income
Gross Profit
Net Ordinary Income
Other Income/Expense
Other Income
Other Income
Total Other Income
Net Other Income
Net Income
Page 1
City of Copperas Cove
Boys & Girls
Club of
Copperas Cove
affiliate of the
Boys & Girls
Clubs of
Central Texas
Mission Statement
A Positive
ce for Kids!
To inspire and enable all
young people, especially
those who need us the
most, to realize their full
potential as productive,
responsible and caring
citizens.
Boys & Girls Clubs
of Copperas Cove
• 2012- Copperas Cove – 1229
members
•Daily Attendance
Kids! Kids! Kids!
•School Year
267
• Summer
178
•The Boys & Girls Clubs of
Copperas Cove provide ongoing
annual memberships at no cost
to Deployed Military Families and
Foster Children at three Cove
locations including S.C. Lee
Middle School & Cove Jr. High
Meeting the Need
Music At the Gap provides valuable
recognition and notoriety to the
City of Copperas Cove. Bringing
back this family professional
entertainment opportunity allows
Cove residents the opportunity to
enjoy the arts and unique
professional singer songwriters. In
the past attendance has come
from all over Texas and Oklahoma.
Kids! Kids! Kids!
The funds generated from this
event allow Cove kids the
opportunity to benefit through
daily programs in three core
program areas: Academic Success,
Healthy Lifestyles & Character &
Leadership.
Tourism
ic At the Gap
During the event, hotels will be booked
in the Copperas Cove community. We
are expecting at least 15-20 people to
secure rooms during this event. The
event which is scheduled for June 21st,
2014 will be held at Ogletree Gap
Pavilion. In the past attendees have
come from Houston, San Antonio,
Kerrville, Marble Falls, Lampasas,
Killeen, Temple, Belton, Round Rock
and as far away as Oklahoma.
Media Support
The following Media Outlets have provided
coverage for past Music At the Gap Series
Concerts listing the City of Copperas Cove as a
Sponsor:
Time Warner Cable: 45 Seconds Promotional
Video. running on different channels including
ESPN, CNN and many more
Kerrville Folk Festival programs that go out to
over 25,000 people in 50 states and 13 different
countries
Music At the
Gap
Copperas Cove Leader Press
Cove Herald
Ft. Hood Sentinel
Gatesville Messenger
Lampasas Dispatch
MYTEXASMUSIC.COM
KIDS CONCERT
2013 brings the opportunity to renew our
Music At the Gap concert series to include
(1) additional show directed at KIDS! This
concert will be FREE to all kids in our
community. This concert will take place
during the day on the 21st with the family
concert the night of the 21st.
t the Gap
Ongoing Programs Include
Partnerships with Foundations
Music At the Gap
Summer Music Camp for
Teens
Now in its Eighth Year, The Summer Music Camp for
Teens will take place again this year from July 21st -25th
in Kerrville, Texas. This award winning camp was a
direct result of starting the Summer Concert Series
called “Music At the Gap”. Last Year two Grammy
award winners were part of the staffing for the camp.
Over 500 kids who have participated in this camp have
found their own “VOICE & SOUND”.
he Gap
Summer Music Camp for
Teens
he Gap
Steve Seskin – Don’t Laugh
at Me
he Gap
City Support
Music At the Gap
We are asking you to support
the 2013-14 Music At the Gap
Summer Concert in the amount
of $2,500. With this support,
we will be able to renew this
quality family event. At each
prior event we saw the
attendance increase and look
forward to more participation
from local residents.
2013 Budget
Music At the
Gap
Performer’s
Fees
$3,500
Out of Town
Advertising
Sound and
Lights
$2,500
Printing
$1,000
Total
$500
$7,500
Thank You
On behalf of the Board of Directors,
Staff, and Club Members, I want to
express my sincere appreciation to the
City of Copperas Cove for their past
and continuing support of the Boys &
Girls Clubs of Copperas Cove.
Music At
the Gap
Hotel Occupancy Tax Funding Application
FY 2013-2014
Organization/Business Information
Submission Date: _____07/18/2013_______________
Name of Organization/Business: America’s Drug Free Productions, Inc.
Mailing Address: _2846 Tonkowa Road
City, State, and Zip: Copperas Cove, Tx 76522
Contact Name: __Jack Welch_
Contact Phone Number: _254-547-4111 E-mail: [email protected]
Is your organization/business: Non-Profit _X_ Private/For Profit _______
Tax ID #74-2782084
Purpose of your organization/business: Promote the awareness of the abuse of
Alcohol and illicit drugs to youth
Event or Expenditure Description
Please answer all items that apply to your request.
Name of your event/expenditure: _C.H.A.M.P.S. Heart of Texas Bowl
Amount requested: $50,000.00
Website address of your event/expenditure: ADFPCHAMPS.com
Date(s) of event: _December 7, 2013___________________
How will the funds be used? __Assist ADFP in funding a sporting event in Copperas Cove_
Primary location of event: Bulldawg Stadium
Number of total persons expected to participant in this event: __1200
Number of persons from another city or county expected to participant in this event: 5000
Number of persons expected to visit this event: _6500__
Anticipated number of people attending/visiting this event that will stay in a Copperas Cove
hotel, motel or bed & breakfast? __6500____________________________________________
Total event budget: $___50,000__________________________________________________
Amount of HOT funds allocated in the past for the same event or expenditure:
$_30,000_ Year 2010; $_25,000 Year _2011_; $_20,000_ Year 2012
Do you anticipate requesting HOT Funds next year? If so, for what amount?
Yes, $50,000_______
Which eligible use(s) from page 1 is (are) most relevant to your event or expenditure?
#6__
Percentage of Hotel Tax Support of Related Costs
50% Percentage of total event costs covered by Hotel Occupancy Tax
50% Percentage of total facility costs covered by Hotel Occupancy Tax for this event
50% Percentage of staff costs covered by Hotel Occupancy Tax for this event
If staff costs are covered, estimate percentage of time staff spends annually on the funded
event(s) compared to other activities: _____0_%_________________________________
Required Attachments:
Along with the application, please submit the following attachments and label the attachments
accordingly:
A) Itemized, detailed budget for the event in which HOT funds are requested
B) Advertising / Marketing Plan, including target audience
C) List of Board of Directors with contact phone numbers
D) Event planning timeline, if applicable
E) Schedule of activities relating to your event
F) Financial report for the last complete fiscal year
G) Financial report for the last complete event for which HOT funds are requested
Provide the amount requested for each eligible use:
1. Convention Center or Visitor Information Center:
construction, improvement, equipping, repairing operation and
maintenance of convention center facilities or visitor
information centers, or both
2. Registration of Convention Delegates: furnishing of
facilities, personnel, and materials for the registration of
convention delegates or registrants
3. Advertising, Solicitations, Promotional programs to attract
tourists and convention delegates or registrants to the
municipality or its vicinity
4. Promotion of the Arts that Directly Enhance Tourism and
the Hotel & Convention Industry: encouragement,
promotion, improvement, and application of the arts, including
instrumental and vocal music, dance, drama, folk art, creative
writing, architecture, design and allied fields, painting,
sculpture photography, graphic and craft arts, motion picture,
radio, television, tape and sound recording, and other arts
related to the presentation, performance, execution, and
exhibition of these major art forms
5. Historical restoration and preservation projects or
activities or advertising and conducting solicitation and
promotional programs to encourage tourists and convention
delegates to visit preserved historic sites or museums
6. Sporting Related Event Funding: Expenses including
promotional expenses, directly related to a sporting event in
which the majority of participants are tourists who
substantially increase economic activity at hotels and motels
within the city or its vicinity.
7. Funding transportation system for tourist. The
transportation system must be owned and operated by the city,
or finance in part by the city to transport tourist from hotels to
the commercial center of a city, a convention center, other
hotels or tourist attractions
Total Requested
$
$
$
$
$
$97,500.00
Attach any additional information/documentation for any of the uses listed above.
$
$50,000
HOT Agreement Form
Please email completed application with necessary attachments to the City of Copperas
Cove Budget Department by July 18, 2013 ([email protected]). Your
application must be received by the deadline. Late applications will not be accepted. If you
have any questions regarding the application, please contact the Budget Department at
254-547-4221.
By providing your identifying information below and emailing this application and agreement
form to the City of Copperas Cove, you agree to the following statements:
I fully understand the HOT application process and Use Guidelines and Application. I intend
to use Hotel Occupancy Tax funds for the aforementioned event/expenditure to forward the
efforts of the City of Copperas Cove in directly enhancing and promoting tourism and the
convention and hotel industry by attracting visitors from outside Copperas Cove into the City
or its vicinity.
I have read the HOT Use Guidelines and Application.
I understand that if I am awarded HOT Funds by the City Council, any deviation from the
approved event/expenditure may result in the partial or total withdrawal of the HOT Funds.
America’s Drug Free Productions, Inc
Business/Organization Name
Jack Welch
Applicant Name and Position
____________
07/18/2013
Date
2013 Projected NCAA Division 2 Bowl Game Expenses
Game Expenses
Tickets
Bowl Fee
Notes
$500.00
$1,000.00
Banquet Entertainment
$1,000.00
Team Finances
Team Travel
Motels
Team Awards
T‐Shirts
$10,000.00
$13,300.00
$3,500.00
$2,250.00
Advertising
Newspaper
Posters
Radio/ Television
$1,500.00
$850.00
$4,000.00
Game Administration
T‐Shirts
Game Workers/Administration
$1,200.00
$7,000.00
Banquet
Banquet Catering
Table Cloths/Decorations
Sub total
Less Advertising Budget
Total needed for NCAA DIV 2 Bowl Game
$2,500.00
$200.00
$48,800.00
$6,350.00
$42,200.00
$5000 per team
140 room nights
$1500 per team
$1125 per team
30 workers includes administrators, security,
custodial, and operations staff
2013 Projected Junior College Bowl Expenses
Game Expenses
NJCAA Bowl Fee
Tickets
Notes
$250.00
$750.00
Banquet Entertainment
$1,000.00
Team Finances
Team Travel
Motels
Team Awards
T‐Shirts
$10,000.00
$13,300.00
$3,000.00
$2,250.00
Advertising
Newspaper
Posters
Radio/ Television
$1,500.00
$850.00
$4,000.00
Game Administration
T‐Shirts
Game Workers/Administration
$1,200.00
$7,000.00
Banquet
Banquet Catering
Table Cloths/Decorations
Sub total
Less Advertising Budget
Grand Total Needed for Junior College Bowl
$2,500.00
$200.00
$47,800.00
$6,350.00
$41,450.00
$5000 per team
140 room nights
$1500 per team
$1125 per team
30 workers includes administrators, security,
custodial, and operations staff
Heart of Texas Bowl
Advertising/Marketing Plan
Local Plan
 Advertise in Copperas Cove Leader Press and
the Killeen Daily Herald in November and
December
 Advertise at the Copperas Cove High School
Football Games
 Advertise on the radio and television
broadcasts of Copperas Cove Bulldawg
Football Games
Area Plan
 Advertise on Time Warner Cable beginning in
September
 Press releases to all local television stations
and newspapers announcing dates, teams,
activities and special interest stories
Participating Schools Plan
 Advertising in local newspapers, inviting them
to Copperas Cove and the HOT Bowl
 Live news conference with all four teams and
their head coaches available for all media
 Multiple press releases including local
activities, times of events, team hotels,
banquet information and more
Heart of Texas Bowl
Event Planning Timeline
February – Meet with Lonestar Conference to secure
a team for the upcoming football season
March – Make application to NJCAA to secure
Junior College Bowl game
July – Begin working on Sponsorships, including the
City of Copperas Cove HOT tax application
Late July – Press Conference with Lonestar
Conference Commissioner Stan Wagnon and Jack
Welch, announcing the HOT Bowl as the official
bowl of the LSC
August – Organizational meeting of HOT Bowl
committee
September – Begin tracking prospective teams and
advertising campaign begins
October – Banquet organizational meeting and
updates on prospective teams
November – Begin negotiations with prospective
teams, finalize menus and entertainment for banquet
Mid November – after conference championship
games, send out bowl invitations and secure teams.
Late November- Marketing blitz in full efect
announcing teams, activities, tickets and times
December – First Saturday in December is the day of
the games
Hot Bowl Schedule of Activities
Thursday December 5th
Evening- Teams begin to arrive at their respective Hotels
Evening- Team meetings and a trip to Cinergy Cinemas
Friday December 6
 Teams will have breakfast and lunch locally
 Teams will have an opportunity to tour Fort Hood
 Select athletes will speak at local schools
 Teams will have 2 hour windows for football practice at
Bulldawg Stadium
6:00 pm Banquet for all 4 teams to include local catering,
entertainment and comments from the Head Coaches and School
Administration
Saturday, December 7th
8:30 a.m. Locker Rooms Open for NJCAA teams
9:30
Gates Open
10:30
Pre Game activities and announcing starting lineups
11:00 a.m. Kickoff of Game 1 JUCO Bowl Game
4:30 p.m. Locker Rooms Re-Open for NCAA Div II teams
5:30
Gates Open
6:30
Pre Game activities and announcing starting lineups
7:00 p.m. Kickoff of Game 2 DIV II Bowl Game
Champs Heart of Texas Bowl 2012 Balance Expense Sheet Expenses Check # Entity #1713 Navarro College #1714 Georgia Military College #1708 Comfort Suites #1709 Days Inn #1711 Holiday Inn #1710 Fairfield Inn Awards Total City Motel Tax Support Amount $5000.00 $2500.00 $2399.70 $2311.30 $2653.76 $2883.65 $3305.00 $21053.41 $20000.00 $1053.41 Description Fee/Travel Fee/Travel Lodging‐Team (NC) Lodging ‐Team (GMC) Lodging‐ Team (SAU) Lodging‐ Team (McM) Team Awards America’s Drug Free Productions Expenses 1. Game Workers ‐ $5400.00 




2.
$300.00 $100.00 $100.00 $3500.00 $1400.00 Game Expenses ‐ $12,864.00 








3.
Chain Crew Clock Operator 40 Second Clock Gate Workers/Custodians Officials Banquet NJCAA Fee Pat Waters – Banquet Entertainment Power Print Tees (Team Awards) Tickets Game Magazines – NJCAA Game Magazines – NCAA Parking Attendants Accounting – Lott Vernon $5000.00 $250.00 $1500.00 $3000.00 $400.00 $500.00 $1500.00 $339.00 $375.00 Advertising – Abilene; Athens: Georgia: Magnolia: Arkansas ‐ $6362.50 




Miller Advertising Cobb Advertising Dibble Advertising Miller Advertising Advertising‐ TV (Time Warner) $250.00 $1125.00 $250.00 $437.50 $4000.00  Advertising‐ Leader Press Shortfall from motel/hotel tax support Total ADFP Expenses $300.00 $1053.41 $25,679.66 Total Expenses for 2012 Champs Heart of Texas Bowl Expenses to Hotel/Motel Support $20,000.00 Expenses for ADFP $26,733.07 Total $46,733.07 Eligible ADFP Expenses for Hot Tax Fund $22,564.00 Total Hot Tax Eligible Funds $42,433.00 C.H.A.M.P.S. Heart of Texas Bowl Financial Committee: Mike Wilburn 254‐547‐5562 Glynn Powell 512‐540‐1285 Peter Simpson 254‐681‐2656 Jack Welch 254‐368‐7447 C.H.A.M.P.S. Heart of Texas
Bowl – NJCAA & NCAA Div. II
The C.H.A.M.P.S. HOT
Bowl provides teams and
their fans the opportunity
to participate in post
season play in a central
location.
History
•
•
•
•
Jr. College Bowl started in 2001
Texas Champion vs. Highest Ranked
Supported by Community
Many current NFL stars played in the Bowl
– Jason Pierre-Paul – Fort Scott – NY Giants–Super Bowl Champion 2008
– Brandon Jacobs - RB – Coffeyville –NY Giants –Super Bowl Champion 2008
– Terrance Cody -NG– Ms Gulf Coast – Baltimore Ravens – Super Bowl Champion
2013
– Vick Ballard -RB– Ms Gulf Coast – Indianapolis Colts
– Tramaine Brock – DB – Ms Gulf Coast – San Francisco 49’ers
– Chris White – LB – Ms Gulf Coast – Buffalo Bills
– Michael Johnson – Tyler JC – NY Giants–Super Bowl Champion 2008
– Jacquian Williams – Fort Scott – NY Giants–Super Bowl Champion 2008
HOT BOWL HISTORY
•
•
•
•
•
•
•
•
•
•
•
•
•
2012 MCMURRY 36 SOUTHERN ARKANSAS 35
2012 NAVARRO 30 GEORGIA MILITARY 23
2011 NAVARRO 40 NEW MEXICO MILITARY 24
2010 BLINN 31 ARIZONA WESTERN 27
2009 NAVARRO 37 MISSISSIPPI GULF COAST 26
2008 FORT SCOTT 30 BLINN 14
2007 MISSISSIPPI GULF COAST 62 KILGORE 28
2006 KILGORE 19 FORT SCOTT 7
2005 CISCO 47 DODGE CITY 28
2004 HUTCHINSON 15 TYLER 10
2003 TYLER 55 ROCHESTER COMM. & TECH 3
2002 TRINITY VALLEY 33 JONES COUNTY 22
2001 COFFEYVILLE 49 NAVARRO 14
C.H.A.M.P.S. – What is it ?
• C.H.A.M.P.S. stands for Communities
Helping Americans Mature, Progress and
Succeed
• C.H.A.M.P.S. is a program in America’s
Drug Free Productions, Inc.
• The mission: To provide activities to
promote the awareness of the abuse of
alcohol and illicit drugs, bullying and the
prevention of teen suicide.
HOT Bowl Provisions
• Lodging – At least 1 night at a local hotel
• Banquet – Night before game, meal included,
along with entertainment from a recording artist
• Bowl Trophies – Champion and Runner-up
• MVP – MVP plaque for a player from each team
• Travel Expenses
• 500 reserved seat tickets
• Bowl memento for each coach and player
Team Expectations
•
•
•
•
Participate in Pre-Game Press Conference
Arrive day before game
Participate in Banquet
Have some team members available for
community service on day before game to
promote C.H.A.M.P.S. and its vision.
• Provide Logo and Team pictures for
plaques and programs and local news
outlets
HOT Bowl Request
• $50,000 – Supports 2 games - NJCAA
Bowl and NCAA Division II Bowl
• 150 room nights for four teams
• Team Travel for four teams
• Awards for four teams
• Banquet Support
Impact on Copperas Cove
ANTICIPATED CROWD
• NJCAA HOT BOWL
2,500
• NCAA DIV II HOT BOWL
3,500
• Total
7,000
ANTICIPATED ROOM NIGHTS
• 250 ROOM NIGHTS – 3 Nights (Fans and Support
Groups)
• 150 ROOM NIGHTS FOR 4 TEAMS
4 Teams
400 Players & Staff Along with 600+ support (Band, Cheer,
Dance)
City of Copperas Cove
Memo
To:
Mayor and City Council
From:
Ryan Haverlah, Budget Director
CC:
Andrea Gardner, City Manager
Date:
7/31/2013
Re:
Late application received from Boys & Girls Club
The City released applications for General Fund funding request on May 16, 2013. Those applications
for General Fund allocation requests were due to the City on June 7, 2013. The Boys and Girls Club
submitted the following application requesting allocation from the General Fund on July 23, 2013. Staff
did not consider the application since it was submitted over a month past the deadline and on the day
City Manager Andrea Gardner presented the FY 2014 Proposed Budget to City council. The application
is not included in Council’s workshop presentation for discussion. The Boys & Girls Club request is
provided to City Council only for informational purposes.
1