To: Aaron Rector, City Manager
From: Michael Queen, KSAC Manager
Subject:
Title
Consider a resolution approving the agreement with Diamond Tours for FY25 motor coach travel services for the Keller Senior Activities Center; authorizing the City Manager to execute all associated documents; and providing an effective date.
Background:
Diamond Tours is a sole-sourced group travel company that specializes in all-inclusive motor coach tours for seniors. They coordinate multi-day trips that include transportation, lodging, meals, and guided tours, which allows the Keller Senior Activities Center (KSAC) to offer travel experiences without managing complex logistics. KSAC staff serve as the trip leader for each tour, providing on-site coordination and serving as the main point of contact for participants.
The City typically limits extended senior trips to one per fiscal year. However, due to the overlap of scheduling and payment timelines between fiscal years, both a trip paid in FY24 (but taken in FY25) and a trip scheduled for September FY25 fall within the same fiscal year for accounting purposes:
Branson, Missouri Trip: Paid in September 2024 (FY24) but taken in November 2024, totaling $31,680
Pigeon Forge and Smoky Mountains Show Trip: Scheduled for September 14-20, 2025, with an estimated cost of $41,100
Participants fully fund the trips through registration fees, which also cover staff travel costs. No General Fund dollars are used for these expenses. Funds are deposited into a KSAC revenue account and then used to pay Diamond Tours.
Financial Impact:
Total estimated payments to Diamond Tours in FY25: $72,780
Funding Source: Keller Senior Activities Center 112 account (funded by participant revenue)
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial
Council Action:
Staff recommends approval of the resolution authorizing the City Manager to enter into agreements with Diamond Tours for FY25 in an amount not to exceed $75,000.