0514071.13
COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND
DOCUMENTS TO
BE REVIEWED BY THE COURT.
MADE BY: Comm. Oehler
OFFICE: _County Commissioner
MEETING DATE: May 14, 2007 TIME PREFERRED:
SUBJECT: (please be specific) Consider, discuss and take appropriate action regarding
establishing policy and procedures to address methods of collections, deposits and
receipts for events held at the Ag Barn.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON):
NAME OF PERSON ADDRESSING THE COURT: Comm. Oehler, Pct. 4
ESTIMATED LENGTH OF PRESENTATION:
_ IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5,
Chapter 551 and 552, Government Code, is as follows:
5:00 P.M. on the Tuesday prior to the meeting.
THIS REQUEST RECEIVED BY:
REQUEST RECEIVED ON:
All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has
been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will
be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda
Request Rules Adopted by Commissioners' Court, Court Order No. 25722.
Receiving and Receiat Procedure -Hill Country Youth Exhibit Center
1 Customer calls and books the facility
2 Booking agent utilizes Event Information form to capture event information and requirements
3 Booking agent completes HCYEC Reservation Form to calculate costs
Booking agent reviews with customer that an intent to reserve form must be signed within five (5)
4 working days or the date will not be held.
Booking agent reviews with customer that 50°~ of the balance must be paid within five (5) days of
5 the receipt of the contract or the date will not be held.
Booking agent reviews with customer that the balance must be paid twenty (20) working days before
the event. Regular reoccurring events may be paid for on a monthly basis within the first five (5)
6 working days of the month to maintain a current payment schedule.
Booking agent emails reservation form and event information form to County Treasurer within twenty
7 four (24) hours of the initial call from customer.
Booking agent maintains logbook with current forms and is responsible for collecting revenues within
8 the procedural and leasing agreement guidelines.
Booking agent will take any revenue collected to the County Treasurer within twenty-four (24) hours
9 to help ensure timely receipt and deposit of funds.
Booking agent will reconcile monthly bookings with monthly reciepts and present completed report to
the County Treasurer during the first five (5) days of the month, ie: January report due by February
10 5th.
All checks, money orders, bank drafts should be made out to the Kerr County Treasurer.
Hill County Youth Exhibition Center Reservation Form
3805 State Hwy. 27 East, Kemille, TX 76028
(830)792-6262 "
GL 10.370-400
Name
Date d Call
Goofed Person
Address
CRy State Zip
Phone Number
Cell Number Fax Number
Reservation Dates
Reservation Day(s) Momfa Tuesda Wednesda Thursda Frlda Salurda SurMa
Mark Days
Client #
Concession Needed Yes No
EXT./HCDJLSA Event Yes No
E ul merit Needed 4uantlty	Fee
o ing airs -
each	
$0.00
Folding Tables - 4.00
each	
$0.00
S ial Set-U	
Total Due HCDJLSA	$0.00
PAS m Needed	Yes / No	
Security Personnel		
Day	Yes / No	
ecur ersonne		
Night	Yes / No	
Facllltles Needed	~uantl	Fee per Day	Total
Exhibk Center		$150.00	$0.00
Private Parties		$125.00	$0.00
Indoor Arena 1 2 3 da			$0.00
Outdoor Arena		$150.00	$0.00
Shed Rental		$150.00	$0.00
Stall Rental		$15.00	$0.00
Polo Field		$100.00	$0.00
Grounds		$100.00	$0.00
Set-Up		$150.00	$0.00
Concession Stand		$50.00	$0.00
Total Due Kerr Coumy		$0.00
Total Due HCDJLSA $0.00
Total Due Kerr County $0.00
Facility Deposit
Clean Up Deposk
Insurance Due Ken Co. 45 tlays in
Atlvance
Balance Due Kerr Counri
or
to: Hill
Country Youth Exhibition Cerrter
3805 State Hwv. 27 East Kerrville TX 78028
Event Information Forn
GL 10-370-400
Day /Date Hours
Type of Program Attendance
Rental of Needed Items
	CONTACT PERSON
Name	Phone
Name	Phone
Starting Time	Ending Time
Decorating Time	
Caterer Move-In	DJ !Band Move
Open Expo Center	Close Expo Center
Concession	Security
8 Ft Table		Horse Stalls	
6 Ft Table		Ro in Chute	
Chairs		Buckin Chute	
P.A. !Micro hone		Sta e	
Auction Block		Showturt	
			
			
			
Receiving and Receiot Procedure -Hill Country Youth Exhibit Center
Customer calls and books the facility
Booking agent utilizes Event Information form to capture event information and requirements
Booking agent completes HCYEC Reservation Form to calculate costs
Booking agent reviews with customer that an intent to reserve form must be signed within five (5)
working days or the date v~ill not be held.
Booking agent reviews with customer that 50% of the TOTAL balance must be paid at the time of
book (signing reserve form) or the date will not be held.
Booking agent reviews with customer that the balance must be paid twenty-one (21) calendar days
before the event.
Regular reoccurring events may be paid for on a monthly basis within the first five (5) working days
of the month to maintain a current payment schedule. The deposit may be rolled month to month,
for example an event total cost is $1000. $500 is due at the time of booking~wi4hyhe remainder of
$1000 due twenty-one (21) days prior to the event. The $500 deposit remains and rolls for the next
event. ~~ Qd
Booking agent emails reservation form and event information form to County Judge, County
Commissioners, County Treasurer, and Maintenance within twenty-four (24) hours of the initial call
from customer.
Booking agent maintains logbook with current forms and is responsible for collecting revenues within
the procedural and leasing agreement guidelines.
Booking agent will take any revenue collected to the County Treasurer within twenty-four (24) hours
to help ensure timely receipt and deposit of funds. In the event that revenue is collected during the
weekend, the revenue should be to the County Treasurer by the end of the next business day.
Booking agent will reconcile monthly bookings with monthly receipts and present completed report to
the County Judge, County Commissioners, County Treasurer, and the County Auditor during the first
five (5) days of the month, ie: January report due by February 5th.
All checks, money orders, bank cashiers checks should be made out to the Kerr County Treasurer.
Revised 05-14-07