Loading...
HomeMy WebLinkAboutAgenda - 05-19-1998 - 8dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 19, 1998 ~ -~ SUBJECT: Budget Amendment # 10 DEPARTMENT: Budget Office PUBLIC HEARING: (Y/N) IYa BUDGET AMENDMENT: (Y/1~ No ATTACHMENT(S): INFORMATION CONTACT: 1) Proposed Budget Amendment Donna Dean, Budget Director 2) Northern Human Services Center Capital Project Extension 2151 Ordinance 3) Minutes - 12/10/97 Visitors Bureau Board Mtg TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To consider proposed budget ordinance amendment and capital project ordinance. BACKGROUND: Northern Human Services Center Capital Project 1) At its May 6, 1998 meeting, the Board of County Commissioners approved the purchase of 40 acres of property in Cedar Grove. This land is adjacent to the Northern Human Services Center. The Board approved purchasing the property through 1997 Parks and Recreation Bonds. The County will pay for the property with cash on hand, and reimburse itself when the first sale of 1997 approved bonds takes place in early 1999. The attached Northern Human Services Center Capital Project Ordinance on page 2 of this agenda abstract appropriates $110,000 for this purpose. Visitors Bureau 2) Receipts for the Visitors Bureau for the 1996-97 fiscal year were higher than originally budgeted by about 4%. In addition, collections of current year revenues are higher than budget. The Visitors Bureau Board is requesting to use these revenues to increase its sales and marketing activities such as collateral, trade shows and marketing research. In December, the Visitors Bureau Board also approved expenditures totaling $30,000 for highway signage. At a subsequent County Commissioners meeting, the Board of County Commissioners recommended that expenditures for highway signage not exceed $15,000. This budget amendment has been adjusted to reflect only $15,000 in capital expenditures for highway signs. The remaining balance of $46,250 will be used to: produce new photographic panels for the Bureau's trade show booth; print additional copies of the color visitors maps; produce a brochure about services provided for conferences and meetings; design and print a direct mail piece to attract medical meeting planners; and expand Orange County's presence at three trade shows. The attached budget ordinance amendment increases the Visitors Bureau budget by $61,250. Action Agenda Item No. RECOMMENDATION(S): The Manager recommends that the Board of Commissioners approve the attached budget amendment, and capital project ordinance as presented. 2 Park at Northern Human Services Center Capital Project Capital Project Ordinance Project 1Vumber 61-66 Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized is the purchase of land for possible design and development of a park located at the Northern Human Services Center in the Cedar Grove Community. This project is financed with proceeds from the County's 1997 Park Bonds referendum. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: 1997 Park Baal Pra~ls $110,000 Section 4. The following amount is appropriated for this project: Land $110,000 Section 5. This ordinance, originally adopted May 17, 1998, shall be in effect until June 30, 1999. Adopted this 19`h day of May 1998. \ \Budget \sys \BUDGET \9798 \97980RDS \COUCAP \NHSCPARK.DOC Orange County Proposed 1997-98 Budget Amendment The 1997-98 Orange County Budget Ordinance is amended as follows: Visitors Bureau Fund Revenue Budget Amendment #10 (OS/17/98~ #1 See attached Park at Northern Human Services #2 Receipt of Budget As Center Capital Additional Amended Project Revenues for the Through BOA Ordinance Visitors Bureau #10 Occupancy Tax $ 32,000 $ 417,000 Intergovernmental $ 27,250 $ 108,000 Interest Income $ 2,000 $ 5,000 Fund Balance Appropriated $ - $ 27,792 Visitors Bureau Revenue $ 61,250 $ 557,792 Expenditures Community Planning $ 61,250 $ 557,792 w 4 Minutes Chapel Hill/Orange County Visitnrs 13urcau Hoard December 10, 1997 The Chapel Hill/Orange County Visitors Bureau Board met Wednesday, December 10, 1997, 8 a.m. at the Burwell School in [ Iillsborough. Board Members Present: Lee I'avao, Chairman Moses Carey, Jr. Margaret Skinner Catharine Callaway Rick Strunk Stephen I talkiotis Board Members Absent: I Iilliard Caldwell Pat Cvans Remus Smith Nancy Uavis Staff Present: Shelly Green, llirector Betty Davis, Administrative Assistant Guests: Ted Abernathy, Orange County F,UC Cathleen Turner, Alliance for I Iistorical I Iillsborough Sandy Roberts, I1NC-CI I Visitors Center Joel Sheer, Sheer Associates, Marketing Agency John Link, County Manager Chairman Lee Pavan called the meeting to order at 8:05 a.m. at the Burwell School. ` •; INTRODUCTION OF GtII;S'I'S Mr. Pavan welcomed members and recognized and greeted gucsls to the board meeting. APPROVAL OF MINU'T'ES Mr. Pavan made a motion that the minutes be approved as submitted. Mr. Rick Strunk seconded the motion. With all board members in agreement the minutes were accepted. BUDGET AND FINANCE Mr. Moses Cary, treasurer, reported the visitors bureau was i~ti "good shape" budget wise. After discussion regarding the budget "draft" which was included with tine board packet, Mr. Halkiotis expressed concerns regarding tlie $30,000 cost for Highway signs. T'l~e cost for the signs increased $15,000 over tl~e last eighteen months. Ms. Green explained the difficulty in attempting to work with the Department of Transportation regarding the highway signs: installation, costs, locations, engineering, etc. Mr. Link stated that the highway signs and the approval of the slogan were scheduled to go before the county commissioners at the December 16'" meeting. Mr. Link suggested that since many things had changed regarding the highway signs that the abstract on tl~e county commissioners agenda be re-written reflecting those changes. Ms. Green and Mr. Ted Abernathy will re-tool the abstract regarding the highway signs and forward to Mr. Link for commissioner's meeting. Mr. Cary stated the revised budget should retain the $30,000 for highway signs. ~'he board could decide not to spend the full amount based on commissioner's input. Also, the revenues for the bureau were up $100,000. Ms. Green advised there has been a 4% growth in occupancy tax overall and pointed out the last quarter of the Chapel Hill occupancy tax carne in alter tt~e 96-97 books were closed. The revised budget was for $SG0,000. It was at this time that Mr. Cary made a motion to approve the revised budget, Mr. Davao seconded the motion, and with all in favor it was passccl that it be presented to the county commissioners. DIRECTOR'S REPO1tT Ms. Green reported that Maria Lundberg; Communications Director had submitted her resignation. The number two candidate, Ms. Patty Griffin, was contacted, and she accepted the position. Ms. Griffin will begin January 5, 1998. i'resentty, Mr. Dnle Chodorow is working as a temporary, with his main focus on developing a new visitors guide. Mr. Chodorow conducted a focus group with hospitality partners on December 9''' to discuss ideas regarding a new visitors guide. Ms. Green shared some of these ideas with the board and also the concept of enhanced listings for Chapel I lilt/Orange County restaurants and accommodations. April is the desired completion date for the visitors guide. After discussion regarding the enhanced listings, a motion was made by Mr. Carey that the visitors bureau should al{ow, nn a trial basis, enhanced listings for restaurants and hotels in the visitors guide and paid listings for retail stores. I Ic also added that the county attorney should review the wording contained in the forms for listing prior to mailing to local businesses. Catharine Callaway seconded the motion and with all board members in agreement the motion was carried. Ms. Green then updated the board on the new collateral pieces, which includes the lure brochure, the new format for the "l Iappenings" Calendar of Events, and the new folders for sales kits. The post cards, visitors map, and the newly designed meeting planners' guides to be available within 2 to 3 months. 2 .a~. Summary of Changes I'roposcd lteviscd I3udgct for 1997-98 Orange County Occupancy "I'ax Chapel Hill Occupancy Tax Balance Carried Forward 6 We ended the 1996-97 year much stronger than anticipated. I;vcn with the loss of revenue Gom the Carolina (nn, 1997-98 receipts are up 3% over last ycar. (We anticipated a (Iccline in the first half of this ycar.) "Phis new amount reflects a 4%incrcasc over last year's final receipts. As above, collcclions wcrc stronger than anllClpated. We're prcijecting a 4% incrcasc for 1997-9A. Ad(litionally, we did not receive the linal payment of 1996-97 tax receipts li•om Chapel llilt until after the hooks wcrc closed out. "I'hercforc a payment of $22,033 has been ad(Ic(1 to this ycar. If the hoard elects to do so, we can allocate $30,000 from our fund balance to pay for highway signs. (Wc had bu(lgctcd $15,000 in prior years but (lid not spend it, so it has remained in our fun(1 balance.) Highway Signs I have bu(lgetcd $30,000 to pay for all 14 signs in this liscal ycar. '['his can he a(ljuste(i to suit the. boar(I's wishes. -. Collateral We ma(Ic a(I•justmcnls to some prc~jccts which wcrc under budgeted, plus addc(l several new collateral pieces inclu(ing an arts hrochurc and liiap, a sales and services hrochurc, a hrochurc about how to generate publicity fc-r a festival or event, a direct mail piece for medical meeting planners, and the creation of ~ marketing slogan. Additionally, this includes a $12,000 carryover from last ycar liar two projects that wcrc encumbered but not atmplctc(1 before the books wcrc closed. Trade Shows/Sales Blitzes We've expanded our booth presence at the AI;NC show, and addc(I three new trade shows, including Meeting Quest Atlanta, '1'ravclfest, and one a(lditional one to be dcsignatc(l. .